Terms and Conditions
- HOTEL BOOKINGS -
Check In / Early Arrival Policy
Check-in is from 3pm. You may request an early check in, subject to availability we will try to accommodate your request, however please note it is not guaranteed unless addition fee is paid
Check Out / Late Departure Policy
Check-out time is 11 am. If you wish to store your luggage at reception until you leave the hotel you may do so by informing the reception staff. If you require a late departure please let reception know a day prior, charges may apply.
A Credit Card is required to guarantee the reservation. No charges will be debited in advance except in the event of non- arrival or late cancellation. In either event the amount of your first night's accommodation will be charged to your Credit Card.
Cancellation policy is 2 days prior to arrival by 12.00 noon.
Group Bookings (9 rooms or more)
A Credit Card is required to guarantee the reservation. No charges will be debited in advance except in the event of non- arrival or late cancellation
Cancellation of the reservation or part of the reservation can be made free of charge up until 4 weeks prior to the first day of arrival.
Any changes or cancellations made within 4 weeks and up until 12pm 7 days prior to the first day of arrival will be charged at 50% of the total cancelled accommodation value.
Any other changes or cancellations made within 7 days prior to arrival date will be charged full reservation value for the entire stay.
In case of no-show – if a guest does not show up for the hotel room as per the reservation – this will be charged for full reservation value for the entire stay.
It is the responsibility of the organiser to ensure that everyone involved in the reservation is aware of above mentioned cancellation policy.
Definition ”Reservation Value” - The total amount for the entire reservation, including conference rooms, hotel rooms, meals, any additional equipment or services ordered.
Non-Flexible “Saver” Rate
Prepayment and Cancellation Policy
A credit or debit card is required to charge full pre-payment at the time of booking. This is non-refundable and non-transferable payment.
- FUNCTIONS & PRIVATE HIRE -
i. All bookings are subject to the terms and conditions set out below. By securing your reservation by paying the deposit you are accepting the following ‘terms and conditions’.
ii. In these terms and conditions, the following definitions apply:
a) ‘enquiry’ means the client’s request to host the event at the venue as specified in the event details;
b) ‘event’ means the reservation booked by the client under the private hire contract.
c) ‘private hire contract’ means these terms and conditions and the event details.
iii. When the client makes an enquiry, Oakman Inns will hold the enquiry provisionally, without receipt of the deposit, for a maximum of 7 days. A deposit is required to secure this enquiry to the value of the full room hire fee, unless prior approval from the General Manager or Central Sales Manager. If the deposit is not paid by the date due, Oakman Inns may cancel the enquiry in accordance with clause (xvii).
iv. The client may request to make changes to the enquiry at any time up to 2 weeks prior to the event by giving notice of such proposed changes to Oakman Inns. The proposed changes must be approved by the General Manager or Central Sales Manager in order to take effect.
v. If Oakman Inns approves a change to the reservation, any deposit that has already been paid by the client to Oakman Inns as confirmation of the original enquiry, may be retained as confirmation of the amended reservation.
vi. The client must inform Oakman Inns of the final number of guests who will attend the event at least 2 weeks prior to the event, unless otherwise agreed with the General Manager or Central Sales Manager.
i. At least two weeks prior to the event, the client will pay outstanding balance in full to Oakman Inns unless previously agreed with the General Manager or Central Sales Manager.
ii. All charges are inclusive of VAT. Service charge is discretionary at a rate of 10%.
iii. The client may pay the charges using most major credit cards, debit cards, and company cheques if provided with a covering letter signed by an authorised representative of the client.
iv. If a person other than the client is responsible for payment of the charges, the client must notify Oakman Inns when making the enquiry.
CANCELLATION AND REFUNDS POLICY (please read carefully)
v. If the client wishes to cancel the booking prior to an event date, the client must give notice in writing to Oakman Inns.
vi. All deposits are not refundable.
vii. If notice is given by the client to cancel the reservation within 6 weeks of the event date Oakman Inns shall charge the client 50% of the minimum spend requirement.
viii. If notice is given by the client to cancel the reservation within 4 weeks of the event date Oakman Inns shall charge the client 75% of the minimum spend requirement.
ix. If notice is given by the client to cancel the reservation within 2 weeks of the event date Oakman Inns shall charge the client 100% of the minimum spend requirement or total booking value. [whichever is greater]
x. In the event of adverse weather conditions such as snow, flooding, fire, storm or acts of government, terrorism or strikes Oakman Inns may refund as is reasonable in the circumstances. All deposits and instalments paid by the client less all reasonable costs incurred by Oakman Inns, provided the client immediately notifies Oakman Inns of its intention to cancel the event as a result of what's been mentioned. If the client wishes to reschedule the event we require written confirmation and shall make the decision on a case by case basis. However, we reserve the right to refuse this request and may withhold full deposit. If less than 7 working days prior to the event we have the right to request full payment.
xi. Oakman Inns reserves the right to cancel the enquiry at its sole and absolute discretion by providing notice in writing to the client in the following circumstances:
a) If the client fails to pay the deposit;
b) If, prior to the event, Oakman Inns reasonably considers that the nature of the event is different from the nature declared when the enquiry was made. [the client will not be entitled to any refund of charges already paid];
c) If, prior to the event, Oakman Inns become aware of any deterioration in the client’s financial situation such that the company reasonably considers that the client is unable to fulfil its payment obligations under this private hire contract. [the client will not be entitled to any refund of charges already paid]; and
d) If Oakman Inns is unable to carry out any of its obligations under the private hire contract due to circumstances beyond its reasonable control. [the client will be entitled to full refund of any charges already paid].
xii. Prior to the event, Oakman Inns and the client will together agree a door policy for the event, if Oakman Inns deem this necessary.
xiii. Subject to the client’s compliance with its obligations under this private hire contract, Oakman agrees to:
Hire out the venue on the date specified in the event details, for the time specified in the event details to enable the client to access and use the venue for the sole purpose of hosting the event; and
Provide the food, drink and services specified in the event details or as otherwise agreed between the parties in writing.
xiv. Oakman Inns shall provide reasonably adequate staffing at the venue for the event. Only security staff provided by the venue’s approved security company may be present inside, and on the doors of the venue, at any time during the event. Should the client wish to bring in additional security for any reason, the Central Sales Manager must be notified and may approve such request at their sole discretion.
xv. Wines, beers, spirits and other consumables are subject to availability and Oakman Inns reserves the right to provide alternative wine, beers, spirits and other consumables at the event without giving notice to the client.
xvi. The client agrees:
a) Not to move any furniture in the venue without the prior approval of the Central Sales Manager or General Manager.
b) Not to permit any contractors and sub-contractors to enter the venue without the prior approval of the Central Sales Manager or General Manager;
c) Ensure that no damage is caused to the venue;
d) Ensure that its guests do not enter any area of the venue that are closed off to the public.
e) To allow Oakman Inns and its employees access to any and all areas used by the client during the event;
f) Not to obstruct the parameters of the venue which are reserved rights of way for fire escapes, or do anything which would reasonably be deemed to cause an increased risk in the occurrence of a fire or affect the safety of all persons in or about the venue; and
g) To comply with all Oakman Inns health and safety policies.
xvii. Oakman inn reserves the right to refuse admission to the venue should any visitor or guest who in its reasonable opinion is drunk, unruly, under the influence of drugs or who is consuming alcohol under the legal age of consent.
xviii. Oakman Inns operates the ‘Challenge 25’ scheme. Anyone who is over 18 but looks under 25 will be asked for an acceptable ID when they want to buy or consume alcohol. Oakman Inns reserves the right at its sole discretion to refuse service or reject any guest from the venue.
xix. The parties agree to keep confidential all information relating to the affairs or business of the other party, and may not disclose such information without the other party’s prior written consent.
xx. The client is not permitted to assign any of its rights and obligations under this private hire contract without the prior written consent of Oakman Inns, such consent is not to be unreasonably withheld.
xxi. The parties do not intend any third party to have the right to enforce any provision of the private hire contract under the contracts (rights of third parties) act 1999.
xxii. This private hire contract and any non-contractual obligations arising under it will be governed by English law and the parties submit to the exclusive jurisdiction of the English courts.