Watermouth Cove Weddings
Booking Terms and Conditions
Watermouth Cove Weddings Limited whose registered office address is Watermouth Cove Weddings, Berrynarbor, Ilfracombe, Devon EX34 9SJ (“the Company”) (1)
The Clients named on the Booking Form:
(“the Clients”) (2)
Hereafter, collectively referred to as “The Parties”
Booking Form: The booking form which has already been submitted electronically and terms and conditions read and agreed.
Booking: The Agreement for the hire of the Venue for specific dates.
Hire Period: The period of time the Clients are entitled to the use of the Venue as detailed in the Booking Form.
Non-Refundable Deposit: The sum payable by the Clients to the Company on booking the Venue.
The Venue: The whole or the relevant parts of Watermouth Cove Weddings as agreed in advance and detailed in the completed Booking Form.
Your venue hire is fixed at the time of booking. Weddings are available to book up to three years in advance of your wedding date. However, food & drink prices may rise due to stock costs and inflation. Please note our minimum numbers are set at 50 Adults.
Your prices will not fall in the event that the VAT rate is lowered as the majority of our costs and overheads (such as food stocks/staff/insurance/rates etc) are not VAT reclaimable.
1. These terms and conditions:
i. Will be formed on receipt of the signed Booking Form and payment of the required Deposit and / or Venue Hire Fee by the Company from the Clients and acceptance thereof by the Company in writing;
ii. Along with the Booking Form, sets out the terms of the Agreement the Parties agree to be bound by;
iii. Can be amended only by mutual consent, such amendments to be evidenced in writing.
iv. Will also apply to the Food and Drinks Package to be chosen by the Clients at a future date.
2. Payments and Payment Schedule – For bookings with a wedding date of 2023 and 2024
I. A Non-Refundable Deposit of £2.000 (including VAT) is payable to the Company on submission of the completed Booking Form. The Company will provide a receipted invoice and booking confirmation for that sum. For all other sums due from the Clients, the Company will supply an invoice in advance.
II. No later than 6 months before Period of Hire the Clients must make payment of 50% of the balance of the Venue Hire Fee minus deposit paid. Remaining balance for the venue hire will be payable 12 weeks before the first day of the hire period.
III. All outstanding fees including the Drinks and Food Package Fee shall be payable no later than 8 weeks before the first day of the Hire Period.
IV. If the Booking is made less than 6 months before the commencement of the Hire Period, payment of the Non-Refundable Deposit of £2000 is payable together with 50% of the Venue Hire Fee with any and all outstanding fees including the Food & Drinks Package Fee payable no later than 8 weeks before the first day of the Hire Period.
3. Payments and Payment Schedule – For bookings with a wedding date of 2025 and onwards
V. Non-Refundable Deposit of £2.500 (including VAT) is payable to the Company on submission of the completed Booking Form. The Company will provide a receipted invoice and booking confirmation for that sum. For all other sums due from the Clients, the Company will supply an invoice in advance.
VI. No later than 12 months before Period of Hire the Clients must make payment of 50% of the balance of the Venue Hire Fee minus deposit paid. Remaining balance for the venue hire will be payable 6 months before the first day of the hire period.
VII. All outstanding fees including the Drinks and Food Package Fee shall be payable no later than 8 weeks before the first day of the Hire Period. A Drinks Package, Food Package & Evening Food is mandatory on the Wedding Day, all numbers must be catered for unless agreed by The Company.
VIII. If the Booking is made less than 12 months before the commencement of the Hire Period, payment of the Non-Refundable Deposit of £2500 is payable together with 50% of the Venue Hire Fee with any and all outstanding fees including the Food & Drinks Package Fee payable no later than 8 weeks before the first day of the Hire Period.
4. Security Deposit
I. A Security Deposit of £1,000 is payable no later than seven days before the first day of the Hire Period.
II. The Security Deposit, which does not limit the Clients’ liability for any breakages or damage, will be returned to the Clients within 7 days following a post-hire inspection of the Venue confirming no breakages or damage caused to any items or property.
III. If a post-hire inspection provides evidence of breakages or damage, the Company will notify the Clients accordingly and provide evidence of the cost of repair or replacement, which sum will be deducted from the Security Deposit, with any surplus being returned to the Clients. Loss of accommodation keys will incur a charge of £50 per set.
5. Period and Times of Hire
i. The Booking Form sets out the period and times of Hire of the Venue during which the Clients and the Clients’ guests are entitled to be in occupation.
6. Clients’ Request to Change the Hire Period
i. Any request by the Clients to change the date(s) of the Hire period shall be made by telephone and by email to the Company. The Company will endeavour to accommodate any such reasonable request, subject to availability and the terms set out herein. The Clients should appreciate that the closer to the original Hire Period the more difficult and more costly it is likely to be for the Hire period to be changed.
ii. If the Company is able to comply with the Clients’ request, the Clients acknowledge 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 date of the Hire Period.
iii. If the Company is able to comply with the Clients’ request, it will prepare and send to the Clients a Statement setting out details of the change of Hire Period, new terms and any associated additional fees payable. The Clients will have 3 days from the date of the Statement to confirm their agreement to the new arrangement.
iv. Any change to the Hire Period will not take effect until the Company has confirmed full details in writing and the Clients have accepted the amendments by telephone and email and made payment of any sums due at that time. Save for the changes agreed between the parties, the Agreement will continue on the same terms set out herein.
7. Amendments to the Contract
i. The Company will endeavour to accommodate any reasonable changes to the terms of the contract requested by the Clients.
ii. The Company will be unable to change the number and cost of the Clients’ guests in the 8 weeks before the period of hire.
8. Cancellation by the Clients
I. Any request to cancel shall be notified to The Company immediately by telephone to mobile 07768555006 and by email to email@example.com and confirmed in writing by letter addressed to Zoe Penny at Watermouth Cove Weddings, Watermouth, Berrynarbor, Ilfracombe, North Devon, EX34 9SJ.
II. The £2000 deposit paid on booking is non-refundable under any circumstances. There can be no exceptions. All cancelations must be made via email to firstname.lastname@example.org
III. If the Clients request to cancel the Booking more than 12 months before the Hire Period, the Clients forfeit the Non-Refundable Deposit of £2,000.
IV. If the clients request to cancel the booking less than 12 months before the hire period, the clients forfeit the Non- Refundable deposit of £2000 and will be liable for payment of the balance of the venue hire fee.
V. If the Clients request to cancel the Booking less than 8 weeks before the Hire Period, the Clients forfeit the Non-Refundable Deposit of £2,000 and will be liable for payment of the balance of the Venue Hire Fee and the Food and Drinks Package Fee.
VI. On receipt of the Clients’ request to cancel, The Company will use reasonable endeavours to re-hire the Property for the period of the Clients’ Booking. This may include offering a discount of the usual Venue Hire Fee to prospective Clients.
VII. If the property is re – hired for the whole or part of that period, the company will refund to the clients the aggregate difference of the hire venue fee paid. Or payable by the clients and the amount paid by the new hirer.
9. Cancellation by the Company
I. In exceptional circumstances, it may become necessary for The Company to cancel the Clients’ booking. In such circumstances the Company shall give the Clients as much notice as is reasonably practicable, by telephone, email and/or letter using the contact details specified on the Booking Form.
II. In these circumstances, the Company will refund to the Clients the Non-Refundable Deposit, any Venue Hire Fee and Food and Drink Package Fee and any Security Deposit paid by the Clients.
I. The Company reserves the right to terminate this Contract without prejudice to any rights and remedies accrued by The Company or you which shall remain following termination and ask The Client and their guests to leave the selected property immediately if it is deemed necessary by The Company as a result of The Clients behaviour or that of any of their guests or any other material breach of these booking conditions.
II. In the event that the contract is terminated in accordance with condition. The Company reserves the right not to refund The Clients any part of the Venue Hire Fee in respect of the shortened Hire Period.
III. Should the Contract be Terminated by the Company for the Clients failure to make payment of fees due under this Agreement or for other breach of the Terms and Conditions, the Company will write to the Clients confirming Termination and the reasons, therefore.
IV. In these circumstances, the Company will be entitled to retain the Non-Refundable Deposit and the Clients will be liable for payment of any fees then outstanding.
I. A mandatory condition of the booking requires a copy of the Certificate of Insurance to be sent within 30 days of the booking. The policy should cover all cancellation fees for both Venue and Clients.
12. Numbers of Persons Using the Venue
I. The number of persons occupying the Venue must not exceed the number specified on the Booking Form. All accommodations available are required to adhere to the numbers specified in the given details on the website www.watermouthcoveweddings.co.uk . (excluding any infants sleeping in a cot).
13. Care of the Venue
i. The Clients shall take all reasonable and proper care of the Venue and its furniture, pictures, fittings and effects in or on the Venue and leave them in the same state of repair and in the same reasonable clean and tidy condition at the end of the Hire Period as at the beginning.
ii. If either The Clients, or any of their guests accompanying them, by act or omission causes damage to the selected property and/or its contents, The Clients agree to pay to The Company upon written demand, any reasonable costs incurred in making good any such loss or damage.
iii. The Clients are required to follow any instructions relating to the use of the swimming pool and any electrical equipment at the Venue and any other reasonable rules The Company may specify in relation to the occupation and use of the Venue.
iv. The Clients shall ensure that no member of the Clients’ party shall enter any part or parts of the Venue (other than common areas or the grounds) which are not included within the Venue which the booking relates to.
v. The Clients must ensure that the selected accommodation is left in a clean and tidy condition on their departure at the end of the Hire Period. The Company may charge The Clients for the reasonable costs of any additional cleaning if this is reasonably considered necessary
14. Breakages or Damage
i. The Clients must report all breakages, damage and injury to The Company immediately, whether caused by the Clients or any member of the Clients’ party.
ii. The Company may deduct the cost of replacement, repair or cleaning from the Security Deposit. If and to the extent that the cost of replacement, repair or cleaning exceeds the amount of the security deposit, the excess is payable to The Company on demand.
iii. Any damages caused by The Clients’ guests are the responsibility of the Clients. Any damage will be invoiced to The Clients after the event.
15. Swimming Pool
i. Clients and Guests are required to follow the instructions relating to the use of the swimming pool. The pool will not open on the day of the wedding past 12 noon unless stated otherwise by The Company. All children under the age of 15 years must be accompanied by an adult.
i. With the Company’s prior written agreement, pets are allowed on the Property. All pets agreed in advance to attend the Property must not be left unattended at any time. If any damages occur due to pets.
ii. Registered guide and hearing dogs belonging to those with visual and hearing impairments are allowed in all properties at no extra charge.
iii. You must ensure that: dogs are properly controlled and supervised at all times; they must not be left unattended at the selected property. Dogs must also be on leads when outside and or roaming the grounds of the Venue.
iv. Guests with allergies should be aware that The Company cannot guarantee that there have been no dogs at a property, nor does The Company accept any liability for any suffering which may occur as a result of such pets having been present.
17. Smoking and Illegal Substances
i. Smoking and Vaping is strictly prohibited inside any buildings on the Venue, inclusive of (but not an exhaustive list), the wedding Venue, all lodges, toilets, caravans, holiday lettings, communal areas and any other building.
ii. The Company asks that guests only smoke outside, away from any open doors and windows and to ensure that they use the appropriate ash trays for all butts. Any and all rubbish should be placed in appropriate bins.
iii. The Company retain the right to deduct from the Security Deposit all and any sums incurred for the deep cleaning of any building on the Property in the event of any persons found to be smoking inside or if the Company believe guests have been smoking within any of the buildings.
iv. The Company have a zero tolerance on drugs and will ask anyone suspected of using illegal substances to leave the Property immediately.
18. Rights of Entry
The Company is entitled, either by their Directors or by their employees, agents or subcontractors to a right of entry to the Property at all reasonable times for purposes of inspection and to carry out repairs and maintenance.
19. Licenses and Timings
i. The Company’s music licence runs until 12 midnight for live and amplified (DJ) music.
ii. The Clients MUST ensure that all Music has ceased to be played by 00:00am (midnight). The Company’s licence to serve alcohol runs alongside the music licence and therefore the bar must cease trading at 12 midnight (if not shortly beforehand to allow for ‘drinking up’ time).
iii. The Company reserves the right to close doors after 11pm to minimise noise pollution.
iv. The Company reserves the right to close The Beach after 11pm for health and safety.
v. Outside live music: comprising, but not limited to Saxophonist, Singers etc (DJ’S & Bands may not play outside) can only be played between the hours of 1.00pm to 9.00pm unless stated otherwise and agreed by The Company. This must be agreed by The Company in your Event Plan.
vi. The Company’s licence to serve alcohol operates until 12 midnight and allows for a period of 30 minutes for ‘drinking up’ time. Clients are requested to depart the premises and outside patio area of the Beach House and have regard to any guests or neighbours. No outside speakers are to be used on the venue after this time under any circumstances. Guests requiring transport should be encouraged to pre-book a collection time.
vii. The Snug bar is closed at 7.30pm on wedding days but the room will remain open if client wishes.
viii. Only alcohol purchased from the Company can be consumed in the Licenced areas of the Venue, comprising, but not limited to The Beach House and outside Patio and The Snug. Should this rule be compromised Clients will forfeit their deposit.
20. Other Contractors
No other Contractors of wedding, or wedding related activities or services may be engaged by the Clients to attend the Venue during the Hire Period without the express written permission of the Company. Such permission will not be granted where the Company already offers the same, or similar activities or services.
21. Force Majeure
i. The Company shall not be liable or accountable for any unforeseen circumstances such as severe weather conditions causing damage to the Property making it uninhabitable, local or national strikes, acts of the government of any other authority and the Company shall not be liable or accountable for the consequences of any act, event, omission or accident beyond The Company’s reasonable control (for example, but not limited to, a power failure, fire or flood affecting the Property) (a “Force Majeure Event”).
ii. If the Company considers that a Force Majeure Event may have a material impact on the Client’s use and enjoyment of the Property during the Rental Period, the Company shall notify the Client in writing as soon as reasonably practicable.
i. If National or Local Government legislation, rules or guidance prohibit the Clients’ Event taking place in the same, or substantially the same manner as planned, or at all, the Parties agree that this will not be a Force Majeure occurrence entitling the Parties to treat the Agreement at an end.
ii The Parties agree that such occurrence will be treated as a mutual agreement to vary the date of the Hire Period.
23. Data Protection
i. For the purposes of the Data Protection Act 2018 (and any relevant earlier legislation), The Company data controllers of all personal data provided to The Company by The Clients. The Company can process such personal data on its behalf, for the purposes of processing and administering your booking.
ii. The Company will comply with the Data Protection Act 2018 and any directions issued by the Information Commissioner in the processing of such personal data.
iii. The Clients agree that The Company may process your personal data in this way and may need to pass your personal data on to third parties and organisations who need to know them so that the booking can be provided.
iv. The Clients agree that The Company may also process and store their personal details for its own administration, market analysis and operational reviews.
v. The Company would also like to store and use The Clients personal data for future marketing purposes (for example, sending brochures, details of promotions, or offers which The Company feels may be of interest to them). All details, with the exception of credit/debit card data, given to The Company at any time will be kept, but only names, contact details and the booking preferences will be used for marketing purposes unless you are informed otherwise when the information is provided. If The Clients have made their booking by supplying details to The Company in writing or by telephone, by agreeing to these booking conditions, you consent to The Company sending you such information and if you do not wish to receive such information from The Company, please notify them in writing.
vi. You have the right under the Data Protection Act 2018 to obtain information about you held by The Company. Should the Client have any queries regarding this right, or their personal information please contact The Company.
i. The Company’s maximum aggregate liability under or in connection with this Agreement shall not exceed the payments made, or liable to be made by the Clients.
ii. Nothing in this Agreement shall exclude or in any way limit The Company’s liability for fraud, or for death or personal injury caused by negligence and / or breach of statutory duty of The Company or the Company’s Agents, or any other liability to the extent that the same may not be excluded or limited as a matter of law.
iii. The Company shall not be liable under this Agreement for any loss of actual or anticipated loss of contracts or for any special, indirect or consequential loss or damage of any kind howsoever arising and whether caused by tort (including negligence), breach of contract or otherwise, whether or not such loss or damage is foreseeable, foreseen or known.
iv. This Agreement sets out the full extent of The Company’s obligations and liabilities in respect of the hire of The Venue and there are no conditions, warranties, representations or other terms, express or implied, that are binding on The Company except as specifically stated in this Contract.
25. Joint and Several Liability
i. Where the Clients are more than one person, those persons shall in each case be jointly and severally liable for their respective obligations and liabilities arising under this Contract.
i. The Company reserves the right to alter or withdraw amenities or facilities or activities where reasonably necessary due to repairs, maintenance, weather conditions and circumstances beyond their control.
ii. The Company reserves the right to update or change the terms and conditions without prior notice. Also, in order to comply with both local Authority considerations and matters relating to health and safety.
iii. The company reserves the right to change terms and conditions without prior notice.
iv. Venue Hire Fee is fixed to those current to the date of The Clients booking. Food and Drink Prices may rise due to stock costs and inflation, The Company reserves the right to alter these costs. The Clients price will not fall if in the event that the VAT rate is lowered as the majority of The Company’s costs and overheads: such as food/stock/staff/rates etc are not VAT reclaimable.
v. Minimum number of guests for a wedding booking is 50 adults, for all weddings.
vi. Confetti – If the Clients and their guests would like to use confetti, it must be bio-degradable (although not rice) and limited to real petals or bubbles. Use of confetti is strictly limited to outdoor areas.
vii. Fireworks, paper lanterns & candles – The Company do not allow either of these.
viii. Beach Access the beach will be closed daily at 11pm to 9.00am due to Health & Safety
ix. Alcoholic Favours – The Company does not allow these.
x. Cars – All cars and vehicles are parked at The Client and their guests own risk. The Company does not accept any responsibility for damage to, or theft from, or theft of, vehicles parked on their grounds.
xi. Children – Children are very welcome at the Venue, although due to the extent of the coastline and coves and associated risks, and swimming pools or other water related features, they should be accompanied at all times. The safety of children visiting the Venue is wholly the responsibility of their parent/guardians.
xii. Registrar – The availability and booking of the registrar must be confirmed and organised by The Client. The Clients should book the registrar as soon as the details have been confirmed The Venue to avoid disappointment.
xiii. Loss of Property – The Company cannot be held responsible for the loss of any property at Watermouth Cove. Security cameras are recording for your protection.
xiv. Viewings – The Company holds the right to conduct Wedding Viewings at any time.
27. Social Media
i. The Clients consent for The Company to use any and all photography or videos taken during the Rental Period on The Property for marketing purposes, advertisement, social media or for any other purpose the Company deems reasonable.
i. It is proposed that the Agreement will be concluded by way of e signatures from the Clients on the Booking Form and acceptance thereof by the Company by email thereafter.5