Events & Private Hire Terms & Conditions
1. WHAT ARE THESE TERMS
1.1 What these terms cover: These are the terms and conditions which apply when you wish to hire any part of or host a private event at our venue for weddings, events and other functions (including, depending on the Venue, private hire of the cookery school or any workshops).
1.2 Why you should read them: These Terms will apply to any contract between us for private hire (“Contract”). Please read these Terms carefully before booking. Your signature on the Function Booking Request is your acceptance of these terms and conditions and your agreement to strictly comply with them. These terms and conditions shall be binding upon you and all Guests subject to any overriding provisions expressly agreed with our team in writing.
1.3 Print or Save: You should print a copy of these Terms or save them to your device for future reference.
1.4 Legal rights: As a consumer, you have legal rights. Advice about your legal rights is available from your local Citizens' Advice Bureau or Trading Standards office. Nothing in these Terms will affect these legal rights.
1.5 English only: These Terms, and any contract between us, are only in the English language.
2. OTHER APPLICABLE TERMS
2.1 Privacy Policy: Our Privacy Policy, which sets out the terms on which we process any personal data we collect from you, or that you provide to us. We do process information about you that you provide when making a Booking.
2.2 Other Terms: Note, separate terms and conditions apply for room, cottage, spa, restaurant, public event and public workshop/cookery school bookings, that you will be made aware of during the transaction process.
3. ABOUT US
3.1 Who we are. Bamford Collection is the overarching umbrella brand name covering the following entities:
A. Bamford Collection Limited, a company registered in England as a limited liability company with company number 03064811 whose registered office and main trading address is at The Hive, Daylesford Farm, Moreton-In-Marsh, England, GL56 0YG, which is the entity which carries out central functions for other entities making up the Bamford Collection;
B. Daylesford Organic Limited, a company registered in England as a limited liability company with company number 03868901 whose registered office is at The Hive, Daylesford Farm, Moreton-In-Marsh, England, GL56 0YG, the activities of which include online sales of goods and events via https://www.daylesford.com/ and the operation of farm shops and cafes and events;
C. Bamford Limited, a company registered in England as a limited liability company with company number 04950734, whose registered office is at The Hive, Daylesford Farm, Moreton-In-Marsh, England, GL56 0YG, the activities of which include online sales of goods and services via https://www.bamford.com/ and the operation of stores selling clothing and bath and body products, The Club by Bamford and directly owned spas;
D. Daylesford Stays being the overarching umbrella brand name for the group of companies which is made up of:
(i) Thrip Enterprises LLP, a company registered in England as a limited liability partnership with company number OC375071, whose registered office is at The Hive, Daylesford Farm, Moreton-In-Marsh, England, GL56 0YG and whose main trading address is Church Street, Kingham, Oxfordshire OX7 6YA and which operates The Wild Rabbit including food and beverage sales, accommodation and events and Daylesford Cottages with the Site(s) of https://thewildrabbit.co.uk/.
(ii) Daylesford Stays LLP, a company registered in England as a limited liability partnership with company number OC433190, whose registered office is at The Hive, Daylesford Farm, Moreton-In-Marsh, England, GL56 0YG and whose main trading address is High Street, Lower Oddington, Moreton-in-Marsh, GL56 0UR which operates The Fox and The Bell including food and beverage sales, accommodation and events with the Site(s) of https://thefoxatoddington.com/, https://www.thebellatcharlbury.com;
(iii) Windrush Taverns Limited, a company registered in England as a limited liability company with company number 08096787, whose registered office is at The Hive, Daylesford Farm, Moreton-In-Marsh, England, GL56 0YG and whose main trading address is Asthall, Burford, Oxfordshire OX18 4HW which operates The Three Horseshoes (previously named The Maytime) including food and beverage sales, accommodation and events with the Site(s) of https://thethreehorseshoesasthall.com/ .
Further hospitality venues may be added to the Daylesford Stays brand over time either by separate legal entities or through such properties being owned by one of the above legal entities and these terms and conditions shall cover any such new properties.
3.2 How to contact us: See the ‘Contact Us’ page on the relevant entity website for details of how to contact us. We can also be contacted as follows in connection with any questions or queries you may have regarding private events and private hire including bookings:
3.3 References to “we”, ‘us’ and ‘our’: These terms are issued on behalf of all entities falling within the Bamford Collection so “we”, “us” or “our” in these terms is reference to the relevant entity with whom the booking relates (and which will be further detailed on the Function Booking Request).
4. CHANGES TO THESE TERMS
These terms may be amended at any time. Please check this page from time to time to take notice of any changes that have been made. Historic versions can be obtained by contacting us. Every time you wish to hire our Venue, please check these Terms to ensure you understand the terms which will apply at that time. The terms and conditions applying shall be those in place on the date that you make your request to book.
5. DEFINITIONS & INTERPRETATION
In these terms and conditions (Conditions) the following definitions shall apply:
“Booking” means the contract for hire of the Venue and the provision of the Goods and Services for the Event Date(s) between You and us which is formed following receipt by you of a booking confirmation email or signed Function Booking Request on behalf of us confirming acceptance and the details of your Function Booking Request and which may be amended from time to time by agreement of you and us in writing (which may be by way of email);
“Charges” means the amount payable for you for the Venue, Goods and Services as initially stated on the Booking and as may be adjusted from time to time in accordance with these Conditions;
“Event” means the purpose for which the Venue has been hired;
“Event Date(s)” means the dates that you have booked for use of the Venue and as confirmed in the Booking;
“Function Booking Request” means the initial booking form for hire of the Venue for the Event setting out Venue, Event Date(s), initially required Goods and Services, minimum and provisional Guest numbers and any special terms;
“Goods” means any goods to be provided by us in connection with the Event which are intended to become yours or your Guests ownership following the Event;
“Guests” means those people attending the Venue for the Event at your invitation;
“Running Estimate” means the updated detail of the Event including Goods and Services, and related Charges;
“Services” means such catering, floristry, equipment provision (including but not limited to crockery, glassware, cutlery, linen) and other services to be provided by us to you in connection with the Event as detailed in the Booking;
“You” means the organisation, company or individual who makes a booking for hire of the Venue as named on the Function Booking Request and being the person responsible for the Guests and “your” shall be construed accordingly;
“Venue” means any or all of the venue locations that we may have available for hire and which you wish to hire as set out in the Booking.
6. BASIS OF CONTRACT
6.1 Signed Function Booking Request: The contract between us is set out on the completed Function Booking Request signed by both you and us (as may be amended from time to time by agreement in writing (which may be by way of email)) and in these terms and conditions. Any special terms agreed against these standard terms and conditions shall be detailed on the Function Booking Request. In the event of any conflict between any special terms and these terms and conditions, they shall prevail in that order unless otherwise stated in these terms.
6.2 Trade Literature: All trade literature is subject to alteration at any time without notice. Description of goods and services are intended to offer guidance only and are not contractual or binding.
7. BOOKINGS
7.1 Function Booking Request: Please check that the details of your Function Booking Request are complete and accurate before you sign and return. We will not be liable for any delay or non-performance if you provide us with incorrect information.
7.2 Confirmation of booking: You are required to sign and return the Function Booking Request and make payment of the required deposit, each by the date specified on the Function Booking Request, otherwise we may release the Event Date(s) to others. We will not accept any changes to the Function Booking Request unless we have specifically agreed in writing.
7.3 Refusal of booking: We reserve the right to refuse any request for booking at our discretion without reason.
7.4 No resale: You must not resell or transfer your Booking (or any part of it). We will not honour any Bookings in such instances and do not accept any liability for doing so.
7.5 Special requests: Although we will try to accommodate special requests for the initial Booking or any amendments to Bookings, the Venues, Goods and Services are subject to availability and at our absolute discretion and special requests may be subject to special terms (for example, when requiring a late licence extension, clients are required to hire all rooms/cottages in the vicinity of the Venue (as will be indicated to you)).
7.6 Changes: It is acknowledged that details as to the Booking may be amended from time to time in the run-up and during the Event as agreed by you and us. In the run-up to the Event the Running Estimate shall be updated to reflect any agreed amendments to the Booking and we will treat the amendment as confirmed by you unless you reject the updated Running Estimate within the time period specified at the time of provision of the updated Running Estimate. During the Event you acknowledge that it will not be possible for the Running Estimate to be updated and confirmed and our decision shall be final as to any amendment to the Booking made on the day of the Event.
7.7 Goods and Services: Where we are able to provide goods and services through our available services and products, including but not limited to floristry and dressing services, then you may not use third party providers for such items unless we grant written consent otherwise. We may charge a surcharge in such circumstances.
7.8 Third Party Suppliers: In the event that we arrange for Goods and Services from third parties on your behalf, note that the terms and conditions of such third party shall apply (including, but not limited to, any cancellation terms and conditions).
7.9 Suitability: For information as to suitability of the Venue for those with disabilities please view our website or otherwise contact us to discuss.
8. CHARGES
8.1 Charges: Charges for the hire of the Venue, Venue closure and the provision of other Goods and Services (including but not limited to catering and floristry) shall, unless otherwise stated on the Function Booking Request or Running Estimate, include VAT (at the rate in force at the date of the Function Booking Request) and shall be in accordance with a scale of charges provided by us from time to time. Note, when making a Booking where the Event Date(s) is/are in a different year to the year of the Booking, the Charges may be different to those advertised to take into account anticipated costs increases to us.
8.2 Price Changes: When you make a Function Booking Request you will be given a total price for the Venue for the Event Date(s) you have requested and any other Goods and Services you have requested based upon the agreed Running Estimate at that time. We reserve the right to change the Charges from time to time, acting reasonably, and upon written notice to you and further in the circumstances set out in Condition 8.4.
8.3 Deposit: At the time of Booking you will be required to pay a non-refundable deposit to the amount as set out on the Function Booking Request. This will be credited towards the total Charges payable. If you fail to pay the deposit and return the signed Function Booking Request by the date specified on the Function Booking Request, the Booking shall be deemed cancelled and cancellation charges (as determined by Condition 10) may apply.
8.4 Running Estimate: In the planning of the Event, the final Charges payable may differ to those set out on the Function Booking Request as the Running Estimate is amended (as per Clause 7.6). The running Charges shall be updated on the Running Estimate.
8.5 Additional advance payments: Additionally to the non-refundable deposit, we may (either as set out in the Function Booking Request as a payment milestone or, from time to time, if in our reasonable opinion the Running Estimate becomes significantly greater than the original provisional Charges or certain Goods or Services are requested) ask for further advance payments (which may be either refundable or not depending on the circumstances as shall be identified to you). Failure to make such further payment shall entitle us to cease to make any further additions or amendments to the Booking.
8.6 Balance: The balance of the Charges set out in the then latest Running Estimate shall be payable by the Guest Confirmation Date (see Condition 10.2).
8.7 Additional costs: Where there are any last minute changes to the Event beyond the Guest Confirmation Date caused by you which results in additional costs to us, these will be passed on to you for payment.
8.8 Post balance payment costs: If any changes to the Booking are made after payment pursuant to Condition 8.6, we shall require payment for any such changes in advance unless otherwise agreed. Otherwise only the remaining balance for drink consumption shall be invoiced following the Event.
8.9 Late payment: If you fail to pay any sum on the due date before the Event, we shall be entitled to treat the Contract as having been cancelled by you on the date that the payment is due. The provisions of Condition 13 of these terms shall then have affect.
8.10 Interest: Without limiting any of our other rights or remedies, if you do not pay any sum due to us on the due date, you shall be required to pay additional interest both before and after any judgement from the due date until the date on which the sum is paid (inclusive) at the rate of 2% over Barclays Bank Plc base lending rate from time to time.
9. NUMBER OF GUESTS
9.1 Maximum number: Each Venue has a maximum number of permitted Guests as detailed in the events brochure or on the Function Booking Request. The number of persons attending the Venue shall not exceed such number of Guests (subject always to the remaining terms).
9.2 Minimum number: The Function Booking Request may specify a minimum number of guests that are required for the purposes of the Booking and cancellation charges will apply if the final number provided by you for the purposes of Condition 10.3 is less than this (see Condition 10.6).
9.3 Large parties: For large numbers of Guests, additional costs may be incurred (including but not limited to additional staffing costs) and shall be advised within the Running Estimate.
10. CATERING AND OTHER GOODS AND SERVICES WHICH ARE PROVIDED ON A PER GUEST BASIS
10.1 Menu Finalisation: Menus are required to be finalised by the date set out in the Function Booking Request (“Menu Finalisation Date”).
10.2 Allergies: It is your responsibility to be aware of the allergies of your Guests and to communicate this to us. It is your responsibility to communicate any allergens on your chosen menus to your Guests.
10.3 Final numbers: You are required to confirm (in writing) the number of Guests attending the Event on the date indicated on the Function Booking Request (“Guest Confirmation Date”). If numbers are not confirmed by the Guest Confirmation Date, we shall take the provisional numbers as printed on the Function Booking Request or latest Running Estimate and reserve the right to charge for such provisional numbers.
10.5 Increase in numbers from Function Booking Request and/or following Guest Confirmation Date: We shall endeavour to accommodate your request for an increased number of Guests beyond the provisional number on the Function Booking Request or following the Guest Confirmation Date but cannot guarantee that this will be possible. Upon such a request, we will confirm in writing maximum numbers of Guests that we are able to accommodate, if any, and revise the Running Estimate accordingly. It is not always possible to cater for an unexpected increase in the number of Guests attending at short notice. There may also be additional Charges for additional Guests beyond the initial agreed price per Guest (as we may incur additional delivery, premium or other charges from our own suppliers).
10.6 Decrease in numbers from Function Booking Request and/or following Guest Confirmation Date: Where the number of guests confirmed to us by the Guest Confirmation Date is at least 95% of the minimum number stated on the Function Booking Request, the Charges will be adjusted proportionately (up or down). Where the number of Guests confirmed at the Guest Confirmation Date is less than 95% of the minimum number stated on the Function Booking Request, this shall be treated as a partial cancellation and the cancellation charges referred to in Condition 11 shall apply with regard to the reduction in numbers. For the purposes of the Charges, it is not possible to reduce the number of Guests after the Guest Confirmation Date.
10.7 External Catering: Our catering services must be used for all food consumed at the Venue and you may not use third party caterers for food unless we grant written consent otherwise. We may charge a surcharge in such circumstances. You may bring in your own wedding cake if we are unable to accommodate your request, however this must be provided through a third-party supplier who must be able to sign our disclaimer and provide a copy of their Public Liability Insurance – please also refer to Condition 12.13.
10.8 Corkage: You may bring your own beverages for consumption but this must be confirmed no less than the Guest Confirmation Date. A surcharge/corkage fee shall be payable.
10.9 Service charge: A 12.5% service charge is payable on all catering (food and beverage) which will be added as part of the final Charges.
11. CANCELLATION & CHANGES
11.1 Cancellation by you: In the event that you cancel a Booking (or any part), any deposit and any advance payment specified as non-refundable that has been paid is non-refundable. We reserve the right to impose additional cancellation charges as liquidated damages and not a penalty. Accordingly, if you cancel a Booking (in full or in part) the following cancellation charges shall be payable upon demand (unless otherwise stated on the Function Request Form or Running Estimate in which event the cancellation charges there set out shall prevail) based on the pricing in effect on the Running Estimate at the time notification of cancellation is received by us:
More than 91 days prior to the Event – 25% of the anticipated revenue
90 – 31 days prior to the Event – 60% of the anticipated revenue
30 – 15 days prior to the Event – 85% of the anticipated revenue
14 – 0 days prior to the Event - 100% of the anticipated revenue
Cancellation charges for third party Goods or Services arranged by us on your behalf may be different and you shall be liable according to the terms and conditions of such third party.
11.2 Notification of cancellations or alteration: Cancellations or alterations should be communicated to our events team. This can initially be verbally, but we do require all to be formally communicated in writing. We will do our best to accommodate your requirements subject to the cancellation charges above.
11.3 Cancellation fee payment: Cancellation fees shall be invoiced and payable by the date specified on the invoice.
11.4 Insurance recommended: We do not operate or offer an insurance policy for cancellations. You may wish to take out your own insurance for such purposes.
11.5 Reduction in cancellation fee: Should we receive another booking for the Event Date(s) after cancellation by you, all or a portion of the deposit and cancellation fee may be refunded to you at our absolute discretion, subject to us deducting the reasonable costs and expenses incurred by us in rebooking the Venue, including but not limited to administrative costs and wasted management time.
12. USE OF THE VENUE
12.1 Purpose: The Venue shall be used only for the Event detailed on the Function Booking Request. You must satisfy yourself that the Venue is suitable for the purpose of the Event. You shall inform us of any change in the type of function after the Booking has been confirmed and you acknowledge that we can refuse consent to such a change. You agree that our decision will be final in all matters relating to the use of the Venue.
12.2 Access: You shall use and shall only be permitted to use the Venue on the Event Date(s) and during the times specified on the Function Booking Request. If you require access to the Venue prior to the Event for any preliminary preparation that time must be included in the Booking as the Venue will only be made available for the times stated in the Booking. You, your Guests and any third party suppliers (and their equipment) shall vacate the Venue at the end of the Event Date(s) and by the time stated in the Function Booking Request. Any costs incurred by us due to any overstay may be chargeable to you. Your small venue dressing items can remain at the Venue but will need to be collected by the following day of the Event. Please also refer to Condition 13.1 with regards to property.
12.3 General behaviour: You shall ensure that your use of the Venue is conducted in an orderly fashion without causing a nuisance and in full compliance with any of our directions as you may be informed by our team. You shall not and shall procure that none of your Guests shall do anything which would invalidate the insurance or licences maintained by us in relation to the Venue, for example, but not limited to purchasing alcohol for those under the age of 18.
12.4 No smoking or vaping: Smoking is not permitted anywhere within the Venue. The same restrictions and parameters apply to vaping and e-cigarettes as they do smoking. Designated smoking areas are provided.
12.5 No illegal substances: We operate a zero tolerance policy to illegal drugs and other substances being brought onto the premises. Anybody found in possession of, or believed to be under the influence of illegal drugs will be asked to leave the premises immediately.
12.6 Intoxication: Anyone demonstrating unacceptable or concerning levels of intoxication will be asked to leave the premises. The Event Managers judgement in this regard will be final. We reserves the right to refuse the service of alcohol to any Guest who appears intoxicated.
12.7 Personal alcohol: Guests may not bring their own alcohol with them onto the premises. Wedding favours that are alcoholic must be agreed with us in advance.
12.8 Damage: You are required to take all reasonable precautions to ensure that no damage occurs to the Venue, its finishes, fittings, furniture, equipment, contents or any other property at the Venue or its surroundings. In the event of damage or the Venue requiring extra cleaning beyond that reasonably expected, we may at our own option have such damage repaired or damaged items replaced or repaired or obtain extra cleaning services and charge you for the cost.
12.9 Confetti: Use of confetti must be agreed with us prior to your Event. No plastic or paper confetti is permitted, only natural petal confetti.
12.10 Other decorations and items: No single use plastic decorations are to be used at the Venue. All printed stationary for use within the Venue (menu cards, name place cards etc.) must be in keeping with the our brand aesthetic and must be approved by our Event Manager. You agree that the overall aesthetic of your Event must be in keeping with our brand.
12.11 Branding, signage and decoration: You may not display corporate branding at the Venue without our express prior agreement. No structure, sign or notice or the like shall be erected or displayed in or outside the Venue without our approval. You shall ensure that nothing is fixed to the floors, walls, ceilings or any other interior or exterior of the Venue or wider premises by means of nails, screws, drawing pins or any other means unless agreed in writing by us prior to the Event.
12.12 Reporting: Any accidents or damage occurring during set up, during the Event and during pack up must be reported to one of our staff members and an accident report sheet filled in.
12.13 No trespassing: You must ensure that no Guest trespasses on parts of the premises not hired.
12.14 Other users: We and any person authorised by us shall have the right of free and unimpeded entry at all times and for all purposes to and from the Venue. You shall ensure that free and uninhibited access is allowed for any other users of the Venue or premises that coincide with your use.
12.15 Removal of persons: We reserve the right, without liability, to exclude or eject, as it thinks fit and reasonable, any persons from the premises whom it shall consider objectionable (including any engaged by you to perform duties at the event).
12.16 Licences: We do hold a premises licence with regard to the sale of alcohol by our personnel and for other qualifying activities such as the playing of recorded music, entertainment facilities for dancing and making music and for the performance of live music and dance and plays. You are responsible for obtaining all other licenses and other permissions whatsoever required for any activity taking place in the Venue.
12.17 Our consent to third party suppliers: Where you are contracting any third party to provide goods or services at the Venue then our prior approval is required which may be subject to conditions. In particular, we will want to ensure that such goods, services and suppliers are in line with our culture, ethos and values.
12.18 Relevant insurances: You must be able to demonstrate that you or those contracted by you have adequate Public Liability Insurance to cover any claims arising directly from the activities or the use of any of equipment brought into the Venue.
12.19 Dogs: All Venues permit guide dogs accompanying visually impaired people. Otherwise, no animals are allowed in the Venue unless otherwise indicated. For certain of our Venues we may, at our absolute discretion, permit dogs so please discuss with our team in advance for confirmation as to whether or not this is possible.
12.20 Dangerous substances: No petrol, oil, gas or other substance of an inflammable or explosive nature shall be allowed within the Venue or immediately next to it nor any fireworks without our prior written approval.
12.21 Location: You acknowledge that where the Venue is at Daylesford it is within an area of a working farm, farm shop and other hospitality services and that activities, including transport movement (helicopters included) may be continuing during your Event (other than to the extent agreed as part of your Booking). Accordingly, you must accept that we cannot have control of any related noise and smell associated with the activities although of course, where possible, we will endeavour to keep this to a minimum.
12.22 CCTV: CCTV is in use across our Venues and wider site, for maintaining public safety, security or property and premises and for preventing/investigating crime.
13. YOUR PROPERTY AND EQUIPMENT
13.1 No liability: We cannot accept responsibility for any of your or your Guests or suppliers property and we shall not be liable for any loss or damage to property brought to the Venue or left behind including any car or other vehicle.
13.2 Electrical equipment: Any electrical equipment brought into the Venue must be provided by one of our approved suppliers or approved for use by us and must have been tested for safety and be labelled with the date of the last test (PAT tested). No additional lights or electrical extensions shall be used without our previous consent.
13.3 Removal: All equipment, fittings, etc, erected or brought into the Venue by you or third parties shall be removed immediately upon completion of the hiring unless prior agreement is made with us. In the event of you failing to clear the Venue to our satisfaction this shall be done by us at your sole expense and we may dispose of such items without liability.
13.4 Photography right: We have the right to take images of all work and photographs of the Event set up and may use them in our marketing materials including and not limited to website, social media, brochures and so forth. This shall not include any personal information of you or your Guests.
14. TERMINATION BY US
14.1 Termination: We may at any time cancel the Booking or refuse you and your Guests the right to use the Venue during the Event Date(s) by giving you written notice (including email) in the event of you or any Guest failing to perform any of the obligations contained within these terms and conditions or if we shall consider that the Event is or is likely to be offensive, immoral or contrary to any law or regulation or is likely to be prejudicial to our rights as owners of the Venue or to our own use or occupation of the Venue.
14.2 Consequences of termination: If we cancel the Booking or refuse the right to use pursuant to Condition 14.1 above, we shall be under no obligation or liability whatsoever to you or any Guest, and neither you nor any Guest shall make any claim whatsoever against us in relation to the Booking.
14.3 Cancellation: We reserves the right to close the Venue and to cancel or interrupt any Booking without notice and without any liability legal or otherwise to you or any person affected by such a cancellation (such as any Guest) in the event of war, riot, state of emergency, act of God, fire, flood, civil commotion, pandemic, epidemic or governmental restriction or where any member of the public is at risk or thought to be at risk, strike (whether official or not), accident, failure of electricity or gas or any other service to the Venue or any delay in necessary and essential repairs of the Venue, however caused, or for any other reason whatsoever outside our control whereby we are unable to perform our obligations or otherwise at our discretion.
14.4 Refund upon cancellation: In the event that we cancel or interrupt a Booking pursuant to condition 14.3, we shall let you know as soon as possible, and we shall refund in full amount paid by you to us. This shall be our full liability in this circumstance.
14.5 No liability for consequential losses: In no event shall we be liable for consequential damages of any nature for any reason whatsoever, including but not limited to, transport costs.
15. APPLICABLE LAW
If you are a consumer, please note that these terms of use, its subject matter and its formation, are governed by English law. You and we both agree to that the courts of England and Wales will have non-exclusive jurisdiction. However, if you are a resident of Northern Ireland you may also bring proceedings in Northern Ireland, and if you are resident of Scotland, you may also bring proceedings in Scotland. If you are a business, these terms of use, its subject matter and its formation (and any non-contractual disputes or claims) are governed by English law. We both agree to the exclusive