Event Terms & Conditions

1. Preliminary

Save as otherwise expressly stated herein, these terms and conditions will apply to all

Conferences, Parties or Function bookings (including, without limitation, Weddings, Receptions, Dinners, Lunches or Day Meetings, which will be hereinafter referred to as “The Event”.

2. Definitions

Terms herein shall have the following meaning: (select all applicable)

  • “The Venue” means: Charlotte House Hotel, The Lawn, Union Road, Lincoln, LN1 3BJ (areas as agreed)
  • “The Client” means the person(s), firm or company as specified at section 12 of this agreement.
  • “The Contract” means the agreement between “The Venue” and “The Client” in relation to The “Event”, incorporating this agreement and any amendments or additions agreed in writing;
  • “The scheduled date(s)” means the date(s) upon which “The Venue” is used in relation to the Event.
  • “Agreed Services” means the goods and services which The Venue shall provide to The Client in relation to the Event.

3. Offer and Acceptance

3.1. Upon signing this document and paying the required deposit, a legally binding contract shall exist between The Client and The Venue.

3.2. No variation, waiver or supplement to the conditions shall be binding on the Venue unless expressly authorised by the Venue in writing.

4. Confirmation of Agreed Services by the Client

4.1. No later than 24 weeks prior to the scheduled date(s), The Client shall notify The Venue of the number of guests due to attend the Event and The Agreed Services to be provided.

4.2. The Venue shall be under no obligation to accept any modification to the Agreed Services and any such acceptance will be at the sole and unfettered discretion of The Venue.

4.3. The Agreed Services shall constitute the minimum goods and services for which The Venue shall charge the Client in relation to The Event, notwithstanding that the actual number of guests attending, may be fewer.

4.4. For Events which do not require exclusive use of accommodation at Charlotte House Hotel, The Client shall notify The Venue in writing of any accommodation requirements as soon as possible.

4.5 Where accommodation is reserved by the Client on behalf of a 3rd party, The Client shall indemnify the Venue in relation to all charges relating to the same, including charges made to the accommodation account by that 3rd party e.g. food, beverage & parking charges, and shall settle all charges upon demand.

5. Deposits

5.1. A non-refundable deposit is payable to confirm The Event along with a signed copy of this agreement.

6. Cancellations

6.1. Cancellation by The Client

Should the Client at any time request to cancel the Event, the following schedule of charges shall apply.

  • Notice of cancellation is more than 24 Weeks until the scheduled date(s), cancellation charge: Deposit
  • Notice of cancellation is less than 24 Weeks but more than 8 Weeks, cancellation charge: 50% of agreed services
  • Notice of cancellation is less than 8 weeks, cancellation charge: 100% of agreed services

The Venue recommends that The Client obtains a suitable insurance policy in relation to The Event to cover unforeseen circumstances.

6.2.2 All cancellations must be notified to the Venue in writing.

7. Use of the Venue

7.1. Where the event is to take place at Charlotte House Hotel and is of a type which requires exclusive use including bedroom accommodation, The Venue shall restrict access to the Client and his guests only and public access shall, so far as possible, be suspended.

7.2 Where the Venue is used non-exclusively by The Client, access routes for third party guests not connected with the Event must be maintained.

8. Rescheduling / Cancellation by The Venue

8.1 The Venue shall have the right at any time (giving as much notice as possible to The Client) to cancel or reschedule the Event in the following circumstances,

8.1.1. The venue or any part thereof is closed due to circumstances outside the control of The Venue including (without limitation) by reason of Fire, flooding, pandemic, unavailability or interruption of water supply, fuel, light or any other power supplies, mandatory or voluntary compliance with any direction, request or order of any person having or appearing to have the relevant authority (local /national), strikes, lock out or other labour disputes or shortage of staff;

8.1.2. The Client is more than 14 days in arrears with any payment whatsoever owed to the Venue.

8.1.3. The Venue has reasonable grounds to consider that The Event will or might prejudice the reputation of the Venue or is likely to cause physical damage to it.

9. Payment Schedule & Terms

9.1. No later than 24 weeks prior to the scheduled date, the Client shall pay 50% of the total cost of the Agreed Services, to the Venue.

9.2 No later than 8 weeks prior to the Scheduled date, the Client shall pay the balance of the total Agreed Services.

9.3 The Venue is only able to accept up to a maximum of £500 by credit card. The preferred methods of payment are BACS or debit card.

10. Use of the Venue

10.1. The Client shall, so far as possible, ensure that all persons attending or involved with The Event shall:

10.1.1 Comply with the licensing, health and safety, hygiene and all other regulations relating to The Venue and The Event;

10.1.2 Not carry out any electrical or other works at The Venue (including amplification or lighting) without the prior written consent of The Venue and where such consent is given, in accordance with the directions of The Venue;

10.1.3 Not bring into The Venue any dangerous, flammable or hazardous items including indoor fireworks, naked flames etc and to promptly remove such items at the request The Venue;

10.1.4. Not consume any food or drink whatsoever at The Venue, which has not been supplied by the Venue (excluding wedding cakes and wedding favours), including any alcohol-based wedding favours.

10.4.5 To carry out any decoration of the Venue in accordance with the direction of Venue Staff and in particular no to use sticky tapes (low tack tape permitted), blu-tack, nails, screws, staples, or any other means of fixing which could cause damage to the fabric of the building.

10.1.6 Leave promptly when required to do so and comply with all reasonable directions of the Venues staff.

11. General

11.1. The Venue will take all reasonable steps to provide the Agreed Services in accordance with the contract. In the event that goods or services are not available, The Venue reserves the right to provide an alternative of equivalent or higher value.

11.2. The Venue(s) is strictly no smoking throughout. Smoking is permitted externally in the designated areas. Breach of this condition, by the client or his guests will result in a minimum charge of £250 + VAT payable by The Client;

11.3. While the Venue has taken all reasonable steps to ensure that information contained within its brochures, tariffs, leaflets and other advertising & promotional material is accurate, these shall not be, or be deemed to be a representation or warranty of the same; and the Venue reserves the right to alter, substitute or withdraw any service or facility at any time (with or without notice);

11.4. The Contract shall be governed by English Law.