Terms and Conditions

Please be advised that all business with The South Lodge Hotel is carried out on the basis of our Terms and Conditions

CONFIRMATIONS

All bookings will be considered definite when confirmed in writing together with, a deposit of £10 per person based on provisional/minimum numbers (whichever is greater), along with the Terms & Conditions duly signed. We accept reservations up to 20 months in advance. For bookings beyond this timeframe we require a non-refundable deposit as stated above.

MENUS

Please select one menu for your party. We allow a 40% discount from our full menu prices for children between 2 & 10 years of age. If customer menus are printed incorrectly the Management reserves the right to withdraw them.

NUMBERS

We request a firm indication of numbers 3 weeks prior to a function and final numbers 2 weeks prior.

This final figure will be the amount charged should numbers reduce.

The maximum capacity for a Wedding Breakfast is set at 90 guests seated.

The minimum numbers accepted for a Saturday are 40 adult guests and on a Friday or Sunday 30 adult guests, if numbers fall elow this a full charge for 40 or 35 adult guests will be made for both food and drink.

The total number of guests cannot exceed 120 people on the premises at any one time.

PAYMENT

Where an account is not in place a Pro Forma invoice will be sent out after the firm indication of numbers, 3 weeks prior to the event, this is due for payment 2 weeks prior to the function and is based on the final numbers given. This payment must be made by Cash, Cheque or Bank Transfer. Failure to meet these payment terms may result in your function being cancelled.

All restaurant and party bills are subject to a 10% Service Charge.

Please note that the balances of all bills are to be settled at the time of departure.

Please note that we do not acknowledge post-dated cheques.

CORKAGE

It is company policy that we do not permit guests to bring their own Food, Wine, Beer, Spirits or Soft Drinks for consumption at their function with the exception of celebration cakes.

DRINKS PACKAGES

Please note, when a ‘glass’ is referred to within our drinks package menus, this equates to a 125ml glass.

WEDDING EVENING FUNCTIONS & BUFFETS

Should a wedding continue into the evening, an additional evening buffet must be served to a minimum of 80% of all attending guests. However, when the evening guests are more than double the daytime guests, the evening buffet must be served to a minimum of 90% of all attending guests. (ie. daytime guests 60, evening guests 121: total guests = 181 of which 90% will be charged).This policy is in place to ensure that sufficient food is served during the evening function. The management will be pleased to discuss buffet menus, for prices please refer to our Party Menu Brochure.

PRICES

Prices listed within our Brochures are valid only until the 31st December of that year but are subject to alteration without prior notice, we reserve the right to increase prices in the event of circumstances beyond our control. There is no charge for background music, cake stand and knife.

No floral decorations or table arrangements are included in any of the prices quoted.

We do not provide changing facilities, however a bedroom can be reserved at the normal bedroom rate if this facility is required.

FINISHING TIMES

The latest finish time is 12.00 midnight (11.30pm on Sunday- Thursday) and the Bar will close half an hour prior to the finish of the function. The Residents Lounge will be open to residents only for drinks once all non-residents have vacated the building and grounds of the South Lodge Hotel. This Bar will remain open until 1.30am; we do however request that all public areas are vacated by 2.00am.

Until a formal license change has been made by the Government, no variation to our closing times will take effect.

ENTERTAINMENT AND DISCOS

For the comfort of your guests and adjoining residents, due to noise levels and the limitations of space, please refrain from booking bands of more than 3 members.

Noise levels, which are monitored, must not exceed 95 decibels, if entertainers continue to fail to stay within this limit we reserve the right to disconnect the power supply.

It is the responsibility of the client to ensure any entertainers using electrical equipment have the appropriate safety certification.

If in the opinion of the management the equipment is unsafe we reserve the right to disconnect the power supply.

It is also the responsibility of the client to ensure that all entertainers have public liability insurance.

Please advise your Bands or Discos that they must leave no later than 30 minutes after the end of the function

EQUIPMENT & PROPERTY

Client own equipment and property is brought into South Lodge at their own risk. South Lodge accepts no liability for loss or damage. Wedding presents must be removed from the premises, as the company cannot accept these items for safekeeping.

DAMAGE

Clients are responsible to any damage caused by clients, their guests, agents or employees.

AGENTS

Should a client enter a contract with The South Lodge through an agent, the agent acts for the client and it is the clients
responsibility for the payment of The South Lodge account.

BEDROOMS

Bedroom check out time is 11.00am.To allow staff time to service the rooms the earliest check in time is 3.00pm.

We cannot guarantee access prior to this time

BEDROOM RESERVATIONS

Reservations made more than one calendar month in advance must be secured at the time of booking by a non-refundable deposit of £40 per room. All reservations and changes to allocation of rooms must be confirmed in writing.

BEDROOM CANCELLATIONS

Room cancellations must be notified to us by 12.00 noon on the day prior to arrival. Failing to do so or in the event of a non-arrival, you will be invoiced the full payment of the confirmed room rate, less any deposit already made.

CONFERENCE CANCELLATIONS

Cancellation 22 days or more prior to function: No Charge
Cancellation 15-21 days prior to function:  25% of potential total account
Cancellation  8-14 days prior to function: 40% of potential total account
Cancellation  7 days or less prior to the function  60% of potential total account                                                 

WEDDING & FUNCTION CANCELLATIONS

Cancellation 12 calendar months prior to the function:  Full refund of deposit unless specified otherwise
Cancellation 9-12 calendar months prior to the function:Payment for room hire - non refundable
Cancellation 6-9 calendar months prior to the function: £5 per person + payment for room hire
Cancellation 2-6 calendar months prior to the function:  £10 per person + payment for room hire
Cancellation less then 2 calendar months prior to the function: Total Function Charge

Charges will be based on provisional numbers booked. Should the date be resold a full refund will be given. We impose cancellation charges in all circumstances and you therefore may wish to consider purchasing an appropriate insurance policy, which covers your function.

CONTRACT

When a booking is confirmed in writing, or with a credit card number, a contract is deemed to exist. This contract is governed by English law. Where a prospective Bride and Groom have both signed a contract they are jointly and severally responsible for payment of invoices and any cancellation charges.

No deviation to our published terms and conditions can be accepted unless confirmed in writing by the Directors of the Group.

 
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