Terms & Conditions

 

Wedding Terms & Conditions

1. All rates are inclusive of VAT at 20% and may be subject to an increase following any change in legislation.

2. A deposit of £500.00 will be payable to secure the booking. By paying the Deposit the Event Organisers agree to the Kings Hotel Terms & Condition. All deposits are non-refundable. The balance of the payment must be cleared 14 days prior to the event, this will be based on final numbers provided by yourselves.

3. No outside food or beverages are allowed on the premises without consent of the management. If permission is granted, a corkage/service charge will be levied.

4. Any wilful damage to hotel property or improper discharge of fire extinguishers will incur a financial penalty appropriate to damage caused. All damages will be charged in full to the person responsible for paying the invoice.

5. The Kings Hotel four banqueting suites are suitable for banqueting and wedding celebrations. Approximate numbers determine which suite is most suitable, as follows:

Thames (Marlow & Henley) & Berkshire (Ascot & Windsor) – Sit Down: 50 – 160, Evening: 210 Berkshire Suite (Ascot & Windsor) – Sit Down: 5 – 50, Evening: 80

Kings Restaurant – Sit Down: 60 – 80, Evening: 150

6. When numbers reduce significantly the hotel reserves the right to change the suite allocated. The Hotel reserves the right at all times to alter or change the rooms or accommodation to be provided for the purpose of the function, provided that such alterations or change does not materially and adversely affect the function.

7. Where there is a cancellation the following charges will apply:

12 – 6 months prior forfeit of full deposit

6 – 3 months prior 50% cancellation charge of the total estimated bill

3 months or less prior 100% cancellation charge of the total estimated bill

8. Cancellations must be made in writing. Any additional costs incurred by the Hotel including such items as audio visual, printing, floral decorations, photographers, musicians and any other entertainers engaged will be charged for in full.

9. In the event that cancellation by the hotel is deemed necessary, alternative, suitable arrangements will be made whenever possible, in a venue of the same standard at the same cost. However, should no such alternative be available then we will provide you with as much notice as possible and refund any deposit in full.

10. The Hotel shall not be liable for any breach of this contract caused by any event or matter beyond its control including labour disputes, fire, electrical / gas failure, riot, floods or terrorism and including any other matter, in the opinion of the Hotel proving impossible the performance of the contract but not being limited to matters listed here.

11. Should the functions rooms be redecorated, menus redesigned, or any information contained in our wedding pack changed in any way subject to the requirements of the hotel, reasonable notice will be given.

12. The guest shall not affix any materials to walls or ceilings of the hotel using nails, screws, pins or any adhesives without prior permission from the hotel.

13. The client shall be held responsible for any damage caused to the premises, utensils or equipment, whether wilfully, neglectfully, by default or otherwise, and will be liable for the cost of repairs and damages arising there from.

14. Any person with an allergy of any kind must be notified to the events team 14 days prior to the wedding. A menu detailing allergens is available upon request. Whilst every effort is made to be extremely careful, it is with regret that we cannot guarantee any of our food/ drinks will be free of any traces of allergens, including peanuts. Menu choices must be accurate – any last-minute changes on the day will be liable for charges back to client.

15. The Hotel requires confirmation for every bedroom booking which will be deemed as acceptance of our terms and conditions herein. If the Hotel has not received such written confirmation by the date requested, then the Hotel will at its discretion consider the booking cancelled.

16. Bedrooms cancelled will be charged as per final written confirmation. Guests with confirmed reservations who do not arrive will be considered no shows and charged the applicable rate. Final rooming list must be received one week prior to the arrival date:

Reservation of one room is subject to a cancellation charge equal to one night’s accommodation, unless received no later than 3pm 24 hours prior to arrival. Reservations of 2 to 6 rooms are subject to a 48-hour cancellation period, a group of 7 to 15 rooms is subject to 14 days cancellation period, for 16 and above rooms a 30 days cancellation is applicable. For large block bookings for 20 or more rooms for continuous dates a 60-day cancellation period is applicable.

17. The Hotel reserves the right to approve outside entertainment or services contracted for the function. Due to being in a residential area all music must stop at midnight (weekdays) 1am (Fridays/Saturdays). Late licenses can be obtained by special arrangement (subject to approval from the local council) and are subject to a fee of £200. The Kings does not have a sound limiter but please note we may ask for the music level to be reduced and we reserve the right to judge acceptable levels of noise and to limit them where necessary. We ask for respect for our neighbours when guests are leaving the premises at the end of a wedding.

18. The Kings Hotel is not liable for the goods/ services supplied by recommended suppliers. Contracts are made with chosen suppliers, and it is client’s responsibility to check what is ordered. Any external bands, DJ’s, photobooths, any other supplier using electrical equipment or providing a free-standing structure will be required to provide a valid PL insurance/PAT test 14 days prior to the event.

19. No verbally or physically violent, aggressive or abusive behaviour from anyone attending your party under any circumstances will be tolerated. The Hotel reserves the right to terminate the function at any time if any personal safety of the staff member or guest is under threat. Any individuals with such behaviour will be asked to leave the premises immediately.

20. Please note the staff do not take responsibility for misplaced gift cards/ valuables – please ensure that you provide a secure post box and take all the cards/ gifts with you at the end of the night.

21. Please be aware that Stokenchurch Parish Council do not allow confetti for photos on the greens unless the wedding party are willing to clean it up afterwards. Kings allows confetti to be used in under the arch and at the front of hotel and Kings will clean it.

22. Due to safety we cannot accept real candles – ONLY battery operated. If you are using external contractors for decoration please provide us with their fire retardancy certification, if you purchase decorations privately then please show that the purchased items are fire retardant (i.e. chair covers/decorations).

23. No Drinks allowed on the dance floor – Duty Manager & DJ have an authority to stop the music and switch on the lights if this instruction is not followed.

24. No underage consumption of alcoholic drinks will be tolerated – anyone looking under 25 y/o will be asked for ID upon the purchase of the alcoholic drinks. Kings Hotel has ‘No Drug’ policy – anyone seen using drugs will be asked to leave the Kings Hotel and adjacent car park immediately.

25. Children aged 15 & under must be accompanied by a responsible adult at all times to ensure that child’s behaviour is appropriate for other Kings Hotel guests.

26. Please advise us of any disabilities you or your guests may have.

Prices may be subject to an increase for the following year.

We strongly recommend for you to have an adequate wedding insurance.

IF THE FIRE ALARM SOUNDS ALL GUEST MUST MAKE THEIR WAY VIA THE NEAREST FIRE EXIT TO THE FIRE ASSEMBLY POINT (THE GREEN ADJACENT TO THE HOTEL).

 

Conference and Meeting Terms & Conditions

1. Credit card guarantees are required for “pay on departure” bookings. Any extra charges incurred on the day must be guaranteed by credit card and paid for on departure.

2. Companies may apply for credit facilities via our credit application procedure. The account is to be paid within 14 days of the invoice date. The company reserves the right to charge interest on overdue accounts.

3. The Hotel requires written confirmation for every booking. Receipt of our function sheet will be deemed as acceptance of our terms and conditions herein. If the Hotel has not received such written confirmation by the date requested, then the Hotel will at its discretion consider the booking cancelled.

4. Rates that have been reduced because of large numbers can be reapplied if numbers decrease significantly. When the numbers reduce significantly the hotel reserves the right to change the room allocated. Please note, should you wish to retain your room as per original booking the minimum numbers will be charged. The Hotel reserves the right at all times to alter or change the rooms or accommodation to be provided to the Company for the purpose of the function, provided that such alterations or change does not materially and adversely affect the function.

5. Where there is a cancellation of an entire event the following charges will apply:

10 working weeks prior = 25% cancellation charge
8 working weeks prior = 50% cancellation charge
6 working weeks prior = 75% cancellation charge
4 working weeks prior = 100% cancellation charge

6. Cancellations must be made in writing. Any additional costs incurred by the Hotel including such items as audio visual, printing, floral decorations, photographers, musicians and any other entertainers engaged will be charged for in full.

7. Where the Hotel is booked for a “sole use” event separate terms & conditions apply.

8. Final catering numbers must be received by the Hotel no later than 7 days prior to the event.

9. Bedrooms cancelled will be charged as per final written confirmation. Guests with confirmed reservations who do not arrive will be considered no shows and charged the applicable rate. Final rooming Lists must be received one week prior to the arrival date:
Reservation of one room is subject to a cancellation charge equal to one night’s accommodation, unless received no later than 3pm 24 hours prior to arrival. Reservations of 2 to 6 rooms are subject to a 48-hour cancellation period, a group of 7 to 15 rooms is subject to 14 days cancellation period, for 16 and above rooms a 30 days cancellation is applicable. For large block bookings for 20 or more rooms for continuous dates a 60-day cancellation period is applicable.

10. In the event that cancellation by the hotel is deemed necessary, alternative, suitable arrangements will be made wherever possible. However, should no such alternative be available then we will provide you with as much notice as possible and refund any deposit in full.

11. It is regretted that no liability can be accepted for the property of the customers brought on to the premises.

12. The client shall be held responsible for any damage caused to the premises, utensils or equipment, whether wilfully, neglectfully, by default or otherwise, and will be liable for the cost of repairs and damages arising there from.

13. Any equipment brought onto the premises for use by you and your guests for the purpose of organising and providing additional external events (such as teambuilding) will be required to comply with all applicable statutory requirements including relevant Health and Safety regulations and to provide liability insurance commensurate with the risks involved, appropriate method statements, risk assessments, licenses and demonstrate additional competency skills required to manage the event, in compliance with relevant Health and Safety Law. The Kings Hotel shall not be responsible for the damage or loss of any merchandise or articles left on its premises.

14. The Hotel reserves the right to approve outside entertainment or services contracted for the function. Due to being in a residential area all music must stop at midnight (weekdays) 1am (Fridays/Saturdays). Late licenses can be obtained by special arrangement (subject to approval from the local council) and are subject to a fee of £200. The Kings does not have a sound limiter but please note we may ask for the music level to be reduced and we reserve the right to judge acceptable levels of noise and to limit them where necessary. We ask for respect for our neighbours when guests are leaving the premises at the end of a function/wedding.

15. No outside food or beverages are allowed on the premises without consent of the management. If permission is granted, a corkage/service charge will be levied.

16. The Hotel shall not be liable for any breach of this contract caused by any event or matter beyond its control including strikes, labour disputes, fire, riot, flood, and war and including any other matter in the opinion of the Hotel proving impossible the performance of the contract but not being limited to matters listed here.

17. Affixing signs, displays and posters to walls may only be carried out within the authorisation of the Hotel. The client shall be held responsible for any damage caused to the premises, utensils or equipment, whether wilfully, neglectfully, by default or otherwise, and will be liable for the cost of repairs and damages arising there from.

18. It is a term of letting that goods and services cannot be bought or sold on the premises, and no tickets may be sold at the door.

19. Any person with an allergy of any kind must be notified to the events team 14 days prior to the event. A menu detailing allergens is available upon request. Whilst every effort is made to be extremely careful, it is with regret that we cannot guarantee any of our food/ drinks will be free of any traces of allergens, including peanuts.

20. Please advise us of any disabilities you or your delegates may have.

Prices may be subject to an increase for the following year.

IF THE FIRE ALARM SOUNDS ALL GUEST MUST MAKE THEIR WAY VIA THE NEAREST FIRE EXIT TO THE FIRE ASSEMBLY POINT (THE GREEN ADJECENT TO THE HOTEL).

 

Party/ Private Dinning Terms & Conditions

1. All rates are inclusive of VAT at 20% and may be subject to an increase following any change in legislation.

2. A deposit of £250.00 will be payable to secure the booking. By paying the Deposit the Event Organisers agree to the Kings Hotel Terms & Condition. All deposits are non-refundable. The balance of the payment must be cleared 14 days prior to the event, this will be based on final numbers provided by yourselves.

3. No outside food or beverages are allowed on the premises without consent of the management. If permission is granted, a corkage/service charge will be levied.

4. Any wilful damage to hotel property or improper discharge of fire extinguishers will incur a financial penalty appropriate to damage caused. All damages will be charged in full to the person responsible for paying the invoice.

5. The Kings Hotel four banqueting suites are suitable for banqueting and celebrations. Approximate numbers determine which suite is most suitable, as follows:

Thames (Marlow & Henley) & Berkshire (Ascot & Windsor) – Sit Down: 50 – 160, Evening: 210 Berkshire Suite (Ascot & Windsor) – Sit Down: 5 – 50, Evening: 80
Kings Restaurant – Sit Down: 60 – 80, Evening: 150

6. When numbers reduce significantly the hotel reserves the right to change the suite allocated. The Hotel reserves the right at all times to alter or change the rooms or accommodation to be provided for the purpose of the function, provided that such alterations or change does not materially and adversely affect the function.

7. Where there is a cancellation the following charges will apply:

12 – 6 months prior forfeit of full deposit
6 – 3 months prior 50% cancellation charge of the total estimated bill
3 months or less prior 100% cancellation charge of the total estimated bill

8. Cancellations must be made in writing. Any additional costs incurred by the Hotel including such items as audio visual, printing, floral decorations, photographers, musicians and any other entertainers engaged will be charged for in full.

9. In the event that cancellation by the hotel is deemed necessary, alternative, suitable arrangements will be made whenever possible, in a venue of the same standard at the same cost. However, should no such alternative be available then we will provide you with as much notice as possible and refund any deposit in full.

10. The Hotel shall not be liable for any breach of this contract caused by any event or matter beyond its control including labour disputes, fire, electrical / gas failure, riot, floods or terrorism and including any other matter, in the opinion of the Hotel proving impossible the performance of the contract but not being limited to matters listed here.

11. Should the functions rooms be redecorated, menus redesigned, or any information contained in our wedding pack changed in any way subject to the requirements of the hotel, reasonable notice will be given.

12. The guest shall not affix any materials to walls or ceilings of the hotel using nails, screws, pins or any adhesives without prior permission from the hotel.

13. The client shall be held responsible for any damage caused to the premises, utensils or equipment, whether wilfully, neglectfully, by default or otherwise, and will be liable for the cost of repairs and damages arising there from.

14. Any person with an allergy of any kind must be notified to the events team 14 days prior to the event. A menu detailing allergens is available upon request. Whilst every effort is made to be extremely careful, it is with regret that we cannot guarantee any of our food/ drinks will be free of any traces of allergens, including peanuts. Menu choices must be accurate – any last-minute changes on the day will be liable for charges back to client.

15. The Hotel requires confirmation for every bedroom booking which will be deemed as acceptance of our terms and conditions herein. If the Hotel has not received such written confirmation by the date requested, then the Hotel will at its discretion consider the booking cancelled.

16. Bedrooms cancelled will be charged as per final written confirmation. Guests with confirmed reservations who do not arrive will be considered no shows and charged the applicable rate. Final rooming list must be received one week prior to the arrival date:
Reservation of one room is subject to a cancellation charge equal to one night’s accommodation, unless received no later than 3pm 24 hours prior to arrival. Reservations of 2 to 6 rooms are subject to a 48-hour cancellation period, a group of 7 to 15 rooms is subject to 14 days cancellation period, for 16 and above rooms a 30 days cancellation is applicable. For large block bookings for 20 or more rooms for continuous dates a 60-day cancellation period is applicable.

17. The Hotel reserves the right to approve outside entertainment or services contracted for the function. Due to being in a residential area all music must stop at midnight (weekdays) 1am (Fridays/Saturdays). Late licenses can be obtained by special arrangement (subject to approval from the local council) and are subject to a fee of £200. The Kings does not have a sound limiter but please note we may ask for the music level to be reduced and we reserve the right to judge acceptable levels of noise and to limit them where necessary. We ask for respect for our neighbours when guests are leaving the premises at the end of a function.

18. The Kings Hotel is not liable for the goods/ services supplied by recommended suppliers. Contracts are made with chosen suppliers, and it is client’s responsibility to check what is ordered. Any external bands, DJ’s, photobooths, any other supplier using electrical equipment or providing a free-standing structure will be required to provide a valid PL insurance/PAT test 14 days prior to the event.

19. No verbally or physically violent, aggressive or abusive behaviour from anyone attending your party under any circumstances will be tolerated. The Hotel reserves the right to terminate the function at any time if any personal safety of the staff member or guest is under threat. Any individuals with such behaviour will be asked to leave the premises immediately.

20. Please note the staff do not take responsibility for misplaced gift cards/ valuables – please ensure that you provide a secure post box and take all the cards/ gifts with you at the end of the night.

21. Due to safety we cannot accept real candles – ONLY battery operated. If you are using external contractors for decoration please provide us with their fire retardancy certification, if you purchase decorations privately then please show that the purchased items are fire retardant (i.e. chair covers/decorations).

22. No Drinks allowed on the dance floor – Duty Manager & DJ have an authority to stop the music and switch on the lights if this instruction is not followed.

23. No underage consumption of alcoholic drinks will be tolerated – anyone looking under 25 y/o will be asked for ID upon the purchase of the alcoholic drinks. Kings Hotel has ‘No Drug’ policy – anyone seen using drugs will be asked to leave the Kings Hotel and adjacent car park immediately.

24. Children aged 15 & under must be accompanied by a responsible adult at all times to ensure that child’s behaviour is appropriate for other Kings Hotel guests.

25. Please advise us of any disabilities you or your guests may have.

Prices may be subject to an increase for the following year.

IF THE FIRE ALARM SOUNDS ALL GUEST MUST MAKE THEIR WAY VIA THE NEAREST FIRE EXIT TO THE FIRE ASSEMBLY POINT (THE GREEN ADJACENT TO THE HOTEL).