Master Terms & Conditions
Interpretation
In these terms and conditions, the following expressions shall have the following meanings:
- Hillcrest Hotel/We/Us/Our – Hillcrest Hotel, Cronton Lane, Widnes, Cheshire WA8 9AR.
- The Client/You – the person, group or company on whose behalf this legally binding contract is made.
- The Venue – The Hillcrest Hotel.
- The Event – the function, wedding or special occasion, the date of which has been agreed by the parties and at which The Hillcrest Hotel is engaged to provide the services.
- Guest – a person who will be attending your event at The Hillcrest Hotel.
- Date – the date reserved for which you and your guests will attend the premises for the event.
Advanced Information
1 Making Your Booking
1.1 These terms & conditions are binding for the booking of Events space at The Hillcrest Hotel.
1.2 Once you have provisionally held a date for the event, we will reserve that date for you, for a maximum of 7 days. This preliminary reservation will not rise to any rights or a contractual obligation between The Hillcrest Hotel and you.
1.3 If you wish to confirm the reserved date and enter into a contract with us, you will be required to pay the deposit amount of £500 for Weddings and £250 for other event types. If the non-refundable deposit is not settled by the expiry of the 7-day period referred to in clause 1.2, then we shall be entitled to release your reserved date at our discretion and without any liability on our part
1.4 The initial deposit is non-refundable.
1.5 By settling the initial deposit you are freely entering into, and agreeing to, these terms & conditions.
1.6 The Contract will specify the anticipated number of guests for the Event, and the agreed minimum number of guests for the Event.
1.7 The Client must inform the Company of the number of guests it wishes to be catered for at the Event (the ‘Final Number’) no later than 1 calendar month before the event. This Final Number may override the anticipated number specified but not affect the Contract Minimum.
1.8 The Contract Minimum represents the minimum number of guests the Client guarantees will attend the Event. The Company has calculated its charges on this basis. Should the Client’s Final Number be lower than the Contract Minimum, charges for the Contract Minimum number of guests will apply.
2 Payment
2.1 You agree to pay the price in accordance with these terms and conditions, in which we agree to provide the service specified in these terms & conditions.
2.2 In the case of any avoidance of doubt, the price does not include the cost of the person who conducts your wedding ceremony, whether religious or civil, and responsibility for booking and paying for that service rests solely with you.
2.3 The outstanding balance of the price must be paid in full and cleared funds by no later than one month prior to the date. If any payments due are not paid by one calendar month prior to the date, we shall be entitled to terminate the contract.
2.4 The Hillcrest Hotel has a standard scale of payment fees for weddings, calculated as a percentage of the estimated pre-booked value as follows:
- £500 (or £250 for non-wedding events) deposit, required at time of booking, this is non-refundable and non-transferable.
- 25% of the balance (based on minimum numbers, package or what you have advised) due within one calendar month of making the booking (this is less the £500 you have paid on booking).
- 50% of the balance due 6 months prior to the event.
- Final balance is due one calendar month prior to the event, along with final numbers and pre-orders.
All non wedding events require full pre-payment 1 month prior to the event. No allowance or refund can be made for meals and or other elements not taken within the agreed Event rate.
2.5 All prices are inclusive of VAT. However, if the rate of VAT changes between the date the contract is formed between you and us and the date of your event, we will adjust the VAT you pay (and hence the overall price of your package), unless you have already paid for your package in full before the change in the rate of VAT takes effect.
2.6 Should your event be less than one year away then the above will be amended.
2.7 You are solely responsible for booking and paying any 3rd parties for your event, such as entertainment.
3 Use of the Premises
3.1 Under these terms and conditions, The Hillcrest Hotel grants you and your guests a license for use of the premises on the agreed date for lawful and proper activities connected with the event.
3.2 The license referred to in 3.1 will only last for the date booked and any period expressly permitted by us to you for predatory work setting up the event prior to the date.
3.3 We are entitled to refuse entry to the premises, or ask you or any of your guests to leave the premises, if, in our opinion, you or any of your guests are acting in a manner that we deem inappropriate, inclusive of bringing alcohol on site that has not been purchased from The Hillcrest Hotel.
3.4 You are required to provide us with details of all suppliers who you have booked to work on-site at The Hillcrest Hotel.
3.5 You are required to supply The Hillcrest Hotel with a copy of the Public Liability Insurance Certificate for any suppliers you have booked to work at The Hillcrest Hotel during your event.
3.6 The use of Fireworks anywhere on the premises is prohibited.
3.7 Candles are permitted however, they must be contained in a holder or lantern for fire safety.
3.8 Our entertainment license expires at 12:00am and without a license, no form of entertainment can be carried out on the premises. The license can be extended at an extra cost.
3.8.1 The Bar in Trafalgar Suite will also close at 01:00am with guests asked to leave the site by 01:30am.
3.9 The use of confetti is restricted to certain areas and must be biodegradable.
3.10 Corkage – No wines, spirits, food or beverage may be brought into the premises of the Company or grounds by or on behalf of the client or any guests for consumption on the company premises.
4 Your Obligations to the Premises
You undertake with us:
4.1 Not to use The Hillcrest Hotel premises or any part of it for activities which are dangerous, offensive, illegal or immoral or which may become a nuisance to us or our neighbours, or other persons attending the premises
4.2 To observe all applicable laws, licenses and regulations relating to the premises for staging the event.
4.3 Not to make any alterations, attachments or additions (including decoration) to the premises without our written consent.
4.4 To use your best endeavours to ensure that the guests behave in an appropriate manner.
5 Catering
5.1 Only Food & Drink purchased from The Hillcrest Hotel is permitted to be consumed on the premises, with the exception of one celebration cake.
5.2 Additional celebration cakes or cupcakes are allowed with our consent. An additional charge will be incurred.
6 Force Majeure
6.1 You recognise that the premises are a premium estate and that remedial and/or restoration work may be required to ensure the premises are maintained to a high standard. If building work is required, then we shall endeavour to keep disruption to a minimum
6.2 If by any reasons of force majeure (any matter beyond our control, or unavailability of the premises, power, equipment or labour) we are (or expected to be) prevented or substantially hindered from fulfilling the substance of our obligations under these agreements then we shall as soon as practical, make you aware of the occurrence of any event and both parties shall be entitled to withdraw from this contract by notice in writing to the other.
6.3 In the event of cancellation the parties agree to use their best endeavours to agree on a suitable and mutually agreeable revised date. If the client cannot agree to a revised date, the cancellation charges will apply for the event at the prevailing rate determined by the timescale prior to the event. Please see Clause 8.3.
7 Liability
7.1 You and your guests are responsible for any property or valuables which you bring into the premises and The Hillcrest Hotel is not liable for any damage or loss of those valuables. It is your sole responsibility to inform your guests of this clause.
7.2 Your personal belongings remain your responsibility at The Hillcrest Hotel and we do not accept any responsibility whatsoever for loss or damage to them whilst at The Hillcrest Hotel.
7.2.1 Property that is left behind by you or your guests will be held at The Hillcrest Hotel for 3 days after the wedding or event. After this time period, the items will be disposed of in an appropriate manner. It Is your responsibility to check if we have lost property & collect it within the time frame. It is your responsibility to inform guests of this clause.
7.3 You shall be responsible for any damage caused by you, your employees, guests, customers, clients or invitees to the premises, furnishing, utensils or equipment during the event or as a result of the event, and shall indemnify us against the cost of repair or replacement thereof.
8 Termination
8.1 We will be entitled to cancel the contract in the event that the money due has not been paid on the dates due and the sums remain unpaid for 7 days after we have contacted you asking for a settlement.
8.2 Cancellation must be received by The Hillcrest Hotel either by email or letter before any event or contract will be cancelled.
8.3 Consequences of Cancellation: If the event is cancelled, you will be liable for the cancellation charge to cover any losses incurred by the Hillcrest Hotel regardless of whether we are able to re-sell the date. The cancellation charges applicable are shown in the below table. Where final prices are yet to be agreed, the cancellation charge will be based on your minimum numbers set out in our original quotation.
9 Insurance
You are advised to secure your own insurance policy against any cancellation charges for which you could be liable under this agreement.
| Length of time before your scheduled event | Cancellation charge |
|---|---|
| Between 6 and 12 months | 25% of total pre-ordered value |
| Between 3 and 6 months | 50% of total pre-ordered value |
| Less than 3 months | 75% of total pre-ordered value |
| Less than 1 month | 100% of total pre-ordered value |
10 General
10.1 Any grievances or claims against The Hillcrest Hotel must be notified to us within 28 days of the arrival date.
10.2 The client shall not make any misrepresentations about The Hillcrest Hotel.
10.3 No variation to these Terms and Conditions shall be effective unless agreed in writing and signed on behalf of The Hillcrest Hotel and the Client.
10.4 These Terms and Conditions shall prevail over any conditions offered by the Customer.
10.5 No alterations may be made to the appearance of the hired space without the prior agreement of the General Manager. Affixing to walls/surfaces is not permitted. The General Manager reserves the right to remove any unauthorised items and charge at cost for any damage incurred.
10.6 The Client shall not use any logos of The Hillcrest Hotel in any of its advertising or publicity for the event without the prior written approval of The Hillcrest Hotel. The Client will ensure that advertising and publicity material for the Event does not imply that the Event is endorsed or organised by The Company without the prior written approval of The Company.
10.7 The failure by The Hillcrest Hotel to insist upon the compliance of any of the terms and conditions shall in no way affect Hillcrest Hotel’s right to enforce such provisions later.
10.8 These Terms and Conditions shall be governed and construed in accordance with English Law and each party agrees to submit to the non-exclusive jurisdiction of the English Courts as regards any claim or matter arising.