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Booking Terms
 

Booking Terms and Conditions

Provisional Bookings

Provisional bookings can be made by telephone, e-mail

Provisional bookings will be held for a maximum of 14 days. Any bookings not confirmed within 14 days may be released without notice. All bookings are provisional until a signed booking contract (and purchase order, if applicable) is received. When a signed contract has been received the booking terms and conditions have been accepted.

Confirmation of Bookings

Bookings will be confirmed upon receipt of a signed contract. When a signed contract has been received the booking terms and conditions have been accepted.

Confirmation of the booking must include:

  • Date(s) of the booking
  • Estimated number of delegates and facilitator(s)
  • Preferred room layout
  • Package required
  • Lunch and refreshment requirements
  • Equipment requirements
  • Any additional requests
  • Invoice address
  • Final Numbers & Requirements

Notification of the exact numbers and specific requirements must be provided in writing as early as possible, and no later than 7 days prior to the start of the event. For Day Delegate bookings, any reduction in numbers received within the 7 days prior to the start of the event cannot be accepted, and non-arrivals will be charged as quoted. Any additions to the confirmed numbers will be charged pro-rata. Please note a minimum number of 10 delegates applies to all day and half day delegate packages.

Final Invoices

A final invoice will be submitted once calculation of final charges is completed. Invoices must be paid within 14 days of the invoice date. Late payment of invoices will incur a monthly administration charge of £10 plus VAT.

Change of Date

Once a booking has been confirmed, any change of date may result in forfeiture of the booking deposit. Whilst every effort will be made to accommodate changes in date, the provision of rooms, equipment and other requirements cannot be guaranteed.

Cancellations

Cancellations must be confirmed in writing. If a cancellation is confirmed at least 10 weeks before the scheduled event date, no cancellation charge will be incurred. If a cancellation is confirmed within a period of 10 weeks before the scheduled event date, the following cancellation charges will apply:

  • Less than 1 week before event date - 100% of total estimated charges
  • 1 to 2 weeks before event date - 85% of total estimated charges
  • 3 to 6 weeks before event date - 50% of total estimated charges
  • 7 to 10 weeks before event date - 25% of total estimated charges

Cancellation charges will be determined from the date that written confirmation is received and will be payable upon submission of a final invoice. Total estimated charges will be based on the confirmed booking numbers and all pre-booked facilities, such as Room Hire, Catering & Equipment.

Damage

The client must indemnify the Trustees of Ashlar House against any damage caused to the Conference Suites and Meeting Rooms (including contents, furnishings, fittings, sound and light equipment and any other equipment on hire or situated at either site) by the client and/or their guests, employees or agents.

Insurance

Ashlar House rooms are fully covered by insurance, however we accept no responsibility for any activities organised by those hiring the facilities. Hirers must ensure that Public Liability insurance is arranged to cover any claim that might be made against them in respect of any activities that they are responsible for or any equipment they use during the event.

Accessibility

All areas of Ashlar House are fully accessible. The first floor can be accessed via a lift. There is a separate accessible WC located on the ground floor.

Car Parking

There are car parking spaces for approximately 120 vehicles. We will make every effort to provide car parking with the strict priority being given to disabled guests.

Smoking

We operate a strict NO SMOKING policy thorughout the building. There are designated smoking facilities and areas which are clearly marked. We would appreciate if all guests are curtious to others and keep these areas tidy by using the bins provided.

Alcohol

We hold a licence for either the supply or consumption on alcoholic beverages on the premises. If you wish to supply your own alchohol or soft drinks you must let us know prior to your event as a corkage charge may apply.

Special Catering Requirements

Full details of our standard catering packages including vegetarian menus are available. If you require non-standard catering, or if any of your delegates have specific catering requirements including special dietary needs, please provide full details when confirming your booking.

We will be more than happy to discuss your requirements and every effort will be made to provide a catering package that exactly meets your needs. Please note that, under normal circumstances, clients are not allowed to consume their own food and beverages within the premises.

PRS and PPL for Music Licence

We hold a PRS and PPL licence to allow recorded music to be played and live music to be performed.