Conference Bookings – Terms & Conditions

1. Deposits and confirmation of booking

Any deposits paid are non-refundable and non-transferable. Deposits are payable immediately to confirm the booking, and until paid and accompanied by a signed copy of this agreement, a booking remains provisional and Oake Manor reserves the right to re-let the date. Should there be other interest in the date whilst waiting for the deposit, the hirer will be contacted.

2. Payment

Payment will be required 7 days prior to the conference

3. Confirmation of Numbers

Oake Manor must be notified of the final number of delegates 7 days in advance of the event.

4. Cancellation

Oake Manor may cancel the booking without liability in the following circumstances

a) On 6 months written notice, all monies paid by the hirer to Oake Manor will be refunded.
b) On as much notice as practicable if Oake Manor is or will be prevented by any cause outside its reasonable control from complying with its obligations under this agreement, all monies paid by the hirer to Oake Manor will be refunded.
c) On immediate written notice if Oake Manor, having consulted with the hirer, believes the hirer is or will be unable to meet any of the financial or other terms of this agreement. In this case there will be no refund of monies already paid.

The hirer may cancel the booking and charges will be incurred according to the notice given as follows:

a) 1 month or less – 100%
b) Up to 3 months – 75%
c) Up to 6 months – 50%
d) Over 6 months – deposit only

We advise you to take out insurance cover against unforeseen cancellation.

5. Insurance

Oake Manor does not undertake to maintain any insurances except those required by law. The hirer must inform Oake Manor of all material matters of which its insurers should be informed in relation to the intended use of the premises or facilities.

6. Liability and Indemnity

The hirer, delegates and agents use the premises at their own risk and shall bear the entire risk of:

a) Liability and claims for personal injury and death not caused by negligence of Oake Manor.
b) Damage, destruction, theft or loss in relation to the premises and the property of the hirer and his/her guests, delegates or representatives, whether or not the property was in the custody of Oake Manor.
c) Cancellation, except as otherwise provided in these conditions, complaints or claims of any nature in relation to the premises and facilities.
d) All loss or damage by or to any equipment or chattel brought onto the premises by the hirer and his/her guests, delegates or representatives.
e) Consequential losses whatsoever.

7. Other Terms

The hirer acknowledges that the event may be brought to an immediate end, after consultation with the hirer and without refund, if there is a serious abuse of premises or the facilities which, in the opinion of Oake Manor acting in good faith, cannot be prevented or remedied in any other way. The decision of Oake Manor will be final in this respect.

The hirer is responsible for the conduct of delegates throughout the event. The hirer and delegates are required to comply with all reasonable instructions from Oake Manor management and staff during the course of an event.

The hirer, delegates or agents are responsible for all Health and Safety aspects of their event. They must comply with all Health and Safety regulations and guidance displayed at or in relation to the premises or facilities. The hirer must take all reasonable care to safeguard and protect premises from loss or damage.

No food or drink may be brought on to the premises without prior, written consent of Oake Manor.