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Terms & Conditions

Meeting & Conference Room Hire T&C's

  • It is the client’s obligation to notify us when they vacate the room(s). Charges will be incurred until we receive this notification.

  • Clients are not permitted to bring their own food and drink into the premises for consumption nor can they take leftover food out of the premises. This is in compliance with the Food Safety Temperature Control Act 1995.

  • The management reserves the right to refuse admission, alter allocated room and proposed room layouts should the delegate numbers increase or decrease in order to comply with fire regulations.

  • Clarendon Hotel shall not be responsible for any loss due to mechanical breakdown, failure in electricity supply, flood, fire, government restriction or act of God which may cause the premises of the Clarendon Hotel to be temporarily closed or the function interrupted.

Cancellation Policy:  

In the event that the Hirer cancels a confirmed booking, the following charges will be applied:-

Bookings for up to £1,000 in charges:

  • Minimum of two weeks notice – No charge

  • Cancellation after 1 week  prior- 50% of conference will be charged

  • Full payment is required 24 hours prior to conference

Bookings for £1,000 - £5,000 in charges:

  • Minimum of 4 weeks notice - No charge

  • Cancellation after 4 weeks prior - 50% of conference will be charged

  • Full payment is required 1 week prior to conference

Bookings for £5,000 - £10,000 in charges:

  • Non refundable deposit of £500 required at time of booking confirmation

  • Cancellation after 8 weeks prior - 50% of conference will be charged

  • Payment in full is required 2 weeks prior to conference

Bookings for £10,000 + in charges:

  • Non refundable deposit of £1,000 required at time of booking confirmation

  • Cancellation after 12 weeks prior - 50% of conference will be charged

  • Payment in full is required 4 weeks prior to conference

Notification of cancellations should be made in writing (fax, email, or by post) and will be effective on the date received by the Clarendon Hotel.


Function/ wedding T&C's

Westcombe Park Suite Sunday-Thursday Music to finish at 11pm, Friday-Saturday music will finish at 11.45pm
Regency Suite Music will finish at 11pm Monday to Sunday.
Due to insurance liability and P.A.T. testing certificates, we prefer you to use the hotels resident disco.
Details Essential Entertainments (D.J) 020 8462 6226 / 07774 132016
However If another company is used for entertainment, using electrical equipment, liability and pat tested confirmation will be required prior to the event. Failure to produce this would result in refused entry of equipment.
Bar - Monday–Saturday - Hotel bars serve to 1am only. Sunday-The hotel bars can serve to Midnight only. Regency Bar closes 11pm.
Corkage by prior arrangement is charged at £10.00 for wine (75cl) and £18.00 for Sparkling Wines/Champagne (per 75cl bottle)

Deposits
£500.00 is required as a deposit on booking your function - A further £1000.00 is required 12 weeks prior to your function.
Full payment must be completed 1 month prior to your function. All deposit payments are is non-refundable.
All prices are based on present day costing and may be subject to change without notification.

Cancellations & Date Changes
This must be received in writing, by recorded post, or a full charge for the function will be applied.
Date changes a charge will be made of 50% of deposit paid to date; full deposit will need to be made up again to secure new date.
Wine inclusive packages:  250ml bottle of wine per person (Feb 6th 2014)
Menu Selections / Buffet Control.
One starter, one main and one dessert for the entire party are to be selected. Special dietary requests can be arranged. Final numbers must be given one month prior.  Non arrivals on the day will be charged.

Only food purchased at the hotel may be consumed on the premises. Sit-down buffets are charged as numbers seated.

Private dining menu: Minimum of 20 guests. Pre orders are required for this menu. Time allocation is either 12-5pm or 6pm-finish

Allergens: Please ask us if you require a detailed list of ingredients and allergens in our foods. A card will be displayed informing your guest to ask the staff if they require more allergens information.

Brought in cakes: - You will be required to complete an allergens chart sheet prior to your event, if we do not receive this, your goods may be refused. (new EU allergens laws as of 13/12/14) Customer received cake allergen sheet (if applicable) [            ]

Hot & Cold Buffets:- Cold buffets – can only be displayed for 2 hours maximum. Hot Buffets – for 3 hours maximum (EHO controls)

Terms: Minimum numbers of guests for packages (excluding December dates)

Gold and Silver - Regency Suite minimum 30 adults / Westcombe Park Suite & Meridian minimum 50 adults

Minimum evening buffet is required for 60% Friday & Saturday Meridian weddings. Sunday-Thursday have no restrictions.

Heathview Package is subject to availability. Minimum numbers guest as above.

Complementary room maybe upgraded to a suite for £99 if available.  
Minimum charge of £2.50pp per plate for other services.

Standard Accommodation Booking discount codes

Look for our current 'Discount Code' which will be on the home page, which maybe used on our webiste for accommodation bookings only, this code gives you an extra % of certain rates for that period.

Other terms and conditions for conference, weddings and accommodation are availble at time of booking.