Booking Terms and Conditions All references made to "the Company" and "the Owner" refer to Bracken Bank Lodge Ltd. Activities The owners will help with your choice of activities that are run by third parties. All contractual arrangements in connection with these activities are therefore between the guest and activity provider. Guests who participate in activities do so at their own risk and should ensure that they have satisfactory insurance arrangements in place, participation in these activities may not always be covered by standard holiday insurance. Activities and walking in the countryside and woodlands includes the risk of trips and falls due to slippery leaves, sticks, rabbit holes etc. All activities are intended for people who are in robust health. Please inform the instructor of any personal limitations before starting the activity. Alarm Clocks The Company shall not be liable, jointly or individually, for any loss, inconvenience or problems arising from any failure of any clock or alarm clock provided. Arrivals and Departures Arrival time is from 5pm. Please let the owners know one week in advance your expected time of arrival. Please telephone if you anticipate arriving late so that arrangements can be made to welcome you. If you fail to arrive within a reasonable time from your expected time and do not contact the owners, you may not be able to gain access to the property. If you fail to arrive by 12 noon on the day after the start date of your stay and you do not advise the owners of your late arrival, your booking will be treated as having been cancelled by you. No refund of any monies paid by you will be made in this situation. Please do not arrive early - time is needed to clean the property. For the same reason, please note that you should leave the venue by 10am on departure day. Availability of Facilities The marquee and facilities are subject to availability. It is possible that accommodation, the marquee or facilities may need to be withdrawn temporarily, due to repair, renovation, adverse weather conditions, changes in Government legislation or factors outside our control. If material changes occur, we will advise of changes made prior to confirmation of booking and will use reasonable endeavors to advise those guests who have already booked. If your booking depends on use of the marquee or other facilities you must ensure you have adequate insurance to cover all losses. If the marquee or other facility is for any reason withdrawn the company will not compensate you. We apologize in advance if there are any necessary alterations taking place during your stay and will aim that any possible disruption is minimised by ensuring that works will only occur during the day time. Baby Equipment Two high chairs are available and room twenty, a twin room, has a cot. Please note that you should bring linen for a cot (including pillows and blankets or duvets). No other baby equipment is provided. You are welcome to bring a travel cot for use in your room. There is no charge for a baby in a cot if you are using your own bedding, if you require a sheet and cot blankets there is a £3.00 charge. Behavior The Company reserve the right to terminate a holiday, event, party or other booking without compensation where the unreasonable behavior of any of the persons named on the Booking form or their guests might impair the safety, enjoyment, comfort or health of staff, neighbours or the public, or if the Owner reasonably believes that any damage is likely to be caused, has been caused or is being caused by you or any members of your party. These circumstances will be treated as a cancellation by you.No refund of any monies you have paid in respect of your booking will be made and the Owner will not have any liability to you as a result of this situation arising (including for example any costs or expenses you incur such as the cost of securing alternative accommodation). In this situation the Owner is not under any obligation to find any alternative accommodation for you. You must allow the Owner and any representative of the Owner (including workmen) access to the accommodation at any time during your stay. Breakfast Breakfast is served at 9am unless otherwise arranged, with a minimum of one days notice, in advance. Weekend groups in particular may prefer to be served later. It is possible to have early breakfasts at any time, these will be buffet style. For group bookings please choose and book one breakfast menu for the group, there is a selection on the Menus page. Please advise us if any guests would like a vegetarian or vegan breakfast. Your Booking The party leader must be at least 21 years of age at the time of booking. Your booking is made as a consumer and you agree that no liability can be accepted by the Company for any expenses, costs, losses, claims or other sums of any description which relate to any business howsoever suffered or incurred by you. Please phone to enquire about availability. When your booking is confirmed please print out and fill in the booking form and send together with your deposit cheque made payable to Bracken Bank Lodge Ltd. When the Company receives the completed booking form and deposit the Company then issues a written confirmation to you. The Company has the right to refuse any booking , the Company would tell you in writing and promptly return any money you had sent. You may wish to make the booking by telephone, you can pay a deposit by credit card and send a completed booking form by post the same day. When you receive your confirmation the details must be checked carefully. If anything is not correct, you should tell the Company immediately. Please ensure you take out suitable insurance cover (see below) at the time of making your booking. Deposits are not refundable from the Company but, subject to the reason for cancellation, should be refundable from the insurance firm. Please inform the owners at the time of booking if you would like to have your credit card swiped to cover your security retainer rather than sending a cheque. Booking terms and conditions apply to all bookings,whether or not a booking form has been filled in. Cancellations or Changes To Your Booking The Company do not expect to have to make any changes to your booking, but occasionally problems occur and bookings have to be changed or cancelled. If this does happen, the Company will contact the party leader (by telephone where reasonably possible in the case of a significant change or cancellation, minor changes will be notified by post) as soon as is reasonably practical, explain what has happened and inform you of the cancellation or change. The Company reserves the right to cancel your booking in any circumstances. Compensation will not be payable where any change or cancellation results from "force majeure ". Please note, no compensation is payable for minor changes. Such minor changes do not entitle you to cancel without paying the normal charges as set out in these conditions. A minor change is a change which the Owner could not reasonably expect to have a significant effect on your confirmed booking. If you have to, or wish to, cancel your booking, the party leader must telephone the Owner on the number shown on your booking confirmation as soon as possible. The party leader must also immediately confirm your cancellation in writing sent by recorded delivery to the Owner at the address shown. The day the Owner receives your telephone notification of cancellation is the date on which your booking is cancelled. Number of Days Before Arrival Date that Notification of Cancellation is Received :- Amount Payable More than 56 days - full deposit only (including any balance of deposit due). 29 - 56 days - 50% of cost or full deposit (including balance of deposit due), whichever is the greater. 15 - 28 days - 75% of cost 1 - 14 days - 95% of cost On arrival date or later - Total cost If any payment due in relation to your booking is not paid by the appropriate date, the Owner is entitled to treat your booking as cancelled by you. Cancellation charges as set out above ( which can be as high as the total cost ) will then be payable. The Owner normally sends out a reminder to you before your booking is cancelled, although the Owner will charge you £10 for each reminder sent if your payment becomes or is by then overdue. It is essential that you take out full insurance cover. Candles For safety reasons the use of anything combutable and items with a flame are not allowed at the venue. The marquee is candlelit at night with safety candles, these are provided by the venue. Caring for your Safety Please remember that when you stay in unfamiliar surroundings you must take special care of yourself and your guests. In particular: Circumstances Beyond the Control of The Company (Force Majeure ) Except where otherwise expressly stated in these Conditions, the Company shall not be liable, jointly or individually, for any changes, cancellations, effect on your booking, loss or damage suffered by you or for any failure by the Company to perform or properly perform any of their respective obligations to you which is due to any event(s) or circumstance(s) beyond the reasonable control of the Company ( referred to as "force majeure " in these Conditions). By way of example, force majeure includes fire, flood, exceptional weather conditions, epidemics, destruction or damage of the property, marquee and facilities by any cause, changes/ closure of nightclubs, restaurants and other accommodation used and all similar situations. In appropriate cases (for example where your booking has to be cancelled ) the Company will, however, refund to you all monies paid to the Company for your accommodation by you. No compensation, expenses, costs or other sums of any description (including without limitation the cost of securing an alternative property/accommodation) will be payable in such circumstances by the Company to you. Complaints Every effort has been made to ensure that you have an enjoyable and memorable stay. If, however, you have any cause for complaint the Owner is anxious that remedial action is taken as soon as possible. It is essential that you tell the Owner immediately if any problem arises so that it can be speedily resolved. Discussion of any problem with the Owner whilst you are in residence would usually enable a problem to be rectified straightaway. Complaints,in particular those of a transient nature, cannot possibly be resolved unless registered whilst you are in residence. Dogs There are boarding kennels on the estate for dogs. A current vaccination card needs to be brought with you on your arrival. Guests dogs are not permitted inside the Lodge or in the garden but you are most welcome to walk your dog on the Estate. Please note that dogs must be on a lead at all times on the Estate and must not swim in the lakes. Food and bedding is provided. Please book in advance either on the booking form or by telephone to the Estate office. Drinks The venue is licensed. Please purchase your drinks from the bar. If you would like to bring and consume your own drinks this must be arranged in advance and a per person fee paid before arrival. Please do not bring your own drinks onto the premises unless there is a prior arrangement and you have paid the per person fee to do so. If it is found that guests have brought drinks onto the premises these drinks will be confiscated. If it is found that guests have been consuming their own drinks without prior agreement and payment £8 + vat per person who has consumed drinks not purchased on the premises will be deducted from your Security Retainer and the guests will be required to leave the premises. Individual alcoholic miniature bottles for wedding favours are charged at a fee of £1 + vat per bottle. Please note that all relevant licensing laws still apply to alcohol consumed on the premises if you are providing your own drinks and paying the per person fee. Entertainers If you wish to hire musicians and entertainers other than those recommended by the venue the Owners will need to receive a copy of their public liability insurance no less than two weeks before the event, their insurance must be acceptable to the Owners. Musicians who need setting up and sound checking time will be expected to have completed their work before your guests arrive. Please note that entertainers will normally expect to receive at least one meal at the event they are performing at, please allow for them on your guest list. They also will normally expect their soft drinks to be paid for by yourself, please note that there is a strict policy of no alcohol for them until after the end of their performance; the consumption of alcohol invalidates their insurance and may not enhance their show. All musicians and entertainers who have not performed at the venue before will have the noise limiter explained to them when they set up, the venue has a licence from the local authority for an A-weighted noise level on the dance floor of 75dB(A). All acts not familiar with the venue are encouraged to visit or at the very least telephone the venue to discuss their individual requirements in advance. If you are booking musicians or entertainers who are new to the venue please ensure you supply the Owners with at least two mobile telephone numbers for members of the act you have booked. Extra Beds We do not advise guests to ask for extra beds to be put into a bedroom, doing so obviously limits the space in that bedroom and will not enhance the guests stay. Guest and Visitors The accommodation and facilities are tailored for people aged over 21 years. Accordingly the company reserves the right to decline entry to persons below that age unless agreed specifically before arrival. The company also reserves the right to decline entry to single sex groups who have not obtained agreement at the time of booking. Only guests who have booked and paid for accommodation may use the Lodge. Wedding guests not staying overnight will need to leave the premises by midnight and should have pre booked their taxi well in advance. Please note the legal requirement that only the people named on the Booking Form may stay overnight on the premises. Insurance You must take out insurance at the time of booking. You particularly need adequate cancellation and personal liability cover. No group will be admitted to the Lodge without insurance cover that is satisfactory to the Owners; it is vital to ensure all guests have a minimum of £2,000,000 personal liability cover each.The Owners will expect to receive a copy of your insurance cover 8 weeks before your arrival. Please remember when booking Wedding insurance that you must state if you are using the marquee, your Wedding insurance certificate must include marquee hire coverage. Keys There is a £10 key deposit per room, payable on arrival in cash. On your departure please hand in your key for the refund. Lost or unreturned keys will incur a charge, including new locks and their fitting if necessary. Liability The Owner shall have no liability for any death or personal injury. You must take all necessary steps to safeguard your personal property. No liability is accepted by the Owner in respect of damage to, or loss of, personal property and vehicles. Midnight Closing We would like all our guests to enjoy a peaceful and relaxing stay. When the bar in the Lodge is used it closes at 11pm. When the reception rooms are used they close at midnight. Our weddings and events are smart and stylish and we wish them to finish on a happy note to give you lasting memories of a perfect day from beginning to end. We do not cater for events past midnight and this is reflected in our prices. When the marquee is used for a wedding or event the reception rooms and bar in the Lodge will close as your event in the marquee commences. All musical entertainments must finish by 11.00pm. When using the marquee this must be vacated by midnight and will be locked overnight. All guests must vacate the garden and courtyard by midnight. Please note that all guests not residing at the Lodge will need to have pre booked taxis well in advance. There is a twenty minute period of grace in case taxis arrive late, however if guests remain at the premises (either in the marquee, Lodge or grounds) after this time there is a charge of £250 + vat for midnight to 1am and a further £250 + vat for each hour or part hour thereafter. Guests who have not departed by midnight must remain peacefully in the marquee until their taxi arrives. This charge will automatically be deducted from the security retainer, if the security retainer funds are not sufficient to cover the charge then alternative payment must be made before departure. We suggest that you nominate a person to stay to the end of the event to ensure that all guests have departed promptly and safely. It is the Company's policy that no member of staff should suffer verbal or physical abuse, if such abuse occurs those responsible will either be dealt with by the police or asked to leave the premises immediately. It is easy to arrange in advance a suitable venue for those that may wish to drink or party into the early hours, please discuss your requirements with the owners before booking. Outside Caterers If you wish to use mobile caterers other than the venus own the Owners will need to receive a copy of their public liability insurance, copies of all food handlers food hygiene certificates and a copy of their written procedures which they use to produce safe food. The mobile catering company should send a representative ( who must be the person who will be in charge of the catering on the day) to visit the venue before being booked for your event, they must satisfy themselves that they have all the equipment they need and can transport and serve all food safely. They will be shown our layout and facilities at this visit. They will need to make a written risk assessment and give a copy to the venue. At the end of the event they will be expected to leave the property in the same clean and tidy condition as they found it. The Company cannot take any responsibility in any way for outside caterers or their food. The hirer of an outside mobile caterer is responsible for any loss or damage caused by them. There is a £4.50 +vat per head charge to the caterers from the venue. Southport Catering Limited requires a £500 non-refundable deposit. Final numbers are required 21 days prior to the event (this will be the minimum number charged). The confirmed number of guests needs to be not less than 85% of the original number stated at the time of booking or a surcharge will be made. Full payment needs to have been made no later than 14 days before the event. If you cancel the booking within 60 days of the event a 50% charge will be made, within 30 days there is a 70% charge. The charges will be based on the original numbers booked. the company will not be liable for delay or incompleted contracts due to mechanical breakdown of vehicles or equipment, road traffic accidents or adverse traffic and weather conditions.
Parking There is no charge for car parking. There is a limited amount of parking in the courtyard by the Lodge entrance, all further cars can be parked by the stables. Please arrange in advance for the parking of any other type of vehicle. Parking on the road or verges is not permitted. Wedding photography can be spoilt by cars parked in the courtyard so all cars on wedding days should be parked by the stables. Please be considerate to others and do not park in such a way that you block other vehicles in or restrict vehicular access. Dogs must never be left in parked cars. Camping of any kind in the car park, gardens or anywhere on the estate, or sleeping overnight in vehicles, is not permitted. Wedding guests are welcome to arrive by car and depart by taxi, leaving their car in the car park overnight. All vehicles are parked at the owners risk, the Company shall not be liable for any loss or damage. Payment When you make your booking you should pay the amount then due by sending a cheque together with a completed booking form to the Company. Providing the booking can be confirmed, the Company will then send your written confirmation to you as soon as reasonably possible showing your booking details .The balance of your total booking cost must be received by the Company no later than 8 weeks before your arrival date together with a copy of your insurance certificate. If you would prefer to pay by credit card there is a 3% additional fee. If, however, you book less than 8 weeks before the arrival date, payment of your total booking cost is due straightaway. If any payment you make is not honored for any reason whatsoever, the Company is entitled to make an administration charge of £25. Final number, the confirmed menu and full payment for meals for functions, events and weddings needs to have been received no later than two weeks before the event date. Failure to make payments by the require time will be treated as a cancellation by the customer, cancellation conditions and charges will then apply. The Property You and all members of your party agree both to keep the property clean and tidy and to leave the property in a similar condition as you found it upon your arrival. You and all members of your party further agree not to use the property for any commercial purpose, including without limitation assigning or subletting it or otherwise allowing anyone to occupy it who has not previously been accepted by the Owner. The snooker table is for the use of over 18s only. Bed & breakfast guests or guests not staying overnight will need to pay a security retainer of £500 to use the snooker table. The security retainer can be a credit card swipe that would only be processed in the case of damage, losses and costs arising from damage. You are responsible to the Owner for the actual costs of any breakage or damage in or to the property - along with any additional costs that may result - which are caused by you and/or any members of your party, and the owner will require payment from you to cover any such costs. You must not allow more people than the advertising states to occupy the property, neither can you change the composition of the party during your stay. No pets are permissible unless this has been arranged in advance, is confirmed on your booking form and is shown on your written confirmation. Small groups not booking all available rooms may find themselves sharing the Lodge and facilities with other guests. If heating is required for the marquee you need to book a marquee heater, this needs to be booked well in advance of the event. You can hire a marquee heater from HSS Hire Shops, there is a branch in Carlisle (Tel: 01228 514 999), no other type of heater can be used. It is the hirers responsibility to set up and control the heater, we recommend you set up and test the heater the day before your event. The use of fireworks is not permitted, you might like to have an outdoor lazer display show as an alternative. Please remember that the Lodge was built before the days of minimum ceiling height, the head room to bedrooms nineteen and twenty is restricted. Please bear in mind that countryside activities and animals can be noisy at times. Photographs Occasionally the venue may wish to use photographs that have been taken of members of your group by the staff or a professional photographer for use for publicity, advertising or the venue's web site. Unless the venue is notified in writing at the time of booking it is understood that permission is granted for use of photographs for these purposes. If however a photograph of you or any member of your group is featured on the venue's web site and you decide you would like it removed please inform the venue, it will be removed as quickly as possible. The property has many bathrooms and twenty five bedrooms that have a water supply. The property is also very old. The property has water pipes that are a much larger gauge than standard to enable the water to reach all rooms with a good pressure. This however does result in noisy plumbing. Please note that the baths are all original cast iron baths and the lavatories are mainly original high level cisterns. Please refer to the floor plan for their proximity to each bedroom. Security Retainer The security retainer of £1,500 (for groups and events) if paid by cheque or bank transfer must have been received no later than 4 weeks before arrival. Failure to do so will be treated as a cancellation of your booking by you. The security retainer refund for payments made in this way are sent ( less any costs for breakages, damage, loss, unpaid bills, cancellations etc if applicable ) seven days after departure. Please arrange at the time of booking if you would like to have your credit card swiped instead of paying by cheque or bank transfer, an authorization code will be needed so please telephone a few days in advance of your arrival with your credit card details. Credit card transactions carry a 3% fee, this would only be deducted if the retainer needed to be processed. Please note that your stay/event will not commence until the security retainer has been received. Smoke Free Legislation On July 1st 2007, England introduced a new law to make enclosed public places and workplaces in England smoke free. A smoke free England ensures a healthier environment, so everyone can socialise, relax, travel, shop and work free from secondhand smoke. The penalties and fines for the smoke free offences set out in the Health Act 2006 include a fine of up to £2,500 for failing to prevent smoking in a smoke free premises.
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