Terms of booking
THE BELOW IS FOR SAMPLE ONLY. A BOOKING SHEET/CONTRACT WILL BE SUPPLIED TO YOU CONFIRMING TERMS OF YOUR INDIVIDUAL BOOKING FROM THE DATE YOU MAKE A PROVISIONAL BOOKING. THE BELOW INFORMATION IS FOR SAMPLE ONLY, BASED ON A EXCLUISVE, SOLE USE BOOKING.
Date of event, Minimum spend, Venue hire and use of building are all quoted on an individual basis dependant on time of year and use of venue. It is the responsibility of the client to book their registrar or church before the date is confirmed with Belle Epoque. The use of the premises and facilities is restricted to the specific facilities, dates and times specified in this contract.
Written confirmation is requested no later than two weeks after the provisional booking is made along with a minimum deposit of £1,000.00. Payment can be made by cash, cheque or credit card. Credit card payments will incur an additional 2.5% charge. Cheques are made payable to Belle Epoque. Please confirm method of balance payment on your contract. Please note, deposits and payments and non-refundable/transferable. Payment of the deposit denotes acceptance of the full terms and conditions. Payment of the deposit is a commitment to the date, not for services available and therefore cannot be transferred. An interim payment of £3,000.00 is payable 6 months prior to your event. All pre-payments will be deducted from your final balance statement
Details for your wedding will be discussed/confirmed no later than 8 weeks prior to the wedding and will be discussed during mid-week appointments at the Belle Epoque (approx. two one hour appointments are required).
Final confirmation of numbers, menu choices, wine orders and the final balance payment are all required in writing no later than 28 days prior to your event. Your balance payment will be prepared based on information supplied and is fixed from this point onwards. This final balance must reach the agreed minimum spend or over and will be calculated on your final choices provided by the client 28 days prior. The minimum spend includes any monies paid in advance for goods or services to be supplied within the time period of 11.00am until 12.00midnight on the day of the event, including food, beverage, hotel rooms.It does not include any monies on a account bar facility.
The minimum spend does not include any food or drink purchased on the day or the venue hire. Any additional charges for items ordered on the day must be paid on departure. Please note we do not provide a corkage service. All food and beverage must be supplied by Belle Epoque. Prices of food and beverage are subject to market change, menus to be selected from the most recently published menus which will be provided no later than eight weeks before the event. A discretionary gratuity will be added to your final bill which you can choose to remove, reduce or increase at your discretion.
The person(s) making the reservation will be held wholly responsible for any damage or breakage to function rooms. 'holding' Card details will be requesed on the day or prior to your arrival. Charges will be made as necessary.
Venue dressing access is available from the earliest time of 11.00am. The hotel is available for check-in from the earliest time of 2.00pm - with a check out time of 11.00am the following day. The hotel rooms are designed to accommodate a maximum of two guests per room and are not suitable for family rooms. We can recommend accommodation in the area with family rooms. All 7 hotel rooms are served for your party. Any un-let hotel rooms are chargable at a £50.00 non-usage fee. Last music played/orders at the bar are at 12.30am with carriages at 1.00am.
Any items supplied for the wedding e.g. cakes, favours, candle holders etc, must be removed on departure. Belle Epoque will not be responsible for any items left on the premises after the event. Wedding cake delivery will only be accepted on the morning of the wedding. When hiring the venue on a Sole Use basis, children are welcome to stay for the duration of the celebration, but must be supervised by an adult at all times and must not play in the garden/grassed area designated for photography.
It is not possible to bring in any food/beverage items from outside suppliers, all food and beverage is to be supplied via Belle Epoque only. Music restrictions (in terms of type of music) do not apply to Sole Use reservations. A maximum of 5 member band is recommended. The Bar and Music is licensed until 12.30am. Entertainment must be paid direct. Entertainers must have appropriate insurances and provide their own sound equipment. No outside alcohol can be brought onto or consumed on our licensed premises. No exceptions of any kind are made in this regard. The venue will charge the bridal account automatically or individual guest should this policy not be adhered to
Please Take Care: Please treat the property, facilities and accommodation with respect and care so that other guests may continue to enjoy them. All areas and accommodation will be inspected at the end of the event and you may be charged for any loss or damage found. We reserve the right to enter hotel accommodation under any special circumstances or emergencies. The Person (s) who has / have booked an event, is / are responsible for the behaviour and actions of their guests while at Belle Epoque. Inappropriate behaviour may result in the event being closed early by the management of Belle Epoque Ltd and guests being asked to leave the premises. The management of Belle Epoque hereby reserve this right under the contract for this purpose. In the event of failure to comply with management requests, the Hotel may terminate the booking or stop any event without being liable for any refund or compensation in accordance with statute, Belle Epoque operate a "No-Smoking" policy and will not allow or tolerate smoking within venue or hotel rooms. Persons wishing to smoke should do so outside. The Hirer acknowledges that the event may be brought to an immediate end, after consultation with the hirer and without refund, if there is abuse of the premises or the facilities which we feel cannot be prevented or remedied in any other way. The decision of Belle Epoque Ltd is final
The hirer, delegates or agents are responsible for all Health and Safety aspects of their event. They must also comply with all Health and Safety regulations and guidance displayed at or in relation to the premises or facilities. The hirer must take all reasonable care to safeguard and protect premises from loss or damage
The hirer, guests, delegates and agents use the premises at Belle Epoque Brasserie, 60 Kings Street at their own risk. We cannot accept responsibility for outside contractors and service providers. The clients are responsible for ensuring all external contractors; are fully insured and can show proof of all health & safety and public liability documentation required by the management of the venue. Belle Epoque Ltd is not responsible for food or items e.g. cake, presents, etc. brought onto the premises or storage of items or same. Items brought to the venue must be removed before 11.00am the following day. A fee may be changed if the venue has to handle items or if uncollected items interrupt or disturb our usual business opening hours
Terms of cancellation: In the event of cancellation we regret that pre payments and deposits will not be refunded under any circumstances. Notification of cancellation must be sent in writing. Unfortunately deposits/payments and dates are non refundable or transferable in any circumstance. For this reason wedding Insurance is advisable. Cancellations must be notified in writing (hard copy only) and will result in the charges of:
■ From 6 months - 50% ■ From 3 months - 75% ■ From 1 month - 100%
Please note: cancellation charges are payable within 14 days of cancellation notice. E-mail or verbal cancellation cannot be accepted. Cancellation date will be taken from the date the hard copy notice is received. We would recommend you to take out event/wedding insurance cover against unforeseen cancellation. In the event of cancellation written notice must be given to the venue. Full payment of the cancellation charges are payable within 14 days of cancellation
Failure to make any payment within 7 days of being requested to do so entitles the Hotel to treat the booking as cancelled. Bookings will not be confirmed until the relevant deposits have been paid. Belle Epoque reserves the right to cancel a booking if payment conditions are not upheld. Receipt of a booking deposit confirms acceptance of the full terms and conditions
Belle Epoque Ltd reserves the right to re bill if an oversight has been made from client’s final payment or to amend back to original contract if any agreement through sales has had a negative effect on the venue's revenues
Any variations to the original contract would need to be authorised by Belle Epoque Ltd and then subsequently changed with a new contract as an accepted variation. All authorised variations are recorded in writing only by updating your contract; email and verbal conversations are not accepted as authorised variations to the original contract. An updated contract would be sent to you at the appropriate time detailing any such requests for variation that we have agreed too. We regret that no verbal agreements will be accepted or recognised if not then confirmed by ourselves in writing on an updated function sheet. All of our agreed variations are only accepted in this manner. Acceptable variations are at the managment's discretion.
To secure your reservation, we ask for you to sign to accept terms and conditions and return with a minimum of £1,000.00 non refundable/transferable deposit. Payment of deposit denotes acceptance of terms and conditions.
Thank you for booking Belle Epoque for your Celebrations – We look forward to creating a truly special and memorable occasion.
