Tall Johns Weddings Terms & Conditions
DEFINITIONS:
"Accommodation" The overnight accommodation at the Venue made available for you (and your designated guests) to book as an optional extra but which is separate to the wedding venue booking
"Wedding Contract Form" The binding contract between you and us for your Venue Booking and our Administrative Services, as described in these Terms & Conditions and in the Wedding Agreement form which we require you to sign to confirm your agreement.
"Booking" Your booking with us for the use of the Venue (for any number of guests up to a maximum of 160) as detailed in our Terms & Conditions and our Wedding Contract Form.
“Cancellation Costs” The cancellation costs you will incur in the event of cancellation.
"Client", "you", "your" The person or persons who are named on the Wedding Agreement Form and who sign to confirm agreement to the Contract terms. All named Client(s) will be jointly and severally bound by the terms of your Contract and we will treat any communication or instruction we receive from you (even if from only one of you) as being communicated for and on behalf of all Client(s) named on the Booking Form.
Estimated Price The total estimated Price for your Booking, based on the details you provide at the time of making your Booking. The Estimated Price is set out in the Wedding Agreement Form and also in the Packages & Prices document sent at your initial enquiry and in our Information Booklet. This may be adjusted from time to time if amendments to your Booking are agreed in writing with us.
"Event Date" Your booked event date as set out in the Wedding Agreement Form
"Fee" The total fee payable by you to us under your Agreement.
“Scheduled Payments” The amounts payable by you to us towards the fee and the timings for making those payments, as set out in these Terms & Conditions and in the Wedding Agreement Form.
“Services” The Venue hire and related administrative services.
"Unexpected Event" Any event or circumstance that is not within our or your reasonable control. A list of unexpected events is set out in the Terms & Conditions..
"Venue" Tall John’s House Weddings Ltd wedding venue including all grounds, gardens and ancillary areas as set out in our documentation.
"Venue Rules" Our guidelines which are provided within these Terms & Conditions forming part of your binding Agreement with us.
"We", "our", "us" Tall John’s House Weddings Ltd. We are a limited company incorporated and registered in England and Wales with company number 11088118 Our registered address is Tall John’s House, Llangasty, Brecon, Powys, LD3 7PX .
MAKING A BOOKING
MAKING A BOOKING For all events at Tall John’s House Weddings we require a non-refundable deposit of 25% of the venue hire at the time of booking. Six months before the date of the event you will be asked to pay 50% of the remaining total cost. The remaining venue charge of 25% will be payable one month before your wedding day along with any extras. A £750 bond will also be added to your final invoice. This will be refunded to you unless we are in a position where we need to cover the cost of any damage caused during your stay. For example, damages or breakages or non-compliance with agreed terms. The bond will also include instances referred to in the ‘Payments and Pricing’ section of this document where Tall John’s House Weddings staff are required to carry out additional tasks on the day of your wedding, or as a result of the wedding. The initial portions of your booking can be paid by cash, debit card or BACS. The final balance will include any extras and must be paid one month before the wedding date. For reservation of accommodation in the Manor House or additional nights in the cottages, The Granary, or a civil ceremony, please make a separate booking. Payment can be made by cheque, BACS or debit card. Please use the following details for BACS payments: Sort Code: 51-61-02 Account No: 73560421 Account Name: Tall John’s House Weddings Ltd. At the approach of each payment date you will be sent an invoice by our accounts department. If you have any queries regarding this payment please call to discuss with Liza on 01239 821143.
These terms are under the jurisdiction of the law applying in England and Wales. Any disputes arising will be litigated in this jurisdiction.
We appreciate that on occasions someone else (e.g. for a wedding by a parent) may wish to make payments due to us on your behalf. We are happy to accept such payments, but please note that unless otherwise agreed by us in writing, the Hirer is the party to this contract and the recipient of the services we provide and legally responsible for all payments due to Tall John’s Weddings. Any correspondence in regards to the booking shall remain solely between the Hirer and Tall John’s Weddings. Should a refund become due from us to you, the repayment will be made to the Hirer’s nominated account and such nomination shall be provided by the Hirer in writing. In the event of a conflict between the Hirer’s instructions, the payment shall be made to the account from which it was received. The couple booking this venue are jointly and severally responsible in all transactions. The booking is solely for the hirer booking this service and no partnership or joint venture can be entered into.
CONFIRMING YOUR BOOKING You will be asked to sign the Wedding Agreement Form on confirmation of your booking. Once we receive your deposit we will send you an acknowledgement of your payment and a schedule of dates for the further payments. We will also send you our booklet of helpful and important information.
PRICE GUARANTEE You will not be charged VAT on the venue hire. All other costs you are quoted will include VAT where applicable. The management wishes to point out that, whilst every effort will be made to maintain the current prices they may be subject to alteration. However the price you have agreed for venue hire will not change once the booking has been confirmed.
VARIATIONS TO BOOKINGS Changes in numbers - It is the responsibility of the client to provide details of estimated numbers attending the event when requested to do so. Final numbers should be provided a minimum of seven working days before the event. This is purely for regulatory purposes and has no effect on the payments. Guest numbers is not a condition of the contract. Should you want to increase numbers after this time it will be solely at the discretion of Tall John’s Weddings as to whether any increase will be permitted. Should you wish to postpone your event, and you inform us at least 12 months before the original date, then your full deposit can be transferred to another date. However, this will be deemed a cancellation and the new date will be considered a new booking. If your new date falls in a period where the prices are higher, you will pay the new higher price for that period.
USE OF PREMISES
CLIENT/GUEST USE OF PREMISES
1. Tall John’s House Weddings has statutory obligations which are incumbent upon them relating to Liquor Licensing, Fire Regulations, Health & Safety and others. It is therefore the obligation of the clients and their guests to comply with these requirements and to follow directions by staff at Tall John’s Weddings in relation to them.
2. All food must be served in accordance with HACCP regulations. Tall John’s Weddings has the right to veto suppliers they deem to be unsatisfactory.
3. Clients and their guests shall not act in an improper or disorderly manner. In the event of threatening, abusive, racist or sexist behaviour, our staff have the right to remove any guests implicated. All weapons and banned substances will not be tolerated and will result in immediate removal of the guest (s). They shall also leave promptly at the appropriate time and comply with reasonable demands of the staff. If your guests do not leave promptly you may be charged an additional hourly staffing rate.
4. Any damage caused during the course of the event both to any buildings, furniture, furnishings, grounds etc will be charged and the £750 bond, or a portion of it, will be retained to cover these costs. Clients may not move or remove any items belonging to Tall John’s Weddings without express permission from the owners.
5. Children must be supervised throughout their visit to Tall John’s House & Weddings at all times. Particular care must be taken around potential hazards such as the traffic on the lane, the swing and the rill and pond areas. There is a risk inherent in the use and location of such features. Tall John’s House Weddings Ltd does not accept responsibility for injuries sustained through the misuse of said features of inadequate supervision of children.
6. We expect to have to clean thoroughly after your visit, however, any additional cleaning that Tall John’s Weddings regards as unreasonable will be charged for.
7. Firework displays are not permitted unless arranged prior to the booking with the owners. Said displays must be arranged and executed by professionally qualified personnel. A full risk assessment must be provided prior to the event.
8. Sky lanterns are not permitted.
9. Any adult entertainment planned, must be with the prior agreement of the organisers.
10. We can offer camping in our field. Notice needs to be given at least 4 weeks before the wedding and a toilet must be provided by the hirer in the field if there is camping. Campers are only permitted in the assigned field area and do not have access to the adjoining fields. Campers will not have access to the accommodation, toilets or washroom facilities in Tall John’s House, barn or cottages.
11. Tall John’s Wedding is in the process of making improvements and additions. If extra facilities or improvements have been made since you booked and you would like to use them, please be aware that there may be an extra charge for these. You are under no obligation to use the extra facilities if you do not wish to do so.
12. Please note that in accordance with fire safety, our top capacity is 160 people in the barn venue. The Granary is waiting for the decision from the authorities, but there will certainly be permission for a lesser number
LICENSING HOURS Owing to our licensing conditions, the bar must stop serving and music must end promptly at 12 midnight and Tall John’s Wedding venue must be vacated at that time. Loud music with amplifiers must be lowered at 11pm to comply with sound regulations. Authority to judge acceptable levels of sound lies solely with the member of Tall John’s House Weddings staff on duty at the time of the wedding. Said staff member has the right to reduce the volume of, or put a stop to, music at any time. Failure to comply on the part of the hirers or their guests will result in a penalty taken from the damage deposit.
ALCOHOL: We do not charge corkage at Tall John’s Weddings. This is on the understanding that all bottles, glasses etc will be cleared and taken away by the principals. If you wish Tall John’s Weddings to chill and/or remove bottles there is a charge for this. Tall John’s has their own specified bar supplier, Doctor’s Orders. Tall John’s Weddings reserves the right to refuse to serve and also to remove from the venue any guests who are underage drinking or are drinking excessively in the opinion of the staff on site
CANCELLATION
Cancellation by the client:
You may, at any time, end your Agreement with us. However, your rights to any refund of the Price, or part thereof, will depend on when you decide to end your Agreement.
If you wish to cancel your Booking, for whatever reason, you must contact us in writing which can be by email.. Unless we agree otherwise with you, your cancellation will come into effect on the date that we confirm receipt of your request to cancel (which we will not delay unreasonably).
Please note: We will treat each written notice to cancel that we receive from you (even if from only one of you) as being communicated jointly for and on behalf of all Client(s) named on the Wedding Agreement Form.
Cancellation where we are not at fault: Except as set out in Booking Terms and (due to our fault or Unexpected Events) below, if you cancel your Booking, you agree that the Cancellation Costs set out in the Cancellation Costs Table will apply and you agree that they will be payable by you to us.
We will take reasonable steps to mitigate our losses that result from your cancelled Booking. The Cancellation Costs will be subject to deductions (in the form of a refund at a later date) to the extent that we are able to mitigate our losses wholly or in part (for example, by reselling your cancelled Booking), subject to any such deductions to account for losses we are not able to mitigate.
Upon your cancellation of your Booking, we will issue an invoice to you for any balance between the payments made and the Cancellation Costs, which you agree to pay to us (in cleared funds) within 14 days of the date of the invoice. If your payments towards the Fee already made are more than the Cancellation Costs, we will refund the balance to you within 14 days of our confirming receipt of your request to cancel.
Cancellation where we are at fault: If we fail to perform our obligations to you under your Agreement with reasonable care and skill or are otherwise in breach of our obligations to you, you are entitled to request that we re-perform those obligations within a reasonable period. Alternatively, you may request a partial refund to reflect those obligations under your Agreement that we have failed to perform with reasonable care and skill.
If we fail to perform our obligations under your Agreement with reasonable care and skill or are otherwise in breach of our obligations to you and re-performance or a Price reduction will not remedy our failure or breach, you are entitled to cancel your Agreement with immediate effect and receive a refund of the Price you have paid. The Cancellation Costs set out in Cancellation Costs Table will not apply. Please note that we may be entitled to a smaller, proportionate contribution towards Cancellation Costs if you cancel due to our fault but you are also partly at fault and in breach of your own obligations under your Agreement with us or have otherwise engaged in unacceptable conduct (for unacceptable conduct, see Booking Term.
If you wish to cancel your Booking due to our delay, hindrance or prevention from providing the Venue due to an Unexpected Event, you will be liable only for the amounts set out in the 'Unexpected Events' Booking Term and not the (higher) Cancellation Costs applicable to Client cancellations where there is no Unexpected Event.
Due to the nature of your Booking, the statutory right to cancel under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 does not apply. This is because your Booking is considered a leisure service activity and is booked for a specified date.
Cancellation by Tall John’s House Weddings: We may cancel your Booking with immediate effect by giving you notice in writing (including by email) if:
you fail to pay any of the Scheduled Payments when they are due and you have not made payment 28 days, or, if non-payment is within six months of your Event Date, 14 days after being asked by us in writing, including email, to make such payment. In this situation, the cancellation will take effect on the date that the Scheduled Payment was originally due; or
you commit a serious breach of any of your obligations under your Agreement and do not remedy this breach within 14 days of being asked by us to remedy the breach, or you otherwise indicate that you intend to commit a serious breach the terms of your Agreement including the Venue Rules as outlined in our documentation.
A 'serious breach' includes any failure to make Scheduled Payments, and also:
any breach of your Agreement which breaches any law or regulatory requirement, poses a health, safety or fire risk or which otherwise jeopardises any of our operating licenses;
you demanding that we do anything that we cannot or should not do (due to such action breaching any law or regulatory requirement, posing a health, safety or fire risk or otherwise jeopardising any of our operating licenses), or you otherwise demanding that we permit you to do anything that breaches any law or regulatory requirement, poses a health, safety or fire risk or otherwise jeopardises any of our operating licenses, after we have informed you that it is not permitted.
If your Booking is cancelled in any of the above scenarios, you agree that the Cancellation Costs set out in the 'Cancellation Costs Table' below will apply and be payable by you to us. We will also not be responsible for any costs that you continue to incur despite your Booking being cancelled. For example: non-refundable payments to other suppliers for services you have booked.
We will take reasonable steps to mitigate our losses that result from your cancelled Booking. The Cancellation Costs will be subject to deductions (in the form of a refund at a later date) to the extent that we are able to mitigate our losses wholly or in part (for example, by reselling your cancelled Booking), subject to any such deductions to account for losses we are not able to mitigate.
We also reserve our right to cancel your Booking with immediate effect by giving you notice in writing if you engage in unacceptable conduct and have persisted with such unacceptable conduct for more than 14 days after we have asked you to stop. Any such cancellation will remain at our discretion. We treat the following as examples of unacceptable conduct:
any threatening, abusive or derogatory behaviour towards our staff (which includes verbal and written abuse, comments and remarks) or conduct intended, or which is likely, to have the effect of damaging our reputation;
you failing to provide mandatory information we require from you to carry out our obligations under your Agreement.
If we cancel your Booking due to no fault of our own (or any Unexpected Event – see Booking Term ) we will not be responsible for any costs that you may continue to incur despite your Booking being cancelled.
Unless we cancel your Booking because you have seriously breached the terms of your Agreement, or due to an Unexpected Event (please see Booking Term ), we will refund to you all payments made by you towards the Price. Please note that we may be entitled to retain our own proportionate expenses if you are also partly at fault and in breach of your own obligations under your Agreement with us or have otherwise engaged in unacceptable conduct (for unacceptable conduct, see Booking Term.
The below Cancellation Costs have been carefully calculated as a pre-estimate only of our losses that directly result from your cancelled Booking. This includes the costs of services provided to you before cancellation, the unavoidable expenses we will incur and our direct loss of profit (including the value of your booked date and likelihood of us being able to rebook your cancelled Booking).
Cancellation costs
Date of Client cancellation -Cancellation Costs calculated as a percentage of the agreed Fee
From Booking Confirmation -£250
More than 18 months before Event Date -10%
18 – 12 months before Event Date - 20%
12-6 months before Event Date - 25%
6-3 months before Event Date - 75%
Less than 1 month before Event Date -100%
The above Cancellation Costs will not apply if you cancel because we have breached our own obligations to you under your Agreement.
Please contact us if you would like to discuss the Cancellation Costs and / or how we have calculated these.
Unexpected Events
An 'Unexpected Event' (otherwise known as a 'force majeure event') means a cause or circumstance not within our reasonable control (as listed below) which affects the performance of our obligations under your Agreement:
acts of God (flood, drought, earthquake, other natural disaster, severe weather warning or adverse weather event);
collapse of buildings, fire, explosion or accident;
epidemic or pandemic (this includes but is not limited to COVID-19), in each case including, but not limited to, any actions, recommendations, announcements or restrictions, related to its subject matter (whether made by a government body, authority, public health organisation or other similar official body) or outbreak at the Venue;
terrorist attack, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off of diplomatic relations;
nuclear, chemical or biological contamination, or sonic boom;
any law or any action taken by a government or public authority, including without limitation imposing an export or import restriction, quota or prohibition; and
interruption or failure of utility service.
If we are delayed, hindered or prevented from providing the Venue due to an Unexpected Event we will contact you as soon as possible to let you know. We will also take reasonable steps to minimise the impact of such Unexpected Event. Please Note: We will not be in breach of our obligations to you under your Agreement to the extent we are delayed, hindered or prevented from doing so to you due to the Unexpected Event.
If an Unexpected Event occurs, we will discuss our proposed steps to minimise the impact of the Unexpected Event and your options with you. These options will differ on a case-by-case basis depending on the nature of your Booking and the impact of the Unexpected Event..
If we are unable to agree on a suitable option for you to minimise the impact of the Unexpected Event, you may contact us (or we may contact you) to end your Agreement with us and cancel your Booking.
If your Booking is cancelled as a result of an Unexpected Event, you will be entitled to a refund of monies paid (or, where applicable, a release from further liability to make payment) under your Agreement, less:
our reasonable expenses incurred in relation to your Booking up to the date of cancellation; and
our unavoidable expenses we will incur in relation to your Booking after the date of cancellation (for example, expenses we are committed to pay to external suppliers and pre-ordered products that we cannot cancel).
Please note: when calculating our reasonable expenses incurred in relation to your Booking, we may include within these calculations our overhead expenses relevant to your booked Venue use (for example, staffing and Venue maintenance costs to prepare the Venue your Booking).
An indication of the likely (maximum) expenses incurred by us as a percentage of the total cost of your Booking at various stages is set out in the 'Unexpected Events Retained Costs' table below:
Unexpected Events Retained Costs
Date of cancellation due to Unexpected Event -Our retained costs calculated as a percentage (%) of the Fee
More than 12 months before wedding - 0%
12-9 months before wedding - 15-20%
9-3 months before wedding - 25-30 %
Less than 3 months before wedding - 30-40%
Please Note: We will make every effort to calculate our retained costs as quickly as possible and will also deduct any costs we are able to mitigate. This includes if we receive payment under a relevant insurance policy.
Upon your cancellation of your Booking due to an Unexpected Event, if your payments towards the Fee already made are more than the Unexpected Events retained costs, we will refund the balance to you within 14 days of our confirming our total retained costs. If your payments towards the Fee are less than the Unexpected Events retained costs, we may at our discretion issue an invoice to you for the balance, which you agree to pay to us (in cleared funds) within 14 days of the date of the invoice.
Please note: If you wish to cancel your booking due to our delay, hindrance or prevention from providing the Venue due to an Unexpected Event, you will be liable only for the above amounts and not the (higher) Cancellation Costs applicable to Client cancellations where there is no Unexpected Event.
MINOR CHANGES TO THE VENUE
We may change the Venue without giving you prior notice if those changes are required:
to reflect changes in relevant laws and regulatory requirements; or
to implement minor adjustments and improvements.
These changes will only be made without your agreement if they do not negatively affect your use of or the value of the Venue and the cause of any such change will not be treated as an Unexpected Event.
Please Note: Minor changes may include us making cosmetic and / or structural changes to the Venue if we reasonably believe those changes will improve the Venue for our customers.
INSURANCE:
Subject to Booking Term below, you are required, as part of your Booking with us, to obtain wedding / event insurance that provides (as a minimum) sufficient cover for the risk of your Booking being unable to proceed as a result of an Unexpected Event. This is due to your financial commitments to us if your Booking is cancelled because of an Unexpected Event. You are also recommended to consider more comprehensive wedding / event insurance against your other risks (such as potential financial commitments to other suppliers for your event and also your own expenditure if, for any reason other than an Unexpected Event, your Booking is cancelled or otherwise disrupted).
As part of your above obligation and our further recommendation to insure, we strongly recommend that you check with your insurance provider that the policy sufficiently covers your particular circumstances. For example: your payment obligations to us (and other wedding suppliers etc.) if your Booking is cancelled or postponed and other losses due to unforeseen circumstances (see 'Unforeseen Events' Booking Term above).
If you choose not to, or are otherwise unable to obtain wedding / event insurance that provides sufficient cover for your risks under your Agreement, you agree that this is at your own risk. We will, however, not treat you choosing not to take out insurance (or being unable to obtain insurance) as a breach by you of your Agreement.
ACCESS TIMES: Reservations are confirmed based on the agreed standard package as described in our documentation, and are accepted on the basis that access to the wedding venue and grounds is limited to the period between 9.00am and 12 midnight on the day of the function. Access for decorating the barn and grounds is permitted from 9am on the day before your wedding. The venue must be vacated by 2pm on the day after wedding unless other arrangements are agreed. Guests are advised to keep to the lit walkways. Gardens and grounds are closed from dusk onwards.
GENERAL:
1. . The client shall be liable for any loss or damage to the property of Tall John’s Weddings or Tall John’s House, its patrons or any item within all buildings and grounds. As per our Wedding Contract Form, there will be a £750 damage deposit paid with the final payment instalment, and this will be refunded immediately after the wedding if no damage has occurred.
2. Any form of entertainment, booked by the client, for any event held at Tall John’s House will be entirely the responsibility of the client. We will require a copy of their public liability insurance. All electrical equipment brought onto the premises, either by the hirers, their guests or their suppliers must be PAK tested.
3. Should there be seasonal variations that need extra facilities and costs eg. Extreme weather conditions, the venue will not be liable for these extra costs and the hirer can choose whether to use the suggested extras but will be liable for the costs.
4. We will be collecting data about you, address, contact details etc in the course of the wedding process. We take personal security and privacy very seriously. Please view our Privacy Policy on our website at talljohnshouse.co.uk.
5. In the event of accident or injury, our designated First Aiders are Archie Watson & Liz Gaskin. There is a First Aid point in the Porter’s Lodge.
6. We strongly advise you to consider adequate and appropriate Wedding Insurance for peace of mind on your big day.