Terms and Conditions
“Baddow Park House” is Baddow Park House Events Limited, Company Number 11693220 and registered office address at Haslers, Old Station Road, Loughton, Essex, United Kingdom, IG10 4PL.
“The Client” is the person (or persons) who received the Booking Form (where more than one they are joint and severally liable)
“The Assignment” is the project of works, goods and services set out in the Booking Form and provided by the Venue and Baddow Park House.
“The Venue” is defined in the booking form and at Baddow Park House, Baddow Park, West Hanningfield Road, Great Baddow CM2 7SY
“The Accommodation” is defined in the Booking Form and subject to separate Terms and Conditions.
“The Event” is the event to be held at the Venue under the Assignment.
2. Price and payment
2.1 The Price for the Assignment is set out in the attached Booking Form. VAT is additionally charged at the prevailing rates on relevant goods and services and this is included in the Booking Form.
The Price includes all advance planning, preparations and delivery of services at the Event, as detailed in the attached Booking Form. Any extras or expenses shall be separately agreed by the parties and invoiced and paid at least 1 month before the Event. The Price is paid as set out in this clause (“the Payments”)
2.2 A non-refundable deposit Payment (“the Deposit”) of 10% of the Price shall be paid to Baddow Park House upon entering this agreement (to secure the date at the Venue for the Event) – please refer carefully to Clause 3. You will be sent the Booking Form and these Terms and Conditions for acceptance. You have 14 days to return the Booking Form and your Deposit to secure the Assignment for the date of your Event. If you decide to not progress with the Assignment within those 14 days, you may cancel and we shall return the Deposit, if it has been paid.
2.3 A second Payment of 50% of the Price shall be paid no less than 6 months before the Event to Baddow Park House. Any final Payment for the balance of the Price and agreed extras shall be paid no less than 1 month before the Event to Baddow Park House – please refer carefully to Clause 3.
2.4 The Accommodation for the Event is separately provided, paid for and booked and subject to its own Terms and Conditions.
2.5 Security Deposit – We require a refundable £1,000.00 Security Deposit to be paid 1 month before the Event by bank transfer, credit or debit card. This will be invoiced with the Final Payment set out in clause 2.3 above. We expect all of our facilities used to be left as you have found them. Any damage found at the Venue (including accommodation) after the Event will be the responsibility of the Client and will be chargeable from this Security Deposit. The Security Deposit will be refunded to the credit or debit card within 7 days of the Event subject to any damages or costs being incurred.
2.6 The Payments will be paid after invoices rendered from time to time. Payment terms are on invoice, and payment is not deemed to have been made until paid in full. If payment is not made in full and within time the Assignment may be suspended and payment in advance may be required before the Assignment is re – commenced.
2.7 If payment is not made in accordance with the above clauses, Baddow Park House reserves the right to charge interest at the rate prescribed by the Late Payment of Commercial Debt (Interest) Act 1998 from the date payment was due until the date payment is made.
3. Cancellation of agreement
3.1 The Assignment can be cancelled by either party in writing or by email to [email protected] to the matters set out in this clause.
3.2 If Baddow Park House cancel the Assignment, any sums paid except for the Deposit detailed in clause 2.2, will be repaid to the Client within 14 days of cancellation, and no further refunds, sum or compensation will payable to the Client by Baddow Park House arising from such cancellation.
3.3 If the Client seeks to cancel this Assignment more than 6 months before the Event then the Deposit set out at clause 2.2 shall be forfeited. No further sums will be due from the Client.
3.4 If the Client seeks to cancel the Assignment less than 6 months but more than 1 month before the Event then the Deposits set out at clause 2.2 will be forfeited and a cancellation fee of 60% of the Price will be immediately due to Baddow Park House, which shall be paid, or shall already have been paid by the Client (under Clause 2 ) No further sums will be due from the Client.
3.5 If the Client seeks to cancel the Assignment less than 1 month before the Event then the Deposits set out at clause 2.2 will be forfeited and a cancellation fee of 100% of the Price will be immediately due to Baddow Park House, which shall be paid, or shall already have been paid by the Client (under Clause 2 ) No further sums will be due from the Client.
4 Guest numbers
We will advise you if there are minimum number requirements on the Booking Form. Final numbers and venue requirements must be confirmed one month in advance of the Event.
5. Confidential Information
Baddow Park House will keep any confidential information or personal data supplied confidential and secret, and only use it for the purposes of supplying the goods and services at the Event, or otherwise making proper use of the Venue. It will share personal data only with its suppliers where it is necessary for the Assignment, and to deliver the goods and services contracted to be provided. Each party recognises and accepts its obligations with regard to the control and the processing of personal data under the current data protection legislation and regulations. For more information on this, please see our Privacy Notice on our website at https://www.baddowpark.co.uk/baddow-privacy-policy/
6. Finishing Times
Weddings and events must finish at midnight in order to comply with our licensing regulations.
Outside music must be turned off at midnight. Inside music must be turned down so that it is not audible outside the premises at 11.30pm and turned off by midnight. The Venue must be vacated 30 minutes thereafter, save for those guests using the Accommodation.
7. Price Variation
Baddow Park House reserves the right to increase its prices, or to make changes to the goods or the services offered, in the event of the Client requesting changes to the Assignment, or in circumstances beyond its control. Any changes will be set out in writing and agreed.
Clients are responsible to Baddow Park House for any damage to property or theft of property caused by the clients, their guests, agents or employees.
We recommend that the Client takes out a ‘Wedding or Events Insurance Policy’ which covers loss or damage to Baddow Park House property and covers cancellation, and loss of deposit.
Baddow Park House has appropriate insurance cover for the property and its use as a wedding venue.
Baddow Park House will use reasonable care and skill in providing the goods and services. Where any valid claim in respect of the good or services provided by Baddow Park House the Client may be entitled to a refund of the Price, or a portion of the Price.
Baddow Park House’ liability in respect of any loss of good will, loss of business, loss of profits, loss of anticipated savings, loss of use or for any other consequential, special or indirect loss or damage will be NIL.
Nothing in these Terms will exclude or limit liability for death or serious injury caused by Baddow Park House’ negligence.
9. Force Majeure
If Baddow Park House are limited or hindered from hosting the Event or providing any facility booked by the Client due to circumstances beyond its control eg. Government intervention, Acts of God, civil disturbance, war, national or local disaster, strikes, labour disputes, then the liability of Baddow Park House shall not exceed the amount paid to Baddow Park House in respect of the Event.
Baddow Park House are responsible for the provision of the Event, the Venue and the Catering Services. The Accommodation is separately provided. Baddow Park House is, however, not responsible for the services provided by any other supplier in any circumstance. This includes music, entertainment and any other external services, unless otherwise arranged. If any supplier does not provide evidence of the supplier’s appropriate insurance, Baddow Park House has the right to refuse that supplier entry onto their property.
11. Wine and bar services
Bar and wine services are solely provided by Baddow Park House, it is a complete drinks service as a cash bar. It is not therefore possible for clients to purchase wine or any other drinks through agencies.
If drinks or alcohol are brought into an event without prior arrangement, they will be disposed of. We reserve the right to increase wine & drinks prices in the event of unavoidable price rises by our suppliers.
Alcohol will not be served to persons under the age of 18.
12. Catering Services
No third party suppliers providing catering services of any sort are permitted at the Event, unless separately agreed in writing.
13. Ongoing Maintenance
Occasionally essential or urgent, special maintenance work on the House and gardens is required. We will make our best endeavours to keep any visual impact to a minimum.
Baddow Park House welcomes children however we strongly recommend the use of ‘Event Nannies’ to ensure the safety and structured entertainment of ALL children.
Please provide a list of the number of guests under the age of 16 years one month prior to the event.
Please ensure that adequate adult supervision is provided throughout the event, particularly in respect of avoiding danger areas within the garden. All children under the age of 16 must be supervised by a responsible adult whilst on the premises. The staff of Baddow Park House will not be held responsible for the supervision of minors.
Smoking is strictly prohibited in the Venue. Within the grounds, smoking is restricted to designated outside areas and smoking materials must be adequately extinguished in the waste bins provided.
Live bands at the Venue may be allowed at the discretion of the owners. Noise levels will be monitored and if levels exceed what is deemed to be reasonable, musicians/DJs will be asked to decrease levels. If musicians/DJs do not comply, the music will be turned off. Styles and types of music must be sampled and agreed by Baddow Park House, so it complies with their license.
Fireworks at the Venue may be allowed but permission in writing is required. Noise levels will be monitored and at least 28 days’ notice is required before the Event if permission is sought, as we need to notify our neighbours. We reserve the right to refuse fireworks at any time, and without giving any reasons, in our absolute discretion.
18. First Aid
Basic first aid supplies are available on site. Members of staff have completed a basic First Aid course. In the incident of a serious/major accident or incident, full services are not provided on site. Emergency services will be called.
19. Electrical equipment
Electrical equipment that is brought onto the premises by clients must be safe for use and PAT tested (Portable Appliance Tested).
20. Threatening, abusive or violent behaviour
The instructions from staff at Baddow Park House should be adhered to at all times. Baddow Park House retains the right to refuse entry, refuse to sell alcohol and ask persons to leave the site.
Baddow Park House upholds a zero-tolerance policy with respect to any verbal or physical, threatening, abusive or violent behaviour by guests towards staff. Without exception, a guest(s) will be asked to leave the premises, or the police informed.
21. Emergency procedures
A list of all guests is required 24 hours before the event. Emergency procedures are in place in the event of a fire. A plan of fire exits, and location of fire extinguishers is in the main entrance of the House and bedrooms.
22. Accidents or untoward incidents
Any accidents or incidents occurring on the premises must be immediately reported to a member of staff and details entered into the Accident Book.
23. Banned substances and weapons
Banned substances, such as drugs, and weapons are strictly prohibited on site. If any guest is suspected to be in possession of drugs or weapons the police will be informed immediately.
24. Underage drinking of alcohol
In compliance with licensing laws, underage drinking of alcohol is prohibited. ID will be required if a guest appears under to be the age of 18 years old.
25. Special effects and strobe lighting
If special effects such as strobe lighting or smoke machines are to be used, these must be approved in advance. You must provide any relevant warnings.
26. Inappropriate adult entertainment
Inappropriate adult entertainment is not allowed.
27. Equipment and Property
Clients’ own equipment and property, including vehicles, are brought in to the Venue at their own risk and Baddow Park House accepts no liability for loss or damage. In particular we are not responsible for any items left at the Venue such as cards, presents or money/vouchers as wedding gifts.
If personal property is not removed within 24 hours after an event/wedding, we will charge for storage or dispose of items after one week.
28. Potential hazards
Comprehensive risk assessments have been completed, however please be aware of the risks associated with the Venue and the gardens generally. General warning notices are in place to discourage climbing. If guests do climb trees or walls or ignore these warning signs, they do so at their own risk and Baddow Park House will not be held responsible.
Access to the grounds is restricted particularly after dark.
29. Car Parking
Our terms of change of use allows for unlimited car parking for attendees but all vehicles and their contents are left entirely at the owners risk.
30. Contract and Jurisdiction
30.1 When a booking is confirmed in writing or electronically, a contract is deemed to exist. Variations to the Assignment, or to the services under it may only be agreed in writing. Services outside the scope of the Assignment will attract additional charges. Any changes to the date of the Assignment will constitute a cancellation and clause 3 shall apply.
30.2 The Client grants to Baddow Park House consent to use any work including photographs created as part of the Assignment to show off its services, together with the right to display images as part of its portfolio and to write about the Assignment on websites, and in its marketing materials. It is also the Client’s responsibility to obtain all relevant consents from any guests attending at the wedding to the use of images as set out in this clause, or to notify Baddow Park House if any guests do not wish their images to be so used. If you do not wish to grant this consent you must confirm this in writing to [email protected] within 7 days of entering into this agreement.
30.3 The Assignment may be terminated if payment of the payments are not made in accordance with these terms; or if the Client commits a material breach of any of these terms and fails to remedy the breach within 14 days of being notified in writing; or the Client makes any statements or behaves in any way or requests Baddow Park House to undertake any actions that are discriminatory, illegal or immoral; or if the Client enters into any form of insolvency arrangement, or suspends its business. Upon termination the Client shall immediately pay and outstanding Payments, for work done to that point, to Baddow Park House.
30.4 Following the conclusion of the Assignment, Baddow Park House may wish to contact you to request testimonials, recommendations or
feedback on the services. By agreeing these terms, you are consenting to that contact by Baddow Park House.
30.5 These terms and any dispute arising from them shall be governed by the laws of England and Wales.