Terms and Conditions

Booking conditions for B&B bookings

Bookings made through our website or by phone will require a valid credit or debit card to confirm the booking with. Unless requested, we will not take payment in advance and you are able to pay when you check-in. You can cancel your booking without a fee provided you do so before 7am on the intended day of arrival. If you cancel after this time, we will need to charge you the total cost of the first night as a cancellation fee; we will charge the card details you provided when you originally made the booking.

If you are travelling for work and require an invoice to be sent to your organisation in advance, please contact us directly before making your booking.

Booking conditions for meeting or event bookings

During this period of restrictions and limitations due to COVID-19, Woodbrooke has issued the following guidelines related to meeting and event bookings. Woodbrooke reserves the right to alter these guidelines at any time:

The guidance we have given organisers has been to hope for the best, but prepare for the worst. By that we mean to plan your event as you would have done originally, but be prepared for the event to be cancelled or changed significantly at possibly short notice. We understand this is unsettling, especially if you have organised events for many years and the events themselves have many layers of complexity. What Woodbrooke can offer and support you with is by reducing the financial penalty where possible; if you need to reschedule your event’s dates or reduce the number of people who attend, we will do so without financial penalty up until three days before your event starts. Once we have passed the three day deadline, Woodbrooke would have potentially ordered food etc. which may be too late to cancel, so the financial cost of this may need to be shared. If we do find ourselves in that situation, we would do our best to minimise the penalty as best as we can.

If you need to cancel or postpone the event completely, we would be able to transfer any deposit paid, but we wouldn’t be able to refund your deposit (as has always been the case with event bookings). We have had a few groups who have needed to cancel but not able to give new dates for us to transfer the booking to; in these circumstances we have offered to hold on to their deposit until they are ready and honour the original rates if new dates are provided within twelve months of cancellation. We hope that offer is fair. If the new dates are given after twelve months, there is a chance that the booking rates will have increased slightly.

Marc, Reservations Manager 28 November 2020

Please find our standard contract terms below:

1.  Confirming the Event
The event is considered to be a provisional booking until the signed contract is returned to the conferencing office. As a provisional booking you are able to cancel/amend the booking at any point without incurring any charges. However, also as a provisional booking Woodbrooke reserves the right to remove/amend your booking at any time. We therefore suggest that you return the contract as soon as possible to avoid disappointment.

2.  Cancellation and Shortfall in Delegate Numbers Policy
This policy will apply once the signed contract has been received

2.1  Deposit
We will charge a 10% deposit for all events under £3000. For events over £3000, we will charge a 20% deposit. This will need to be paid at the same time as the contract is returned.  Deposits can be paid by cash, cheque, debit card, credit card or BACS bank transfer.

2.2  Up to 9 Weeks Prior to the Event Start Date
You can amend your delegate numbers as much as you like with no financial implications up to 9 weeks prior to the start date of the event. Please check availability with the conferencing team.

If you wish to cancel the event up to 9 weeks prior to the start date of the event we will retain the amount paid as a deposit as a cancellation fee.

2.3  Within 9 Weeks of the Event Start Date
Should you drop your delegate numbers within 9 weeks of the event start date, you will be charged a percentage of the contracted per delegate rate. The percentage will be determined by the amount of notice given as detailed in the table below.

Should you wish to cancel the whole event within 9 weeks of the event start date, you will be charged a percentage of the total contracted amount. The percentage will be determined by the amount of notice given as detailed in the table below.

Over 9 weeks – deposit lost
7-9 weeks – 30%
4-6 weeks – 50%
2-3 weeks – 75%
1 week – 100%

2.4  Increase in numbers
If your numbers increase then we will consider our contract with you to be for the number of delegates confirmed with us 24 hours before the start of the conference/event. Woodbrooke will charge for any extra delegates arriving on the date or any additional requirements e.g. meals.

3.  Other Booking Conditions

3.1  Breakout rooms
Woodbrooke offer free breakout space where requested in proportion to the number of delegates. All rooms need to be booked in advance and are subject to availability and additional charges.

Fewer than 30 delegates – 0 break out room
30 – 49 delegates – 1 break out rooms
50 + delegates – 2 break out rooms

Meeting room allocation is determined by the level of business and what rooms are most suitable for each group. Please note this means that we cannot guarantee a specific meeting room for your group, however if you have a particular preference please let us know and we will try our best to accommodate your wishes.

3.2  Damages
Should any damage be done to hired facilities or equipment therein, the expenses of making good will be invoiced to the hirer.

3.3  Alcohol and Smoking
Please be aware that Woodbrooke has a strict no alcohol policy in all its public areas. Woodbrooke  may at its discretion terminate the hiring forthwith if this clause is not complied with and in such event the hirer will not be entitled to be reimbursed, either wholly or in part, for the cost of the hiring.

Woodbrooke allows smoking in designated areas only. All other parts of the Garden and inside the building are strictly non-smoking.

3.4  Packages and Charges
Any delegate who uses our meeting rooms or facilities will be invoiced accordingly. Delegates who attend for meals only and who do not attend any closed-session will only be invoiced for the meals they take.

4.   Agreement
If this is acceptable you should sign and return this contract and arrange payment of your deposit  within 15 working days of receiving this contract. This will confirm your booking. All changes made subsequent to the signed contract being received will be liable for the above cancellation fees and shortfall charges.