Terms and Conditions

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These terms and conditions apply to the agreement between you and Fisher and Thomas Partnership (T/A The Woodland Wedding Company), Wood Farm, Wootton Green, Bedford, MK43 9EF (“we”, “us”) whereby you hold your wedding at Thomas Farms (“the Venue”). The payment of the initial deposit is deemed as acceptance by you of the following terms and conditions. 

1. MAKING YOUR BOOKING 

(a) PROVISIONAL BOOKINGS: We may agree to you making a provisional booking with us, but this is not legally binding on either you or us unless and until a contract is entered into in accordance with this paragraph 1. If we accept a provisional booking from you but if another client subsequently wishes to book and confirm the same venue on the same date before your deposit is received and a contract is entered, then we cannot guarantee your chosen date. 

(b) A contract is only formed between you and us when we accept your signed booking form and send our confirmation of booking by email. No booking application shall be binding on us, and no contract shall be formed unless and until we send this confirmation. If we do not accept your booking application, we shall of course return your deposit. 

Please note that your deposit will not be refunded if you subsequently cancel a confirmed booking, as explained below. 

2. DEPOSIT, METHOD OF PAYMENT AND PRICE 

(a) A non-refundable deposit of 25% is required to secure your booking and will be part of our confirmation of contract to you. The balance is due at least 30 days before your event. If you fail to pay balance on or before the due date, then we regret that we may treat this as a cancellation, and you will forfeit your deposit. For bookings made less than 30 days before the start of rental, the total fee is payable. 

(b) A booking is not confirmed by us until the deposit has been received. In addition, a £250 refundable security deposit will be required against damage to the Venue or violation of the noise curfew. The security deposit will be returned after the event. In the unlikely event of any damage being done or the Venue being left in an unsatisfactory condition, we reserve the right to impose a reasonable charge to return the Venue to its prior condition. 

(b) Payments can be made in cash, by cheque, by most credit/debit cards or by bank transfer. 

(c) The price of your wedding hire shall be as set out in our confirmation letter. Any “extra” services not set out in this letter which we subsequently agree at our discretion to provide to you will also be billed to you as and when such services are requested, and we agree in writing to supply them. We reserve the right to make an additional charge should there be any variation of an agreed time. Such variations will be agreed with you. 

(d) All prices are inclusive of VAT. However, if the rate of VAT changes between the date the contract is formed between you and us and the date of your wedding, we will adjust the VAT you pay (and hence the overall price of your wedding package) unless you have already paid for your wedding package in full before the change in the rate of VAT takes effect. 

3. DAMAGE TO US Please report accidental damage or breakage if and when it happens so that repairs or replacement items can be arranged. Any damage caused to the Venue, its contents or or its grounds from misuse or negligence by you or your guests will be deemed your responsibility and will be invoiced directly to you. You must comply with and use your reasonable endeavours to ensure that your guests comply with, all of our reasonable instructions intended to ensure the safety of Venue and/or people at the venue. A guest means anyone on the premises in connection with someone invited by you. 

4. LOSSES AND DAMAGE TO YOU We accept no liability for loss or damage to personal effects or for personal injury or accident and we suggest you make suitable insurance arrangements to cover these. 

5. YOUR RESPONSIBILITIES 

(a) Information You must provide us, by the dates we may reasonably request of you, with any other information we ask for no less than one month from the date of the event. You must provide your guests with such information we may reasonably request regarding arrangements to be followed at the venue (for example, in relation to car parking). 

(b) Behaviour We reserve the right to stop any activity which we reasonably believe is likely to cause damage to the venue or to risk the safety of people at the venue, and we will not tolerate any abusive behaviour by guests to any other guests or member of staff. We reserve the right to remove any persons acting inappropriately from the event. 

6. ON THE BIG DAY 

(a) Chinese lanterns are not permitted due to the wooded location and the surrounding arable fields. Please notify your guests that we do allow confetti, but is should be biodegradable (e.g., real flower confetti). 

(b) Furniture is NOT included in the price of the hire of the Venue. 

(d) Maximum capacity of the venue is 150 people. 

(e) Music & Entertainment for the event shall cease by 12.00pm. All guests are asked to vacate the premises 1pm. We kindly ask your guests to keep noise levels at a respectable level when leaving the premises. Taxis and other transport should be arranged accordingly, prior to the event. 

7. CHANGES TO THE WEDDING VENUE 

We reserve the right to make changes to the Venue to comply with safety requirements or other changes in law or relevant codes of practice, or to make other minor changes which we reasonably believe will not be to the detriment of your overall wedding experience. We will notify you of any significant changes, but unless the change is one which is likely to fundamentally change the nature of your wedding experience, we will not offer a refund, costs or compensation. 

8. CANCELLATIONS BY YOU We strongly recommend that you take out private insurance to ensure that you can meet any cancellation charges in the unlikely event that you need to cancel your event. In the event of a confirmed booking being cancelled the full deposit paid will be retained by us unless the date can be resold. In the event of a confirmed booking being cancelled by you within 30 days of the date of the event the full balance will be retained by us. We strongly recommend that you take out cancellation insurance this is available at a low cost from most insurance brokers, to cover yourself in this eventuality. 

9.CANCELLATION BY US 

We reserve the right to cancel your booking without liability to you and without any obligation to refund your deposit if:

(a)you do not pay us the balance of your venue hire price by the date due for such payment; or

(b)we have reasonable grounds to believe that you may not pay us the balance of your venue hire price by the due date and we have requested you to explain the position and you have not done so satisfactorily; or

(c)we discover, before you have paid the balance of your venue hire price, that you have deliberately concealed information, or deliberately given us incorrect information, about your intended wedding in circumstances where (if you had not done so) it would have been reasonably foreseeable that we would not have accepted your booking; or

(d)we have reasonable grounds to believe that your behaviour or that of your guests at the wedding is likely to result in damage to the venue or to our Venue and/or injury to people.

If we cancel your booking under this paragraph, you must pay us any losses and costs we suffer because of the cancellation which were reasonably foreseeable to both you and us when the contract was entered into, whether or not we are able to resell the date. Depending on when we cancel, the cancellation charges you must pay will be determined by reference to the timings for payment referred to in these terms and conditions.

10.EVENTS OUTSIDE OF OUR CONTROL (FORCE MAJEURE) Except as set out in this paragraph, we shall not be liable or responsible for any failure to perform, or delay in performance of, any of our obligations under our contract with you that is caused by events outside our reasonable control (such as serious damage to the venue, serious adverse weather conditions, a pandemic or epidemic, or interruption or failure of utility services such as electric power, gas or water). In these circumstances, we shall use every effort to notify you as soon as is reasonably practical and to move the dates of your venue hire by agreement with you. 

11.LIMITATION OF OUR LIABILITY TO YOU Our total liability to you for any loss you suffer will be limited to the total amount of money payable to us for your venue hire. We will not be liable for any losses which were not reasonably foreseeable to both you and us when the contract was entered into or for any losses that were not caused by any breach of contract or breach of statutory duty or negligence on our part. For the avoidance of doubt, nothing in these terms excludes or limits in any way our liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation, or for any other matter for which it would be illegal or unlawful for us to exclude or limit (or attempt to exclude or limit) our liability.

12.GENERAL If only one person is making the venue hire booking, that person confirms that s/he has the authority to make the booking on behalf of both persons intending to be married. Our contract will therefore be with both such persons. Any error or omission in any information or document issued by us shall be subject to correction provided that the correction does not materially affect the contract. You may not transfer any of your rights or obligations under our contract with you to another person without our prior written consent, which we will not withhold unreasonably. We can transfer all or any of our rights and obligations under the contract to another organisation, but this will not affect your rights under these terms. If any court or competent authority decides that any of the provisions of these terms are invalid, unlawful or unenforceable to any extent, the term will, to that extent only, be severed from the remaining terms, which will continue to be valid to the fullest extent permitted by law. These terms shall be governed by English law and shall be subject to the non-exclusive jurisdiction of the English courts.