WEDDING
BOOKING TERMS
& 
CONDITIONS

Please note: We strongly recommend that you have suitable wedding insurance which covers the full cost of your wedding with us, which is in both parties interest to have in place.

Which.co.uk has an impartial selection of insurances available, or you may wish to use a broker, or find your own insurances.

 

The Contract

 

1. Your contract is with us, HARTA retreat. VAT registration number 383260496

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2. We appreciate that on occasions someone else (such as a parent) may wish to make payments due to us on your behalf. We are happy to accept such payments, but please note that unless we agree otherwise with you in writing you are legally responsible for any payments due to us.

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3. In these terms, “venue” means the appropriate agreed venue at HARTA retreat, Cleave Farm, East Down, EX31 4NX where your wedding/celebration is agreed to be held, “wedding/celebration” also means (where applicable) a civil partnership, “wedding/celebration package” means the services relating to your wedding which we agree to provide to you; and “working day” means a day other than a Saturday, Sunday or public holiday in England when the banks in London are open for business.

 

Making your booking

 

4. We may agree to you making a provisional booking with us, but this is not legally binding on either you or us unless and until a contract is entered into by both parties, thereby confirming any provisional booking.

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5. After receiving our quotation for your wedding / celebration package, if you wish to secure your dates you should send within 10 days of the date of our quotation a non-refundable deposit of your hire charge. Payments can be made by card or bank transfer.

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6. A security (damage) deposit of £1000.00 will be required 14 days prior to your arrival at HARTA retreat, and will be returned within 14 days, subject to there being no damage to the property or grounds. Please note that your security (damage) deposit will be refunded in full if you subsequently cancel a confirmed booking. The cost of any damage shall be assessed by the venue and deducted from the deposit. The venue’ s assessment of such costs shall be reasonable and final. If costs exceed the value of the security deposit the ‘renters’ shall be invoiced for the difference as soon as practicable.

 

A contract is only formed between you and us when the deposit payment has been received. No booking application shall be binding on us and no contract shall be formed unless and until we send your booking confirmation. Payment of your deposit confirms that you are accepting our Terms & Conditions.

 

Your wedding package

 

7. The general content of your wedding/celebration package shall be as set out in your booking email quotation, or as otherwise subsequently agreed with us in writing. We may finalise certain details of your wedding / celebration package (for example, the exact numbers of guests at the venue) with you in the period leading up to your wedding, in accordance with these terms. All overnight accommodation shall be provided by HARTA retreat unless agreed in advance and specified in your wedding package contract. Access time to the property will be specified in your wedding package contract. Unless otherwise specified access for event organisers, suppliers and contractors (incl. marquees) will be during the 3 days prior to the event and 3 days post the event, and for decorating the day prior between 10am and 5pm, and tidying up between 10am and 5pm the day after the event. Additional days may be agreed in writing and detailed in your wedding/celebration contract. All suppliers must have suitable insurances.

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8. As part of your wedding/celebration package, you may have exclusive use of the accommodation and the grounds within HARTA retreat, Cleave Farm, East Down, EX31 4NX, depending on the package booked. Please ensure that if you require exclusive use you have booked the correct package.

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9. Music. All live performances and recorded music playback must stop prior to 11:30 pm and non-residential guests must leave the premises quietly before midnight / 12 am. Residential guests must retire to their respective on-site accommodations. Noise in and around the barn and the tipis must be kept to a minimum (normal speaking level only) after 12am. The event marquee may remain open for event organisers to begin cleaning / clearing up but will be closed to all others until the following morning when breakfast is served.

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10. In our confirmation of booking letter we will provide you the link to our agreed suppliers. Please do not book any suppliers without first seeking written agreement from HARTA retreat, and confirming that your supplier has suitable public liability, and/or personal qualifications / permits for intended supply.

 

Price

 

11. Subject to paragraphs 12 to 13 inclusive, the price of your wedding / celebration package shall be set out in your quotation.

12. If not all components of the price in the quotation are stated to be fixed (for example, because they depend on the number of guests to be catered for), the final price will be determined either in accordance with the quotation ( for example, the charge ”per head” for meal) or as otherwise agreed with us (for example, if there are any extra services not set out in the quotation which we subsequently agree at our discretion to provide you).

13. If your wedding / celebration date is more than 1 year after the date of our confirmation booking, we reserve the right to increase the price of your wedding package by up to Retail Price Index for each complete period of 12 months between these two dates.

14. All prices are subject to VAT, prices given include VAT.

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Payment

 

15. Payments of deposits will be set out in your wedding/celebration package contract. Any cost variations (eg. PP costs) shall be agreed in writing prior to the final payment and reflected in that final payment. Any further variations shall not be permitted.

 

Renter Responsibilities

 

16. You must confirm final numbers no later than 28 days before your wedding so we are able to raise a final invoice.

17. You must book all required suppliers for your event and such suppliers must be agreed in advance of the event. Agreement is by no means guaranteed and confirmation of suitable public liability insurance is required 6 weeks prior to your wedding / celebration date. We reserve the right to refuse suppliers we deem unsuitable for the venue or its environs. Fireworks and Chinese lanterns are expressly forbidden at all times at HARTA retreat, due to the nature of the location. Fire pits may only be used when it is deemed safe by the HARTA retreat staff and when supplied by HARTA retreat. DIY firepits are expressly forbidden. Only natural types of confetti may be used at the venue (bubbles, rice, rose petals), paper confetti is expressly forbidden.

18. You must comply with, and use your reasonable endeavours to ensure that your guests comply with all of our reasonable instructions intended to ensure the safety of property and / or people at the venue.

19. You must provide your guests with such information we may reasonably request regarding arrangements to be followed at the venue (for example, in relation to car parking or the storage of valuables).

20. Any damage caused to the Venue , its equipment, contents or fittings will be paid for by the Renter security (damage) deposit with any remaining balance or invoice communicated in writing and paid by the Renter immediately after the event.

21. We reserve the right to stop any activity which we reasonably believe is likely to cause damage to the interior or exterior of the venue or risk the safety of people at the venue, and will not tolerate any abusive behaviour by guests to any other guests or member of staff. We reserve the right to remove any persons acting inappropriately from the event.

22. All children under the age of 18 are regarded as the responsibility of the children’s parents. All children must remain within the entertainment area and be supervised at all times. Please be aware that there is open water at the venue. For the safety of children please ensure that children are not left unsupervised in the grounds.

23. The ponds are not to be used for paddling or swimming.

24. If you include any images of the venue on your wedding / celebrations invitations, you must ensure that you have permission of the appropriate copyright holder.

25. Details of third party suppliers we provide to you are intended to help you in arranging other services to be provided in connection with your wedding. If you do engage these or any other third party suppliers, we accept no responsibility for their performance or services and you should take up any complaints with them directly. You are responsible for paying their charges directly. We reserve the right not to allow into the venue any third party suppliers who do not meet our requirements intended to ensure the safety and welfare of property and people at the venue. 3rd Party Caterers are accepted at HARTA retreat, however must agree to a specific set of rules that apply to all caterers and suppliers at HARTA retreat, without their written agreement we cannot allow them access to HARTA retreat, and cannot be held responsible for any losses you may suffer. Should they break the terms of rules, we reserve the right to ask them to leave immediately. 3rd Party Bar suppliers are NOT accepted at HARTA retreat. We do not allow BYOB in the Venue / Marquee area, unless by prior arrangement and specified in your event contract

 

Cancellation by you

 

26. If you want to cancel a confirmed booking, you must do so in writing and the provisions in paragraph 26 & 27 shall apply.

Deposit payment dates have been structured to represent the Venue’s cost commitments and likely financial exposure in the event of your cancellation. For this reason they are non-refundable. (see exceptions in para’s 6 & 27).

27. COVID19 Variation. Any bookings that cannot be taken due to a government decreed lockdown will be able to request a date change within 12 months of the original booking date, or a 75% refund if no suitable date can be found.

 

Cancellation by us

 

28. We reserve the right to cancel your booking without liability to you and without any obligation to refund your deposit if:

a. You do not pay us the balance of your wedding package price by the date due for such payment; or

b. We discover, before you have paid the balance of your wedding / celebration package price, that you have deliberately concealed information, or deliberately given us incorrect information, about your intended wedding in circumstances where (if you had not done so) it would have been reasonably foreseeable that we would not have accepted your booking; or

c. We have reasonable grounds to believe that your behaviour or that of your guests at the wedding / celebration is likely to result in damage to the venue or to our property and / or injury to people.

 

Events outside our control

 

29. We shall not be liable or responsible for any failure to perform, or delay in performance of, any of our obligations under our contract with you that is caused by events outside our reasonable control (such as serious damage to the venue, serious adverse weather conditions, a pandemic or epidemic, or interruption or failure of utility services such as electric power, gas or water). In these circumstances, we shall use every effort to notify you as soon as is reasonably practical and to implement measures to overcome or accommodate the unplanned events. If, as a result of such events, we believe we have no alternative but to cancel your booking, we shall refund to you all monies paid for your wedding/celebration package.

 

Limitations of our liability to you

 

30. Subject to paragraph 28, our liability to you for any loss you suffer will be limited to the total amount of money payable to us for your wedding/celebration package. We will not be liable for any losses that were not caused by any breach of contract or breach of statutory duty or negligence on our part.

31. Nothing in these terms excludes or limits in any way our liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation, or for any other matter for which it would be illegal or unlawful for us to exclude or limit (or attempt to exclude or limit) our liability.

 

Changes to the venue and/or your wedding package

 

32. We reserve the right to make changes to the interior and / or exterior of the venue between the time we accept your booking and the date of your wedding. For example, we may make changes to the location required for the marquee, should ground conditions require it, and we cannot guarantee that the venue and its surrounds will be free from additional structures, and the location for marquees will be determined by the ground conditions, safety considerations and wind loadings at the time of the event.

33. We will use reasonable endeavours to ensure no components of your wedding / celebration have to be altered. However, as a wedding plan is normally put together a long time before your scheduled date, we reserve the right to make changes to certain components if this is necessary to comply with safety requirements or other changes in law or relevant codes of practice, or to make other minor changes which we reasonably believe will not be detriment of your overall wedding experience.

34. We will notify you of any significant changes covered by paragraphs 32 and 33, but unless the change is one which is likely to fundamentally change the nature of your wedding experience we will not offer a refund, costs or compensation.

 

General

 

35. If only one person is making the wedding / celebration booking, that person confirms that s/he has the authority to make the booking on behalf of both persons intending to be married. Our contract will therefore be with both such persons.

36. Any error or omission in any information or document issued by us shall be subject to correction provided the correction does not materially affect the contract.

37. You may not transfer any of your rights or obligations under our contract with you to another person without our prior written consent, which we will not withhold unreasonably. We can transfer all or any of our rights and obligations under the contract to another organisation, but this will not affects your rights under these terms.

38. If any court or competent authority decides that any of the provisions of these terms are invalid, unlawful or unenforceable to any extent, the term will, to that extent only, be severed from the remaining terms, which will continue to be valid to the fullest extent permitted by law.

39. No person who is not party to our contract with you shall have any rights under or in connection with it.

40. All written communications by you to us must be sent by first class post to HARTA retreat, Cleave Farm, East Down, EX31 4NX or to hello@harta-retreat.co.uk . We may send written communications to you at either the e-mail or postal address set out in our quotation.

41. We accept one well behaved dog at The Barn. Dogs must not be allowed on the mezzanine, in the bedroom or on the soft furnishings. You must pick up all dog poo promptly. The owner of the dog is liable for any damage or harm caused by the dog during its stay at HARTA Retreat.

42. Power for the event marquee will be provided, with additional power supplied for your band and other needs, to a maximum of 30 amps. All electrical needs required by you shall be specified as early as possible and identified in the event contract. Caterers will require a full field kitchen with their own generator, and will normally not use the HARTA retreat power supply. Exceptions may apply if by prior agreement and specified in the event contract.

43. Due to the nature and topography of the land at HARTA retreat we are unable to accommodate wheelchairs. However, if you have specific needs with disabled or elderly access please contact us directly and we will do our utmost to accommodate you.