Our Booking Form
Please see linked below our Booking Form. Once requested we would be grateful if you could print, sign and date this document and email it back to us via info@oldchapelfarm.co.uk.
THESE TERMS MAY HAVE CHANGED SINCE YOU LAST REVIEWED THEM.
- DEFINITIONS
1.1 In these Terms, the following definitions shall apply:
Accommodation: the properties listed in the Booking Form as to be hired in conjunction with the Venue for the Event.
Booking Form: the booking form to which these Terms are attached.
Event: the wedding, blessing ceremony, or any other such event taking place at the Venue on the Event Date with such details as laid out in the attached Booking Form.
Location: the property and grounds at Old Chapel Farm, 102 Eldernell Lane, Coates, Whittlesey, Peterborough, PE7 2DD.
Service: the service that OCF are providing to you as set out in the Booking Form.
Terms: the terms and conditions set out in this document.
Total Hire Charge: the sum of the First Deposit, Second Deposit, Third Deposit, and Security Deposit stated in the Booking Form.
Uncontrollable Event: an event outside our control, such as:
- a) acts of God, or other natural disasters;
- b) epidemics or pandemics;
- c) terrorist attacks, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off diplomatic relations;
- d) nuclear, chemical, or biological contamination;
- e) collapse of buildings, fire, explosion, or accident; or
- f) incomplete or delayed completion of construction works on the property.
Venue: refers to any room, ancillary area, or grounds at Old Chapel Farm, 102 Eldernell Lane, Coates, Whittlesey, Peterborough, PE7 2DD so designated to which the Hirer has been granted permission to enter and/or use as specified as the Room(s) & Facilities in the Booking Form.
we/us/our/OCF: Old Chapel Farm Countryside Stays & Events at Old Chapel Farm, 102 Eldernell Lane, Coates, Whittlesey, Peterborough, PE7 2DD.
you/Hirer: the person(s) stated in the attached Booking Form as the Hirer.
1.2. The terms used in the Booking Form shall have the same meaning in these
2. FORMATION OF CONTRACT
The Booking Form and these Terms together form a legally binding contract. These Terms shall apply to the contract, except in so far as they are inconsistent with the Booking Form, in which case the terms of the Booking Form shall apply.
3. WHERE TO FIND INFORMATION ABOUT US AND OUR SERVICES
You can find everything you need to know about us, OCF, and our services on our website, or from our sales staff before you order. We also confirm the key information to you in writing before or after you order, either by email, in your online account or on paper.
4. ACCEPTING AND REJECTING ORDERS
4.1. We contact you to confirm we have received your order and then we contact you again to confirm we’ve accepted it.
4.2 Sometimes we reject orders, for example, if the service was mispriced by us. When this happens, we let you know as soon as possible and refund any sums you have paid.
5. PAYMENTS
5.1. The exact payments due by you are as stated in the Booking Form above. Your payment schedule is asfollows:
- 5.1.1. the First Deposit will become payable on signing the Booking Form;
- 5.1.2. the Second Deposit shall be payable six (6) months before the Event Date; and
- 5.1.3. the Third Deposit and Security Deposit shall be payable sixty (60) days before the Event
5.2. We charge interest on late payments. If we are unable to collect any payment you owe us, we charge interest on the overdue amount at the rate of 4% a year above the Bank of England base rate from time to time. This interest accrues daily from the due date until the date of actual payment of the overdue amount, whether before or after judgment. You pay us the interest together with any overdue amount..
5.3. If applicable, we pass on increases in If the rate of VAT changes between your order date and the date we supply the service, we adjust the rate of VAT that you pay, unless you have already paid in full before the change in the rate of VAT takes effect.
6. INFORMATION REQUIRED AND PREPARATION AHEAD OF THE EVENT DATE
6.1. All initial telephone and viewing reservations must be confirmed in writing by you. This must include a firm date and provisional guest numbers. The attached Booking Form must be signed and returned alongside payment of the First Deposit.
6.2. All bookings are considered provisional until we have received both the signed and completed Booking Form and the First Deposit.
6.3. Within four (4) weeks of receiving the First Deposit, a formal meeting must be held between OCF and the Hirer to finalise requirements on the Event Date.
6.4. You must supply us with:
- 6.4.1. the names and ages of all children attending the Event at least three (3) months before the Event Date; and
- 6.4.2. the final guest numbers (for both Total Guests and Resident Guests) and any parking arrangements required four (4) weeks before the Event Date.
6.5. Any decorations provided through a supplier not familiar with OCF are required to schedule a meeting for viewing of the Venue and must submit a precise list of the work and fixing types at least ten (10) days before the Event.
6.6. Any variation in booking, guest numbers, and/or other arrangements concerning the Event must be confirmed in writing and is subject to written consent from OCF.
6.7. Any variation in booking, guest numbers, and/or other arrangements concerning the Event must be confirmed in writing and is subject to written consent from OCF.
6.8. We are not currently licensed for civil
6.9. We may allow non-legal blessing ceremonies to be held at the venue for an additional cost.
6.10. We may require you to sign an
6.11. Full event coordination for your Event is not included in the Total Hire Charge.
7. SUPPLIERS
7.1. We reserve the right to approve any externally arranged services. The Hirer is responsible for informing OCF of all the suppliers in advance.
7.2. Suppliers are required to make a site visit to the Venue and you may be required to sign our supplier contract.
7.3. All electrical and audio-visual equipment must comply with the IEE Regulations and Safety Standards current at the time of the event as well as being recently PAT tested. Utility connection and consumption charges will be payable by the Hirer where appropriate.
7.4. You must ensure that all suppliers approved by us have appropriate insurance, licences, and registrations in place always to provide the services on-site to you. All suppliers must comply with our instructions, directions, and these terms. They will be required to show all supporting documentation. We reserve the right to refuse access/remove any supplier from the Site at any time.
7.5. We are not responsible for any contracts between the suppliers and the Hirer and are not responsible for payments from the Hirer to their suppliers.
7.6. If the Hirer hires in any additional tables or chairs from an external company, the Hirer is responsible for receiving delivery of the furniture, laying the furniture out in the venue, and dismantling the furniture ready for collection.
7.7. The Hirer shall agree to a photography arrangement with OCF in advance of the Event. If you would prefer OCF to not use any of your photographers’ images in our marketing, please notify us in writing.
7.8. Our staff reserve the right to use any photographs taken at your wedding for venue marketing.
7.9. We reserve the right to approach your photographer directly and agree on the use of images for our marketing.
8. CATERING & BAR
8.1. The Hirer shall use one of our recommended catering companies unless otherwise agreed on booking.
8.2. The Hirer will deal directly with the caterers to choose relevant packages and services.
8.3. The client must agree in advance to any additional supplier requirements such as meals, drinks, seating areas etc. The company is not obliged to cater for any suppliers without prior arrangement.
8.4. You are required to remove all your bottles, equipment, decorations, belongings, and anything else that you have brought onto the site by 12:00 PM on the day following the Event.
8.5. We are entitled to terminate the sale/supply of alcoholic beverages if either the caterer or the Hirer breaches any terms of the venue licenses.
9. THE VENUE
9.1. The Venue shall be the Room(s) & Facilities as specified in the attached Booking Form.
9.2. You shall not sub-let or use the Venue, or allow the Venue to be used, for any unlawful purpose or in any unlawful way.
9.3. You and all guests are only authorised to access the areas that make up the Venue. Should guests wander into other areas at the Location, the Hirer assumes full responsibility for any damages to those areas or injury to their guests.
9.4. Additional set-up timings during the week before the Event must be pre-arranged and be authorised by written consent from us.
9.5. All decorations and fixing methods must be agreed upon in advance with OCF. If damage occurs through unauthorised fixings, the additional costs will be due and payable by the Hirer.
9.6. Decorations brought in and assembled by you must be removed by the agreed time with us.
9.7. Candles must be contained or enclosed in glass. The flame must not reach higher than two (2) inches below the height of the glass.
9.8. Please note that only eco-friendly confetti may be used. The following are not permitted:
- 9.8.1. fireworks;
- 9.8.2. sparklers;
- 9.8.3. pyrotechnics;
- 9.8.4. sky lanterns;
- 9.8.5. metal or paper confetti;
- 9.8.6. balloons;
- 9.8.7. glitter;
- 9.8.8. confetti canons;
- 9.8.9. flower petals;
- 9.8.10. feathers; or
- 9.8.11. rice.
9.9. If your Room(s) & Facilities include the Woodland & Pergola Blessing areas:
- 9.9.1. you may also have access to the wooden benches, arch, tables, and chairs in that area subject to OCF’s written consent;
- 9.9.2. electricity is available and the area includes a public address/sound system; and
- 9.9.3. if the Event in this area is unable to go ahead due to adverse weather conditions, OCF shall arrange for an alternative setting for your blessing. OCF’s event coordinator will make the final decision regarding the location for the Event on the Event Date.
9.10. If your Room(s) & Facilities include the Natural Woodland Blessing area, please note that the area may be subject to adjustments because of any ongoing woodland management initiatives.
9.1.1. The Security Deposit will need to be paid in addition to the Total Hire Charge according to the payment schedule in clause 5.1. This shall be kept and only drawn if any damage is identified following the Event. If any such damage is found, we shall notify you of the amount for the damage.
10. THE EVENT
10.1. Unless otherwise agreed with us in advance, access to the Venue is permitted from 10:00 AM on the day immediately before the Event Date to all parties.
10.2. The hire timings (including the Event Start Time, Event End Time, Entry Date & Time, Departure Date & Time) must be agreed upon and finalised four (4) weeks in advance of the Event Date.
10.3. The Event must adhere to the following requirements:
- 10.3.1. for events on Fridays and Saturdays, the Event and music must end by 11:00 PM. The Venue must be completely vacated by 11.30 PM;
- 10.3.2. for events on Wednesdays and Thursdays, the Event and music must end by 10:30 PM. The Venue must be vacated by 11:00 PM; and
- 10.3.3. for events on Sundays, the Event and music must end by 9:30 PM. The Venue must be vacated by 10:00 PM.
10.4. The Hirer, or an appointed person authorised by OCF:
- 10.4.1. shall be responsible for the arrival and departure of all guests in an orderly fashion; and
- 10.4.2. must remain at the venue until the guest, who is not a Resident Guest, has departed.
10.5. If the Venue is not vacated by 12:00 PM the following day after the Event, we reserve the right to charge the Hirer for any expenses incurred because of the delay in vacation.
10.6. Should guests act in an improper or disorderly way, we reserve the right to remove disorderly persons or, in extreme circumstances, terminate your Event. Should this occur, no monies will be refunded.
10.7. The Hirer shall ensure that all their property and the property of their guests are removed by an arranged time agreed beforehand with OCF.
10.8. Cars are permitted to stay on the property overnight, by prior arrangement. All cars are left at their respective owner’s risk.
- THE ACCOMMODATION
11.1 The Hirer and the Resident Guests shall reside at the properties listed in the Booking Form.
11.2 We expect the Accommodation to be left clean and tidy and as close to the state it was originally left for the use of the Hirer and Resident Guests.
11.3. You are expected to:
- 11.3.1. wash, dry, and return all items and utensils in the kitchens to their original storage; and
- 11.3.2. put all waste in the appropriate bins.
11.4. We cannot accept responsibility for damage, loss, or theft of any personal property. If any lost property is found, it shall be returned at your expense by request only.
12. HEALTH AND SAFETY
12.1. The maximum capacity for the Venue is 120 people. This number cannot be extended under any circumstances.
12.2. Any accident or injury must be reported.
12.3. There is to be no use of ladders.
12.4. There is strictly no smoking in the Venue.
12.5. The client must not bring into the Venue any hazardous/dangerous items that may harm any persons.
12.6. All electrical equipment brought into the Venue must comply with regulations and must be PAT tested. We disclaim all responsibility for all claims and costs arising out of any such equipment that does comply.
12.7. Highly flammable substances, any internal decorations of a combustible nature, and heating appliances shall not be brought into, or used, in any part of the Venue without our consent.
12.8. Fire-fighting equipment shall be kept in visible places within the Venue and only used for its intended purpose.
12.9. Emergency fire exits are signed within the Venue for access out of the Venue. The fire assembly point is in the car park.
12.10. All litter, including cigarette ends, must be disposed of in the waste bins.
12.11. Except in the case of trained dogs for the blind, animals shall only be permitted in the venue with our prior consent.
12.12. All children under 16 years of age must always be supervised by an adult/parent/guardian. It is the Hirer’s responsibility to ensure that the adult/parent/guardian has read and understood the health and safety policies contained in clause 12 and to ensure the good behaviour of children. OCF, including any member of its events team, will not be responsible for the care or supervision of children.
12.13. We reserve the right to ask any children not keeping good order and/or we suspect to be under the influence of alcohol to leave the Venue at any time during the Event.
12.14. If there are more than eight (8) children of walking age (over eighteen (18) months of age) to attend the Event, the Hirer must hire a professional crèche at the Event unless otherwise arranged with OCF.
12.15 We do not take any responsibility for any allergy or dietary requirements of children in attendance.
- DELAYS OUTSIDE OUR CONTROL
13.1. We’re not responsible for delays outside our control. If our supply of your service is delayed by an uncontrollable event, we will contact you as soon as possible to let you know and do what we can to reduce the delay.
13.2. If we do this, we won’t compensate you for the delay, but you can contact us via info@oldchapelfarm.co.uk to end the contract and receive a refund for any services you have paid for in advance, but not received, less reasonable costs we have already incurred.
14. CHARGES UPON CANCELLATION OR ON A CHANGE OF THE EVENT DATE
14.1.How to let us know about the cancellation and what happens next. If you wish to cancel the service, contact us via info@oldchapelfarm.co.uk fill in the online form or fill in a print-out and post it to us at 102 Eldernell Lane, Coates, Whittlesey, Peterborough, PE7 2DD. Following your contact, unless your circumstances fall under our COVID-19 cancellation policies under clause 14.2, you will be subject to certain cancellation charges laid out in clause 10. OCF will endeavour to re-sell the Venue, and if successful, we may waive a proportion of the cancellation charges listed in clause 14.3.
14.2. Our cancellation policies concerning COVID-19. In response to the Covid-19 pandemic, we have the following policies in place:
- 14.2.1. If your date is affected by lockdown and government restrictions that legally prevent your Event from going ahead, then your contract shall be deemed to be frustrated. In this scenario, we would cancel the Event and offer a full refund of payments made to date.
- 14.2.2. If you wish to cancel your Event at any stage before the Event Date, when guidance has been issued that your Event will be able to go ahead, even with restricted numbers, then our cancellation policy will still have effect and you will have to pay our cancellation charges.
14.3. Our cancellation charges. If you must cancel your booking for any reason, we reserve the right to make a cancellation charge. The cancellation charges are as follows:
- 14.3.1. the First Deposit is non-refundable;
- 14.3.2. in the event of a cancellation six (6) months or less before the Event Date, 50% of the balance of the Total Hire Charge; and
- 14.3.3. in the event of a cancellation two (2) months or less before the Event Date, 100% of the balance of the Total Hire Charge.
14.4. These cancellation charges do not affect your legal rights if there is something wrong with your service (for more on those rights see clause 15).
14.5. How to request a change to the Event Date and what happens next. If you wish to change the Event Date to a new date, contact us via info@oldchapelfarm.co.uk at least six (6) months before the current Event Date. All requests for a change to the Event Date must be notified in writing and are subject to availability. A request to change the Event Date may only be effective with written consent from OCF.
14.6. Charges in relation to a change to the Event A change to the Event Date may result in the Total Hire Charge being modified and result in further costs attributable to the Hirer. In any case, there is an administration fee of £150 which is due and payable by the Hirer on the date OCF sends to the client a new booking form detailing the specifics of the new event date. The new booking form shall be subject to OCF’s then prevailing terms and conditions, which shall supersede any previous OCF terms and conditions.
15. YOUR RIGHTS IF THERE IS SOMETHING WRONG WITH YOUR SERVICE
15.1. If you think there is something wrong with your service, you must contact us via info@oldchapelfarm.co.uk.
15.2. Your legal rights are summarised below. These are subject to certain exceptions. For detailed information please visit the Citizens Advice website www.citizensadvice.org.uk. Remember too that ‘Options for resolving disputes with us’.
Summary of your key legal rights
If your product is a service, for example, design services, the Consumer Rights Act 2015 says:
You can ask us to fix a service if it’s not carried out with reasonable care and skill or get some money back if we can’t fix it.
If a price hasn’t been agreed upfront, what you’re asked to pay must be reasonable.
If a time hasn’t been agreed upfront, it must be carried out within a reasonable time.
16. CHANGES TO SERVICES AND THESE TERMS
16.1. Changes we can always make. We can always change a service:
- 16.1.1. to reflect changes in relevant laws and regulatory requirements; and
- 16.1.2. to make minor technical adjustments and improvements, for example, to address a security threat. These are changes that don’t affect your use of the service.
16.2. Changes we can only make if we give you notice and an option to terminate. We can also make the following types of changes to the service or these terms, but if we do so we’ll notify you and you can then contact us via info@oldchapelfarm.co.uk to end the contract before the change takes effect and receive a refund for any services you’ve paid for in advance, but not received.
17. WITHDRAWAL OF SERVICES
We can stop providing a service. We will try to provide at least two months’ notice, save in the case of events outside of our control or emergencies. We will refund any sums you’ve paid in advance for services which won’t be provided.
18. ENDING OUR CONTRACT WITH YOU
We can end our contract with you for a service, and potentially claim any compensation due to us, if:
18.1. you don’t make any payment to us when it’s due and you still don’t make payment within thirty (30) days of our reminding you that payment is due;
18.2. OCF becomes aware of any alteration in the Hirer’s financial situation that may affect their ability to fulfil the payment schedule in clause 5;
18.3. you don’t, within a reasonable time of us asking for it, provide us with information or cooperation that we need to provide the service, for example, a finalised number of guests, the start time for the Event, or other important information;
18.4. the Venue, or any other part of OCF, is closed due to an Uncontrollable Event. Under this circumstance in clause 18.4, OCF shall refund any advance deposits made but shall have no other liability.
19. LIABILITY
19.1. You shall be liable for and shall indemnify us from and against:
- 19.1.1. all expenses, losses, claims, or proceedings arising under any statute or at common law, because of personal injury to or the death of any person arising out of or during or caused by the occupation of the Venue by the Hirer, save to the extent that the same is due to the negligence of OCF and/or its employees;
- 19.1.2. in respect of any injury or damage whatsoever to any property, in so far as such injury or damage arises out of the occupation by the client of the venue, to the extent that the same is due to any act, omission or neglect of the Hirer or their guests;
- 19.1.3. any loss or damage to the Venue or OCF’s property and/or fittings (including any items hired by OCF for your use);
- 19.1.4. injury to anyone including OCF’s staff arising because of the Event; and
- 19.1.5. damage, loss, or theft of personal and guest possessions, including presents and gifts received during the Event.
19.2. We shall be responsible and liable for:
- 19.2.1. to the extent that OCF and/or its employees have been negligent, failure to provide or the disruption to electricity, water, drainage, and sewerage at the Venue.
- 19.2.2 effective supervision of the Venue;
- 19.2.3. to the extent that OCF and/or its employees have been negligent, and save instances described in clause 19.1.5, injury or loss and damage;
- 19.2.4. the orderly and safe admission and departure of persons to and from the venue within the estate at which the Venue is located;
- 19.2.5. the orderly and safe vacation of the Venue in case of emergency; and
- 19.2.6. the preservation of good order and decency at the Venue.
20. COMPENSATING YOU FOR LOSSES CAUSED BY US OR OUR SERVICES
We don’t compensate you for all losses caused by us or our services. We’re responsible for losses you suffer caused by us breaking this contract unless the loss is:
20.1. 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).
20.2. Caused by a delaying event outside our control. If we have taken the steps set out in clause 6.
20.3. Avoidable. Something you could have avoided by taking reasonable action, including following our reasonable instructions for use.
20.4. A business loss. It relates to your use of or receipt of services for your trade, business, craft, or profession.
21. USE OF PERSONAL DATA
ow we use any personal data you give us is set out in our Privacy Notice.
- OPTIONS FOR RESOLVING DISPUTES WITH US
22.1. Our complaints policy. Please contact us via info@oldchapelfarm.co.uk or 102 Eldernell Lane, Coates, Whittlesey, Peterborough, PE7 2DD and provide us the full particulars of your complaint. We shall use all reasonable endeavours to investigate your complaint thoroughly and report back or procure such an investigation. The client shall notify OCF in writing again, as soon, as is reasonably practicable, if it is dissatisfied with any investigation, report, or remedy.
22.2. Resolving disputes without going to court. If any dispute arises in connection with this agreement, the parties agree to enter mediation in good faith to settle such a dispute and will do so per the Centre for Effective Dispute Resolution (CEDR) Model Mediation Procedure. Unless otherwise agreed between the parties within 14 working days of notice of the dispute, the mediator will be nominated by CEDR.
22.3. You can go to court. These terms are governed by English law and wherever you live you can bring claims against us in the English courts. If you live in Wales, Scotland, or Northern Ireland, you can also bring claims against us in the courts of the country you live in. We can claim against you in the courts of the country you live in.
23. OTHER IMPORTANT TERMS APPLY TO OUR CONTRACT
23.1. You can only transfer your contract with us to someone else if we agree to this. We may not agree if there are any outstanding balances of existing breaches of these Terms at the time of the transfer request.
23.2. Nobody else has any rights under this contract. This contract is between you and us. Nobody else can enforce it and neither of us will need to ask anybody else to sign off on ending or changing it.
23.3. If a court invalidates some of this contract, the rest of it will still apply. If a court or other authority decides that some of these terms are unlawful, the rest will continue to apply.
23.4. Even if we delay in enforcing this contract, we can still enforce it later. We might not immediately chase you for not doing something (like paying) or for doing something you’re not allowed to, but that doesn’t mean we can’t do it later.
