Definitions

“Accommodation” – The overnight accommodation at the Venue made available for you as part of your Booking.
“Accommodation Booking” – The written request of the Customer for the provision of accommodation at the Venue (whether in connection with a specific Function or otherwise), which Plum Park Manor agrees to provide subject to these terms and conditions.
“Booking” – The written request of the Customer for the provision of services including the Function and the Accommodation, which Plum Park Manor agrees to provide subject to these terms and conditions.
“Booking Form” – The document setting out the Customer’s agreed Booking details at the time a Booking is confirmed which we require the Customer to sign to confirm the Customer’s agreement.
“Cancellation Costs” – The cancellation costs the Customer will incur in the event of cancellation.
“Contract” – The binding contract between the Customer and Plum Park Manor for a Booking which is made pursuant to these terms and conditions as described in these terms and conditions, the Booking Form and the Venue Rules, all of which we require you to sign to confirm your agreement.
“Customer” – The person(s), firm or other body contracting with Plum Park Manor for the provision of services connected with a Function and the Accommodation. All named Customer(s) will be jointly and severally bound by the terms of the Contract and Plum Park Manor will treat any communication or instruction it receives from the Customer (even if from only one of them) as being communicated for and on behalf of all Customer(s).
“Estimated Price” – The total minimum Price for a Booking, based on the details the Customer provides at the time of making a Booking. The Estimated Price is set out in the Booking Form and may be adjusted from time to time if amendments to a Booking are agreed in writing with Plum Park Manor.
“Deposit” – A non-returnable non-refundable deposit of £2,000 including VAT payable at the time that the Customer confirms a Booking.
“Function” – The event and services in respect of which the Customer has made a Booking with Plum Park Manor.
“Function Date” – The Customer’s booked Function Date as set out in the Booking Form.
“Price” – The total price payable by the Customer to Plum Park Manor under the Contract.
“Schedule Payments” – The amounts payable by the Customer to Plum Park Manor towards the Price and the timings for making those payments, as set out in these.
“Plum Park Manor” – Plum Park Manor Ltd trading as Plum Park Manor and its employees, officers and agents.
“Unexpected Event” – Any event or circumstance that is not within Plum Park Manor or the Customer’s reasonable control. A list of unexpected events is set out at clause 39.
“VAT” – Value Added Tax or any equivalent tax payable by law at the Function Date.
“Venue” – The venue and premises managed by Plum Park Manor at which the Customer’s Function will take place in accordance with these terms and conditions.
“Venue Hire Fee” – The fee payable by the Customer for use by the Customer and the Customer’s guests of the Venue during the Function.
“Venue Manager” – The employee of Plum Park Manor to whom Plum Park Manor has delegated responsibility for liaising with the Customer and agreeing, arranging and managing the preparation for the Function at the Venue.
“Venue Rules” – Plum Park Manor’s rules applicable to a specific Venue, which are provided with the Customer’s Contract, forming part of the binding Contract with Plum Park Manor.

Bookings & Deposit

1. The Customer shall confirm a Booking by completing, signing and returning the Booking Form together with payment in full of the Deposit.
2. A Contract is only made between Plum Park Manor and the Customer after Plum Park Manor has received the Booking Form and payment of the Deposit in cleared funds and no Booking shall be binding on Plum Park Manor until the requirements of this clause 2 have been met.
3. Where Accommodation is offered at a Venue, the Booking for a Function shall automatically include the reservation of all available rooms at the Venue for the use of the Customer and the Customer’s guests at the prevailing room rate (as notified to the Customer by the Venue Manager) subject to these terms and conditions.
4. Each Accommodation Booking with regard to clause 3 above shall be in the name of the Customer. The Customer shall be entitled to gift or charge the rooms to the Customer’s guests but the Customer shall be responsible for the cost of all Accommodation Bookings.
5. The Customer will need to provide Plum Park Manor with the names of the Customer’s guests who will be using the Accommodation no less than 6 weeks before the Function Date.

Deposits and Scheduled Payments

6. The Customer shall pay the fees relating to the Booking and the Function and the Accommodation on the following terms:
6.1. The Venue Hire Fee and the cost of the Accommodation (less the Deposit) shall be paid by the Customer no later than 9 calendar months prior to the Function Date.
6.2. 50% of Plum Park Manor’s invoice for the Function (including but not limited to an estimated drinks package, the catering estimated package must be paid no later than 6 calendar months prior to the Function Date.
6.3. The balance of Plum Park Manor’s invoice for the Function (incorporating but not limited to any agreed additions and based on the guaranteed final numbers of guests notified to Plum Park Manor in accordance with these terms and conditions together with any agreed adjustments to the pricing of food and drinks packages), and the returnable security retainer of £500 shall be paid by the Customer no later than 6 weeks prior to the Function Date.
6.4. Any incidental costs or charges relating to the Booking and the Function (including but not limited to charges incurred on the Function Date for additional staff, entertainment, food, drinks or damages) shall be paid in full by the Customer on receipt of Plum Park Manor’s invoice and in any event within 21 days of the end of the Function.
6.5. Bookings confirmed within 30 days of the Function Date are to be paid in full at the time of confirmation.
6.6. All charges payable by the Customer shall include VAT at the applicable rate on the day of the Function.

Cancellation by the Customer

7. The Customer may, at any time, end its Contract with Plum Park Manor. However, the Customer’s liability for, or rights to any refund of, the Price, or part thereof, will depend on when the Customer decides to end the Contract and whether or not the Customer had previously transferred the Function Date under clauses 17 to 26 (inclusive).
8. If the Customer wishes to cancel its Booking, for whatever reason, the Customer must contact Plum Park Manor in writing (which can be by email). Unless Plum Park Manor agrees otherwise with the Customer, the cancellation will come into effect on the date that Plum Park Manor confirms receipt of the Customer’s request to cancel (which Plum Park Manor will not delay unreasonably). Please note: Plum Park Manor will treat each written notice to cancel that it receives from the Customer (even if from only one of the Customers) as being communicated jointly for and on behalf of all Customer(s) named on the Booking Form.
9. In the event that the Customer cancels the Booking or Function (or, subject to clause 17 below, changes or varies the Customer’s requirements for a Booking or Function, which results in a material reduction of the value of the Booking) then the charges set out in the Cancellation Costs table below will apply and the Customer agrees that it will pay the costs to Plum Park Manor (for the avoidance of doubt having accounted for any sums already paid by the Customer to Plum Park Manor). The Cancellation Costs will be payable within 21 days of the date upon which the Customer notifies Plum Park Manor in writing (which can be by email) of the cancellation or change or variation:

Date of Customer cancellation (for cancellations other than a transfer of date which is dealt with at clauses 8 – 17 (inclusive) below)	Cancellation Costs calculated as a percentage of the Estimated price (unless the actual price is known, in which case the Cancellation Costs are calculated as a percentage of the Price)
12 + months before Function Date	Deposit
12 – 6 months before Function Date	Deposit, Venue Hire Fee, Accommodation and 50% of Plum Park Manor’s invoice for the Function (incorporating any extras agreed with the Venue Manager from time to time)
6 months – 6 weeks before Function Date	Deposit, Venue Hire Fee, Accommodation and 75% of Plum Park Manor’s invoice for the Function (incorporating any extras agreed with the Venue Manager from time to time)
Less than 6 weeks before Function Date	Deposit, Venue Hire Fee, Accommodation, 100% of Plum Park Manor’s invoice (incorporating any extras agreed with the Venue Manager from time to time)

9.1 Please note: For very late cancellations of less than 30 days, the Customer may also be required to compensate Plum Park Manor for additional unavoidable costs it incurs as a result of the Customer’s cancelled Booking, if Plum Park Manor’s costs exceed the above Cancellation Costs, for example if Plum Park Manor already purchased perishable products for the Booking based on the Customer’s catering requirements.
9.2 If the Customer cancels a Booking,  for which the Function Date was previously transferred from an earlier date pursuant to clauses 17 to 26, and if Plum Park Manor has not managed to mitigate its losses in full for the earlier Function Date by reselling or filling that date, then the Customer will, in addition to the Cancellation Costs set out above, forfeit any sums paid by the Customer and transferred and applied to the new Booking and Function under clause 26.2.
10. Plum Park Manor and the Customer agree that the charges set out in clause 9 above represent a genuine pre-estimate of Plum Park Manor’s losses that directly result from the Customer’s cancelled Booking. This includes the costs of services provided to the Customer before cancellation, the unavoidable expenses Plum Park Manor will incur and its direct loss of profit (including the value of the Customer’s Function Date and likelihood of Plum Park Manor being able to rebook the Customer’s cancelled Booking).
11. Plum Park Manor will use reasonable endeavours to mitigate its losses set out in the Cancellation Costs table above by marketing the date for booking by another customer in an attempt to reduce the amounts payable by the Customer. However, any such reduction shall be at the discretion of Plum Park Manor, whose decision shall be final.
12. If the Customer’s payments towards the Price already made are more than the Cancellation Costs, Plum Park Manor will refund the balance to the Customer within 21 days of Plum Park Manor confirming receipt of the Customer’s request to cancel.
13. The Customer should obtain suitable insurance cover against the costs associated with the necessity of cancelling, changing or varying the Booking and/or the Accommodation Booking.
14. If Plum Park Manor fails to perform its obligations to the Customer under the Contract with reasonable care and skill or is otherwise in breach of its obligations to the Customer, the Customer is entitled to request that Plum Park Manor re-performs those obligations within a reasonable period. Alternatively, the Customer may request a partial refund to reflect those obligations under the Contract that Plum Park Manor failed to perform with reasonable care and skill.
15. If Plum Park Manor fails to perform its obligations under the Contract with reasonable care and skill or is otherwise in breach of its obligations to the Customer and re-performance or Price reduction will not remedy Plum Park Manor’s failure or breach, the Customer is entitled to cancel the Contract with immediate effect and receive a refund of the Price the Customer has paid. The Cancellation Costs set out in the Cancellation Costs table above will not apply. Please note that Plum Park Manor may be entitled to a smaller, proportionate contribution towards Cancellation Costs if the Customer cancels due to Plum Park Manor’s fault, but the Customer is also partly at fault and in breach of its obligations under the Contract with Plum Park Manor or has otherwise engaged in unacceptable conduct (for unacceptable conduct, see clause 31).
16. If the Customer wishes to cancel its Booking due to Plum Park Manor’s delay, hindrance or prevention from providing the Venue and / or performing any of the services due to an Unexpected Event, the Customer will be liable only for the amount set out in the Unexpected Events clause and not the (higher) Cancellation Costs applicable to Customer cancellations where there is no Unexpected Event.
Due to the nature of the Booking, the statutory right to cancel under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 does not apply. This is because the Booking is considered a leisure service activity and is booked for a specified date.

Transfer of the Function Date by the Customer

17. In the event that the Customer wishes to change the Function Date (as specified in the Booking Form) to a new date, then clauses 18 – 26 (inclusive) shall apply.
18. All requests for the transfer of the Function Date must be notified in writing to Plum Park Manor in accordance with these terms and conditions, and are subject to availability. The Customer must include in the request, particulars of:
18.1. the original confirmed Function Date (as specified in the Booking Form) that the Customer wishes to transfer and release; and
18.2. the proposed new Function Date that the Customer wishes to book.
19. A request by the Customer to transfer the Function Date may only be revoked with the written consent of Plum Park Manor.
20. A request by the Customer to transfer the Function Date will only be accepted and effective after Plum Park Manor has confirmed to the Customer in writing:
20.1. that it has received the Customer’s request (as required by these terms and conditions) to transfer the Function Date; and
20.2. that the proposed new Function Date is available for booking; and
20.3. that it agrees to the transfer of the Function Date to the new date as specified in the request from the Customer pursuant to clause 18, and the Customer has complied with its obligations in respect of new booking forms and payments as set out in clauses 21 to 26 (inclusive) below.
21. Following confirmation by Plum Park Manor of the new Function Date as set out above, Plum Park Manor will send to the Customer a new Booking Form for the new Function Date. Within 10 days of the date of Plum Park Manor sending the new booking form to the Customer, the Customer shall: –
21.1. complete and return the new Booking Form to Plum Park Manor; and
21.2. pay to Plum Park Manor any additional deposit, fees or charges that may be due in respect of the new Function Date (in each case as notified by Plum Park Manor to the Customer).
22. The Customer acknowledges that the amounts (including, but not limited to, any Venue Hire Fees), may change as a result of the transfer of and to the new Function Date.
23. Plum Park Manor will, at the time it provides confirmation to the Customer under clause 21 above, notify the Customer of the due date for payment of the balance of any Venue Hire Fee.
24. If any payment and/or the completed new Booking Form are not received by Plum Park Manor within the 10 day period set out in clause 21 above, then Plum Park Manor reserves the right to cancel the Booking, Function and Accommodation without further notice to the Customer. This applies to all Bookings, Functions and Accommodation.
25. Plum Park Manor’s then prevailing terms and conditions apply to all Bookings. The new Function Date will be booked under Plum Park Manor’s then prevailing terms and conditions and will supersede any previous terms and conditions of Plum Park Manor.
26. PLEASE NOTE – the following fees and charges are payable by the Customer in respect of any transfer of the Function Date:
26.1. in any case, an administration fee of £50, which is due and payable by the Customer at the date Plum Park Manor sends to the Customer a new booking form in respect of the new Function Date pursuant to clause 21 above; PLUS
26.2. the amounts set out in the table below (all such amounts (unless specified otherwise in the table below) being due and payable by the Customer at the date Plum Park Manor sends to the Customer a new booking form in respect of the new Function Date pursuant to clause 21 above): –

RELEVANT PERIOD	AMOUNT (£)
If the request by the Customer to transfer the Function Date is received by Plum Park Manor more than 12 months before the Function Date (as specified in the original Booking)	£nil.
If the request by the Customer to transfer the original Function Date is received by Plum Park Manor less than 12 months, but more than 9 months, before the Function Date (as specified in the original Booking)	An amount equal to 50% of the Deposit relating to the original Booking (which may be deducted by Plum Park Manor from any such Deposit already paid and actually received by Plum Park Manor prior to the date of the request by the Customer to Plum Park Manor). The balance of the Deposit (if any) relating to the original Booking actually received by Plum Park Manor prior to the date of the request by the Customer will be transferred and applied to the Booking and Function to be held on the new Function Date. The Customer shall pay the balance of the Deposit relating to the new Function Date and the Booking relating to the new Function Date. If the Customer has paid any sums due under clause 6.1 (Venue Hire Fee and the cost of the Accommodation (less Deposit)) then these sums will be transferred and applied to the Booking and Function to be held on the new Function Date.
If the request by the Customer to transfer the original Function Date is received by Plum Park Manor less 9 months but more than 6 months before the original Function Date (as specified in the original Booking)	An amount equal to 100% of the Deposit relating to the original Booking (which may be deducted by Plum Park Manor from any such Deposit already paid and actually received by Plum Park Manor prior to the date of the request by the Customer to Plum Park Manor). The Customer shall pay a new Deposit relating to the new Function Date and the Booking relating to the new Function Date. If the Customer has paid any sums due under clauses 6.1 or 6.2 (Venue Hire Fee and the cost of the Accommodation (less Deposit) and 50% of Plum Park Manor’s invoice for the Function) then these sums will be transferred and applied to the Booking and Function to be held on the new Function Date.
If the request by the Customer to transfer the original Function Date is received by Plum Park Manor 6 months or less before the original Function Date (as specified in the original Booking)	NO request to transfer the original Function Date may be made and the provisions of clause 7 (cancellation) shall apply.

Cancellation by Plum Park Manor

27. Plum Park Manor may cancel the Customer’s Booking with immediate effect by giving the Customer notice in writing (including by email) if:
27.1. The Customer fails to pay any of the Scheduled Payments when they are due and the Customer has not made payment 28 days, or, if non-payment is within six weeks of the Function Date seven days, after being asked by Plum Park Manor in writing to make such payment. In this situation, the cancellation will take effect on the date that the Scheduled Payment was originally due; or
27.2. The Customer commits a serious breach of any of its obligations under the Contract and (if capable of remedy) does not remedy this breach within 14 days of being asked by Plum Park Manor to remedy the breach, or the Customer otherwise indicates that it intends to commit a serious breach of the terms of the Contract (including the Venue Rules), or if the serious breach occurs on the Function Date.
28. A serious breach includes any failure to make Scheduled Payments, and also:
28.1. any breach of the Contract which breaches any law or regulatory requirement, poses a health, safety or fire risk or which otherwise jeopardises any of Plum Park Manor’s operating licenses;
28.2. the Customer demanding that Plum Park Manor do anything that it 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 Plum Park Manor’s operating licences), or the Customer otherwise demanding that Plum Park Manor permits the Customer do anything that breaches any law or regulatory requirement, poses a health, safety or fire risk or otherwise jeopardises any of Plum Park Manor’s operating licenses, after Plum Park Manor has informed the Customer that it is not permitted;
28.3. the Customer failing to provide mandatory information Plum Park Manor requires from the Customer to carry out Plum Park Manor’s obligations under the Contract.
29. If the Booking is cancelled in any of the above scenarios, the Customer agrees that the Cancellation Costs set out in the Cancellation Costs table above will apply and be payable by the Customer to Plum Park Manor. Plum Park Manor will also not be responsible for any costs that the Customer continues to incur despite the Booking being cancelled. For example: non-refundable payments to other suppliers for services the Customer has booked.
30. Plum Park Manor will take reasonable steps to mitigate its losses that result from the cancelled Booking. The Cancellation Costs will be subject to deductions (in the form of a refund at a later date) to the extent that Plum Park Manor is able to mitigate its losses wholly or in part (for example, by reselling the cancelled Booking), subject to any such deductions to account for losses Plum Park Manor is not able to mitigate.
31. Plum Park Manor also reserves its right to cancel the Booking with immediate effect by giving the Customer notice in writing (including email) if the Customer engages in unacceptable conduct and has persisted with such unacceptable conduct for more than 7 days after Plum Park Manor asked the Customer to stop, or immediately if the unacceptable conduct occurs on the Function Date. Any such cancellation will remain at Plum Park Manor’s discretion.
31.1. Plum Park Manor treats the following as examples of unacceptable conduct: any threatening, abusive or derogatory behaviour towards Plum Park Manor’s staff (which includes verbal and written abuse, comments and remarks) or conduct intended, or which is likely, to have the effect of damaging Plum Park Manor’s reputation.
32. If Plum Park Manor cancels the Booking due to no fault of its own (or any Unexpected Event) Plum Park Manor will not be responsible for any costs that the Customer may continue to incur despite the Booking being cancelled.
33. Unless Plum Park Manor cancels the Booking because the Customer has seriously breached the terms of the Contract, or due to an Unexpected Event (please see clause 39), Plum Park Manor will refund to the Customer all payments made by the Customer towards the Price. Please note that Plum Park Manor may be entitled to retain its own proportionate expenses if the Customer is also partly at fault and in breach of its own obligations under the Contract with Plum Park Manor or has otherwise engaged in unacceptable conduct.
34. Plum Park Manor may be prevented from carrying out its obligations under these terms and conditions in relation to a Booking and or Function by an Unexpected Event in which case Plum Park Manor shall notify the Customer in writing of, and the reasons for, such cancellation.
35. If Plum Park Manor is prevented from carrying out its obligations due to an Unexpected Event, then Plum Park Manor’s liability to the Customer shall be limited to the amounts already paid by the Customer to Plum Park Manor at the time of the cancellation.
36. Plum Park Manor shall not be liable for any loss of or damage to any property, equipment stock, vehicles or possessions brought to the Venue by the Customer or the Customer’s guests, employees, contractors, agents or suppliers, or hired by Plum Park Manor on the Customer’s behalf.
37. The Customer acknowledges and accepts that any property or possessions referred to in clause 36 above will remain under the control and care of the Customer before, during and after the Function and that the Customer is in the best position to insure such property against theft or damage and accordingly it is reasonable for Plum Park Manor to exclude liability for such property to the extent referred to above.
38. Nothing in these terms and conditions shall limit or exclude Plum Park Manor’s liability for:
38.1. death or personal injury caused by Plum Park Manor’s negligence or the negligence of its employees, agents or sub-contractors; or
38.2. fraud or fraudulent misrepresentation.

Unexpected Events

39. An ‘Unexpected Event’ (otherwise known as a ‘force majeure event’) means a cause or circumstance not within Plum Park Manor’s reasonable control (as listed below) which affects the performance of Plum Park Manor’s obligations under the Contract:
39.1. acts of God (flood, drought, earthquake, other natural disaster, severe weather warning or adverse weather event);
39.2. collapse of buildings, fire, explosion or accident;
39.3. 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;
39.4. 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;
39.5. nuclear, chemical or biological contamination, or sonic boom;
39.6. 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
39.7. interruption or failure of utility service.
40. If Plum Park Manor is delayed, hindered or prevented from providing the Venue [and / or performing any of the services] due to an Unexpected Event Plum Park Manor will contact the Customer as soon as reasonably possible to let the Customer know. Plum Park Manor will also take reasonable steps to minimise the impact of such Unexpected Event. Please Note: Plum Park Manor will not be in breach of its obligations to the Customer under the Contract to the extent Plum Park Manor is delayed, hindered or prevented from doing so to the Customer due to the Unexpected Event.
41. If an Unexpected Event occurs, Plum Park Manor will discuss its proposed steps to minimise the impact of the Unexpected Event and the Customer’s options with the Customer. These options will differ on a case-by-case basis depending on the nature of the Booking and the impact of the Unexpected Event.
42. If Plum Park Manor and the Customer are unable to agree on a suitable option for the Customer to minimise the impact of the Unexpected Event, the Customer may contact Plum Park Manor (or Plum Park Manor may contact the Customer) to end the Contract with Plum Park Manor and cancel the Booking.
43. If the Booking is cancelled as a result of an Unexpected Event, the Customer will be entitled to a refund of monies paid (or, where applicable, a release from further liability to make payment) under the Contract, less:
43.1. Plum Park Manor’s reasonable expenses incurred in relation to the Booking up to the date of cancellation; and
43.2. Plum Park Manor’s unavoidable expenses it will incur in relation to the Booking after the date of cancellation (for example, expenses Plum Park Manor is committed to pay to external suppliers and pre-ordered products that Plum Park Manor cannot cancel).
Please note: when calculating Plum Park Manor’s reasonable expenses incurred in relation to the Booking, Plum Park Manor may include within these calculations its overhead expenses relevant to the booked Venue use [and services] (for example, staffing and Venue maintenance costs to prepare the Venue for [and / or provide Services associated with] the Booking.
An indication of the likely (maximum) expenses incurred by Plum Park Manor as a percentage of the total cost of the 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	Plum Park Manor’s retained costs calculated as a percentage (%) of the Estimated Price (unless the actual Price is known, in which case Plum Park Manor’s retained costs are calculated as a percentage (%) of the Price)
12+ months before Function	25% – 30%
12 – 9 months before Function	30% – 40%
9 – 6 months before Function	40% – 50%
6 – 3 months before Function	50% – 55%
Less than 3 months before Function	55% – 65%

Please Note: Plum Park Manor will make every effort to calculate its retained costs as quickly as possible and will also deduct any costs Plum Park Manor is able to mitigate. This includes if Plum Park Manor receives payment under a relevant insurance policy.
44. Upon the Customer’s cancellation of the Booking due to an Unexpected Event, if the Customer’s payments towards the Price already made are more than the Unexpected Events retained costs, Plum Park Manor will refund the balance to the Customer within 14 days of Plum Park Manor’s confirming its total retained costs. If the Customer’s payments towards the Price are less than the Unexpected Events retained costs, Plum Park Manor may at its discretion issue an invoice to the Customer for the balance, which the Customer agrees to pay to Plum Park Manor (in cleared funds) within 14 days of the date of the invoice.
45. Please note: If the Customer wishes to cancel the booking due to Plum Park Manor’s delay, hindrance or prevention from providing the Venue and / or performing any of the services due to an Unexpected Event, the Customer will be liable only for the above amounts and not the (higher) Cancellation Costs applicable to Client cancellations where there is no Unexpected Event.

Confirmation of Function Details

46. Confirmation of all details relating to the Function shall be made by the Customer to Plum Park Manor no later than 6 weeks prior to the Function Date.
47. No later than 6 weeks prior to the Function Date, the Customer shall notify the Venue Manager of:
47.1. guaranteed final numbers of guests attending the Function; and
47.2. any special dietary requirements for any of the Customer’s guests at the Function (please note that Plum Park Manor will rely on the information provided by the Customer and/or the guest with regard to dietary requirements and prepare specific meals for those guests with specific needs and as such, no alternative dish or preparation to the one specifically prepared for a guest will be available to such guests during the Function).
48. For the avoidance of doubt once guest numbers have been confirmed in accordance with clause 47.1 above then such numbers shall be the minimum basis for charging the Customer even if fewer guests attend the Function than were previously confirmed.
49. If the Customer seeks to make any changes to the Booking or Function fewer than 6 weeks prior to the date of the Event, each such change shall be requested in writing by the Customer and Plum Park Manor may at its absolute discretion choose to agree such changes subject to payment of a £25 administration fee for each requested change, together with any additional costs, by the Customer immediately on presentation of Plum Park Manor’s invoice for the same.

Supply of Additional Goods & Services

50. The Customer shall pay Plum Park Manor’s charges for any additional goods and services provided by Plum Park Manor at the request of the Customer or any person purporting to act on behalf of the Customer and having ostensible authority to do so unless covered by other provisions of this Contract.
51. Any special requests, incentives, discounts or other indulgences shall only be binding on Plum Park Manor if agreed and confirmed in writing by Plum Park Manor.
52. No food, wine, beer or spirits may be brought into the Venue by the Customer or the Customer’s guests, for consumption on the premises, unless the prior written consent of Plum Park Manor has been obtained and an additional charge has been agreed upon and paid.

Damage to Persons or Property

53. The Customer shall take (and shall procure that its guests, employees, agents and contractors shall take) every precaution not to injure any person or damage the Venue or any property of Plum Park Manor or any third party connected with the Function.
54. The Customer agrees to fully indemnify Plum Park Manor from and against all claims or demands by third parties (including but not limited to the employees, sub-contractors and guests of the Customer), at law or in equity in connection with the Function arising out of the Customer’s negligence or breach of any term of this Agreement.
55. The Customer will ensure that nothing is affixed to the floors, walls, ceilings or columns of the Venue, or any other part of the Venue, by nails, screws, tape, drawing pins or other means, or suspended from the roofs or ceilings thereof unless previously agreed to in writing by Plum Park Manor.
56. The Customer shall pay to Plum Park Manor a £500 security retainer payable prior to the Function in accordance with these terms and conditions. In the event of any damage or loss to the property including carpets, fixtures and decorations or alcohol being brought in and consumed at the Venue, a charge will be made from this retainer. For the avoidance of doubt, in the event that the security retainer is insufficient to meet the cost of any such loss or damage, then the Customer shall indemnify Plum Park Manor in full in accordance with clause 64 of these terms and conditions. If a deduction from the security retainer is required, Plum Park Manor may levy an administration charge of up to £50.

Timing of the Function

57. The Customer shall commence the Function promptly at the time agreed with Plum Park Manor and shall ensure that after the Function, the Customer and all guests shall have left the Venue no later than the time set by Plum Park Manor under the terms of the Booking confirmation.
58. If a meal is provided by Plum Park Manor or Plum Park Manor’s approved caterer as part of the Function, the Customer shall ensure that those attending the Function are ready to be served their food at the time agreed between the Customer and the Venue Manager and that unless otherwise agreed in writing, the meal is completed within a period of two hours, otherwise a supplementary charge will apply. This charge will be determined by the Venue Manager and will be added to the Customer’s final event invoice for payment pursuant to clause 6.4 of this agreement.
59. The Customer agrees to reimburse all expenses incurred by Plum Park Manor resulting from breach of the Customer’s obligations under clauses 27 and 28 (including but not limited to any additional payments to staff).
60. The Customer shall ensure that the Venue is cleared of all materials and equipment brought into the Venue by the Customer, its guests or their employees, agents or contractors, by the time the Function has ended (or such other period as may be previously agreed in writing by the Venue Manager). If the Customer breaches its obligations under this provision, Customer shall pay an additional charge to Plum Park Manor for the excess period that the materials or equipment are located at the Venue.

Conduct of the Function in an Orderly Manner

61. The Customer will, when requested by Plum Park Manor, provide full details of the nature of, and agenda for the Function, the names of the guests and third parties and any other information required by Plum Park Manor from time to time.
62. All electrical and audio-visual equipment must comply with the IEE Regulations and Safety Standards current at the time of the Function. Utility connection and consumption charges will be payable by Customer where appropriate.
63. All performers engaged by the Customer to perform at the Venue must be in possession of public liability insurance to the value of £2,000,000. The Venue Manager shall have total authority to instruct live acts to operate, or cease to operate, as he or she sees fit within the Function requirements. The use of Pyrotechnics, smoke and dry ice must be approved in writing before the Function by the Venue’s Fire Officer.
64. The Customer shall indemnify Plum Park Manor, and its landlord, in respect of any and all claims asserted against Plum Park Manor, or its landlord, by the Function guests, or otherwise in connection with any breach of this Agreement by the Customer.
65. Function entertainment (including but not limited to all bands and discos) must cease at the same time that the bar closes.
66. The Customer shall ensure that the Function will not be conducted and that its guests will not behave in a way which will, or may, constitute a breach of the law or cause a nuisance or be an infringement of, or occasion for, or render possible forfeiture or endorsement or non-renewal of licences for the Venue or conflict with Plum Park Manor’s fire certificates.
67. While the Function is likely to be an occasion for celebration, Plum Park Manor operates a policy of zero tolerance towards (without limitation) the possession and/or use of illegal drugs, illegal gaming or betting, violence and drunken, abusive or threatening behaviour. In the event that the Venue Manager or and Plum Park Manor employees or agents discover or experience any such behaviour, Plum Park Manor reserves the right to take such action as Plum Park Manor considers (in its sole discretion) necessary to ensure the safety of its personnel, including but not limited to any of the following:
67.1. stopping the sale of alcohol;
67.2. closing the Function bar early;
67.3. ending the Function early;
67.4. involving the police;
67.5. pursuing the individuals concerned in the civil courts, and the Customer shall indemnify Plum Park Manor and hold Plum Park Manor harmless in the event that any such action becomes necessary. 

Right of Admission Reserved

68. Plum Park Manor reserves the right to exclude or eject any persons from the Venue who it shall reasonably consider to be objectionable (including any person engaged by the Customer to provide production, entertainment or to perform any other duties at the Function). The Customer will be liable for any claims, losses or damages arising thereby except where the Customer establishes negligence or bad faith by Plum Park Manor.

Security

69. During Functions, security may be required and will be arranged by Plum Park Manor on behalf of the Customer and is chargeable to the Customer. The Customer agrees to indemnify Plum Park Manor against any claims by third parties and or losses or damages arising in connection with the arrangement of security services by Plum Park Manor.
70. Should the nature of the Function be deemed by Plum Park Manor (at its absolute discretion) to require additional security, this shall be chargeable over and above the normal services provided by Plum Park Manor.
71. The Customer acknowledges, for itself and on behalf of its guests, employees, contractors, agents and suppliers that all property, including but not limited to, vehicles, equipment and personal possessions, is left at the Venue at the owner’s own risk and Plum Park Manor shall not be held liable for any loss or damage to such property.

Health & Safety

72. All proposed structures or other arrangements in connection with the Function must comply with health, safety, fire and other applicable regulations. The Customer shall obtain and maintain adequate insurance against any damage to the Venue and/or Plum Park Manor’s property and also for third party risks. The Customer shall produce details of such insurance upon request.
73. At least two weeks prior to the Function Date, the Customer shall provide all relevant information relating to all construction plans for the Function to Plum Park Manor’s Health, Safety and Fire Officer who will review and approve the same subject to any recommendations or exceptions the officer may make, to which the Customer shall be bound.
74. Smoking and vaping are prohibited indoors at all Venues. The Customer shall confirm the location of any designated smoking area with the relevant Venue Manager.
75. The Customer shall not (and shall procure that the Customer’s guests, employees, agents and suppliers shall not) charge any electronic device in any of the power points at the Venue without the prior consent and knowledge of the Venue Manager in each case.
76. The Customer, its guests, employees and contractors may not enter any area other than those necessary and designated for use during the Function. Entry must be by prior arrangement with the concerned Venue Manager, and fire exit and automatic door closures must never be held or jammed open or obstructed at any time. The Venue Manager may (at his or her absolute discretion) delay the start of the Function if any fire exit or automatic door closure is blocked by equipment brought onto the premises for the Function, and no guests will be permitted entry until the problem is resolved.

Insurance

77. Subject to clause 78 below, the Customer is required, as part of the Booking with Plum Park Manor, to obtain wedding / event insurance that provides (as a minimum) sufficient cover for the risk of the Booking being unable to proceed as a result of an Unexpected Event. This is due to the Customer’s financial commitments to Plum Park Manor if the Booking is cancelled because of an Unexpected Event. The Customer is also recommended to consider more comprehensive wedding / event insurance against the Customer’s other risks (such as potential financial commitments to other suppliers for the Customer’s event and also the Customer’s own expenditure if, for any reason other than an Unexpected Event, the Booking is cancelled or otherwise disrupted).
78. As part of the Customer’s above obligation and Plum Park Manor’s further recommendation to insure, Plum Park Manor strongly recommends that the Customer checks with its insurance provider that the policy sufficiently covers the Customer’s particular circumstances. For example: the Customer’s payment obligations to Plum Park Manor (and other wedding suppliers etc.) if the Booking is cancelled or postponed and other losses due to unforeseen circumstances.
If the Customer chooses not to, or is otherwise unable to obtain wedding / event insurance that provides sufficient cover for the Customer’s risks under the Contract, the Customer agrees that this is at the Customer’s own risk. Plum Park Manor will, however, not treat the Customer choosing not to take out insurance (or being unable to obtain insurance) as a breach by the Customer of the Contract.

Outdoor Wedding Ceremonies

79. Plum Park Manor may charge an additional, non-refundable fee to hold a wedding ceremony at any of its licenced outdoor venues.
80. Plum Park Manor is required by the registrar to have an alternative indoor venue available in case of bad weather. If the weather forecast looks too unsettled or unsatisfactory to proceed with an outdoor ceremony, Plum Park Manor may at any time decide and require (at its absolute discretion) that the wedding ceremony be moved to and take place at the alternative indoor venue.

General

81. Check-in is available from 2.00pm on the day of arrival and Customers and their guests must check-out by no later than 10.00am on the day of departure.
82. Plum Park Manor may at any time assign, transfer, charge, sub-contract or deal in any other manner with all or any of its rights under the Contract and may sub-contract or delegate in any manner any or all of its obligations under the Contract to any third party or agent.
83. The Customer shall not, without the prior written consent of Plum Park Manor, assign, transfer, mortgage charge or sub-contract or deal in any other manner with any or all of its rights or obligations under the Contract.
84. Any notice or other communication given to a party under or in connection with the Booking, the Function, the Accommodation Booking and these terms and conditions shall be in writing addressed to that party at the email address of the Venue Manager (in the case of Plum Park Manor) or the Customer, as notified to the other party from time to time.
85. If any provision or part provision of these terms and conditions is or becomes invalid, illegal or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal and enforceable. If such modification is not possible, the relevant provision or part provision shall be deemed deleted. Any modification to or deletion of a provision or part provision under this clause shall not affect the validity and enforceability of the rest of these terms and conditions.
86. If any provision or part provision of these terms and conditions is invalid, illegal or unenforceable, the parties shall negotiate in good faith to amend such provisions so that, as amended, it is legal, valid and enforceable and to the greatest extent possible achieves the intended commercial result of the original provision.
87. A waiver by Plum Park Manor of any right under these terms and conditions or at law is only effective if it is made in writing and shall not be deemed to be a waiver of any subsequent breach or default. No failure or delay by Plum Park Manor in exercising any right or remedy provided under these terms and conditions or by law shall constitute a waiver of that or any other right or remedy, nor shall it prevent nor restrict its further exercise of that or any other right or remedy.
88. Nothing in these terms and conditions is intended to, or shall be deemed to, establish any partnership or joint venture between Plum Park Manor and the Customer, nor constitute either party the agent of the other for any purpose. Neither party shall have authority to act as agent for, or to bind, the other party in any way.
89. A person who is not a party to the Contract shall not have any right to enforce its terms.
90. Where the Customer is made up of more than one person or entity, those persons or entities constituting the Customer shall be jointly and severally liable under the Contract.
91. Except as set out in these terms and conditions, no variation of the Contract including the introduction of any additional terms and conditions, shall be effective unless it is agreed in writing and signed by Plum Park Manor.
92. If the Customer fails to make any payment due to Plum Park Manor under this agreement by the relevant due date then the Customer shall pay: a) an administration fee of £25; and b) interest on the overdue sum from the due date until payment of the overdue sum, whether before or after judgment. Interest under this clause will accrue each day at 8% a year above the Bank of England’s base rate from time to time, but at 8% a year for any period when that base rate is below 0%.
93. The Contract between the Customer and Plum Park Manor and any dispute or claim arising out of or in connection with the Contract or its subject matter or formation including with reference to these terms and conditions and any non-contractual disputes or claims, shall be governed by and construed in accordance with the laws of England and Wales.
94. Each party irrevocably agrees that the court of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with this Contract or its subject matter or formation (including non-contractual disputes or claims).