Terms and conditions
Standard terms and conditions of contract for weddings, conferences and banqueting
Bryngarw House asks clients to be aware that business with the House is conducted on the basis of our standard terms and conditions and will also apply to weddings/functions whose guests have not completed this document.
1. Confirmation Bookings will be treated as provisional until the deposit and signed copy of terms and conditions are returned by the client, which should be within 28 days of the provisional booking. Having failed to do so, Bryngarw House reserves the right to cancel the function/conference without notification to the client. It is the client’s responsibility to contact Bryngarw House to make an appointment to confirm the final details of the wedding/function (the ‘final appointment’). This final appointment must be carried out no less than four weeks before the date of the event. The client must confirm to Bryngarw House the final numbers of guests attending not less than seven days prior to the function/conference. The amount payable by the client will be calculated on the final number of guests given by this seven day period prior to the event. Final payment for the function must be paid no less than seven days before the event. Please note that Bryngarw House no longer accepts personal cheques for the final wedding balance payment. No monetary refund will be possible due to reduction in numbers, whatever the circumstance, if notification is given to Bryngarw House any less than seven days prior to the event.
2. Cancellations In the event of a straight cancellation, the client would forfeit any deposits having been made whatever the circumstance. In certain circumstances and at the discretion of the management of Bryngarw House, a deposit may be deferred in order to secure an alternative date, resulting in an additional charge. If the client wishes to change the date of the wedding/function (after the initial deposit has been paid), an automatic administration charge of £100.00 will be charged to the client booking which is payable on the final wedding/function invoice. Should you have to cancel your booking, an additional charge will be made to the client calculated as a percentage of the potential total booking value of the event being cancelled, according to the scale highlighted below; the below charges will be calculated based on the provisional number of expected guests (information supplied by the wedding party) attending the wedding/function. Where such information is not available, Bryngarw House will calculate the charge based on: ceremony room hire, drinks package one, three course wedding breakfast and evening buffet for 40 guests.
Cancellation period Percentage From three - six months prior to the event 25% Between one - three months prior to the event 30% One month - 15 days prior to the event 50% 14 - seven days prior to the event 90% Less than seven days prior to the event 100% This additional charge does not refer to any deposits having been paid. The client should confirm all cancellations in writing. Any costs incurred for a particular event that otherwise would not have been incurred; will be charged in the event of cancellation, unless Bryngarw House are able to mitigate their loss. This additional charge does not refer to any deposits having been paid. The client should confirm all cancellations in writing. Any costs incurred for a particular event, that otherwise would not have been incurred; will be charged in the event of cancellation unless Bryngarw House are able to mitigate their loss.
3. Minimum numbers Bryngarw House reserves the right to set minimum numbers in the way of guests attending a wedding/function or catering for selected menus during these events.
4. Deposits and payments Bryngarw house may request a deposit before any function and if not paid within 28 days of request; Bryngarw House may treat the booking as cancelled without notification to the client. In all circumstances, full payment will be required seven days prior to the event. Failure to do so, results in Bryngarw House reserving the right to cancel the wedding, function or conference. PLEASE NOTE THAT ONCE FULL PAYMENT HAS BEEN RECEIVED, WE ARE UNABLE TO OFFER REFUNDS OR A RE- ALLOCATION OF MONIES. By paying a deposit for a wedding, the client agrees that once paid, the deposit is non refundable.
5. Credit Credit is available only if agreed with Bryngarw House before any function/conference commences. Where credit is agreed, the client should pay within 14 days following the date of invoice (not applicable to weddings and private functions).
6. Price reviews Prices at Bryngarw House are subject to review and clients (included clients who have confirmed bookings) will be subject to any change in prices as a result of a review. Written confirmation will be supplied to all affected parties notifying of any changes.
7. Interest Interest paid on overdue invoices shall accrue from the date when payment becomes due, from day to day until the date of payment, at a rate of 4% above Co-operative Bank PLC’s base rate from time to time in force and shall accrue at such a rate after, as well as before any judgment.
8. Damage The Client is responsible to Bryngarw House for any damage caused in public areas by the client or their guests, agents, employees etc and indemnity against third parties as a result of negligence. Bryngarw House reserves the right to charge full room tariff should we not be able to re-sell the room due to any of the following: - Smoking in a non smoking room. - Breakages rendering the room incomplete to resell to another guest. - Specialist room cleaning including carpet shampooing if required.
9. Corkage Strictly no wines or spirits may be brought into the allocated rooms by Clients or guests for consumption on the premises.
10. Entertainment In the case of clients supplying their own entertainment involving electrical equipment of any sort, it is the clients responsibility to obtain the correct documentation proving the safety and suitability of bringing such equipment in to Bryngarw House in accordance with current health and safety standards. Any entertainment must cease by 12 midnight. In exceptional circumstances, the management reserves the right to halt any entertainment before 12 midnight.
11. Hours of Service Bar – Bryngarw House is licensed to sell alcohol until 1am. No bar drinks will be served after 1am (residents included). Kitchen – the kitchen at Bryngarw House closes at 11pm. No restaurant meals or snacks will be served after 11pm. In accordance with current licensing laws, Bryngarw House management reserves the right to cease the sale of alcohol and food at any time they feel necessary; such instances may occur if the protection of House staff, guests or property is compromised.
12. Miscellaneous Bryngarw House reserves the right to bill any items missed from the final wedding invoice/bill at a later date. Bryngarw House cannot accept responsibility for outside contractors and service providers. The bride and groom are responsible for the behaviour and actions of their guests whilst at Bryngarw House. Inappropriate behaviour may result in your event being stopped early or cancelled. The use of confetti or any other form of compact ‘streamer’ in the House itself is not permitted. Use of confetti of the bio-degradable variety is only permitted on the terrace. Bryngarw House does not permit food and drink to be brought in from outside, under any circumstances. The use of ‘chocolate fountains’ is only permitted if supervised by an employee/responsible individual who may have supplied the equipment and deemed suitable by the management of Bryngarw House. The client must ensure that the equipment is removed from the function room at the end of the event. The client is liable for any damage caused to furniture, fixtures or fittings as a result of having a chocolate fountain. The evening wedding reception buffet need not cater for the maximum amount of guests specified at the final appointment, however, Bryngarw House cannot guarantee an adequate amount of buffet food having catered for numbers ANY LESS THAN the maximum amount of guests in attendance. The only fairy lights to be permitted inside the marquee or Traherne Suite can be supplied by 1st Class Wedding Services (as advertised in our brochure) AND with the permission of Bryngarw House management; any further displays of household voltage powered lights are not permitted in accordance with health and safety regulations. It is the responsibility of the client to arrange for the setting up and dismantling any such displays. Bryngarw House does not supply chair covers of any sort and thus is not responsible for the supply, setting up, maintenance or removal of chair covers from the premises. It is the responsibly of the client to ensure that chair covers correctly fit the type of chair that will be used during your wedding. No access (supervised or otherwise) will be given to any accommodation room to anyone other than the registered key holder; this particularly applies to the Bridal Suite on the night of the wedding. Clients intending to hold fireworks displays within the grounds of Bryngarw Country Park are obliged to inform us no less than 28 days before the event. Failure to do so may result in the display not being permitted to go ahead. Organised fireworks displays are not permitted on the main lawn during Bridgend County Borough Council summer events in the park. Items left in our function rooms following the wedding/function will be kept securely overnight and may be picked up the following morning. Bryngarw House WILL dispose of any items left after that time without warning to the client. Wedding table plans and cloth napkin inserts must be supplied no less than three days before the event. Bryngarw House operates a strict no-smoking policy throughout the whole of the building including all bedrooms.
13. Bryngarw Country Park This is a public facility. Bryngarw House cannot be held responsible for events that take place in the country park.
By signing this, we agree that we have read and accepted the above further information and terms and conditions sections of this contract and will notify all attending guests of the above in respect of:- Date of wedding   Bride’s name   Bride’s signature   Groom’s name   Groom’s signature   Date of signatures