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

TERMS & CONDITIONS FOR ACCOMMODATION GROUPS & FUNCTIONS

'The Client' refers to the person, company or organisation making the booking and 'The Hotel' refers to the Balmer Lawn Hotel trading as a partnership. In the case of functions and group bookings the client is the organiser - and they are additionally responsible for their 'Guests' i.e. individual colleagues, friends and relatives invited to the function or group booking. In order to avoid any misunderstanding regarding reservations and other bookings the following are the Terms and Conditions that apply for services and facilities outlined above. CONFIRMATION BY THE CLIENT; all bookings are considered provisional until this document is duly signed and dated and returned to the Hotel together with the agreed deposit. This confirmation must include: A. Name of the Client accepting responsibility for the booking. B. Date of function/group booking. C. Approximate number of guests. D. Where appropriate: -

1) Type and number of bedrooms required limited allocations may be applied by the Hotel. 2) Function room requirements including, equipment requirements, catering - food and beverage requirements, flowers, additional external entertainment e.g. disco, band pianist etc. 3) Any additional function requirements, not listed above.

2. DEPOSITS; a deposit of 50% is required to confirm both a Group Booking and/or a Function. The final balance will be due 28 days prior to the date of the group booking/function. Should the Client fail to pay such a deposit within 14 days of being invoiced, the Hotel may treat the booking as having been cancelled by the Client and apply the provisions outlined below. Deposits will be retained as per our cancellation terms.

3. CANCELLATION AND AMENDMENT CHARGES; any reductions to guest numbers or arrangements shall be notified in writing as soon as possible and not later than 28 days prior to the function/group booking date. If You wish to cancel the Booking or reduce numbers, this must be advised to Balmer Lawn Hotel verbally in the first instance followed by written notice of cancellation or amendement to Balmer Lawn Hotel’s registered office (“the Cancellation Notice”). The Cancellation Notice shall be effective, final and binding on the Working Day on which it is received. Notice received out of the hours of 9.00am and 5.00pm shall be deemed to be received on the next Working Day. There is no right to postpone any booking and any postponement or part cancellation of any Event will be considered as a full cancellation. Subject to the below, upon cancellation or amendment of a booking, Balmer Lawn will charge a cancellation fee (“the Cancellation Fee”). The Cancellation Fee shall be a percentage of the Total Charge, which will be calculated according to the number of clear days (that is, excluding the date of receipt of the Cancellation Notice and the date of the Event) between the Cancellation Notice and the Event, as follows: Notice Period and Charge Applicable Over 133 days 10% 133-91 days 25% 90 days-30 days 60% 29 days-15 days 80% 14 days – 2 days 90% 2 days or less 100% 3.1 This clause applies to cancellation as a direct result of the effect of the Coronavirus on You, Your employees or guests. If, due to the direct effect of the Coronavirus on You, Your employees or Your guests You are unable to attend on the Event date and provided you give at least four weeks’ notice to Balmer Lawn Hotel, You may postpone the date of the Event to another date within 6 months of your original event date, subject to availability and to payment of the market rate for the postponed date. In this case, no Cancellation Fee will be payable. If You are unable to give four weeks’ notice there shall be no obligation on Balmer Lawn Hotel to permit a postponement or to waive the Cancellation Fee, however Balmer Lawn Hotel will enter into good faith discussions with You in relation to an appropriate way to mitigate Your losses. 3.2 This clause applies to cancellation by Balmer Lawn Hotel as a direct result of the effect of the Coronavirus. Balmer Lawn Hotel will not cancel any Event unless this is required as a result of Governmental guidance. In the event of cancellation by Balmer Lawn Hotel in these circumstances Balmer Lawn Hotel will work with You to achieve a solution that reduces all parties’ losses, for example by re[1]hosting the event or transferring credit to another booking. During the event, if You or any of Your guests are displaying symptoms of Coronavirus, the event will be cancelled with immediate effect and will revert to the 2 Day cancellation term.

4. DAMAGE; the Client shall be responsible for any and all damage caused to the allocated rooms or the furnishings, utensils, equipment and to any other property of The Hotel and pay on demand the amount required to make good or remedy the damage. In the case of sickness a minimum charge of £100.00 will be made and if this does not cover the cost of specialist cleaning or replacement the full costs of specialist cleaning and/or replacement will be charged to The Client. The Client will be responsible for the reimbursement of costs to other parties following disruptive behaviour or damage caused by any of the guests. In the case of Company Bookings it is the Company that takes responsibility for their employees and the actions, acts and omissions of those employees.

5. CORKAGE; no Clients or their Guests can bring any alcoholic beverages (including beers, wines, champagne and sprits) onto the premises for the purposes of consumption unless prior consent of The Hotel has been sought and agreed to in writing, the following charges will apply. Failure to comply will result in these charges being applied to your bill: Product Corkage Charge Still wine £20.00 per bottle Champagne £45.00 per bottle Sparkling wine £30.00 per bottle Bottle of spirits £80.00 per bottle Initials of Client Page 6 of 8

6. PAYMENTS AND CREDIT; all accounts incurred will be invoiced. Full cleared payment is due 28 days prior to the function/group booking date, any queries should not affect immediate payment, in full, of the outstanding balance. The Hotel does not offer credit facilities without prior arrangement from the General Manager. All invoices are due for payment (a minimum of) 28 days prior to the date of the function/group booking or within 28 days of the invoice date whichever is the earlier. Interest charges will be charged to accounts which exceed this period, the interest rate is 2% over the official Bank Of England interest rate. Days Overdue Penalty Interest Chargeable 15 - 28 days 5% of the invoice total 28 - 56 days 10% of the invoice total Over 56 days 20% of the invoice total

7. CHARGES; all prices within the direct control of the Hotel will be confirmed in writing before the event is confirmed. The client will be made aware of any charges that have not yet been confirmed. The client must retain all literature relating to these prices. The Hotel is not responsible for any increase in prices beyond its direct control or from external suppliers, irrespective of whether or not any external suppliers were booked directly by the Hotel. The Hotel cannot guarantee availability from its suppliers and therefore suitable alternatives will be sourced if needed. Any external factors influencing prices will be passed on to the client i.e. including but not limited to - changes to taxation, custom and excise duties and V.A.T.

8. TARIFFS and CHANGES; confirmed prices cannot be changed or transferred to promotional or discounted rates that may exist from time to time. Cancelling a booking and re-booking on a discounted or promotional rate is not permissible. All superior accommodation carries a supplement, which will be charged to the Client. All bookings are subject to availability. Receipt of payment does not guarantee availability. The hotel reserves the right to move function rooms or bedrooms if deemed to be of a similar standard to that originally booked.

9. REFURBISHMENT WORK; From time to time refurbishment work is carried out to upgrade the hotels facilities; this may result in certain facilities/amenities not being available. The Hotel reserves the right to carry out maintenance work without prior notice to customers.

10. AGREEMENT NON-ASSIGNABLE; the benefits under this contract are personal/specific to the Client and shall not be assignable or transferred by the Client.

11. AGREEMENT GOVERNED BY ENGLISH LAW; the Contract shall be governed in all respects by English Law.

12. VARIATIONS; neither oral representative nor agreements are recognised by the Hotel and the conditions of this contract can be modified only by a supplementary written contract.

13. LETTERHEADS; any correspondence sent from the Hotel cannot alter or take precedence over these terms and conditions.

14. EXTERNAL SUPPLIERS; all external suppliers booked by the Client are subject to standard Hotel Policies and additional Terms & Conditions set by the Hotel. Any external entertainment must have public liability insurance, with a minimum cover of £5,000,000. The Client must provide the Hotel with photocopies of all the relative documents along with a £50 returnable damage deposit and the signed External Entertainments Agreement. Resident DJ: If the Resident DJ is booked then the following cancellation policy is applicable Percentage Charge More than 90 days 40% 90 days 50% 21 days 100% 15. FORCE MAJEURE: If the Hotel is prevented or hindered from carrying out its obligations hereunder by circumstances beyond its reasonable control including (without prejudice to the generality the foregoing) government intervention, local planning decisions & enforcements, strikes, labour disputes, accidents, Acts of God, national or local disasters, Acts of Terrorism or war, then The Hotel's liability to The Client shall be no greater than the amount paid to the Hotel by the Client in respect of the function. If for any reasons beyond the Hotel's reasonable control the accommodation reserved cannot be made available to the Client the Hotel reserves the right to substitute similar or comparable accommodation for the function and such a substitution shall be accepted by the Clients as satisfactory performance by the Hotel of its obligations hereunder to provide the accommodation reserved. Note at peak times it may not be possible to book suitable alternative accommodation under, these circumstances the Hotel s liability will be limited to the return of the deposit or pre-payment made.

16. FESTIVE TERMS & CONDITIONS These terms and conditions are in additional to our standard terms and conditions. • Provisional reservations for any Festive events will be held for up to 14 days only, deposits will be required after this time to confirm your booking. If a deposit is not received within 14 days, the reservation will be automatically released without prior notification. • For Christmas party night reservations, a non-refundable deposit of 50% per person is required within 14 days of making the reservation. • All prices include VAT at prevailing rate. • Prices are subject to availability. • All details on the website are correct at time of publishing, and maybe subject to alteration without notice. • Certain functions/events are not suitable for children under 18 years old. Please ask for details.

INFORMATION ON Balmer Lawn Hotel And Spa PROCESSING OF PERSONAL DATA IN THE FORM OF PHOTOGRAPHS, VIDEO AND AUDIO. You may be photographed/filmed/recorded on behalf of Balmer Lawn Hotel And Spa for use by the Hotel or for its clients. In order for the Hotel to use the photos/recordings of you to disseminate information about Balmer Lawn Hotel And Spa activities and/or clients, you must sign this contract as a declaration of consent. Initials of Client Page 7 of 8 you must sign this contract as a declaration of consent. The photos/recordings may be used in both printed and digital form, in various channels where Balmer Lawn Hotel And Spa disseminates information about its activities and or for its clients. The images/recordings will be stored on Balmer Lawn Hotel And Spa image and media server, based in The New Forest.

WITHDRAWAL OF CONSENT/QUESTIONS/COMPLAINTS If you want us to stop using photos/recordings of you in new material, we ask you to contact our Head of Sales and Revenue Production, Pauline Clitheroe. We will then no longer use your personal data in new information material. We will also remove you from already published material wherever possible, if requested If you want to know how your personal data is used, or you feel that we have used your personal data in a way that violates the agreement or current legislation, please contact Pauline Clitheroe. If you have complaints regarding Balmer Lawn Hotel And Spa processing of your personal data, you are always entitled to contact the relevant inspection authority: ICO, Information Commissioner's Office.