All the information was correct at the time of printing, and is subject to change without notice.

TERMS & CONDITIONS FOR ACCOMMODATION GROUPS & FUNCTIONS

1. Definitions

For the purposes of this Agreement:

The Hotel means Balmer Lawn Hotel & Spa, Lyndhurst Road, Brockenhurst, Hampshire SO42 7ZB.

The Client means the company, organisation or individual making the booking.

The Authorised Representative means the individual signing this Agreement and accepting responsibility on behalf of the Client.

The Event Coordinator means the Hotel representative responsible for coordinating the event.

Delegates means all attendees, guests, speakers, exhibitors, contractors and suppliers attending the event.

The Event Date means the date or dates specified within this Agreement.

2. Your Booking

All bookings are initially held on a provisional basis.

The booking becomes confirmed when either:

• this Agreement has been signed by the Authorised Representative; or

• the agreed deposit has been received by the Hotel.

Whichever occurs first shall constitute acceptance of this Agreement and create a legally binding contract.

The Authorised Representative confirms they are authorised to enter into this Agreement on behalf of the Client.

3. Acceptance of this Agreement

This Agreement shall become legally binding upon whichever occurs first:

• signature of this Agreement by the Authorised Representative; or

• payment of any deposit, interim payment or invoice relating to the booking.

Payment shall constitute full acceptance of these Terms and Conditions whether or not a signed Agreement has been returned.

Failure to return a signed copy shall not invalidate the Agreement where payment has been received.

4. Deposits, Payment Terms & Accommodation Allocations

A non-refundable deposit equal to 25% of the total anticipated booking value is required to secure all corporate event and conference bookings.

The anticipated booking value may include, but not limited to, the following:

• Meeting room hire

• Day delegate packages

• Food and beverage

• Residential accommodation

• Equipment hire

• Any other agreed services

Unless otherwise agreed in writing:

Payment

Due Date

Initial Deposit (25%)

Within 14 days of booking

Final Balance

14 days before the Event Date

Bookings confirmed within 14 days of the Event Date will require full payment upon confirmation.

Where residential accommodation forms part of the booking, bedrooms will only be guaranteed once the applicable accommodation deposit has been received.

At the Hotel's discretion, accommodation may be held on a courtesy allocation where an accommodation deposit has not yet been paid. Courtesy allocations are not guaranteed and may be released for general sale after the agreed release date advised by the Hotel.

For bookings made more than 18 months in advance, the Hotel may agree an alternative staged deposit schedule. Any such agreement must be confirmed in writing and shall not prejudice the Hotel's right to review or release unsecured bedroom allocations.

Failure to make payments by the agreed due dates may result in cancellation of the booking or withdrawal of any agreed credit facilities.

Interest may be charged on overdue accounts in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.

5. Credit Facilities

Credit facilities are not automatically available.

Any request for credit terms must be agreed in writing before the booking is confirmed.

Where credit facilities are approved, payment shall be made in accordance with the agreed payment terms.

Failure to comply with agreed credit terms may result in the withdrawal of future credit facilities.

6. Purchase Orders

Where the Client operates a purchase order system, the relevant purchase order number should be supplied before the Event Date.

Failure to provide a purchase order number shall not delay or invalidate the Client's obligation to make payment in accordance with this Agreement.

7. Agency Bookings & Commission

Where a booking has been made through a recognised booking agency or intermediary ("the Agent"), the following additional terms shall apply.

The Hotel will recognise the commission percentage agreed in writing at the time of booking.

Commission shall be calculated on the agreed commissionable elements of the booking only and shall exclude VAT, third-party supplier charges, cancellation charges, damages, gratuities and any non-commissionable services unless otherwise agreed in writing.

Following completion of the event and receipt by the Hotel of all monies due from the Client, the Agent may submit an invoice to the Hotel for the agreed commission.

Commission invoices should clearly reference:

• The Hotel booking reference;

• The event name and date;

• The agreed commission percentage;

• The commission value claimed.

Provided the invoice is correct and all Client payments have been received in full, the Hotel will settle the commission invoice within 30 days of receipt.

No commission shall become payable where:

• the booking is cancelled;

• the Client fails to pay the Hotel in full;

• the commission claimed differs from that agreed in writing;

• the booking has been transferred to another venue.

Nothing within this Agreement creates an agency, partnership or employment relationship between the Hotel and the Agent beyond the agreed commission arrangement.

The Hotel reserves the right to decline commission claims that have not been agreed in writing prior to confirmation of the booking.

8. Delegate Numbers & Attrition

Estimated delegate numbers should be provided at the time of booking.

Final delegate numbers must be confirmed no later than 14 days before the Event Date.

The Hotel will make every reasonable effort to accommodate increases in delegate numbers, subject to availability.

Reductions of up to 10% of the confirmed delegate numbers may be accepted without charge where notified no later than 14 days before the Event Date.

Any reduction exceeding 10% or received after the final confirmation date may be charged in full.

9. Minimum Spend

Where a minimum spend has been agreed, this shall be detailed within the Event Booking Summary.

The Client remains liable for the agreed minimum spend irrespective of actual attendance.

Additional purchases made during the event shall be charged separately unless specifically included within the agreed package.

10. Changes, Postponements & Cancellations

The Client should notify the Hotel of any changes to the booking as soon as reasonably possible.

Whilst every effort will be made to accommodate requested amendments, these cannot be guaranteed and may result in revised pricing.

Cancellation charges shall apply as follows:

Notice Before Event

Charge

More than 28 days

Deposit retained

15–28 days

50% of total booking value

14 days or fewer

100% of total booking value

Outstanding cancellation charges shall become immediately payable.

11. Final Event Information

To enable the Hotel to prepare effectively, the Client shall provide the following information no later than 14 days before the Event Date:

• Final delegate numbers

• Meeting agenda

• Room layouts

• Catering requirements

• Dietary requirements

• Bedroom rooming list (where applicable)

• AV requirements

• Supplier details

• Delivery schedules

• Any special requirements agreed with the Hotel

Where this information is not supplied within the required timescales, the Hotel reserves the right to prepare the event based upon the most recent confirmed information.

12. Residential Accommodation

Where residential accommodation forms part of the booking, the Hotel will allocate an agreed number of bedrooms.

Bedrooms not confirmed by the agreed release date may be released for general sale.

The Client will be advised of the bedroom release date within the booking confirmation.

Bedroom upgrades and supplements remain subject to availability.

13. Meeting Rooms & Event Spaces

The Hotel will allocate the meeting room(s) detailed within the Event Booking Summary.

Whilst every effort will be made to provide the room originally reserved, the Hotel reserves the right to relocate the event to an alternative room of comparable size and standard should operational requirements make this necessary.

Meeting rooms will be available at the agreed times. Access outside these times must be arranged in advance and may incur additional charges.

The Client shall ensure that meeting rooms are used only for their intended purpose and that all attendees comply with the Hotel's policies throughout the event.

14. Audio Visual Equipment & Technology

The Hotel offers a range of audio-visual equipment and technology to support corporate events.

Equipment requested in advance will be prepared prior to the event wherever reasonably possible.

The Client is responsible for ensuring compatibility of any equipment, presentations or software brought onto the premises.

The Hotel accepts no liability for delays or disruption arising from incompatibility of third-party equipment or software.

Any loss of or damage to Hotel equipment caused by delegates, contractors or suppliers will be charged to the Client.

15. Wi-Fi & Internet Access

Complimentary Wi-Fi is available throughout the Hotel.

Whilst the Hotel makes every reasonable effort to provide reliable internet access, uninterrupted availability and connection speeds cannot be guaranteed.

The Hotel accepts no liability for interruption or loss of internet services caused by circumstances beyond its reasonable control.

The Client is responsible for ensuring that any specialist connectivity requirements are discussed with the Hotel before the Event Date.

16. Food & Beverage

All food and beverages consumed on Hotel premises must be supplied by Balmer Lawn Hotel & Spa unless otherwise agreed in writing.

Final catering requirements, dietary information and delegate numbers must be confirmed no later than 14 days before the Event Date.

Whilst every effort will be made to accommodate dietary requirements and allergies notified in advance, the Hotel cannot guarantee the complete absence of allergens.

Additional catering requested during the event will be charged at the Hotel's prevailing rates.

17. Deliveries & Collections

The Hotel will accept deliveries on behalf of the Client only where prior arrangements have been made.

All deliveries should be clearly labelled with:

• Company name

• Event name

• Event date

• Contact name

Items remaining after the event should be collected promptly.

The Hotel reserves the right to dispose of uncollected items after a reasonable period and accepts no responsibility for loss or damage to materials left on the premises.

18. External Suppliers

The Hotel welcomes professional suppliers engaged by the Client.

All external contractors must:

• Hold Public Liability Insurance with a minimum indemnity of £5,000,000.

• Comply with all Hotel Health & Safety procedures.

• Provide PAT certificates where applicable.

• Supply risk assessments and method statements when requested.

• Follow all reasonable instructions issued by Hotel management.

• Adhere to agreed delivery, installation and collection times.

The Hotel reserves the right, at the Hotels sole discretion, to refuse entry to any supplier who fails to comply with these requirements.

19. Cashless Hotel Policy

Balmer Lawn Hotel & Spa operates as a fully cashless venue.

All deposits, interim payments, final balances, accommodation charges, restaurant bills, bar tabs, spa treatments and any additional purchases must be paid by debit card, credit card or approved digital payment methods.

Cash payments will not be accepted.

The Client is responsible for ensuring that delegates are aware of this policy where appropriate.

20. Guest Behaviour

The Client accepts responsibility for the conduct of all delegates, guests, contractors and suppliers attending the event.

The Hotel reserves the right to refuse admission, refuse service or require any individual to leave the premises where behaviour is considered:

• abusive or threatening;

• aggressive or violent;

• excessively intoxicated;

• likely to cause damage;

• likely to disrupt other guests;

• likely to place staff or delegates at risk;

• contrary to licensing legislation.

Where the Hotel is required to terminate the event due to unacceptable behaviour, no refund shall be payable.

21. Alcohol Licensing

The Hotel operates in accordance with the Licensing Act 2003.

The Hotel reserves the right to refuse the sale or service of alcohol where required by law or where any individual appears intoxicated.

Alcohol may not be brought onto Hotel premises without prior written approval.

Approved corkage charges shall apply where permission has been granted.

Current corkage charges are:

Product

Charge

Still Wine

£20.00 per bottle

Sparkling Wine

£30.00 per bottle

Champagne

£45.00 per bottle

Spirits

£80.00 per bottle

22. Sustainability & Environmental Responsibility

Balmer Lawn Hotel & Spa is committed to reducing its environmental impact whilst protecting the natural beauty of the New Forest.

Clients, delegates and suppliers are asked to support these commitments by:

• disposing of waste responsibly;

• respecting Hotel grounds;

• avoiding unnecessary single-use plastics where possible;

• respecting local wildlife;

• complying with all environmental guidance issued by the Hotel.

The release of balloons, sky lanterns or any item likely to cause environmental harm is strictly prohibited.

23. Vehicle Parking

Parking is available for delegates attending the event.

Vehicles and their contents remain entirely at the owner's risk.

The Hotel accepts no responsibility for theft, loss or damage except where caused by the negligence of the Hotel.

24. Damage & Cleaning

The Client shall be responsible for but not limited to any damage caused by delegates, guests, contractors or suppliers to the Hotel's buildings, furnishings, equipment, gardens or grounds.

The Hotel reserves the right to recover the full cost of repair, replacement or specialist cleaning.

Where appropriate, photographic evidence will be retained.

25. Security

For larger events or where considered appropriate by the Hotel, professional security personnel may be required.

Where agreed in advance, reasonable security costs shall be payable by the Client.

26. Privacy

Balmer Lawn Hotel & Spa processes personal information in accordance with UK data protection legislation.

Information supplied during the booking process will be used solely for the administration and delivery of the event and to comply with legal obligations.

Further information is available within the Hotel's Privacy Policy.

27. Force Majeure

Neither party shall be liable for failure to perform its obligations where such failure results from circumstances beyond its reasonable control, including severe weather, fire, flood, epidemic, pandemic, government restrictions, terrorism, industrial action, utility failures, cyber incidents or similar events.

Where such circumstances prevent the Hotel from delivering the event, the Hotel will work with the Client to identify reasonable alternative arrangements.

Where no suitable alternative is available, the Hotel's liability shall not exceed the monies paid by the Client.

28. General Terms

This Agreement constitutes the entire agreement between the parties.

Any variation must be agreed in writing by both parties.

Failure by the Hotel to enforce any provision shall not constitute a waiver of its rights.

If any provision of this Agreement is found to be unenforceable, the remaining provisions shall continue in full force and effect.

This Agreement shall be governed by the laws of England and Wales.