1. Provisional and confirmed bookings
You can reserve your preferred date for up to 14 days. You are under no obligation and this gives you the time to discuss and co- ordinate your ideas. To confirm your event, you will need to pay a £500 non-refundable deposit. Once received by the Hotel the booking is considered to be confirmed and the contract becomes legally binding. The contract will include these Terms.
2. Guest numbers and accommodation
The numbers you sign for on the contract are the minimum numbers chargeable, if the numbers for the full weekend (2 night stay) fall below 50 the entertainment package will no longer be included and is additional to the agreed package rate. Saturday only guests are not included in these numbers and in some instances one night stays may be restricted to protect the needs of the business.
We will hold an agreed number of rooms and types at the initial booking stage and adjust periodically by mutual agreement.
The Worshipful Master and Festival Secretary will receive an upgrade to one of our beautiful apartment style suites (situated on the 2 nd floor no lift access) subject to availability.
Rooming list is required 12 weeks prior to arrival.
We will also agree with you a date when any bedrooms not already booked are released (usually 8 -12 weeks prior to arrival).
Acceptance of any increase over the numbers advised at that time will be at the Hotel’s discretion.
Individual cancellations within 6 weeks of arrival will be fully charged.
3. Cancellation charges
If you need to reduce the numbers of the agreed signed contract, or cancel the event then cancellation charges will apply. Cancellations must be submitted in writing to the Hotel and a receipt of this will be issued to confirm the cancellation and charges (if applicable).
Cancellation payable as a percentage of Revenue for all facilities, equipment and ancillary services reserved The following cancellation charges will be applied, which reflect the costs and expenses we may incur on your behalf as the function date nears, and the reduced time available to us to obtain any alternative bookings:
The Deposit paid is non-refundable and non-transferable.
a) In excess of 24 weeks prior to the start date No charge
b) Between 24 weeks and 8 weeks prior to the arrival date 50% of the revenue
c) Between 8 weeks and 4 weeks prior to the arrival date 75% of the revenue
d) Between 4 weeks and 0 weeks prior to the arrival date 100% of the revenue
Any guest who does not arrive at the Hotel or departs early will be subject to the cancellation terms stated above.
4. Cancellation and changes made by the Hotel
In the unlikely event the hotel does cancel, the Hotel will refund all deposits, although we will not have any other liability. The Hotel may cancel your booking and terminate the contract in the following situations:
a) the hotel or part of it becomes closed due to events beyond our control for example a flood
b) you enter, or we believe you may enter, any type of insolvency proceedings;
c) if the booking/attendees or nature of the event may cause public disorder or damage the reputation of the hotel d) if you fail to abide
by any terms of this contract;
e) If we are prevented or hindered from hosting your event by any circumstance beyond our reasonable control we may, without being liable for any loss or damage suffered by you or anyone else, re-locate your event to another hotel in the same locality, or terminate the contract forthwith by giving you notice.
f) If anything in this contract is found by anybody of competent jurisdiction to be invalid or unenforceable, that won’t affect the other provisions of this contract, which shall remain in full force and effect. If that part of the contract would cease to be invalid or unenforceable if some part of it were deleted, the provision shall be modified as is necessary to make it valid or enforceable.
The Hotel require a non-refundable, non-transferable deposit Final balance to be paid 2 weeks prior to the event unless agreed otherwise.
Payment can be made by cash, cheque, payment cards and BACS transfer, American Express cards are subject to 3% charge. Please make cheques payable to Hermitage Hotel and send to Hermitage Hotel, Exeter Road, Bournemouth Dorset BH2 5AH. The Hotel reserves the right to withhold or withdraw agreed credit facilities at any time without notice.
6. Query of your bill
Please let the Hotel know within 5 working days of receiving the bill if you have a query. If the Hotel cannot resolve this immediately we will ask you to pay the balance of your account minus the query value whilst it is resolved.
Where the Client is an unincorporated body e.g. a Freemasons Lodge, the signatory to this contract is reminded that all members of that organisation may be held jointly liable for any breach of the terms and conditions set out herein.
In the event of injury to person or persons in attendance with the Group, Meeting or Event, or loss of, or damage to, the Client’s property, claims against the Hotel are limited to those where there is an identifiable legal liability.
The Client shall be liable for any loss or damage to the Hotel’s property including walls, light fittings and equipment (including items hired for the Client’s use) where such a loss or damage has been caused by an intentional, reckless or grossly negligent act of the Client or a member of their party.
Alcohol may not be provided as raffle prizes for consumption on the premises, this must be collected directly from the organiser after the event.
8. Access of event space/accommodation
Your access times to the Hotel accommodation/event space are detailed on your Event Details, however if you need early access please discuss this with your Hotel contact when going through the final details. Accommodation is available from 2pm on your arrival day and rooms must be vacated by 11.00 am on departure day. If you would like to obtain exclusive use of the hotel or areas within such as the restaurant then this may be arranged.
9. Wi-Fi access
All Hermitage Hotel residents and Meeting and Event guests receive free Wi-Fi internet access. If, unfortunately, due to circumstances beyond our control this service may not be available the hotel will not accept any liability.
10. Delivering items to the Hotel.
Advise the Hotel if you need to deliver equipment or material to the Hotel, when it is coming and ensure it is clearly labelled, with the Hotel contact name, your name and your event. The Hotel cannot accept responsibility for personal items left for safe keeping.
11. Use of the hotel
The Client and persons attending the event contracted shall: –
a) Comply with all licensing, health and safety and other regulations relating to the Hotel.
b) Not carry out any electrical or other works at the Hotel, including amplification and lighting without the Hotel’s prior written consent.
c) Not bring any dangerous or hazardous items into the Hotel and remove any such items promptly when requested by the Hotel.
d) Not consume food or drink at the Hotel, not supplied by the Hotel or its authorised caterers without the Hotel’s prior written consent.
e) Not act in an improper or disorderly manner, leave promptly at the appropriate time and comply with any reasonable requests made by the Hotel’s employees.
Any person or item in breach of these conditions may be refused admission to, or be removed from, the Hotel.