Terms & Conditions

These Terms and Conditions govern all bookings made at Woodhill Weddings ("the Venue", "we", "us", "our"). By making a booking, you ("the Client", "you", "your") agree to be bound by these Terms and Conditions.

1. Definitions

Booking

The reservation of the Venue for your wedding.

Contract

The agreement formed when we receive your signed Booking Form and the deposit payment.

Package

The wedding package selected and detailed in your personalised quotation.

2. Booking Procedure

• We may hold a provisional date for a maximum of 14 days.
• To secure the date, you must return the signed Booking Form together with the required deposit.
• The deposit is 50% of the total venue hire fee. This deposit is non-refundable and represents a genuine pre-estimate of our administrative costs, lost opportunity costs, and expenses incurred in securing your exclusive use of the venue.

Payment schedule

• 75% of the total venue hire fee due 6 months prior to the wedding date.
• Final balance (25%) due 3 months prior to the wedding date.

We reserve the right to cancel the booking without notice if any payment is not received by the due date.

3. Pricing and Payment

• All prices include VAT at the prevailing rate.
• Prices quoted are valid at the time of booking. We reserve the right to increase prices for any postponement or rescheduling.
• Final guest numbers must be confirmed at the final planning meeting (no later than 1 month before the wedding). You will be charged for the confirmed number or the actual number of guests, whichever is higher.

4. Cancellations by the Client

If you cancel your booking, the following cancellation charges will apply:

• The deposit is non-refundable and non-transferable in all circumstances.
• We strongly recommend that you take out comprehensive wedding insurance to cover cancellation, postponement, and other risks.

5. Postponement and Date Changes

• Any request to change the wedding date will be treated as a cancellation of the original booking and the creation of a new booking (subject to availability).
• A £500 administration fee will be charged for any agreed date change.
• Where possible, we will endeavour to offer a suitable alternative date within 18 months at the original price (subject to availability and any price adjustments).

6. Cancellations or Changes by the Venue

If we cancel the booking for any reason other than Force Majeure, we will offer you either:

• A full refund of all payments made, or
• An alternative date at no extra cost (subject to availability).

We will not be liable for any additional costs you may incur as a result of the cancellation.

7. Force Majeure

We shall not be liable for any failure or delay in performing our obligations due to any event beyond our reasonable control, including (but not limited to) fire, flood, pandemic, extreme weather, government restrictions, acts of God, or any similar event.

In such circumstances, we will work with you to reschedule your wedding where possible. If rescheduling is not feasible, we will refund all payments made beyond the deposit.

8. Your Responsibilities

You are responsible for:

• Ensuring all guests, suppliers, and contractors comply with health and safety rules, capacity limits, and our venue policies.
• Any damage caused to the Venue or its contents (you will be charged the full cost of repair or replacement).
• The behaviour of your wedding party and all guests.

Approved suppliers only

All external suppliers must be from our approved supplier list or otherwise approved by us in writing. All suppliers must hold valid public liability insurance (minimum £5 million) and provide copies of risk assessments upon request.

Restrictions

No confetti (unless biodegradable), rice, glitter, fireworks, Chinese lanterns, naked flames, or similar items are permitted without our prior written consent.

9. Capacity and Timings

• The maximum capacity of the Venue must not be exceeded under any circumstances.
• All timings must be agreed in advance. Additional charges may apply for any overrun.
• Music and bar service must cease by 10:30pm.
• All guests should depart by 11:00pm (taxis should be pre-booked accordingly).

10. Photography and Marketing Rights

We reserve the right to take photographs and/or videos of the Venue (including public areas during your wedding) for our marketing and promotional purposes. If you do not wish for any photography or filming to take place, you must notify us in writing at the time of booking.

11. Alcohol and Licensing

The Venue operates under a Premises Licence. All alcohol service must comply with licensing laws and our venue rules. We reserve the right to stop alcohol service if we reasonably believe it is necessary for the safety or comfort of guests or compliance with the law.

12. Liability

• Our total liability under this Contract shall not exceed the total amount paid by you to us.
• We are not liable for any indirect or consequential losses.
• Nothing in these Terms limits or excludes our liability for death or personal injury caused by our negligence.

13. Data Protection

We process your personal data in accordance with the UK GDPR and ourPrivacy Policy.

14. General

• These Terms and Conditions constitute the entire agreement between us.
• The Contract is governed by the laws of England and Wales.
• Any disputes shall be subject to the exclusive jurisdiction of the English courts.
• We may update these Terms from time to time. The version in force at the time your Contract is formed will apply.

Refund Policy

Our full Refund Policy forms part of these Terms and Conditions. In summary, all deposits are non-refundable, and refunds for payments above the deposit are only considered in exceptional circumstances at the sole discretion of management. We strongly recommend wedding insurance.