Terms & Conditions of The Belfry with thebelfry.co.uk

This information is provided so that you have an accurate idea of the services that we offer and the terms under which we operate. Please feel free to contact the Duty Manager if you require further information or clarification.

Group Leader

The person named in all correspondence will become known as “The Group Leader”. He/she will remain as group leader until the stay is completed. The group leader will be our point of contact at all times and will be granted authority to deal with us on the behalf of every member of the relevant group. The group leader accepts full responsibility for his/her group, and he/she should ensure all members of his/her party adhere to the terms and conditions at all times.

Code of Conduct

The Belfry places great emphasis on providing a pleasant and safe environment for its guests and staff. As such, we reserve the right to ask any guest who is abusive, threatening or offensive to our guests or staff to leave the hotel immediately and incur any relevant early departure charges. Reasons for summary eviction include drunken behaviour, unreasonable demands, foul language, racist comments, suspected theft from the company or other guests, trespass in staff only areas, wilful avoidance of agreed charges, and suspected use of illegal substances – although this list is not exhaustive. All of our public areas are covered by CCTV and a 24-hour Security/Night Management Team.

Dress Code/Noise

The Belfry will not permit any strip-o-grams or any other forms of live entertainment, whatsoever. The hotel will also not permit the group to bring, wear or use props, inflatable items, printed t-shirts, fancy dress, etc. Dining tables etc will not be permitted to be dressed with any items which will cause offence to other diners. We reserve the right to remove any such items, returning them on departure.

Damages/misdemeanours

We reserve the right to invoice our guests for damage or negligent soiling caused to any parts of our premises; accidental or otherwise. Failing to tell us about damage to our property may result in higher-than-expected maintenance or cleaning charges due to delayed intervention.

Food & Drink

Only food and drink purchased from the hotel may be consumed on the premises. If food or beverages are brought into the hotel for consumption, a charge will be made equal to the hotel’s selling price for that or an equivalent product, which shall be in the absolute determination of the hotel. The Duty Manager may also confiscate food or beverage until your day of departure and return it to you.

Smoking

All areas of the hotel are strictly non-smoking. Outside areas are provided for your comfort. Please do not smoke in the hotel or your bedroom. It is usual for us to charge guests an extra night’s accommodation if we feel we cannot re-let a room which smells of smoke after their departure.

Dining

The Belfry will provide a separate private dining area for groups. This will be confirmed to the Group Leader. Please refer to code of conduct and dress code in relation to your dining experience. We ask that noise in the restarurants be kept to a minimum for the comfort of all our guests.

Leisure or golf packages that include dinner in The Atrium may be subject to change dependant on availability, should this be the case an alternative will be offered on arrival.

Check in and Check Out

Check in is from 3.00pm and departure time is by 11.00am. Occasionally, we may be able to accommodate an earlier check in, but this is subject to availability on the day and cannot be assured in advance. Late departures are by prior arrangement, subject to availability and may attract an additional premium. Guests wishing to drop off their luggage before their room is ready may do so with the Guest Service Desk. We cannot however always commit to storing guests’ luggage beyond their day of departure. Please note, credit card details will be required at the time of check-in.

Non-Residents/Late Bar

Hotel guests may bring one non-resident into the hotel at the discretion of the Duty Manager/Night Team/Security.Our residents’ late bar is located at Bel Air Nightclub and is open until 4.00am Friday and Saturday. Following this time guests are permitted to order drinks to their bedroom, however this will be at the discretion of the Night Team/Duty Manager and guests will only be served an appropriate number of drinks for the people booked into that room. We reserve the right to refuse service on the grounds of intoxication or behaviour at any time.

Leisure Club/AquaSpa/simplyTHE spa/Bel Air

The above facilities are at an extra cost, and it is advisable to pre-book in advance to avoid disappointment on the day. Please note that restrictions may apply in relation to health contraindications and alcohol consumption. Restrictions apply to Bel Air night club click here

Wedding Terms & Conditions

Confirmation

The Agreement must be returned by the Client and received by the Hotel 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 24 hours. If the Hotel does not receive the Agreement within this period, the Hotel reserves the right to release the provisional booking and re-let the facilities.

Terms of payment

Deposits
An initial £500 deposit for The Belfry is required to secure the booking, with a further 40% paid as specified on the contract under ‘account instructions and charges’. Should the client fail to pay the requested deposit(s) within 7 days of the due date, the hotel may treat the booking as having been cancelled by the client. Deposits are neither refundable nor transferable.

Final Payment
The outstanding balance of the account is payable 30 days prior to the event start date.

Amendments & Cancellations

In the unfortunate circumstance that you have to cancel or postpone your confirmed booking at any time prior to the event, the Hotel will make every effort to re-sell the facilities on your behalf. In the event of the Hotel being unsuccessful in the reselling the cancelled or amended booking, cancellation charges will be made as follows:

Cancellation/Partial Cancellation/Postponements

Period of notice	Charge
12 months or longer	10% of rates quoted
Between 6 and 12 months	25% of rates quoted
Between 4 and 6 months	50% of rates quoted
Between 2 and 4 months	75% of rates quoted
Between 8 days and 2 months	100% of rates quoted

The charges apply to:
90% of the contracted accommodation, packages & room hire revenue, 100% of any other costs e.g. equipment hire, entertainment and 70% of the contracted Food & Beverage revenue. Value added tax is deducted from cancellation charges.

Where a cancellation is made 7 days or less, the above is not applicable and 100% of the loss of revenue will apply.

Any cancellation, postponement or partial cancellation should be verbally advised to the Hotel in the first instance and you will be advised of a cancellation reference number. All cancellations must be confirmed in writing and the facilities you have reserved cannot be released for resale until this is received and acknowledged.

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

Should the client make significant changes to the programme or the expected number of delegates, the Hotel reserves the right to amend the rates and/or facilities offered.

Any delegates who do not arrive, or who depart early will be charged at 100% of the delegate rate or rates quoted for nights of non-attendance, unless the Hotel is able to re-let the accommodation. If the Hotel is unsuccessful the cancellation policy will be applied.

Amendments or Cancellations by the Hotel
The Hotel reserves the right to cancel any booking forthwith or reserves the right to offer alternative facilities without any responsibility on its part in the event of:

Any occurrence beyond the reasonable control of the Hotel which shall prevent it from performing its obligations in connection with the booking.
If the booking might, in the opinion of the Hotel, prejudice the reputation of the Hotel.
If the Hotel becomes aware of any alteration in the Client’s financial situation.

Supply of Information

A full rooming list/delegate list is to be supplied to the Hotel 10 working days prior to the event. For the avoidance of doubt, the submission of this list only serves to provide names of delegates attending the conference and does not affect the number of rooms contracted with the Hotel. Any amendments, including additions, cancellations, extension to stay must be notified in writing by the Client and confirmed by the Hotel.

General

The Clients shall be responsible for the orderly conduct of its delegates, and shall ensure that its delegates have regard to any regulations imposed by any competent authority, and that nothing shall be done which will constitute a breach of the law. The Client shall fully indemnify the Hotel against any claims, or loss or damage arising as a result of breach of this clause.

Prior written approval must be obtained if you wish to fix items to the walls, floors or ceilings. The Hotel will hold the Client responsible for any damage caused through negligence by the Client, the Client’s guests or the Client’s contractors. An inspection of the premises before and after the event may be requested by contacting the Duty Manager.

Where any facilities or services are booked, the Hotel will not be liable to make any refunds should the delegates fail or refuse to use them for whatever reason and full payment must be made. Where the Hotel is requested to book facilities and/or services on behalf of its clients or their delegates with third parties, it will do so in good faith but cannot be held liable should the standard of those services prove deficient, nor for the acts or omissions of such third parties.

Only food and beverage purchased from the Hotel may be consumed on the premises. If food or beverages are brought into the Hotel for consumption, a charge will be made equal to the Hotel’s selling price for that or an equivalent product, which shall be in the absolute determination of the Hotel.

Bedrooms and meeting room space is offered to the Client for their exclusive use and for their affiliates and is not for resale to non-affiliated parties unless by prior arrangement with the Hotel. The event must start and finish at the times specified on the contract. Changes to the times must be agreed with the Hotel.

It is strongly recommended that you take out event insurance. Please contact your preferred broker.

Unnamed bedroom Allocations for Weddings are released 4 weeks prior to the event start date.