NEWCASTLE RUGBY LTD - Terms and Condition of Booking

The following terms and conditions are designed to ensure that both parties to the contract clearly understand their contractual and legal obligations. They are for the avoidance of doubt and should be read before signing the contract.

Definitions

The Caterer: means the Newcastle Rugby Club Conference & Banqueting, where the event will take place.
The Estimated Price: means the minimum price to be paid by the client based on the detailed supply of services as stated on the contract.
The Client: means the organising body/company or individual authorised and responsible for the commissioning and payment of the event.
The Club: means the Newcastle Rugby Ltd Kingston Park.
The Contract: means the signed event contract for a specific booking or a series of bookings. The terms and conditions form part of the contract together with any terms specifically referred to in the event contract.
The Event: means the event described in the contract.

Charges and Payment Terms

1. The Caterer reserves the right to charge a deposit, (which is non-refundable) on confirmation of the Event. Should a deposit or pre-payment be required for any event this will be specified in the Contract. In the case of weddings the Caterer requires a non-refundable deposit of £500.00, and in the case of private parties the Caterer requires a non-refundable deposit of £100.00.
2. Credit is granted at the Caterers sole discretion. Application for a credit account with the Caterer must be received no later than 28 days prior to the due date of the event and must be made on the Caterer’s application form.
3. If no credit has been granted, the Client is due to pay the full outstanding balance in full, on receipt of invoice. In the case of wedding bookings the Caterer requires full payment one month prior to the event taking place and for private parties the Caterer requires full payment seven days prior to the event taking place. If payment has not been made, the Caterer reserves the right to cancel the Event without liability and retain the deposit.
4. Once Credit has been granted a final account for the balance of all charges incurred will be rendered immediately after the Event and be due for full settlement within 7 days from the date of invoice. In this respect the Client is responsible for all charges incurred by or on behalf of, or at there quest of the Client, its guests, agents or employees for any food, beverage or any other goods or   services provided by the Caterer. If the Client fails to pay all or any part of the account due to the Caterer under its contract on the due date for payment. The Client will pay the Caterer interest on any overdue sum from the due date of the payment at the prevailing current Bank of England base rate plus 2%.
5. Accounts are payable in Sterling by Bacs or cheque or can be settled in cash or by major credit card. Please note Newcastle Rugby Limited does not accept American Express.
6. The prices quoted in the contract are exclusive of VAT (unless otherwise stated) at the current rate and will be subject to alteration should the rate of VAT change before the date of the event.
      
Confirmation by the Client

7. Provisional bookings can be held for 14 days only, unless been held provisional until the announcement of forth-coming Newcastle Falcon fixtures. At this point the Caterer will require either a deposit or confirmation that the booking is going ahead from the Client. Once the booking is confirmed all such facilities and services reserved by the Client will be subject to the terms and conditions of the contract.
8. The signed Contract with the Client will be subject to these terms and conditions. The signed contract must be returned by the Client and received by the Caterer within 5 working days of the date of issue.
9. If such time is not available prior to the date of the Event, then the contract and deposit must be forwarded to the Caterer by return.
10. If the Caterer does not receive this contract within the stated period, the Caterer reserves the right to release the provisional booking and re-let the facilities.
11. An estimated number of guest/delegates must be advised to the Caterer at the time of verbal confirmation and will be identified on the Contract. The number of guests, timings, menus and any special requirements must be confirmed to the Caterer 14 days prior to the Event. Final additions may be made up to 7 days prior to the Event and the Caterer may increase its charges in accordance with the increased number of guests attending.
   
Amendments by the Client

12. Any amendments to the arrangements listed in the Contract must be notified verbally to the Caterer at the earliest opportunity and immediately confirmed in writing.
13. Upon the Client giving 14 days or less notice that the number of guests/delegates attending, or the duration of the Event being less than that stated on the Contract, the Caterer reserves the right to levy a charge of up to 100% per person.
14. If within 7 Days of the Event the Client should wish to increase the number of guests attending the Event to in excess of that stated on the Contract, the Caterer will use all reasonable endeavours to Comply with such requests subject to availability of facilities and services but will not be held liable Should it fail to do so. The Caterer may increase charges in accordance with the increased number of Guests/delegates attending.
      
Cancellation / Postponement by the Client

15. In the unfortunate circumstances that the client should cancel the confirmed booking, the Client must verbally notify the Caterer at the earliest opportunity and immediately confirm in writing.
16. If an event is cancelled it is the responsibility of the Client to pay any fees and cancellation costs to any external contractor, equipment hire or entertainment hired by the Caterer on behalf of the Client.
17. In such circumstances the Client will pay the Caterer a fee in accordance with the scale shown below, based on the last recorded requirements on the Contract.

 Period of Notice (Corporate & Banqueting events)                                    Cancellation Fee                                                                                
                                                                                                                        
More than 8 weeks but less than 22 weeks prior to the date of Event      15% of the Event fee      
More than 4 weeks but less than 8 weeks prior to the Event                      45% of the Event fee
More than 2 weeks but less than 4 weeks prior to the Event                      75% of the Event fee
Less than two weeks prior to the Event                                                         100% of the Event fee
      
18. Should the Client wish to postpone the confirmed booking, an event of equal revenue must be re-confirmed to take place within the current calendar year and no fees will apply.
19. If however the Client cannot re-confirm within this time scale, then the Caterer will levy a 100% fee, based on the last recorded requirements on the Contract.

Period of Notice (Wedding Events)                                                                 Cancellation Fee

More than 180 days                               £500.00 (Loss of Deposit)
180-120 Days                                                                                                      50% of total event cost
120-90 Days                                                                                                        75% of total event cost
90-7 Days                                                                                                            85% of total event cost
7Days- To date of event                                                                                   100% of total event cost                                                                                          

   
Amendments or cancellation by the Caterer

20. Should the Caterer, for any reason beyond its control, need to change the Events arrangements then the Caterer will use all reasonable endeavours to offer the Client alternative comparable facilities at no additional costs or liability.  In these circumstances the Client may accept the alternative facilities or decide to cancel the contract and accept the return of deposits and any other monies paid in advance of the Event.   This is the limit of the Caterers Liability.
21. The Caterer may cancel the Event only in the following circumstances

• Newcastle Falcons Rugby schedule or re-schedule a home match on the same day of the Event
• The Caterer, subsequent to the signing of the Contract, has reason to believe the booking might prejudice the reputation of the Caterer
• The Caterer receives evidence of any adverse alteration in its Clients financial situation
• Should the Caterer have any reason to believe that any guests attending the Event might behave in any way considered being detrimental, offensive and contrary to normal expected standards of behaviour.  In such circumstances, the Caterer will retain all monies paid to date and render an account to the Client for all additional charges incurred.

22. The Caterer will not be liable for any failure or delay in providing facilities, services, food or beverages as a result of events or matters outside its control,  (including but not limited to fire, storm, explosion, flood, act of god, action of any Government or Governmental agency, shortage of materials or goods strike or lock out)

General
 
23. The Client is responsible for the costs of any externally arranged entertainment, services or activities and ensuring that all statutory regulations are conformed with and the Caterer expects the Client to fulfil their obligations in this respect.
24. No beverages or food may be brought into the Club for consumption, unless authorised by the Business Centre Co-ordinator (Catering). Only Champagne may be supplied and then a corkage charge will apply at the rate of £5.00 per bottle, at a maximum of two glasses per guest.
25. No food prepared by Newcastle Rugby Ltd is to be taken off the premises by the client before, during or after the event. Please note that buffet food must be taken away after 90 minutes.
26. The Caterer is concerned for the Clients Health and Safety and that of the Club. The Client is asked to consult with the Caterer before fixing items to walls, floors, and ceilings, or using any forms of electrical equipment.  Should the Caterer be required by the Client to supply mechanical / electrical equipment to use at the Event, then the Client shall indemnify the Caterer against any claims resulting from damaged property or death or injury to any individuals appointed by the Client, or the Clients contractors in using the said equipment, unless such damage, death or injury is caused by the Negligence or wilful act or omission of the Caterer or its employees. All portable electrical equipment provided by the Client or the Clients contractors must carry valid PAT (Portable Appliance Testing) and insurance certification to be approved by the Caterer prior to the event.
27. The Client shall indemnify the Caterer, its employees, agents and guests against any damage, loss or liability incurred by the Client, its agents, guests or employees arising, as a result of the Event or any entertainment, services or activities organised by the Client (or the Caterer on its behalf) in connection with the Event, unless such damage, death or injury is caused by the negligence or wilful act of the Caterer or its employees.
28. The Caterer reserves the right to request a damage waiver fee from the Client in advance of an Event, based on a percentage of the Event fee.  Should there be any damages, the costs will be deducted from the fee and the difference refunded to the Client. However should the damages, costs be higher than the fee, then the difference will be invoiced to the Client.
29. The Caterer is not liable for any loss or damage to property owned by the Client or its guests, employees, agents or others. The Client is advised to arrange insurance cover.
30. The Contract may not be assigned and in the event of a dispute, it is governed by the laws of England