The Earl of Doncaster
Terms and Conditions
PURPLE VOUCHERS DURING DECEMBER
Please note that Purple Vouchers cannot be used on any Festive Christmas Menu. This also includes Afternoon Tea during the month of December whilst we are serving Christmas Afternoon Tea.
They may be used when purchasing 1 full priced main course from The A La Carte Menu, Lounge Bar Menu and Sunday Lunch Menu.
Please see the back page of The Purple Book for Full Terms and Conditions.
CONFERENCE & EVENTS TERMS AND CONDITIONS
The Earl of Doncaster Hotel Limited ask customers to be aware that these conditions shall apply to all contracts for the provision of goods and services for conferences and banquets to the exclusion of other terms and conditions including any which the customer may purport to apply or which may appear in promotional literature.
CONFIRMATIONS
Confirmation will be treated as provisional bookings until such time as they are confirmed in writing from our clients. Written confirmation is required within 7 days of the original verbal confirmation.
The customer must tell The Earl of Doncaster Hotel Ltd not less than 7 days prior to the function, the anticipated number of guests attending. The final number must be notified to The Earl of Doncaster Hotel not less than 48 hours prior to the function. The amount payable by the customer shall be calculated on this final number or the number actually attending, whichever is greater. If a customer's booking is accepted by The Earl of Doncaster Hotel Limited on the basis that a minimum number of persons will attend the function for which the booking is made, the amount payable by the customer shall be calculated on such minimum number or the number actually attending whichever is greater.
CANCELLATIONS BY YOU
Our cancellation terms oblige you to pay The Earl of Doncaster Hotel Limited a proportion of the loss of profit (as calculated by The Earl of Doncaster Hotel Ltd and binding upon the customer in the absence of manifest error). Cancellation charges will only be levied to the extent that the hotel concerned fails to mitigate its loss in this respect, having used reasonable endeavours to do so. These charges would be based on the anticipated final account and applicable as follows:
8 weeks and over n/c
Between 6 – 8 weeks 25%
Between 2 – 6 weeks 50%
Less than 2 weeks 100%
CANCELLATIONS BY THE HOTEL
We will be entitled to cancel your booking without any liability at any time if:
Your booking might, in our reasonable opinion damage our reputation, or
You significantly alter the requirements of your booking so that it would no longer be beneficial to accept it. Should this occur we would endeavour to offer you a reasonable alternative choice of facilities.
NON-ARRIVAL CHARGES/EARLY DEPARTURES
Bedrooms reserved in conjunction with functions are regarded as being guaranteed bookings and in the event of non-arrival a charge will be levied on the customer for one night's accommodation, unless notified, otherwise the remainder of the reservation will then be cancelled and appropriate cancellation charges will be levied. Similarly, The Earl of Doncaster Hotel Ltd reserve the right for early departures as above.
FINISHING TIMES
Functions are required to finish at the time agreed when the booking I s made. Extensions to this time may not be possible unless previously agreed with the Hotel Manager.
POSTPONEMENTS
Any postponements of confirmed and contracted business will be considered as a cancellation in accordance with condition 2 above. Provided that a new date for the event can be agreed within a reasonable period of time, a replacement contract will be entered into.
PRICE VARIATIONS
In the event of circumstances beyond The Earl of Doncaster Hotel Limited’s control (e.g: increase in the standard rate of VAT), The Earl of Doncaster Hotel Limited reserve the right to vary the prices quoted to an extent which reflects such changed circumstances.
AGENTS
Should the customer contract with the hotel through an agent, the agent acts in that capacity for the customer, and not The Earl of Doncaster Hotel Limited. The customer therefore accepts full responsibility for payment of the hotels account.
DEPOSITS AND PAYMENTS
The Earl of Doncaster Hotel Limited reserves the right to require payment of a deposit at any time prior to the holding of a contain, the amount of which will be determined by The Earl of Doncaster Hotel Limited. Should the customer fail to pay such deposit within seven days of being requested to do so, and not less than seven days before the beginning of the function, The Earl of Doncaster Hotel Limited may treat the booking as having been cancelled by the customer.
CREDIT
Credit facilities with The Earl of Doncaster Hotel Limited may be obtained on application to the hotel. Credit facilities must be agreed prior to the commencement of the function. All accounts incurred against this agreement will be invoiced immediately after the function. All invoices are due for payment within 28 days and time shall be of the essence. Any queries will not affect immediate payment of the outstanding balance.
DAMAGE
The Customer shall be responsible for any damage caused to the allocated rooms or the furnishings, utensils and equipment therein or to the hotel generally by any act, default or neglect of the customer, subcontractor or guests of the customer and shall pay to The Earl of Doncaster Hotel Ltd on demand the amount required to make good or remedy any such damage. Where it is considered that the likelihood of accidents occurring is greatly increased, the Earl of Doncaster Hotel reserves the right to request that a cash bond of up to £5000 be deposited with the hotel one week prior to the event.
HEALTH AND SAFETY
All customers running or organising a conference or banquet at The Earl of Doncaster Hotel Ltd are responsible for, and must ensure full compliance with The Earl of Doncaster Limited Health and Safety policy, a copy of which is available on request.
LICENSING AND STATUTORY REGULATIONS
Hotels are required to comply with regulations regarding the Fire Precautions Act 1971 and London Government Act 1963 relating to music, dancing and entertainment covering all functions held in hotels. Customers shall maintain free access to fire exits at all times. The provisions of the licencing Act 1964 (as amended) must also be observed by the customer in England and the provisions of the Scottish Licensing Act 1976, must be observed by hotels in Scotland.
GUESTS CLOTHING AND PERSONAL PROPERTY
The Earl of Doncaster Hotel Ltd does not accept responsibility for the property of customers or their guests. Cloakrooms are provided for the convenience of customers and guests but any goods deposited in the cloakrooms are at the owner's risk and without any obligation on the part of The Earl of Doncaster Hotel Ltd. Insurers can be recommended by The Earl of Doncaster Ltd to cover any function.
EQUIPMENT STORAGE
The Hotel will assist customers, where reasonably possible, with the storage of equipment etc. The Earl of Doncaster Ltd does not accept any liability for loss or damage to any item of equipment, furniture, stock or the like.
PROFESSIONAL BODIES AND PERFORMING RIGHTS
The Earl of Doncaster Ltd reserve the right to object to the employment by customers and guests of any photographer, band, toastmaster, musician or other persons in connection with any functions and will without obligation be pleased to give customers and guests the benefit of their advice or recommendation in this connection. It shall be the responsibility of the customer to ensure that where applicable, Performing Rights Society forms and Photographic Performance Limited forms are completed by any band or musicians employed by the customer.
THIRD PARTY PERSONAL INSURANCE
The Earl of Doncaster Hotel Limited shall not be held responsible for the death or bodily injury arising from any cause other than negligence on the part of The Earl of Doncaster Ltd or its employees acting solely within the course of their employment to persons visiting the allocated rooms on behalf of, at the invitation of, or the request of the customer, whether such death or injury occurs within the allocated room or in any other part of the hotel.
CORKAGE
No Wines or spirits may be brought into the allocated rooms by customers or guests for consumption on the premises unless prior consent of The Earl of Doncaster Hotel Ltd has been obtained and for which a charge will be made.
GENERAL LIABILITY
The Earl of Doncaster Hotel Limited shall be under no liability whatever to the customer for any indirect loss and/ or expense (including loss of profit) suffered by the customer arising out of a breach by The Earl of Doncaster Ltd of these terms & conditions.
In the event of any breach of these terms and conditions by The Earl of Doncaster Ltd remedies of the customer shall be limited to damages only and under no circumstances shall the liability of The Earl of Doncaster Hotel Ltd exceed the price of the function.
The Earl of Doncaster Hotel Ltd will not be liable for any failure to provide the services contracted in the following circumstances.
i) Industrial action by The Earl of Doncaster Hotel Limited employees
ii) Industrial action by the staff of a major supplier
iii) Fire, lighting, aircraft impact, explosion, riot and civil commotion, malicious damage, storm, tempest, flood, burst pipes earthquake and impact.
iv) Postal bookings which do not reach them.
v) Breakdown of plant or any failure to supply to the hotel of gas, electricity, water services etc.
vi) Any other circumstances beyond their reasonable control. Without prejudice to the foregoing and without inferring any liability against them The Earl of Doncaster Hotel Ltd undertake to take all possible action to alleviate any such inconvenience.
This contract shall not be assignable by the customer, but may assigned by The Earl of Doncaster Hotel Limited.
This contract shall be governed by and construes in all respects in accordance with the law of the country in which the booking is made in situate.
All bookings made arising out of this contract will be deemed subject to the above Conditions which will prevail over any Conditions stipulated or referred to by the customer.
This contract does not affect any rights which the customer may have under the Hotel Properties Act 1956 where that Act applies.
RESTAURANT OPENING TIME CHANGES:
From time to time we may close the restaurant. Although we do aim to try and give as much notice as possible to guests who are booked in to stay with us that the restaurant will be closed, this is not always possible. However, in the instance that the restaurant is closed, we will advice an alternative place to eat.
GROUP BOOKINGS TERMS AND CONDITIONS
GROUP CANCELLATION:
Cancellation of the whole booking, to avoid incurring charges, written notification of cancellation must be received by the Earl of Doncaster Hotel no later than 8 weeks prior to arrival. See also 6.3 below.
PROVISIONAL NUMBERS:
Are required 8 weeks prior to arrival. Special agreement can be made with the hotel to hold an agreed number of additional rooms until the final numbers are received no later than 14 days prior to arrival. These additional rooms held will not be subject to cancellation charges if released no later than 14 days prior to arrival. Cancellation charges will, however, be payable in respect of all other rooms cancelled within 8 weeks of arrival.
GROUP CONTRACT:
A group contract will be issued by the Earl of Doncaster Hotel which must be signed and returned within 14 days of confirmation of the booking, the contract will reflect the group booking conditions
FINAL NAMED ROOMING LIST
To be received no later than 14 days prior to arrival.
CREDIT:
It is at the discretion of the Earl of Doncaster Hotel if credit facilities are to be offered
NON CREDIT CLEARED CLIENTS
Will be required to pay a deposit of 10% to the hotel to confirm the booking. This will be based on the full allocation of rooms held at that stage and on receipt of the hotel’s pro-forma invoice.
Balance of payment is due to the hotel based on final invoice no later than 8 weeks clear (excludes bank holidays and weekends) prior to arrival. The hotel reserves the right to cancel a reservation if payment is not received by the due date in which case cancellation charges as set out below will be payable.
Cancellation for non credit cleared clients: any deposit paid will be refunded in full if written notification of cancellation of the whole booking is received by the Earl of Doncaster Hotel no later than 8 weeks prior to arrival.
SUBSTANTIAL CHANGES AND CANCELLATION BY CLIENT
A “substantial change” means a change of date, a change to duration of stay or a reduction in the number of rooms by 25% or more of the rooms originally booked.
Any substantial change to or cancellation of a booking must be notified to the Earl of Doncaster Hotel verbally and then in writing. Notice of cancellation or substantial change will only be effective on the working day that it is received in writing by the Earl of Doncaster Hotel. A working day is any day Monday to Friday other than bank and public holidays in England.
For all cancellations and substantial changes notified within 8 weeks of arrival, the hotel is entitled to charge a fee of 100% of the full cost of the first night’s arrangements (including all meals based on the allocation held prior to cancellation) or, for non credit clients, retain the deposit paid if greater.
Where any change or cancellation changes the number of group members, the hotel will recalculate the cost of the arrangements and re-invoice you accordingly.
SUBSTANTIAL CHANGES & CANCELLATION BY HOTEL:
Will be notified in writing the Earl of Doncaster Hotel.
The hotel will offer the client alternative accommodation of equivalent or superior standard within reasonable proximity of the hotel. When a suitable alternative is offered, no compensation or other claim will be paid in addition.
The hotel has the right to cancel any booking without liability in event of clients’ failure to make payment by the due date or the hotel becoming aware of a deterioration in the clients’ financial situation or of any matter connected with the booking which may cause prejudice to the reputation of the hotel.
CLIENTS RESPONSIBILITY
Any special requirements must be notified as soon as possible, including any special dietary requirements. They are not guaranteed unless specifically confirmed by the hotel in writing.
Unless otherwise advised, the hotel has no plans for refurbishment but this situation may change.
The hotel has disabled access but if you have any disability related requirements, please advise the hotel directly as soon as possible.
Reference to the Earl of Doncaster Hotel in any published material must always be preceded by the Earl of Doncaster Hotel legend.
FREE PLACE:
There is no free place offering within this group booking, unless otherwise stated in the contract.
RATES:
Group rates apply to a minimum of 12 full paying passengers. If numbers fall below 12, unless previously agreed, hotel has right to amend prices accordingly.
Rates are net and are inclusive of service and VAT at the current rate.
Where offered, Dinner consists of a three course, three choice table d’hôte menu with tea or coffee.
CHILDREN:
Maximum of 2 up to & including age of 15 stay at a rate of £10 per child when sharing with 1 full paying adult on a room only basis, unless previously agreed. Any meals should be paid for as taken directly to the hotel.
FORCE MAJEURE:
Except where otherwise expressly stated in these conditions, the Earl of Doncaster will not have any liability where the performance or prompt performance of our respective contractual obligations is prevented or affected by or you otherwise suffer any damage or loss of any description as a result of “force majeure”. In these conditions, “force majeure” means any event which the Earl of Doncaster Hotel could not, even with all due care, foresee or avoid. Such events may include war or threat of war, riot, civil strife, actual or threatened terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire and all similar events outside the hotel’s control.
HOTEL’S LIABILITY:
The hotel does not accept responsibility for loss of or damage to any items of value (including but not limited to cash, jewellery and electronic items such as laptops, cameras and phones) unless deposited with the reception desk for safe keeping.
The hotel is entitled to rely on the limitations of liability for lost or damaged property contained in the Hotel Proprietors’ Act 1956, a copy of which will be displayed in reception. Where applicable, the hotel’s maximum liability for lost or damaged property is limited to £50 per item and £100 per guest.
CHECK IN/OUT:
Check in to the hotel must be after 2.00pm on day of arrival and check- out before 11.00am on day of departure unless otherwise agreed by the Hotel.
CORKAGE:
No wines, spirits, food or beverage may be brought into the Hotel or grounds by you or on your behalf for consumption on the Hotel premises unless the prior consent of the Hotel has been obtained, for which a charge will be made.
COMPLAINTS:
In the event that you have any reason to complain, or suffer any kind of injury or illness whilst at the hotel you must immediately inform the hotel. Any verbal notification must be put in writing and given to the hotel as soon as possible. If you remain dissatisfied you must write to the hotel within 28 days of the end of the arrangements giving your booking reference and full details of your complaint, illness or injury. No liability can be accepted if you fail to notify the complaint or claim entirely in accordance with this clause (this provision does not apply to any personal injury claim arising from the hotel’s negligence).
If you have any complaint concerning the service the hotel provides, you must inform us in writing within 7 days of the complaint arising. If you fail to do so, the hotel will have no liability.
BEHAVIOUR:
You accept responsibility for any damage or loss caused by any member of your group. Full payment for any such damage or loss must be paid direct at the time to the hotel.
The hotel is entitled to exclude or remove any guest who causes damage, danger or distress or otherwise behaves in an inappropriate manner.
MEAL STOPS:
Meal Stops are defined as: non accommodation bookings. Services supplied relate exclusively to dining only.
Update on numbers will be required 10 days prior to arrival. Final numbers must be advised 2 clear working days prior to arrival.
Cancellation deadline, for the whole booking without incurring charges is set at 10 days prior to arrival. A maximum of 3 places can be cancelled without incurring charges up to 2 clear working days prior to arrival.
VOUCHERS AND SPECIAL OFFERS
Only 1 voucher to be used per booking and not to be used in conjunction with any other offer. Booking is essential and subject to availability.
A working day is any day which is not a Saturday, Sunday or public holiday in England, Scotland or Wales.
CREDIT CARD PAYMENT
As of Sunday 1st November 2015 all credit card payments made for Functions and Event bookings will incur a 2.5% fee on top of the payment.