Terms & Conditions

Definitions

'The Resort', 'We' means the property (ies) for which a contract is agreed. The property is owned/managed by Butlins Skyline Ltd whose registered office is 1 Park Lane, Hemel Hempstead, Herts, HP2 4YL

'The Client' and 'You' means the organising body/company and organiser responsible for commissioning of and payment for the event.

The 'Contract' means the agreement between The Resort and The Client for a specific booking or series of bookings. These Terms and Conditions will form part of the contract, together with any other terms stated in the Contract.

Charges and Payment

The Resort requires at least 4 weeks notice prior to arrival date to arrange credit facilities for on Resort spend. Credit accounts must not exceed their credit limit at any time.

Full pre payment of the total estimated charges (accommodation, venue hire, ancillary charges and pre-booked food and beverage) will be due 3 months prior to the event start date. The deposit or pre-payment required will be specified on the contract.

Should the Client be likely to incur additional charges during the event, these must be paid be pre-authorised credit card on the day of the event. Full details of the card should be supplied 7 days prior to the event.

The Resort reserves the right to re-check the Client’s credit status at any time before the commencement of the event, and reserves the right to increase the amount of deposit and/or pre-payment should there be a negative change in financial status.

In the event of payment becoming overdue, interest at 10% above the current payable Bank of England base rate, as at the date of invoice, will be added to your account.

VAT is quoted at the rate at the time of contract. Should the level of VAT increase prior to the event, the Resort reserves the right to increase the rate accordingly.

Confirmation by the Client

All bookings are considered as provisional until the contract is signed by both the Client and the Resort and initial deposits paid. Once the contract is signed by both parties, all such facilities and services reserved on your behalf will be subject to the terms and conditions of the Contract.

The Contract must be returned by the Clients and received by the Resort within five working days of the date of issue or, if such time is not available prior to the date of arrival, within a maximum of 48 hours. If the Contract is not received by the Resort within this period, the Resort reserves the right to release the provisional booking, re-let the facilities and renegotiate rates.

The facilities contracted at the Resort are for the exclusive use of the Client and its affiliates, and the resale of the facilities is not permitted without prior written consent from the Resort.

Numbers must be advised to the Resort at the time of verbal confirmation and will be identified as the minimum guaranteed number on the contract.

Event Details

In the case of a significant (significant = minimum of 20%) reduction in numbers the Resort reserves the right to change the function space allocated and renegotiate prices, and this will be confirmed to the client in writing. Should a reduction in numbers of 10% or more be made at any time prior to the event, the Resort will first endeavor to re-sell any facilities and services released to a similar value. In the event that the released facilities and services cannot be re-sold, then any reductions of 10% or more shall be subject to the Cancellation Policy, as detailed in clauses 13-15 below.

Guaranteed minimum catering numbers will be required 7 days prior to the event. This number should not be lower than the minimum contracted numbers. Numbers may be increased up to 3 working days prior to the event, subject to the maximum capacity of the venue.

Any special dietary requirements should be notified to the Resort at least 14 working days prior to the event. No additional charge will be incurred for these meals provided that they are within the costs of the chosen menu.

The Resort grants a license to the Client to use the Resort’s facilities strictly for the purpose of the event. The event shall end at the time set out in the Contract, failing which the Client shall be liable for an additional charge.

The Client may not bring any food or drink on to the Resort for use during the event unless previously agreed with the Resort in writing.

Arrival/Departure

The bedroom accommodation is available from 16h on the day of arrival, and must be vacated by 10h on the day of departure, unless specific alternative arrangements have been previously agreed.

Amendments by the Client

Amendments to guest numbers and/or arrangements must be confirmed to the Resort in writing 7 days prior to the start of the event.

Cancellation by the Client

In the unfortunate circumstances that the Client has to cancel, postpone or part cancel (i.e. a dinner) the event, or reduces the duration of the event such that the contracted value of the event is reduced, cancellation charges will apply.

Cancellation charges will apply to accommodation, venue hire, day delegate charges and pre booked catering based on the minimum guaranteed numbers.

The Resort will make every effort to re-sell the facilities on your behalf. The Resorts Cancellation Policy is 90% on contracted accommodation and room hire revenue and 65% on contracted food and beverage revenue, being our loss of profit.

Any cancellation, postponement or partial cancellation should be advised to the management of the Resort in the first instance verbally. You will be advised at that stage of a cancellation reference number. We also request that cancellations are put in writing by the Client.

Definitive cancellation charges due can only be confirmed to you after the intended date of your event, when we shall reduce the charge by the profit on any alternative business we have been able to secure on your behalf.

Amendments or Cancellation by the Resort

(a) Should the resort for reasons beyond its control, need to make any amendments to your booking, we reserve the right to offer an alternative choice of facilities.

(b) Should the Client make significant changes to the programme or the expected number of guests, this may result in amendments in the applicable rates and/or facilities offered by the Resort.

The Resort may cancel the booking:

(a) If the booking might, in the opinion of the Resort, prejudice the reputation of the Resort.

(b) If the Client is more than 30 days in arrears of previous payments to Butlins Skyline Ltd.

General

The Resort reserves the right to approve any externally arranged entertainment, services or activities that you have arranged and cannot accept liability for any resultant cost.

Should any of your delegates be unable to correct any aspect of poor behaviour or activities unacceptable to the Resort, the Resort reserves the right to terminate your stay. Should this occur, no monies will be refunded to you. The Manager’s decision is final.

The costs of repairing any damage caused to the property, contents or grounds by any of your guests must be reimbursed to the Resort by the Client. In the case of loss or damage to the property it shall be reported at the time of discovery.

The Resort will not be liable for any failure to provide or delay in providing facilities, services, food or beverages as a result of events or matters outside its control.

The Resorts name/logo may be used in publicity, once a proof of the promotional material has been agreed with the Resort.

The client is responsible for ensuring that any band or musician employed by them complies with statutory requirements and the requirements of the management.

The Resort must comply with certain licensing and statutory regulations and requires the Client to fulfill their obligations in this respect.

We are concerned for your health and safety and that of our Resort. You are required to obtain prior written approval if you wish to fix items to the walls, floors or ceilings.

Prices quoted include VAT at the rate prevailing when the Contract was prepared and are subject to alterations should the rate change.

We require insurance to be arranged to protect you and your event against cancellation, or abandonment with a minimum sum insured based on the anticipated income to the Resort. You are also required to insure against damage at or to the venue and its contents and public liability to a minimum of £5,000,000 (any one occurrence). The Resort does not accept liability for these unless required by statute.

Variation: Any variation to any of the Terms and Conditions set out in this contract, must be agreed in writing. This contract overrides all Terms and Conditions of Purchase Orders or similar belonging to the Client. Bookings are only accepted subject to these terms and conditions unless otherwise agreed in writing.