Terms and Conditions
COTSWOLD CONFERENCE CENTRE TERMS AND CONDITIONS
PART 1 – GENERAL
1. The Agreement contained in this document is in respect of the hire of accommodation and/or
conference and function facilities (“the Accommodation”) and provision of services including food
and beverages (“the Services”) by Cotswold Conference Centre Ltd. (“the Centre”) to the
Customer . This Agreement supersedes all previous Agreements between the parties in respect of
the Accommodation and Services.
No other terms or conditions whatever are or shall hereafter be included or implied unless they are
reduced into writing, are signed by a representative of each of the parties duly authorised in that
behalf, and are attached to this Agreement.
2. The obligations of each of the parties are defined as to the Centre in Part II and as to the
Customer in Part III of this Agreement.
3. Neither the Centre nor the Customer shall have any liability under this Agreement for any
consequence of force majeure including but not limited to war, invasion, act of foreign enemy.
hostilities (whether war be declared or not), civil war, rebellion, terrorism, revolution, insurrection,
military or usurped power, state of emergency, industrial disputes, inclement weather or any other
eventuality beyond the reasonable control of the party affected, whether or not of the same nature.
4. Insurance against cancellation charges may be available to the Customer.
PART II – THE CENTRE’S OBLIGATIONS
5. The Centre will provide the Accommodation and the Services on the dates and times as stated
6. The Centre shall indemnify the Customer against:
a) loss of or damage to the property or valuables of the Customer resulting from the negligence of
the Centre provided that such property or valuables have been deposited with the Centre as set
out in clause 12 below, up to a maximum amount in any one incident or series of related incidents
b) any liability for death or personal injury resulting from the negligence of the Centre.
PROVIDED THAT the Centre shall be under no liability whatsoever, if, in connection with a claim
made by the Customer under this Clause, the Customer shall be in breach of any of its obligations
under Part III where such breach is a material and contributing cause of the loss damage or liability
giving rise to the claim.
7. If any such loss or damage as is referred to in clause 6 (a) occurs or any liability arises under
clause 6 (b) as a result or in part of a fault of the Customer. Its’ guests. employees, servants or
agents, the amount payable by reason of the Centre’s liability to indemnify the Customer shall be
reduced to such an extent as is just and equitable, having regard to the degree to which such fault
is responsible for the loss, damage or liability in question.
8. The Centre reserves the right at any time to change the location of the Accommodation and/or
the Services made available within the Centre. Where possible advance notice will be given. The
Centre also reserves the right to refuse admission to or expel guests without liability if in its
absolute discretion it considers their behaviour to be inconsistent with the reputation or
management of a high class conference centre.
9. The Centre shall not incur any further obligations or liability under this Agreement. or otherwise
in connection with provision of the Accommodation and/or the Services.
PART Ill – THE CUSTOMER’S OBLIGATIONS
10. (i) The Customer agrees to accept the hire of the accommodation and/or provision of the
Services on the dates and times as stated overleaf and shall pay to the Centre a non-returnable
deposit within 30 days hereof:-
a) Conferences / Meetings 10% non-returnable
b) Wedding Reception £900.00 non-returnable deposit
ii) The Customer shall pay within 30 days of invoice:
a) to the balance of the charges as agreed;
b) additional charges for food, beverage, accommodation or other services not provided by the
Centre itself but made available at the Customers request.
c) in the event of cancellation or reduced number the charges and additional costs as specified
under Clause 14:
d) Value Added Tax and/or other payments imposed by or pursuant to statute;
e) Interest at a rate of 1.5% per 30 day period (or part thereof) on all overdue or unpaid accounts.
11 The Customer shall indemnify the Centre against any loss of or damage to the property of the
Centre or of any other person or injury to persons caused by the Customer, its guests, employees,
servants and/or agents.
12. The Customer shall indemnify and save and hold harmless the Centre against loss of or
damage to the property or valuables of the Customer, its guests, employees, servants and/or
agents except where such property or valuables have been deposited with the Centre against a
receipt in accordance with the Centre’s normal procedure or special arrangements have been
agreed in writing with the Management of the Centre for the property or valuables subject, to the
same provisions and limit as set out in clause 6 (a) above.
13. The Customer agrees to advise final numbers of guests not later than 72 hours prior to the
date of the function and will pay the Centre the full charges in respect of non-arrivals or reduced
numbers in excess of 5% of the number pursuant to Clause 14 below.
If the Customer wishes to cancel the Accommodation and/or Services or reduce the number of the
guests then the Customer will give the Centre notice in writing. Notice is only effective on actual
receipt by the Centre. In the event of cancellation by the Customer of this Agreement or reduction
in number of guests the Customer agrees to pay to the Centre the proportionate cancellation
charge in respect of each of the guests in accordance with the schedule below:
Hire of Accommodation and/or provision of Services
Cancellation with more than 30 working days notice – No charge
Cancellation with 15-30 working days notice – 50% of the total charges
Cancellation with 7-14 working days notice – 75% of the total charges
Cancellation with 3-7 working days notice – 90% of charges specified
Cancellation with less than 3 working days notice – Full Charge
Additional CostsHire of Accommodation and/or provision of Services
The Centre may have entered into commitments with third parties for special services including but
not limited to hire of equipment. outings. entertainment. additional external accommodation. The
Customer agrees to pay all fees and costs relating to such commitments.
15. The Customer agrees not to bring into the Centre food and/or beverages of any kind unless
prior agreement has been granted by the Centre management and in this event a corkage charge
will be made. The Customer agrees to indemnify the Centre against all claims for death or
personal injury arising from consumption of such food and/or beverages.
16. The Customer shall comply procure compliance by its guests, employees. servants and/or
agents attending the Centre with the provisions of the Licencing Act 1964 as amended from time to
time and with all other requirements of law.
17. The Management reserves the right to alter any terms quoted, where possible advance notice
will be given.
All disputes arising out of or in connection with this Agreement shall be determined according to
English Law and in the English Courts.