The Old Rectory Terms and Conditions

These are the standard Terms & Conditions of contract for The Old Rectory. Please read these Terms & Conditions carefully, once a booking has been accepted and payment received all the persons named on the booking form will have entered a binding contract on the basis of these Terms & Conditions. This agreement is governed by English law.

The Old Rectory is a trading name for Digitgain LTD, company registration number – 2251657.

The term ‘we’ refers directly to The Old Rectory.

The term ‘you’ or ‘your’ refers directly to the client or clients making a booking at The Old Rectory.

1. Current Packages

1.1. Our current wedding package includes only the following:

  • Exclusive use for you & your guests of The Old Rectory & manicured grounds
  • Our stunning honeymoon suite & 5 spacious bedrooms with DIY breakfast included
  • Use of our courtyard lodge
  • Ceremony in our Gala Hall
  • Welcome drink for each guest (Prosecco for up to 80 guests)
  • Garden furniture on our beautiful lawn
  • Our spectacular Orangery (Up to 140 people for a seated meal)
  • Choice of round or rectangular tables & our vintage style chairs
  • Table linen, crockery, cutlery & napkins (white table cloth, plates and napkins)
  • Seating plan & name cards
  • A glass of Prosecco for each guest to ‘toast’ (Up to 80 guests)
  • Disco lighting & music - your own playlist with our in-house speaker system
  • In-house Oak Bar – well stocked & staffed
  • Wedding planner

Please note the following:

  • The price is inclusive of VAT at the current rate.
  • Bookings must be made before the 31/12/2019.
  • Bookings can only be made on dates that are available and agreed by The Old Rectory.
  • Venue hire is from 9am for the bride and bridal party, they are able to use our courtyard lodge to get ready in, otherwise check in for the honeymoon suite is 12pm.
  • The venue is available, within our package, for the day of the wedding and the night of the wedding.
  • The bride and groom are responsible for allocating bedrooms and informing The Old Rectory staff. Overnight guests may arrive from 12pm to check in.
  • All other guests may arrive at a suitable time before the wedding commences.
  • All external suppliers are not permitted to arrive before 10am, unless we have a prior agreement with the suppliers directly.
  • Exterior doors at the property are on a fire safety system. After 12:30am, they can only be opened internally. (For guest security)
  • Access to the kitchen & breakfast room is for staff only until Midnight.
  • Check out is at 10am the following day.
  • Any accidents or breakages should be reported at check out.
  • Inventory will be checked and you will be invoiced for any missing items.

1.2. Our current celebration package includes only the following:

  • Exclusive use for you & your guests of The Old Rectory & manicured grounds
  • Venue hire from 4pm to midnight on the day of the event.
  • Garden furniture on our beautiful lawn
  • Our spectacular Orangery (Up to 140 people for a seated meal)
  • Choice of round or rectangular tables & our vintage style chairs
  • Table linen, crockery, cutlery & napkins (white table cloth, plates and napkins)
  • Disco lighting & music - your own playlist with our in-house speaker system
  • In-house Oak Bar – well stocked & staffed
  • Event planner

Please note the following:

  • The price is inclusive of VAT at the current rate.
  • Bookings must be made before the 31/12/2019.
  • Bookings can only be made on dates that are available and agreed by The Old Rectory.
  • Venue hire is from 4pm to midnight on the day of the event.
  • Only invited guests are permitted at your celebration.
  • All guests may arrive at a suitable time for the client.
  • All external suppliers are not permitted to arrive before 4pm, unless we have a prior agreement with the suppliers directly.
  • Access to the kitchen & breakfast room is for staff only.
  • Any accidents or breakages should be reported immediately.
  • Inventory will be checked and you will be invoiced for any missing items.
  • The venue will be locked when staffs leave.

2. Price

In the event of any taxation change beyond the control of The Old Rectory (e.g. increases in the standard rate of VAT), The Old Rectory reserves the right to vary the prices quoted to an extent that reflects such change.

3. Payment Terms

3.1. Booking

Once you have decided The Old Rectory is your chosen venue:

  • We will provisionally hold your chosen date whilst we wait for the completed and signed booking form.
  • The booking form must be returned within 5 working days or your previously chosen date will be released.
  • We strongly advise clients to take out the appropriate insurance.

3.2. Initial Invoice & ‘Cooling off’ Period

Once we have the completed and signed booking form:

  • We will raise an initial invoice for 25% of the total of your selected package to be paid within 7 working days OR your chosen date will be considered not booked and the chosen date will be released.
  • No event is considered booked unless the booking form is completed and deposit paid.
  • By completing the booking form and paying the initial deposit, you are agreeing to these terms and conditions.
  • Once payment has been received, you have a 14-day ‘cooling off’ period to change your mind.
  • During this period, if you request to cancel your event in writing, will we issue a full refund of the initial deposit.
  • After the ‘cooling off’ period ends, the initial deposit is non-refundable, regardless of how many months away the chosen date is.

3.3. Remaining Balance Invoices

The remaining package balance of 75% needs to be paid by:

  • 24 weeks before the date of your event - 25% (same as initial invoice)
  • 12 weeks before the date of your event – remaining 50% of selected package
  • Please note: invoices will be sent 2 weeks before the payment is required.
  • Once either of the balance invoices has been paid, the venue will make no monetary refund if the client cancels their event.
  • The venue will also not make any substitutes, once the final numbers have been confirmed and the final invoice has been paid we are unable to refund for any additional guests or substitute the cost paid for the additional guests for any other product.
  • The Old Rectory reserves the right to cancel your event if the balance is not paid on time, the venue will make no monetary refund for any invoice paid.

3.4. Additional Extras

Any additional extras you may want to add to your event will be invoiced as arranged. Invoice must be paid in full to secure your additional extras for your event and are not refundable in any situation.

4. Cancellations

4.1. Cancellations by the named clients

  • All client cancellations must be made in writing.
  • All payments received are non-refundable.
  • We strongly advise clients to take out the appropriate insurance.
  • If a client wishes to postpone a confirmed event, within twelve weeks of the event date, The Old Rectory and chosen caterer will give a list of alternate date options.

4.2. Cancellation by The Old Rectory

The Company reserves the right to cancel the booking if:

A) Any part of the venue is closed or unavailable because of any event beyond The Old Rectory’s control including Force Majeure. In this instance the client will be offered either a full refund of any deposit or balance invoice paid or the same booking on a different date. The Old Rectory accepts no liability for contracts with third parties made by the client.

B) If it becomes apparent that the booking may, in the reasonable opinion of The Old Rectory, damage the reputation of The Old Rectory, then The Old Rectory will treat it as a cancellation by the client

5. Catering

  • The Old Rectory offers an extensive list of preferred catering suppliers.
  • It is not an option to source your own caterers independently.
  • We do not permit the use of outside caterers.
  • The Old Rectory will work with you and your chosen caterer to plan your menu.
  • Sample menus in our brochure are for guide prices only; actual quotes will depend on number of guests and style of food and how it will be served.
  • A service staff charge is added to the quote to allow for The Old Rectory to serve and clear all meals in a professional manner. Such charge is dependent on how the food is to be served cleared and how many courses.

5.1. Catering Invoicing

In order to secure your chosen caterer and date, a non-refundable deposit will be required. The amount varies between our preferred caterers. The balance will be invoiced in line with the requirements of our caterers.

6. The Bar

6.1.

The Old Rectory has a licensed bar, which can serve drinks until midnight. Last orders can be anytime from 11pm to 11:45pm. The bar is stocked with a range of drinks. Prices are inclusive of VAT at the current rate. Our bar is card payment only; guests must be informed of this prior to any event. Cash will not be accepted. We do not accept corkage at The Old Rectory. We are able to offer drinks packages, which are not included in our wedding, or celebration package.

6.2.

The Old Rectory reserves the right with the government think 21 or 25 programmes to challenge anyone for identification to prove their age. Anyone who cannot provide such identification will not be served any alcoholic beverage. The Old Rectory staff reserve the right to refuse the sale of an alcoholic drink if said guest is extremely intoxicated, or if behaviour is unsociable or bad. In the event that a guest that has been drinking and is considered drunk or unsafe then gets in a car to drive, the police will be called. In the event of a guest being sick any where within the venue, £25 will be charged from the bar. Alcohol as ‘table favors’ is strictly prohibited.

6.3. Wedding package

A) A welcome drink of a glass of Prosecco per guest is inclusive in the wedding package for up to 80 guests. Bucks fizz or orange juice may be substituted. Substitution for an alternative is available. £80 (£1 per person) can be used towards another welcome drinks package of your choice.

B) The toast drink of a glass of Prosecco per guest is inclusive in the wedding package for up to 80 guests. Bucks fizz or orange juice may be substituted. Substitution for an alternative is available. £80 (£1 per person) can be used towards another toast drinks package of your choice.

6.5. Drinks packages

We are able to offer selected drinks packages. Including, Wine, sparkling wine, champagne for the table. Price will be quoted for the guests attending, quantity of half a bottle per person. Welcome drinks: price is dependent of amount of guests and drink required. Client is able to have a guest tab at the bar; limit amount to be pre- agreed and signed for.

6.6. Outside drinks

Invited guests may not bring any alcoholic or non-alcoholic drinks into the venue for the consumption on the premises. Any guests found contravening this regulation will be charged a fee of £50.

7. Orangery

There is a semi-permanent structure called the Orangery adjoining the outside of the building at The Old Rectory. The Old Rectory can arrange for additional marquee/s to be erected in the ground if numbers are greater than 144 for a seated meal. This would not be included in any of our packages.

8. Decorations and florists

The client can ask The Old Rectory to assist in sourcing extra decorations and a florist, a quote will be provided before suppliers are confirmed. The client is able make their own arrangements for decorations and florist but The Old Rectory is not obliged to assist with the presentation of such decorations. Any decorations used must not cause permanent damage to the venue. Any external contractors must comply with the agreed access arrangements. All decoration must be removed by 10am the day following the event. Please note that naked flames are not permitted. Enclosed candle lantern and glass jars are allowed, provided they are considered safe by advance discussion with our staff.

9. Photography

The client can choose their own photographer but they will be asked to provide The Old Rectory with at least ten high-resolution digital images as a record of the wedding for The Old Rectory. The Old Rectory may use these images for publicity purposes. In this instance The Old Rectory will include a link to the photographer's website on their website.

10. Music

The Old Rectory allows non-amplified or amplified music to be played within the Gala Hall. The external doors must remain closed and curtain drawn. The doors to the hall way and the Orangery may remain open The Old Rectory recommends that DJ/musicians visit the site prior to the function to assess the space for set-up and power requirements. Amplified music must be turned off at 11pm. All music must cease by midnight. The clients can organise their own entertainment subject to approval in advance by The Old Rectory.

11. Confetti

Please note that only dried flower petals may be thrown as confetti at the venue. Rice and paper are not allowed.

12. Smoking

The Old Rectory has a strictly non-smoking policy for all indoor areas (in line with the Smoke Free England Legislation.) A permitted outdoor smoking area will be designated for your event. The Old Rectory provides red sand buckets for the disposal of cigarettes, guests are kindly asked to take care of the grounds by using the buckets provided.

13. House and estate rules

The following applies at the venue for every event:

  • No Fireworks, sky lanterns or sparklers. (Sparklers permitted by prior arrangement)
  • No Naked flames of any kind in the house.
  • No Paper, metal or rice confetti.
  • Aggressive, rude, violent behaviour will not be tolerated.
  • Guests behaving in this manner will be asked to leave the venue and premises.
  • If a guest fails to leave, the police will be called to remove the guest.
  • Prior permission must be sought to bring any dog to the venue.
  • Should permission be granted, the owner is responsible for the dog for the duration of the event, including clearing up after the dog’s toileting, ensuring the dog is fed and watered.
  • Any allowed dogs are not permitted in the toilets, kitchen and the upstairs of the house.
  • If a dog is brought to the venue without prior permission, you will be asked to take the dog home.
  • Dogs cannot be left in cars during any event or the RSPCA will be called.
  • The exception to the above is a dog that is trained as a blind person’s guide/help dog.

14. Engagement of external contractors and /or equipment

The client can engage other contractors/equipment providers subject to prior approval by The Old Rectory. The Old Rectory reserves the right to refuse access, without prejudice, to any contractor. When other external contractors/equipment providers are arranged, the client must undertake to indemnify The Old Rectory against any claim made against them resulting from an act or default by any of the staff or caused by any equipment supplied by them. This indemnity is also to include cover under the Health and Safety at Work Act 1974. Any additional equipment deemed necessary by The Old Rectory to ensure the smooth running of the wedding reception will be hired in with your agreement and itemised on your account.

15. Personal and insurance

The Old Rectory accepts no liability for lost or damage to personal belongings. The Old Rectory accepts no liability for any injury or accident that may occur outside the categories of staff negligence or structural failure of facilities constructed by The Old Rectory. The Old Rectory recommends that you take out insurance and that all guests have appropriate cover for their own personal belongings. The venue is covered by public liability insurance of £5 million.

16. Loss or damage

The client is responsible for any loss, damage or exceptional soiling made to any part of the venue or its furnishings/equipment or venue accommodation hired to the client, by the client or the client's guests.

17. Conduct

The client is to acknowledge that during the event all guests are required to submit to the reasonable directions and supervision of The Old Rectory personnel. Guests under 18 years old must have enough accompanying adults to remain responsible for them at all times and the adults must maintain control of all children to the satisfaction of The Old Rectory. The venue is within the grounds of a private estate and all guests must remain on site.

18. Overnight accommodation

The Old Rectory has 6 bedrooms that are exclusively reserved for wedding parties. Prior arrangement of overnight accommodation will be considered for celebrations, subject to availability and The Old Rectory’s permission. Guests must check out at 10am the day after the event. Any accidents or breakages should be reported at check out. The Old Rectory reserves the right to invoice for any missing items.

19. On site facilities

All of the packages are inclusive of the supply of water and electricity. If it is anticipated that there be will a large demand for electricity (from, for example, additional refrigeration, catering, musicians' equipment or blow heaters) then a provision for generating equipment must be made. The hire costs of any such equipment will be added to the final account. The Old Rectory cannot be held liable for any loss or damage that may occur as a result of loss of power at the venue from hired in equipment.

19.1.

The cloakroom facilities on site include two gentlemen's toilet, two ladies toilets for event guests. Overnight guests facilities include, four toilets, four showers and two baths. Where guest numbers exceed 200, extra cloakroom facilities may be required and the hire cost will be added to the final invoice. The Old Rectory must be advised of any requirements for disabled guests.

20. Advice for event guests

The Old Rectory recommends that the client advise guests with adequate address details including appropriate arrival and departure timings. Guests must be informed that The Old Rectory does not accept cash payments for the Bar. Our bar only accepts card payments. Including chip & pin, contactless & Apple, Google & Samsung pay. Unless The Old Rectory is advised otherwise, it may use photographs taken at the venue during the course of the event for publicity.

21. Complaints procedure

In the unlikely event that the client has cause for complaint about the event, the complaint should be made to the senior member of the staff team during the event, in order that corrective action can, if necessary, be taken. The client acknowledges that it is unreasonable for them to raise a complaint after the event if they have taken no action to make their complaint known during the event. However, should the complaint not be resolved, it should be made in writing to The Old Rectory within 28 days of the event.

22. Changes To This Agreement

The Old Rectory reserves the right to update the Terms & Conditions at anytime, without notice.