GUTHRIE CASTLE LTD TERMS AND CONDITIONS FOR WEDDINGS & CIVIL COMMITMENT CEREMONIES
For the purpose of these Terms and Conditions for wedding/civil commitment bookings the “Client” is deemed to be the Bride and Groom/Partners. Any payments received from third parties are deemed to have been made on behalf of the “Client”. Receipts will be addressed to the “Client”. Guthrie Castle Ltd. has been abbreviated to GCL throughout.
1. Provisional Bookings
We do not take provisional reservations, however we will note your interest.
2. Confirmation of Booking & Terms of Payment
a. A payment of 25% of the facility fee is required to confirm the date of your Function. A receipt for this initial payment will be sent. The receipt will give details of when future payments are due.
b. Payments can be made by; Cheque (made payable to “Guthrie Castle Ltd”), Banker’s Draft, Bank Transfer, VISA, Mastercard, Switch or Approved Debit Card. Payments made by credit card will incur a surcharge of 2.5%.
c. All payments are NON-REFUNDABLE.
d. By paying the initial payment the Client is deemed to have accepted GCL’s Terms and Conditions.
3. Terms of Settlement
Unless otherwise agreed at the time of booking the following payment timetable will apply:
a. The balance (remaining 75%) of the facility fee will be due 6 months prior to the date of the Function.
b. 75% of the cost of all other items (meals, extra accommodation, outside agencies booked by GCL on behalf of the Client such as pipers, florists etc) will be due 4 months prior to the date of the Function. At this time menu costs will be confirmed.
c. The balance (remaining 25%) of the cost of all other items (as per point b. above) will be due 2 months prior to the Function.
d. A request for payment will be sent for all monies due following the intial payment, these should be settled within 7 days from the date of the issue. GCL reserves the right to charge interest at 6% above the Bank of Scotland Base Rate on all overdue accounts.
e. Full payment is due prior to the Function. Any other charges incurred by the Client or guests during the Function will be charged to the Client’s nominated credit/debit card before departure. Details of this card are to be given to GCL prior to the commencement of the Function. If a credit card is used a 2.5% surcharge will be added to the account.
f. GCL reserves the right to cancel any Function if these Terms are not fully met.
a. In the event of cancellation of a booking all payments are non-refundable.
b. In the event that the Client cancels a booking that Guthrie Castle has made on their behalf, for entertainment, car hire, equipment or otherwise, the Client shall meet all cancellation charges.
a. To ensure the smooth running of Functions at Guthrie Castle the following points are to be adhered to:
i. Conduct the Function in a legal, orderly, safe and proper manner insuring it does not cause any nuisance or offence.
ii. Be responsible for the orderly conduct for the guests and sub contractors and shall ensure that their behaviour in no way jeopardises the Castle and properties within the estate, including fittings, decoration, antiques and furnishings, and any liquor licence in force during the time of your Function.
iii. Ensure that in conduct of the Function nothing is said or done which is immoral or of an improper nature or which might otherwise prejudice, injure, or tend to do so, the reputation of GCL, and GCL shall have the right to suspend or terminate any Function which in its opinion would amount to a breach of this condition.
iv. Understand that GCL reserves the right to exclude or eject, as it reasonably thinks fit, any persons from the premises whose behaviour or appearance it shall consider objectionable, disruptive or otherwise unacceptable including any persons or employees engaged by the Client to provide entertainment or perform any other duties at the Function and the Client shall in all ways co-operate to ensure compliance with the requirements of GCL.
b. Property and Belongings
i. GCL does not accept responsibility for the property of equipment of the Client, their guests, employees or sub contractors.
ii. Use of the Equipment – The Client shall not without the prior written consent of GCL install or leave at any time on the premises any mechanical, electrical or other equipment. Where consent has been given, the Client shall be responsible for and ensure that all such equipment is compatible for the use at the premises and that such is equipment installed and operated in a safe and efficient manner, for their normal purpose and in accordance with the manufacturer’s instructions and the relevant Health & Safety regulations. GCL reserves the right to request removal of any equipment that it deems hazardous or dangerous at any time.
iii. GCL has a 7 day lost and found policy which means items found can only be held for that length of time. It is the responsibility of the Client, their guest and sub contractors to check for all belongings prior to departure. Any items found will be retained in the Estate Office for the time specified above awaiting either collection or “forwarding on instructions”. In all cases where items are to be sent on delivery charges are to be paid in advance. If after 7 days items found have not been claimed they will be disposed of at the discretion of the management of GCL. GCL accepts no responsibility for any loss or damage to items left, stored or “sent on”. Where applicable, storage charges will be passed on to the Client.
c. Complaints – The Client must make any complaints arising form the Function within 24 hours after the date of the Function.
a. The Client shall arrive at and depart promptly from the premises in accordance with the timings specified in Conditions 9i.
b. The Client shall indemnify GCL against any losses incurred by GCL due to the failure of the Client to comply with their obligations, including without limitation any losses incurred through the impairment or delay of any Function due to take place after the agreed departure time.
7. Fire Exits and Safety
a. The Client will not do or omit to do nor allow its guests, employees, sub contractors or agents to do anything that would cause breach of GCL’s Fire Regulations or would reasonably be deemed to cause an increased risk of the occurrence of a fire or otherwise affect the safety of persons in or about the premises.
b. The Client, their guest and sub contractors are to be aware that all gangways exits and entrances are kept free from obstructions and ensure all fire exits signs are visible at all times.
c. Smoking is not permitted in any building within Guthrie Castle Estate.
d. Swimming is strictly forbidden in the Loch.
e. The boat in the boathouse is for the sole use of the staff of GCL and is not to be used by the Client, their guests or any sub contractors.
f. Client, their guests and sub contractors are to be aware at all times that external steps and paths are constructed from natural materials and therefore maybe uneven and in wet weather will inevitably be slippery, therefore great care should be taken whilst using these facilities.
8. Limitation of Liability
a. In no event will GCL be held liable for any loss or damage in contract or tort (including negligence) or otherwise, exceed the total amount paid by the Client for the premises and Function.
b. GCL shall not be liable for any loss, damage, cost or claim as a result of any delay in performance or non performance of its obligations under the Terms, to the extent that the delay or non performance is due to an event beyond its reasonable control (including, without limitation, an act of God, outbreak of hostilities, riot, civil disturbance, acts of terrorism, the act of any government (including refusal or revocation of any licence or consent), fire, explosion, flood, power failure, failure of telecommunication lines, independent acts of its agents or sub contractors, any strike, lock out or other form or industrial action).
c. GCL does not exclude or restrict its liability in respect of death or personal injury resulting from its negligence.
a. The Client, their guests and sub contractors are not permitted to provide their own catering or supply their own beverages. GCL does have a corkage policy written details will be supplied upon request. GCL’s caterers will supply all selected food requirements. For Functions where “specialist” catering is required GCL will contract directly with our own preferred “specialist” caterers.
b. Menus (including numbers) are to be finalised 1 month prior to the Function, this also includes the notification by the Client to GCL of anyone with special dietary requirements.
c. No alcohol is to be brought on to Guthrie Castle Estate without the prior agreement of GCL for which a “corkage charge” will be applied. Any alcohol discovered to have been brought on to the Guthrie Castle Estate without permission will be confiscated and returned at the end of the Function. Charges will be added to the Client’s final account where evidence of the consumption of alcohol not provided by GCL has taken place.
d. The throwing of confetti is only permitted in the walled garden and outside the main entrances to the Castle and the pavilion.
e. Dogs are welcome, but may only be kept in Hay and Chauffeur’s Cottages.
f. The Client shall pay for any loss or damage to any article brought on to the premises by the Client, their guests or sub contractors.
g. GCL shall not be held responsible for any damage to any article brought on to the premises by the Client, their guests or sub contractors. Any cases of loss or damage are to be reported to the Management of GCL and recorded at the time the loss is noticed or the damaged incurred.
h. GCL reserves the right to object to the employment of any outside contractor by the Client deemed as unsuitable and will without obligation be pleased to give advice and recommendations in this connection.
i. Check in time to the Castle is midday on the day of the Function. The morning after the Function, guests must vacate their bedrooms by 9.30am and the premises by 10.30am.
j. Room allocations must be received at least 1 month prior to the Function and all room payments must be received no later than 2 months prior to the Function as per 3c above.
k. Evening receptions must finish no later than midnight, unless an extension to the licence has been applied and paid for. All non-residents must depart immediately upon completion of the Function.
l. Tables plans (where required) are to be provided to GCL no later then 14 days before the Function.
m. Due to demand we regret that we can only accept bookings for Saturdays in July and August where there will be a minimum of 80 dining guests. Should numbers subsequently drop below this figure the Client will still be charged the cost of their selected menu for the full 80 guests.
n. Once the Function facility package has been selected, this cannot be altered to a reduced priced package.
o. All charges are subject to review.
We recommend that all clients take out insurance for their Function