MORTONS BISTRO
TERMS AND CONDITIONS
1. WHAT ARE THESE TERMS
1.1 What These Terms Cover: These are the terms and conditions that apply when you wish to hire any part of or host a private event at our venue for
weddings, events, and other functions.
1.2 Why You Should Read Them: These Terms will apply to any contract between us for private hire (“Contract”). Please read them carefully before
making a booking. By paying the first invoice, you confirm your acceptance of these terms and agree to strictly comply with them. These terms and
conditions shall be binding upon you and all Guests, except for any overriding provisions expressly agreed to in writing by our team.
1.3 Print or Save: You should print a copy of these Terms or save them to your device for future reference.
1.4 Legal Rights: As a consumer, you have legal rights. Information about your legal rights is available from your local Citizens’ Advice Bureau or Trading
Standards office. Nothing in these Terms will affect your legal rights.
1.5 English Only: These Terms, and any contract between us, are only in the English language.
2. OTHER APPLICABLE TERMS
2.1 Privacy Policy: Our Privacy Policy sets out the terms on which we process any personal data we collect from you or that you provide to us. We
process information about you when making a booking.
3. CHANGES TO THESE TERMS
These Terms may be amended at any time. Please check this page periodically to be aware of any changes. When you wish to hire our Venue, please
review these Terms to ensure you understand the terms that will apply at that time. The terms that apply will be those in place on the date of your
booking request.
4. BOOKINGS
4.2 Confirmation of Booking: You are required to pay the required deposit by the date specified on the invoice. If payment is not received by the
specified date, we reserve the right to release the Event Date(s) to other parties. We will not accept any changes to the invoice unless explicitly agreed
in writing by us.
4.3 Refusal of Booking: We reserve the right to refuse any booking request at our discretion, without providing a reason.
4.4 Special Requests: While we will do our best to accommodate special requests for the initial Booking or any amendments, all Venue, Goods, and
Services are subject to availability and our absolute discretion. Special requests may also be subject to additional terms.
4.5 Changes to Booking: Details of your Booking may be amended leading up to the Event, as agreed by both you and us. Any agreed amendments will
be reflected in the updated Event cost. We will treat the amended Booking as confirmed by you unless you reject the updated Event cost within the
time period specified when the update is provided. During the Event itself, changes to the Event cost cannot be updated or confirmed, and our decision
regarding any amendments made on the day of the Event shall be final.
4.6 Goods and Services: Where we are able to provide Goods and Services (including but not limited to food and drink), you may not use third-party
providers for such items unless we grant prior written consent. We may apply a surcharge for third-party services in such cases.
4.7 Suitability: For information about the Venue’s suitability for individuals with disabilities, please refer to our website or contact us directly for further
discussion.
4.8 Barn Damage and Overstay Deposits: All Barn bookings are subject to a £100 refundable damage and overstay deposit. This deposit will be added
to the initial booking invoice and will be refunded after an inspection of the Barn following the Event.
5. CHARGES
5.1 Charges: Charges for the hire of the Venue, Venue closure, and the provision of any Goods and Services will, unless otherwise specified on the event
cost sheet or invoice, include VAT (at the applicable rate on the date of the invoice) and will be in accordance with the pricing scale provided by us
from time to time. Please note, if the Event Date(s) fall in a different year than the year of the Booking, the Charges may vary to account for anticipated
cost increases.
5.2 Price Changes: When you make a booking enquiry, you will receive a total price for the Venue and any other Goods and Services requested, based
on the agreed event cost at that time. We reserve the right to change the Charges reasonably, with written notice to you, and as outlined in Condition
5.4.
5.3 Deposit: A non-refundable deposit of £250.00, is required at the time of Booking out the entire venue. This deposit will be credited towards your
total Charges. If the deposit is not paid by the due date specified on the invoice, the Booking will be deemed cancelled.
5.4 Balance: The remaining balance of the Charges, as specified in the latest event cost sheet, is due by the Confirmation Date, which will be set by us at
2, 4, or 8 weeks prior to the Event.
5.4.1 Main Building Hire: we require the remainder of your hire fee, as specified on your invoice and 50% of Minimum Spend 12 weeks prior to your event.
We require the remaining 50% 4 weeks prior unless there is a written agreement approved by us.
5.5 Additional Costs: If any last-minute changes to the Event are made after the Guest Confirmation Date, resulting in additional costs to us, these costs
will be passed on to you for payment.
5.6 Post-Balance Payment Costs: If changes to the Booking are made after the balance has been paid, we will require advance payment for those
changes unless otherwise agreed. Any additional charges for drinks or extra food consumption will be invoiced after the Event.
5.7 Late Payment: If you fail to make any payment by the due date before the Event, we reserve the right to treat the Contract as cancelled on the
payment due date, unless prior agreement has been made to extend the payment deadline.
5.8 Card Payments: Where we have invoiced for any of our products, whether it be hire, food or drink and you choose to pay using a business card, we
reserve the right to apply. a 2% Card fee to all purchases.
6. NUMBER OF GUESTS
6.1 Maximum Number: Each venue has a maximum capacity for Guests, which is detailed in the events brochure or confirmed in writing by Mortons.
The number of persons attending the Venue shall not exceed this maximum capacity.
6.2 Minimum Number: Certain menus and hires may specify a minimum number of Guests required for the Booking. If the number of Guests falls below
this minimum, we will discuss available options with you.
6.3 Large Parties: For large numbers of Guests, additional costs may apply, including but not limited to extra staffing fees. These additional costs will be
communicated to you as part of the event cost and before payment agreements are finalised.
7. CATERING AND OTHER GOODS AND SERVICES WHICH ARE PROVIDED ON A PER GUEST BASIS
7.1 Menu Finalisation: Menus must be finalised by the date specified by Mortons. For Barn hires, this is 2 weeks prior to the event unless stated otherwise,
and for main building hires, it is 4 weeks prior.
7.2 Allergies: It is your responsibility to be aware of any allergies among your Guests and to communicate this to us. Additionally, you must inform your
Guests of any allergens in the chosen menu items.
7.3 Final Numbers: You are required to confirm (in writing) the number of Guests attending the Event by the specified date. This must be done no later
than 2 weeks prior to the event for Barn hires, and 4 weeks prior for full venue hire of Mortons. If numbers are not confirmed by this date, we will use the
provisional numbers provided during the initial enquiry and reserve the right to charge for those numbers.
7.5 Increase in Numbers from Initial Enquiry Confirmation: We will endeavour to accommodate any requests for an increased number of Guests beyond
the provisional number given during the initial enquiry or following the Guest Confirmation Date (as per condition 3) but cannot guarantee that this will
be possible. If the request can be accommodated, we will confirm the maximum number of Guests we are able to host, if any, in writing and adjust the
event cost accordingly. Please note, it may not always be feasible to accommodate an unexpected increase in numbers at short notice, and additional
charges may apply for extra Guests (due to increased delivery, premium, or other charges from our suppliers).
7.6 Decrease in Numbers from Initial Booking and/or Following Guest Confirmation Date: If the number of Guests confirmed by the Guest Confirmation
Date is lower than the initial booking, the Charges will be adjusted proportionately (either up or down). Once the Guest Confirmation Date has passed,
the number of Guests cannot be reduced, and payment will be required for the number of Guests stated in the confirmation.
7.7 External Catering: Our catering services must be used for all food consumed at the Venue. Third-party caterers may not be used unless we provide
written consent. In such cases, a surcharge may apply. You may bring your own celebration cake if we are unable to accommodate your request.
7.8 Drinks Selection: We offer a range of drinks for consumption through our bars. If you wish to request a specific beverage, you must do so by the
Guest Confirmation Date and prior to the final invoice being issued. These drinks will be priced in line with our current drinks selection.
7.9 Corkage: You may bring your own beverages for consumption, provided this is confirmed no later than the Guest Confirmation Date and approved
by us. A surcharge/corkage fee will apply.
8. CANCELLATION & CHANGES
8.1 Cancellation by You: If you cancel a Booking (in whole or in part), any deposit and any advance payment specified as non-refundable will remain
non-refundable. We reserve the right to impose additional cancellation charges as liquidated damages and compensation, and not as a penalty. If you
cancel a Booking (in full or in part), the following cancellation terms shall apply, provided full invoices have been paid by you. The cancellation charges
will be calculated based on the time at which we receive notification of cancellation:
8.1.1 Barn Hire:
100% refund available if cancellation is made 15 days or more prior to the event
50% refund of Barn Hire fee available if cancellation is made within 14 days of the event
0% refund available if cancellation is made within 7 days of the event
8.1.2 Main Building Hire:
100% refund available if cancellation is made 12 weeks prior to the event (less non-refundable deposit)
50% refund available if cancellation is made between 4 weeks prior to the event (less non-refundable deposit)
0% refund available if cancellation is made within 28 days of the event
8.2 Third-Party Charges: Cancellation charges for third-party goods or services arranged by us on your behalf may vary, and you shall be liable for such
charges in accordance with the terms and conditions of the third party.
8.3 Notification of Cancellations or Alterations: Cancellations or alterations should be communicated to our Events team. Initially, this may be done
verbally, but we require all cancellations or alterations to be confirmed in writing at your earliest convenience. We will do our best to accommodate your
requirements, subject to the cancellation charges set out above.
8.4 Insurance: We do not provide or offer an insurance policy for cancellations. You may wish to obtain your own insurance coverage for cancellations
or other related circumstances.
9. USE OF THE VENUE
9.1 Purpose: The Venue shall be used solely for the Event detailed in your initial enquiry and our enquiry form. It is your responsibility to ensure the
Venue is suitable for your Event. You must notify us of any changes to the type of function after the Booking has been confirmed, and we reserve the
right to refuse consent for such changes. Our decision on the use of the Venue will be final.
9.2 Access: You and your Guests may only use the Venue on the Event Date(s) and during the times specified by us. If you require access to the Venue
prior to the Event for preparation, this time must be included in the Booking, as the Venue will only be available for the times stated. You, your Guests,
and any third-party suppliers (and their equipment) must vacate the Venue by the agreed time on the Event Date(s). Any additional costs incurred by
us due to an overstay (including but not limited to staffing and building overheads) may be charged to you.
9.3 General Behaviour: You must ensure that the use of the Venue is conducted in an orderly manner, without causing a nuisance, and in full compliance
with any directions from our team. You are responsible for ensuring that neither you nor your Guests engage in actions that could invalidate our
insurance or licences, such as purchasing alcohol for anyone under the age of 18.
9.4 No Smoking or Vaping: We are a smoke and vape-free venue. Smoking is prohibited throughout the Venue. The same restrictions apply to vaping
and e-cigarettes. If you wish to smoke or vape, you must leave the premises.
9.5 No Illegal Substances: We have a zero-tolerance policy regarding illegal drugs and substances. Any person found in possession of, or suspected to
be under the influence of, illegal drugs will be asked to leave the premises immediately.
9.6 Intoxication: Guests who are visibly intoxicated will be asked to leave the premises. The judgment of the Event Manager in this regard is final and
cannot be challenged. We also reserve the right to refuse to serve alcohol to any Guest who appears intoxicated.
9.7 Personal Alcohol: Guests are not permitted to bring their own alcohol onto the premises. Wedding favours containing alcohol must be approved by
us in advance.
9.8 Damage: You are required to take all reasonable precautions to prevent damage to the Venue, including its finishes, fittings, furniture, equipment,
and contents. In the event of damage, or if extra cleaning is required beyond what is reasonably expected, we may repair or replace damaged items or
obtain additional cleaning services and charge you for the costs incurred. (Where the cost is under £100, this may be deducted from your damage
deposit.)
9.9 Confetti: Use of confetti must be agreed with us prior to the Event. Confetti may only be used within the Barn or Patio, and not in the main building,
car park, or garden.
9.10 Other Decorations and Items: All printed stationery for use within the Venue (such as menu cards and name place cards) must align with our
Mortons brand aesthetic and must be approved by our Event Manager. You agree that the overall aesthetic of your Event should align with our brand.
9.11 Branding, Signage, and Decoration: Corporate branding may not be displayed at the Venue without our prior express consent. No structures, signs,
or notices may be erected or displayed inside or outside the Venue without our approval. You may not fix anything to the floors, walls, ceilings, or any
other part of the Venue by nails, screws, drawing pins, or any other means unless agreed in writing. Any signage requests should be submitted at least
14 days prior to your event, and we may be able to assist in producing these in-house.
9.12 Reporting: Any accidents or damage occurring during setup, the Event, or during pack-up must be reported to a staff member immediately.
9.13 No Trespassing: You must ensure that no Guest trespasses on areas of the premises that are not hired or not accessible to the public (such as
kitchens and storage areas).
9.14 Other Users: We, or any person authorised by us, have the right of unrestricted access to the Venue and premises at all times and for any purpose.
You must ensure that other users of the Venue or premises can access the Venue as required.
9.15 Removal of Persons: We reserve the right to exclude or eject any person we deem objectionable from the premises, including any person engaged
by you to perform duties at the Event, without liability.
9.16 Licences: We hold a premises licence for the sale of alcohol and for qualifying activities, such as playing recorded music, dancing, and the
performance of live music. You are responsible for obtaining all other required licences and permissions for activities at the Venue. We will discuss our
licensing constraints with you during our initial meeting.
9.17 Consent to Third-Party Suppliers: If you contract any third party to provide goods or services at the Venue, our prior approval is required. We will
ensure that such goods, services, and suppliers align with our culture, ethos, and values.
9.18 Relevant Insurances: You must provide proof that you, or any contractors you engage, have adequate Public Liability Insurance to cover any claims
arising from activities or equipment brought into the Venue.
9.19 Dogs: Our Venue is dog-friendly for normal operations and private events. Please discuss with us in advance if you plan to bring a dog, as we need
to confirm whether it’s suitable for your Event. At any time, the Event Manager may ask for a dog to be removed if they consider it unsafe or if it poses
a risk to the safety of others. The Event Manager’s decision is final.
9.20 Fireworks: Fireworks or similar items are strictly prohibited on the premises. Any candles with a sparkler effect must be declared prior to the Event
for approval by the Event Manager.
9.21 Location: You acknowledge that the Venue is located in the heart of Gilmorton, a growing village. As such, you accept that we cannot control
external noise or events, although such occurrences are unlikely. We will inform you of any external noise or events that may affect your Event.
9.22 CCTV: CCTV is in use across our Venue and wider site for the purposes of maintaining public safety, security, and property protection, as well as for
preventing and investigating crime.
10. YOUR PROPERTY AND EQUIPMENT
10.1 No Liability: We are not responsible for any loss or damage to property belonging to you, your Guests, or your suppliers. This includes any cars or
other vehicles brought to the Venue. You are advised to take appropriate measures to secure your property.
10.2 Electrical Equipment: All electrical equipment brought into the Venue must be PAT tested and clearly labelled with the date of the last test. No
additional lights, electrical extensions, or other electrical equipment may be used without our prior consent.
10.3 Removal: Any equipment, fittings, or items brought into the Venue by you, or third parties must be removed immediately following the completion
of the hire. If prior arrangements have not been made with us, failure to clear the Venue to our satisfaction will result in us removing such items at your
sole expense. We reserve the right to dispose of any items left behind without liability.
10.4 Photography Rights: We reserve the right to take photographs and images of the Event setup, and such images may be used in our marketing
materials, including but not limited to our website, social media platforms, and future brochures. These images will not include any personal information
about you or your Guests.
11. TERMINATION BY US
11.1 Termination: We reserve the right to cancel the Booking or refuse access to the Venue to you and your Guests at any time during the Event Date(s)
by providing written notice (including email) if you or any Guest fail to comply with any of the obligations outlined in these terms and conditions.
Additionally, we may terminate the Booking if we believe the Event to be offensive, immoral, illegal, or likely to harm our rights as the owners of the
Venue or hinder our use or occupation of the Venue
11.2 Consequences of Termination: If we cancel the Booking or refuse access under Condition 11.1, we shall not be held liable to you or your Guests in any
way. You and your Guests agree not to make any claims against us in relation to the Booking.
11.3 Cancellation in Exceptional Circumstances: We reserve the right to close the Venue and cancel or interrupt any Booking without notice and without
liability to you or any other person affected by the cancellation, including your Guests, in the event of circumstances beyond our control. These include,
but are not limited to: war, riot, state of emergency, act of God, fire, flood, civil commotion, pandemic, epidemic, government restrictions, public safety
concerns, strikes (official or unofficial), accidents, failure of electricity or gas, or delays in essential repairs to the Venue.
11.4 Refund upon Cancellation: If we cancel or interrupt the Booking under Condition 11.3, we will inform you as soon as possible and refund the full
amount you have paid. This shall be our only liability in this case.
11.5 No Liability for Consequential Losses: We will not be liable for any consequential losses, including but not limited to, transport costs, or any other
expenses arising from the cancellation or interruption of the Booking.
