Terms and Conditions
TERMS AND CONDITIONS
All reservations are provisional until a written confirmation is received together with the signed and dated copy of this sheet together with the requisite deposit.
If an alternative enquiry is received before confirmation is received, then the provisional enquirer will be notified so that a decision may be made.
An advance deposit is required on confirmation of the booking.
2a. A further payment of 25% of the total estimated wedding cost is due 6 months prior to the wedding.
2b. A further payment of the balance of the estimated total wedding cost is required one month prior to the event.
If this payment is not received prior to the date of the event then Phyllis Court may not allow the event to go ahead.
2c. Deposits are not refundable except in very exceptional circumstances and at the discretion of the Club's Management. The deposits received will be deducted from the final account after the wedding. In the event that the final invoice is in credit, Phyllis Court will return a cheque to the client for the balance within 30 days.
2d. A credit card is required in advance to cover any extras incurred on the day and we reserve the right to process and
outstanding amounts the day after the event and an invoice will be supplied to confirm these charges.
The prices at the time of confirmation are as follows:
£99.00 per person includes: Hire of the Riverside Pavilion, 2 Reception Drinks per person, ½ a bottle of wine per person, 1 Toast drink per person, Three course Wedding Breakfast with Tea and coffee per person, Personalised on the day stationary, Menu tasting for the Bride and Groom.
Minimum Numbers – A Supplement of £65.00 is applicable for every number below the minimum requirement.
Bedrooms – Bridal Suite - Complimentary, A required booking of 5 x Standard Rooms - £155.00 per Room, Small Deluxe - £255.00 per room, Deluxe Bedrooms - £295.00 per Room.
If all 16 bedrooms are booked, the following bedroom rates apply; Bridal Suite - Complimentary,
Standard Rooms - £155.00 per Room, Small Deluxe - £215.00 per room, Deluxe Bedrooms - £245.00 per Room
These will be held as quoted, with the exception of any changes to VAT or excise duty. The minimum spend per adult is the package price as above, with the exception of an alternative agreement in writing before confirmation.
4. Cancellation (Charges are VAT exempt)
Cancellation charges will be imposed. The charges are not submitted until the cancelled date has passed so that if another booking is taken no invoice will be issued.
Functions: As a percentage of the expected total charge:
between 3-6 months 30%
between 1-3 months 50%
between 29 days -14 days 90%
under 14 days 100% Full charge
5. Service Charge - A discretionary 7% Service Charge will be added to the final invoice for food and beverage costs, excluding VAT.
6. Bedroom Reservations
It is a requirement of all late evening functions with music or entertainment in our Ballroom and Finlay Suite and Riverside Pavilion to reserve bedrooms on the night of the event. The requirement for the Ballroom and Finlay Suite is 1 x Deluxe Bedroom and 7 x Standard Bedrooms and the requirement for the Riverside Pavilion is 1 x Deluxe Bedroom and 5 x Standard Bedrooms. These bedrooms are offered to guests at our current published rates, the charges for any unsold bedrooms will be added to the client’s main account. If the client is allocating the bedrooms then the names and contact details of all guests resident at Phyllis Court are required.
7. Force Majeure
If the Club is prevented or hindered from carrying out its obligations by circumstances beyond its reasonable control such as government intervention, strikes, labour disputes, accidents. Acts of God, then the Club's liability to the client shall be no greater than the amount paid by the client to the Club in respect of the function.
If for reasons beyond the Club's control the facilities reserved cannot be made available to the client, the Club reserves the right to substitute similar or comparable facilities for the event and such a substitution shall be accepted by the client as satisfactory performance by the Club of its obligations related thereto.
The client shall pay for any loss or damage to any part of the premises, or to any fixtures or equipment which are damaged by the client, guests, employees or sub-contractors. The Club will not be held responsible for any loss or damage to any article or personal belonging brought onto the premises by the client.
9. Licensing Act 2003
The client and all persons attending any function must comply with all the requirements of the Licensing Act 2003, together with all statutory instruments enacted since.
10. Details of event and final numbers
Minimum chargeable numbers will be stated upon confirmation of all bookings and these must be adhered to. Definite information on timing, layout, drinks, menu and estimated numbers is required fourteen days in advance of the booked date. Final numbers are required not less than seven working days in advance for minimum charge. If final numbers are below that stated as the minimum requirement of the booking then the agreed minimum number will be charged.
9a. Minimum numbers - There is a minimum requirement of 80 guests attending the main reception in the Ballroom and Finlay Suite and a minimum requirement of 60 guests attending the main reception in the Riverside Pavilion.
9b. Sound restrictions – The decibel meter at Phyllis Court is set to 95 Db. Before securing a booking with a band/DJ please ensure they are aware of this. Ballroom and Finlay Suite maximum limit of 8 band members, Riverside Pavilion maximum limit of 4 band members.
9c. Property/Decorations - All property left on Phyllis Court premises is left at the owner’s risk.
Flowers must be collected by 12 noon the following day after the event, after this time they will be discarded.
11. Dress Code / Mobile Phones
It is the responsibility of the organiser to ensure that the Dress Code is adhered to. All visitors to the Club shall be suitably and properly dressed which includes National Dress when within the Club premises. Denim jeans or trainers are not permitted. Specific dress codes must be observed in certain areas of the Club as detailed in the Club Dress Code information. Mobile Phones are not allowed in the public lounge area.
All charges include VAT at the current rate. Prices will be held as quoted at the time of confirmation, with the exception of changes to VAT and excise duty.
In exceptional circumstances, charges may be subject to alteration without notice.
Food is charged on a per capita basis. Children over 12 years of age are charged at 50%; children under 12 years of age at £20.00 per child as detailed in the wedding brochure. Drinks and wines are charged as ordered in advance and as consumed. Corkage at venues discretion. Outside catering is not permitted.
A detailed invoice will be sent within seven days of the function taking place. Full settlement, by credit card, cheque, cash or bank transfer is required within 30 days of the function date. If payment has not been received within 30 days, a surcharge of 2.5% of the total, per month, or part thereof, will be added.