Rose Castle Company Terms and Conditions

2024-10-18 v.1.0

All clients are advised to read the following terms and conditions that apply to all bookings. By signing a contract with us: the client agrees that they have read, understood, and will adhere to all of Rose Castle Company’s terms and conditions without exception.

1. The Exclusive Use Contract

1.1 The Exclusive Use Contract covers two elements of the use of Rose Castle:

a) The Agreed Dates and Costs of the Exclusive Use Venue Hire
b) The Exclusive Use Accommodation Hire for the event booked across the Agreed Hire Dates

1.2 Note Exclusive Use Hire is typically a minimum 24 hours and often can be extended at additional cost to include the evening before a Special Event Day and to include the morning after a Special Event allowing for departures. Accommodation will be billed for one night as all fifteen bedrooms used.

1.3 Reasons for hosting groups at Rose Castle varies, so each Exclusive Use Contract will include:

a) A provisional outline of expected overnight bedrooms 
b) An estimate of breakfast, lunches and dinner covers as planning estimate, which is not legally binding

1.4 Payment Terms for the Exclusive Use Contract

1.4.1 Exclusive Use Venue Hire is subject to a ‘Save the Date’ deposit which is non-refundable. This deposit must be received upon signing of the contract for these terms to be binding.

1.4.2 A booking that is accepted with less than 12 months’ notice between booking date and agreed hire dates will require a deposit of 25% of the total Exclusive Use Venue Hire and Exclusive Use Accommodation value to secure your booking which is non-refundable and non-transferable.

1.4.3 A booking that is accepted with less than 6 months’ notice between booking date and Agreed Hire Start Date will require a deposit of 50% of the total Exclusive Use Venue Hire and Exclusive Use Accommodation value to secure your booking and is non-refundable and non-transferable.

1.4.4 All Exclusive Use outstanding costs for Venue Hire and Exclusive Use Accommodation will need to be received by Rose Castle 6 weeks before the Agreed Hire Start Date.

1.4.5 Note that other items such as Additional Accommodation, Food, and Beverage form part of a second “Hospitality Contract” which must be agreed in final form six weeks before the Agreed Hire Start Date.

2. The Hospitality Contract

2.1 It is often hard to finalise extra bedroom, breakfast, lunch or dinner guest numbers until a handful of weeks before the agreed hire dates, so Rose Castle requires the customer to have a final form contract paid up 100% for any additional bedrooms, the food and the beverages in this second “Hospitality Contract” six weeks before the Agreed Hire Start Date.

2.2 It is possible for this Hospitality Contract to be agreed with invoice-based payment schedules according to derivative provisional numbers mutually agreed as “approximately final” (being derivative from the provisional numbers in the Exclusive Use Contract) up to six months before the Agreed Hire Start Date, to assist an extended pre-paydown period for the Event.

2.3 Items for the Hospitality Contract and Invoice include:

2.3.1 Accommodation
The number of additional bedrooms for each overnight (in addition to the bedrooms already contracted in the Exclusive Use Contract for Exclusive Use Accommodation) needs to be stipulated at the outset of the Exclusive Use Contract with provisional estimate numbers.

2.3.2 Food
Cover numbers for breakfast, lunch, and/or supper sittings are to be agreed in total “seating covers” and price per meal type and date. Cover numbers can be subsequent to change upwardly up to 14 days before the Agreed Hire Start Date, and additional covers will be invoiced 14 days before the Agreed Hire Start Date. The cover numbers can only be changed downwardly up to 6 weeks before the Agreed Hire Start Date. However, the Hospitality Contract will determine a Minimum Food Spend across the whole event booking to which pre-payment terms for this Hospitality Contract include 25% and 50% deposit milestones paid in advance, with all outstanding sums paid 100% at least 6 weeks before the Agreed Hire Start Date for Exclusive Use.

2.3.3 Beverage
Estimates for drinks served to the table for estimated guest cover numbers across breakfast, lunch, and/or supper sittings and other events at the Castle during the Agreed Hire Dates are to be agreed as an estimate beverage cost in the Hospitality Contract, which can be subsequent to change and modification up to and including 14 days before the Agreed Hire Start Date. The contract will determine a Minimum Beverage Spend across the whole event booking to which pre-payment terms for this Hospitality Contract include 25% and 50% deposit milestones paid in advance, with all outstanding sums paid 100% at least 6 weeks before the Agreed Hire Start Date for Exclusive Use.

2.3.4 Extras Addendums
Addendums in the Hospitality Contract will be made for variances to the final numbers 14 days before the Agreed Hire Start Date as an extra Balance Invoice attached to the contract, so long as all Additional Accommodation and both the Minimum Food and Minimum Beverage sums are paid up 100% of the Hospitality Contract six weeks before the agreed hire start date.

2.4 Payment Terms for the Hospitality Contract
Terms of payment for the Hospitality Contract are as follows:

2.4.1 A booking that is accepted with less than 12 months’ notice between booking date and agreed hire dates will require a deposit of 25% of the total Hospitality Contract value to secure your booking which is non-refundable and non-transferable.

2.4.2 A booking that is accepted with less than 6 months’ notice between booking date and Agreed Hire Start Date will require a deposit of 50% of the total Hospitality Contract value to secure your booking and is non-refundable and non-transferable.

2.4.3 All outstanding costs for Hospitality Contract (including Minimum Food and Beverage Spend) will need to be received by Rose Castle 6 weeks before the Agreed Hire Start Date.

3. Payment Terms

3.1 A payment schedule will be put into place for your booking, details of which are recorded in the contract. By signing an Exclusive Use Contract and/or Hospitality Contract you agree to adhere to the contract payment schedule.

3.2 Final numbers are required at least 6 weeks prior to the Agreed Hire Start Date. Whilst we will endeavour to accommodate any last-minute changes to your event, this cannot be guaranteed. Any requested alterations that reduce the total contract value after 6 weeks prior to the event date are non-refundable and non-transferable.

3.3 The final invoice will be issued in advance of your event date and payment of the balance shown on that invoice must be made not less than 14 days prior to the event date. If payment is not received in full by that date with no alternate agreement in place, Rose Castle Company reserves the right to cancel the booking in which case all monies will be retained and the cancellation charge in section 3 payable.

3.4 The client must adhere to the minimum stated guest numbers and revenue spend noted on the contract.

3.5 Rose Castle Company reserves the right to charge interest at the rate of 3% per annum above the Bank of England base rate upon any overdue invoices from the date payment became due until the date of actual payment.

3.6 All prices include VAT at the appropriate rate.

4. Cancellation

4.1 The client is under a legal contractual obligation to honour the booking and minimum revenue which has been detailed on the contract. If you cancel the booking you are liable to pay the cancellation fee calculated against that value.

4.2 In the event of a cancellation the full deposit is non-refundable as are any monies paid against the bill in line with our cancellation timescales below (3c).

4.3 All cancellations must be made in writing and cancellation charges will be calculated as a percentage of the total contracted value in accordance with the table below. Where accommodation charges are not included in the total contract value, the cancellation charges are in addition as stated in section 5.

Notice of cancellation given by the client

'Notice' is the date from which the notice is received by Rose Castle Company:

4.4 It is the responsibility of the client to cancel or amend bookings/arrangements with external suppliers directly. Rose Castle Company are not liable for additional expenses incurred by such cancellations.

5. Change of Date

5.1 Should you wish to change the date of your event to any other date within 6 months of the original event date a £250 administration fee shall be payable at the time of request, in addition to any price variation in your package. Subject to availability and confirmation that we can accommodate the change. We may review this at our discretion in the case of exceptional circumstances.

5.2 Should you change your event date and then wish to cancel the new date, you are liable to pay the cancellation terms from the original date booked.

6. Accommodation

6.1 All reserved and/or contracted accommodation on your account unless otherwise stated, will be subject to the same cancellation charges as detailed above.

6.2 The client will be liable for any additional charges incurred during the period of stay for all rooms on the client’s account, unless otherwise agreed. This must be settled on departure from Rose Castle.

6.3 Bedrooms will be made available for all guests from 3pm and are to be vacated by 11am on the day of departure. If you require an early check in or late check out this can be arranged with prior notice at an additional cost, subject to availability.

7. Food and Drink

7.1 We do not permit guests to bring any food or beverage onto the premises without prior consent given in writing by Rose Castle Company. Additional charges for this service may apply.

7.2 Any food and drink found in the presence of any guests without prior consent given may incur an additional charge. This additional charge is to be settled prior to departure from Rose Castle and we reserve the right to confiscate any food or drink found on the premises that has not been purchased from us or agreed in advance.

7.3 All guests attending a function must be catered for by the Rose Castle Company, unless otherwise agreed.

8. Guest Property

8.1 Neither Rose Castle Company nor Rose Castle Company staff are liable for any loss or damage to the property of the client or your guests except within the constraint of the 1956 Hotel Proprietors Act. Any such circumstances must be reported to the Duty Manager at the time of discovery and to the police within 24 hours.

9. Guests

9.1 The client and all guests in attendance of the event must comply with all requirements of law whilst on the premises and castle grounds, and, in particular, with the requirements of the Licensing Act 1964 together with any statutory instruments since enacted.

9.2 The client and attending guests are responsible for any loss or damage caused by them to any part of Rose Castle and its grounds. This includes but is not limited to; damage or loss caused by deliberate, negligent or reckless act, omission or default. This includes damage or loss to all fixtures, fittings and equipment caused by the client, guests or outside suppliers. Rose Castle Company reserves the right to charge guests the cost for rectifying any damage caused. Should this damage come to light after the guest has departed or in the event of failure to pay, we reserve the right to make a charge to the guarantee card or send an invoice to the client’s registered address.

9.3 In line with UK Legislation, Rose Castle Company operates a no smoking policy within all interior areas of the castle. For guests who do not comply with our no smoking policy a charge will be added to their bill to include the cost of cleaning.

10. Alterations

10.1 The client acknowledges that Rose Castle Company may change the internal or external appearance of the accommodation, public areas and/or function rooms of the venue without prior notice.

10.2 Rose Castle Company endeavours to maintain the building in first class condition and to do so essential maintenance may at times have to be carried out without prior notice. Whilst every effort is made to minimise disruption caused by such maintenance work, the Rose Castle Company cannot be held liable to the effects of it taking place.

10.3 Rose Castle Company is not liable for the failure or delay of your event which are beyond the control of the business. Unless prevented by force majeure Rose Castle Company will provide the accommodation, facilities and services as specifically outlined in your booking confirmation. Force majeure relates to major events outside of Rose Castle Company’s influence and control and includes but is not limited to; the temporary or permanent interruption of business caused by severe weather, power outages, fire, industrial action including strike, civil commotion, noise pollution and government lockdown closures due to epidemics and/or pandemics. In the event of force majeure, all bookings and events will be offered new dates to rebook. If an alternative date cannot be agreed, credit to the value of the booking will be provided for up to 6 months from the date of the original booking, subject to availability. If a future booking cannot be re-arranged, guests are advised to claim against their credit card or insurance.

11. Entertainment & Grounds

11.1 It is the responsibility of the client to ensure that any externally arranged suppliers adhere to all of Rose Castle Company’s terms and conditions. Relevant insurance documents, Public Liability Indemnity copies and risk assessments must be provided on request. Rose Castle Company is not liable for the quality of services from any suppliers arranged directly by the client or a third party.

11.2 Should you require any items to be delivered to Rose Castle prior to the event, arrangements must be made in advance with your event coordinator. Whilst we will endeavour to ensure safe keeping, items are left at the client’s own risk, and we will not be held responsible in the event of loss, theft or damage.

11.3 Prior written approval must be obtained should you wish to attach items to the walls, floors, ceilings or fixtures.