Terms & Conditions
Terms & Conditions for booking made between 11th November 2022 and 17th December 2024, click here.
Terms & Conditions for booking made between 6th May 2021 and 10th November 2022, click here.
Terms & Conditions for booking made before 6th May 2021, click here.
1. THESE TERMS
1.1 What these terms cover. These are the terms and conditions on which we supply services to you. The services are described in the Order and in our FAQ as linked at clause 13.12.
1.2 Why you should read them. Please read these terms carefully before you submit you order to us. These terms tell you who we are, how we will provide services to you, how you and we may change or end the contract, what to do if there is a problem and other important information. If you think that there is a mistake in these terms, please contact us to discuss.
2. INFORMATION ABOUT US AND HOW TO CONTACT US
2.1 Who we are. We are Venues Management Limited a company registered in England and Wales. Our company registration number is 08273675 and our registered office is at Coach House, Ashton Lodge Country House Street Ashton, Stretton Under Fosse, Rugby, Warwickshire, England, CV23 0PJ.
2.2 How to contact us. You can contact us by telephoning us on 01788 460 112 or by writing to us by writing to us at [email protected] or filling out the contact form at www.ashtonlodgecountryhouse.com.
2.3 How we may contact you. If we have to contact you we will do so by telephone or by writing to you at the email address or postal address you provided to us in your order.
2.4 “Writing” includes emails. When we use the words “writing” or “written” in these terms, this includes emails.
2.5 Notice or other communication given to a party. Any notice or other communication given to a party under or in connection with the order, these terms and conditions shall be in writing addressed that that party from time to time.
3. OUR CONTRACT WITH YOU
3.1 How you place an order. You shall request a booking by completing, signing and returning the booking form (“order”).
3.2 How we will accept your order. Our acceptance of your order will take place when we tell you that we are able to provide you with the services, in our written confirmation to you, at which point a contract will come into existence between you and us. A non-refundable date reservation fee is required to be made by you before we will send you our written confirmation to your order.
3.3 If we cannot accept your order. If we are unable to accept your order, we will inform you of this in writing and will not charge you for the services. This might be because of unexpected limits on our resources which we could not reasonably plan for, because a credit reference we have obtained for you does not meet our minimum requirements or because we have identified an error in the price or description of the services.
4. YOUR RIGHTS TO MAKE CHANGES
If you wish to make a change to the services (including additional services or a change of date) please contact us no later than 6 weeks prior to the Event Date. We will let you know if the change is possible. If it is possible we will let you know about any changes to the price of the services or anything else which would be necessary as a result of your requested change and ask you to confirm whether you wish to go ahead with the change. We may require you to pay some or all of the additional charges prior to us accepting the change, in which case the change will only be effective on our receipt of cleared funds.
5. OUR RIGHTS TO MAKE CHANGES
5.1 Minor changes to the services. We may change the services:
5.1.1 to reflect changes in relevant laws and regulatory requirements; or
5.1.2 to implement minor technical adjustments and improvements, for example to address a security threat or health and safety risk. These changes will not materially affect your use of the services.
5.2 Change of location of performance of services. In addition, it may be necessary for us to alter the location of performance of the services if the desired location is unavailable for reasons beyond our control. For example, if there is a fire or other unexpected event which disproportionately affect one part of our property. In these circumstances we may move the location of performance of the services to a different part of our premises, but if we do so we will notify you and you may contact us to end the contract and receive a full refund before the changes take effect.
5.3 Change of price. Where you have placed an order more than 18 months prior to the date of performance of the services, we reserve the right to update our prices not less than 18 months prior to the date of performance of the services.
6. PROVIDING THE SERVICES
6.1 When we will provide the services. We will supply the services to you predominantly on the date set out in the order. We will need to perform some of the services prior to that date in preparation.
6.2 We are not responsible for issues outside our control. If our performance of the services is affected by an event outside our control (“unexpected event”) then we will contact you as soon as possible to let you know and we will take steps to minimise the effect of the issues. Provided we do this we will not be liable for the effects on the services of such issues, but if we are likely to be unable to perform the services on your desired date, you may contact us to end the contract and receive a refund subject to the clause 7.6.
6.3 We may also suspend the services if you do not pay. If you do not pay us an instalment for the services when you are supposed to (see clause 10.4) and you still do not make payment within 7 days of us reminding you that payment of the instalment is due, we may refuse to perform the services until you have paid us the outstanding amounts. As well as suspending the services we can also charge you interest on your overdue payments (see clause 10.5).
6.4 We can withdraw services. We can stop providing a service. We will let you know at least 6 months in advance and we refund any sums you’ve paid in advance for services which won’t be provided.
7. YOUR RIGHTS TO END THE CONTRACT
7.1 You can always end the contract before the services have been supplied and paid for. You may contact us at any time to end the contract for the services, but in some circumstances we may charge you certain sums for doing so, as described below (see clause 7.4). For any cancellation, with or without a good reason, you need to submit the Contract Cancellation Form to us.
7.2 What happens if you have good reason for ending the contract. If you are ending the contract for a reason set out at 7.2.1 to 7.2.4 below the contract will end immediately and we will refund you in full for any services which have not been provided or have not been properly provided, save in the case of clause 7.2.3 for our rights under clause 7.6. The relevant reasons are:
7.2.1 subject to clause 5.3, we have told you about an upcoming change to the services or these terms which you do not agree to (see clause 5.2);
7.2.2 subject to clause 5.3, we have told you about an error or change in the price or description of the services you have ordered and you do not wish to proceed;
7.2.3 there is a risk the services may be delayed beyond the agreed date because of events outside our control; or
7.2.4 you have a legal right to end the contract because of something we have done wrong.
7.3 What happens if you end the contract without a good reason. If you are not ending the contract for one of the reasons set out in clause 2, we will charge you our reasonable estimate of the costs incurred by us as a result of your ending the contract, in line with the table in clause 7.4. Please note that the cancellation will only be effective after we have received from you both (i) the Contract Cancellation Form, and (ii) your payment under clause 7.4. We strongly recommend that you obtain suitable insurance cover against the costs associated with the necessity of cancelling, changing or varying your order.
7.4 Cancellation costs table. In the event that you cancel your order (or a material portion thereof) other than for a reason set out in clause 7.2, then the charges set out in the table below will apply. The cancellation will only be effective after you have paid your cancellation costs in full. The cancellation costs will be payable within 21 days of the date upon which you notify us in writing of the cancellation:
| Date of customer cancellation (for cancellations other than a transfer of date which is dealt with at clause 4) | 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 the Event Date | Date reservation fee |
| 6 to 12 months before the Event Date | Venue Hire Fee; Accommodation fee (if applicable); and 50% of the total food & beverages and extras fee (including any agreed extras) as at the date your cancellation |
| Over 6 weeks to 6 months before the Event Date | Venue Hire Fee; Accommodation fee (if applicable); and 75% of the total food & beverages and extras fee (including any agreed extras) as at the date your cancellation |
| 30 days to 6 weeks before the Event Date | Venue Hire Fee; Accommodation fee (if applicable); and 100% of the total food & beverages and extras fee (including any agreed extras) as at the date your cancellation |
| Less than 30 days before the Event Date | Venue Hire Fee; Accommodation fee (if applicable); and 100% of the total food & beverages and extras fee (including any agreed extras) as at the date your cancellation
You may also be required to compensate us for additional unavoidable costs incurred as a result of your cancellation, if our costs exceed the above cancellation costs, for example, if we already purchased perishable products for your order based on your catering requirements. |
7.5 Refund. If your total payment(s) already made are more than the cancellation costs, we will refund the balance to you within 21 days of our confirmation of receipt of your request to cancel via the Contract Cancellation Form. We strongly recommend that you obtain suitable insurance cover against the costs associated with the necessity of cancelling, changing or varying your order.
7.6 What happens if you cancel because of an event outside our control. You may contact us to end the contract due to an event outside our control in accordance with clause 7.2.3. You will receive a refund of monies paid (or where applicable, a release from further liability to make payment) under the contract, less our reasonable expenses incurred in relation to your order up to the date of cancellation; and our unavoidable expenses that we will incur in relation to your order after the date of cancellation (together “retained costs”). Below sets out an indication of the typical expenses incurred by us as a percentage of the total cost set out in the booking form, as adjusted from time to time if amendments to your order are agreed in writing with us, at various stages:
| Date of cancellation due to an unexpected event | Our retained costs calculated as a percentage of the total cost |
| 12+ months before the Event Date | 25% to 30% |
| 9 to 12 months before the Event Date | 30% to 40% |
| 6 to 9 months before the Event Date | 40% to 50% |
| 3 to 6 months before the Event Date | 50% to 55% |
| Less than 3 months before the Event Date | 55% to 65% |
7.7 Retained costs. If your payments toward the total cost exceed the retained cost, we will refund the balance to you within 21 days of confirming the retained cost. If your payments toward the total cost are less than the retained cost (“outstanding balance“), you agree to pay the outstanding balance to us. The cancellation will only be effective after you have paid the outstanding balance. The outstanding balance must be paid within 21 days of the date on which we notified you of the outstanding balance.
8. OUR RIGHTS TO END THE CONTRACT
8.1 We may end the contract if you break it. We may end the contract at any time by writing to you if:
8.1.1 you do not make any payment to us when it is due and you still do not make payment within 7 days of us reminding you that payment is due;
8.1.2 you do not, within a reasonable time of us asking for it, provide us with information that is necessary for us to provide the services; or
8.1.3 you commit a serious breach of any of your obligations under these terms and (if capable of remedy) do not remedy the breach within 14 days of being asked by us to remedy the breach, or you otherwise commit or indicate by words or conduct (in our reasonable opinion) that you intend to commit a serious breach of these terms (including the Venue FAQs), or if a serious breach occurs on the Event Date. A serious breach includes:
(a) any breach of these terms which breaches any law or regulatory requirement, pose a health, safety or fire risk or which otherwise jeopardises any of our operating licenses;
(b) your demanding us to do anything that we cannot or should not do (whether due to such action breaching any law or regulatory requirement, posing a health, safety or fire risk or otherwise jeopardising any of our operating licences or otherwise); or
(c)you otherwise demanding that we permit you do anything that breaches any law or regulatory requirement, pose a health, safety or fire risk or otherwise jeopardises any of our operating licences, after we have informed you that it is not permitted,
8.1.4 you engage in unacceptable conduct and have persisted with such unacceptable conduct for more than 7 days after we asked you to stop, or immediately if the unacceptable conduct occurs on the Event Date. Any such cancellation will remain our discretion. Examples of unacceptable conduct include:
(a) any threatening, abusive or derogatory behaviour towards our staff (which includes verbal and written abuse, comments and remarks) or conduct intended, or which is likely, to have the effect of damaging our reputation.
8.2 You must compensate us if you break the contract. If we end the contract in the situations set out in clause 8.1, you must pay us cancellation costs pursuant to the cancellation costs table set out in clause 7.4. The cancellation will be effective upon us serving notice of cancellation upon you. The cancellation costs will be payable within 21 days of the date upon which we notify you in writing of the cancellation.
8.3 We do not compensate you for all losses caused by us or our services. We’re responsible for losses you suffer caused by us breaking the contract unless the loss is:
8.3.1 Unexpected. It was not obvious that it would happen and nothing you said to us before we accepted your order meant we should have expected it (so, in the law, the loss was unforeseeable).
8.3.2 Caused by a delaying event outside our control. As long as we have taken the steps set out in clause 6.2.
8.3.3 Avoidable. Something you could have avoided by taking reasonable action.
9. IF THERE IS A PROBLEM WITH THE SERVICES
9.1 How to tell us about problems. If you have any questions or complaints about the services, please contact us. You can contact us by telephoning us on 01788 460 112 or by writing to us by writing to us at [email protected] or filling out the contact form at www.ashtonlodgecountryhouse.com.
9.2 Summary of your legal rights. See the box below for a summary of your key legal rights in relation to the services. Nothing in these terms will affect your legal rights.
| Summary of your key legal rights
This is a summary of your key legal rights. These are subject to certain exceptions. For detailed information please visit the Citizens Advice website www.citizensadvice.org.uk. The Consumer Rights Act 2015 says:
|
9.3 Our warranty applies to the customer(s) named on the front cover only. We agree to perform the services with reasonable care and skill. We owe this duty to you, but do not extend this warranty to any other people (for example guests or other service providers).
9.4 Transferring our warranty. Our warranty is not transferrable.
10. PRICE AND PAYMENT
10.1 Where to find the price for the services. The price of the services (which includes VAT) will be the price set out in the Order (subject to clause 5.3). We take all reasonable care to ensure that the prices of services advised to you are correct. However please see clause 10.3 for what happens if we discover an error in the price of the services you order.
10.2 We will pass on changes in the rate of VAT. If the rate of VAT changes between your order date and the date we provide the services, we will adjust the rate of VAT that you pay, unless you have already paid for the services in full before the change in the rate of VAT takes effect.
10.3 What happens if we got the price wrong. It is always possible that, despite our best efforts, some of the services we sell may be incorrectly priced. We will normally check prices before accepting your order so that, where the service’s correct price at your order date is less than our stated price at your order date, we will charge the lower amount. If the service’s correct price at your order date is higher than the price stated in our price list, we will contact you for your instructions before we accept your order. If we accept and process your order where a pricing error is obvious and unmistakeable and could reasonably have been recognised by you as a mispricing, we may end the contract, refund you any sums you have paid and not perform the services.
10.4 When you must pay and how you must pay. Unless stated otherwise in our order, payments are to be made by you to us as follows:
10.4.1 Non-Refundable Date Reservation Fee: A non-refundable date reservation fee is required to secure the Event Date. This fee is separate from the instalments and is due upon booking;
10.4.2 First Payment: 9 months prior to the Event Date – Venue Hire Fee (less Non-refundable Date Reservation Fee); Accommodation fee (if applicable);
10.4.3 Second Payment: 6 months prior to the Event Date – 50% of the total food & beverages and extras fee (including any agreed extras);
10.4.4 Final Payment: 6 weeks prior to the Event Date – remainder of the total food & beverages and extras fee (including any agreed extras);
10.4.5 Variations after the Final Payment: where you request a variation after the Final Payment due date, we may accept it if reasonably possible, subject to payment of an additional administration charge of £25 per request. We will not usually accept variation requests within 14 days of the Event Date, but if we choose to do so then we will also add an additional administration charge of not less than £250 per request.
10.5 We can charge interest if you pay late. If you do not make any payment to us by the due date (see clause 10.4) we may charge interest to you on the overdue amount at the rate of 4% a year above the base lending rate of the Bank of England from time to time, plus a £25 administration fee. This interest shall accrue on a daily basis from the due date until the date of actual payment of the overdue amount, whether before or after judgment. You must pay us interest together with any overdue amount.
10.6 What to do if you think an invoice is wrong. If you think an invoice is wrong, please contact us promptly to let us know. Once the dispute is resolved we will charge you interest on correctly invoiced sums from the original due date.
10.7 For orders confirmed within 30 days of the Event Date. You shall pay the full amount of the total cost at the time of the confirmation.
11. OUR RESPONSIBILITY FOR LOSS OR DAMAGE SUFFERED BY YOU
11.1 We are responsible to you for foreseeable loss and damage caused by us. If we fail to comply with these terms, we are responsible for loss or damage you suffer that is a foreseeable result of our breaking this contract or our failing to use reasonable care and skill, but we are not responsible for any loss or damage that is not foreseeable. Loss or damage is foreseeable if either it is obvious that it will happen or if, at the time the contract was made, both we and you knew it might happen, for example, if you discussed it with us during the sales process.
11.2 We are not responsible for any loss of or damage to your property or possessions. We shall not be liable for any loss or damage to any property, equipment, stock, vehicles, or possessions brought to the venue by you or your guests, or staff hired by us on your behalf. You acknowledge and accept that any property or possessions referred to in this clause 11.2 will remain under your control and care before, during, and after the Event Date, and you are in the best position to insure such property against theft or damage. We strongly recommend that you obtain suitable insurance cover against the costs associated with or potentially arising from damage to property or possessions at your event.
11.3 We do not exclude or limit in any way our liability to you where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence or the negligence of our employees, agents or subcontractors; for fraud or fraudulent misrepresentation; for breach of your legal rights in relation to the services (including the right to receive services which are as described and supplied with reasonable skill and care).
11.4 Our liability to you for the costs of third party suppliers. In addition to clause 11.1 and 11.2 above, we will only be liable to you for the costs you incur to any third party suppliers where those costs are a direct result of our failure to comply with this contract, and to the extent that such costs are reasonable compared to other suppliers of similar services in a similar locality.
12. HOW WE MAY USE YOUR PERSONAL INFORMATION
12.1 How we will use your personal information. We will use the personal information you provide to us to:
12.1.1 provide the services;
12.1.2 process your payment for such services; and
12.1.3 to inform you about similar products or services that we provide, but you may stop receiving these communications at any time by contacting us.
12.2 We may pass your personal information to credit reference agencies. We may pass your personal information to credit reference agencies, and they may keep a record of any search that they do.
12.3 We will only give your personal information to other third parties where the law either requires or allows us to do so.
13. OTHER IMPORTANT TERMS
13.1 We may transfer this agreement to someone else. We may transfer our rights and obligations under these terms to another organisation. We will always tell you in writing if this happens and we will ensure that the transfer will not affect your rights under the contract.
13.2 You may not transfer your rights or obligations under this agreement to someone else. You may not transfer your rights or your obligations under these terms to another person.
13.3 Nobody else has any rights under this contract. This contract is between you and us. No other person shall have any rights to enforce any of its terms.
13.4 If a court finds part of this contract illegal, the rest will continue in force. Each of the paragraphs of these terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.
13.5 Even if we delay in enforcing this contract, we can still enforce it later. If we do not insist immediately that you do anything you are required to do under these terms, or if we delay in taking steps against you in respect of your breaking this contract, that will not mean that you do not have to do those things or prevent us taking steps against you at a later date. For example, if you miss a payment and we do not chase you, but we continue to provide the services, we can still require you to make the payment at a later date.
13.6 Which laws apply to this contract and where you may bring legal proceedings. These terms are governed by English law, and you can bring legal proceedings in respect of the services in the English courts. If you live in Scotland / Northern Ireland, you can bring legal proceedings in respect of the services in either the Scottish/Northern Irish or the English courts.
13.7 Alternative dispute resolution. Alternative dispute resolution is a process where an independent body considers the facts of a dispute and seeks to resolve it, without you having to go to court. If you are not happy with how we have handled any complaint, you may want to contact the alternative dispute resolution provider we use. You can submit a complaint to Centre for Effective Dispute Resolution (“CEDR“) via their website at www.CEDR.com.
13.8 Governing Law. These terms are governed by and construed in accordance with the laws of England and Wales. Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these terms or their subject matter or formation (including non-contractual disputes or claims).
13.9 Rules applicable to your contractors and guests. We have agreed that you may be procuring additional contractors to perform services which are complementary to the Services. You will ensure that those other contractors and your guests comply with our instructions, including without limitation instructions as to where and how they should set up their equipment, tidying of the site and remedying any issues both during and after the performance of their services, parking, access (and restrictions of access) to particular parts of our site, etc. You irrevocably acknowledge that we have the right to eject any contractor or guest from the event venue at our absolute discretion. You will be liable to us for any damage, loss or liability caused by your contractors or guests, including without limitation in any accommodation you book. You will ensure that your contractors have suitable insurance for the nature of their services, including public liability coverage with a per event limit of not less than £2m, and you will provide us with copies of the insurance policies of such contractors.
13.10 Parking. We will explain to you either in this contract or subsequently where and how you, your guests and your contractors may park on and around the date of performance of the services. You agree to comply with our rules, and to be responsible for your guests and contractors complying with those rules. Any damage caused to our property by you or any other person failing to comply with the parking rules arising out of or in connection with your event and the preparation etc of your event will be charged to you.
13.11 Zero tolerance policy. We take a zero tolerance policy to illegal drugs, anti-social behaviour or the causing of damage to our property or that of our neighbours (any of which shall constitute “Anti-Social Behaviour”). If you, any of your guests, or your contractors are found to be engaging in Anti-Social Behaviour, then we may at our absolute discretion eject such person or persons from the premises, and/or terminate the event forthwith requiring all persons to leave our premises. You will not be entitled to any refund or compensation in such circumstances, so it is in your interests to ensure that the event is a safe and friendly event for all parties.
13.12 Venue FAQs. Further conditions applicable to your event are included in our FAQ document, available at www.ashtonlodgecountryhouse.com/frequently-asked-questions. The FAQs are part of this contract.
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Testimonials
We just wanted to thank you all for your kindness, support and patience over the last few months.
We credit the marriage we are able to have now, to you. Throughout the process, especially the ceremony, we appreciate every time you put our minds at rest, reached out to see how we were and did everything you could to make our marriage a reality.
The ceremony itself was absolutely perfect. You made us feel so warm and welcome, on a day that could have easily been distant and clinical. All of our guests agree that your genuine smiles and positivity made the ceremony what it was, a celebration. We can't fault your handling of the pandemic, you have all been incredible. So thank you.
We cannot wait to party hard next march!
Megan & David
Myself and Michael got engaged In November and wanted to find a venue for a strict time period when Michael’s brother was over from Australia in 6 months time. Luckily we came across Ashton Lodge and noticed they used the same catering as my sister two years previous. The food at my sister’s wedding was stunning, and we knew having such a short amount of time to plan we could trust them. We fell in love with ceremony room and marque straight away (it was dark so hadn’t yet seen how lovely the grounds were) also the room where we got ready was just so special and I loved we could all get ready together there. Sarah was very helpful throughout the whole process always there to answer any questions we had big or small.
When it came to the day, I felt so at home at Ashton Lodge and we could decorate everything how we wanted and added our own special touches. Everyone commented on how lovely the venue was, and how wonderful the food was. Natalie was brilliant, calm but also completely ‘on it’ just the right combination to make sure the day ran well but kept us chilled and happy. The head of the bar (I’m so sorry I can’t remember her name) was excellent too. Everything was taken care off.
We loved our wedding at Ashton Lodge and would fully recommend this venue and their team to any couples looking.
Lots of love
The McIntyresFabulous venue for our daughter’s wedding!
Ashton Lodge is a quintessential English Edwardian house in the the most idyllic setting, something a little different. It has class but remains warm and friendly.
The day couldn’t have run more smoothly from moment we arrived until we all left the next morning thoroughly refreshed from a very relaxed sleep in a superb room and well fed with a traditional English breakfast.
The staff were discreetly ensuring all the bride and grooms wishes were carried out to perfection and were both professional and friendly too.
I think we would all love to do it again! Thank you all for the adventure!
Richard & Jan ColeOur daughter celebrated her wedding day at Ashton Lodge on 11th May. What an amazing venue. Lucy and Tom couldn't have wished for a better day. All the staff went out of their way to ensure that everything was perfect, even mowing the lawns on the morning of the wedding ensuring the grounds were immaculate. The marquee looked fabulous and the size of the venue was just perfect for hosting all their family and friends. The canapes and wedding breakfast were beautifully presented and were enjoyed by all. The overnight accommodation was excellent and guests appreciated the cooked breakfast the following morning. A special mention to Mel who was very welcoming and did a wonderful job of ensuring that everything ran so smoothly so all the guests had a very happy and memorable day. If you are looking for a wedding venue that offers the opportunity for a fabulous day then look no further than Ashton Lodge. Our thanks to the whole team at Ashton Lodge. Liz and Graham
Just wanted to drop a quick note to say thank you very much for providing a lovely venue for our wedding day. The day was perfect and thanks to all the staff the day ran smoothly and no one was left stranded at the end of the night. We are so glad we chose Ashton Lodge for our special day.
Kelly & Graham
