South Wales Hotel

Hotel Enquiries: 01291 672302

Wedding Enquiries: 01291 674819

Conference Enquiries: 01291 674817

 

 

 

 

 

 

Terms and Conditions for wedding bookings...

The Glen-Yr-Afon House Hotel asks clients to be aware that all wedding bookings are conducted on the basis of these Standard Terms and Conditions:

 

Confirmation
A provisional booking for the date of your choice will be held for a maximum of 14 days.  After 14 days, a non-refundable deposit of £500 is required to confirm your provisional booking. Confirmation of the booking will then be made in writing by the Hotel.  A charge of 3% will be applicable to all credit card payments.

Payments
Twelve months before the date of your wedding you will be required to make an interim payment of £1000 (for bookings taken after 18th February 2014) Six months before the date of your wedding, you will be required to make a further payment of £1000.  Your final account will then be sent to you four weeks before the date of your wedding, requesting full payment no later than 14 days before your wedding date.  Late payments may incur an additional charge. We regret that we are unable to accept payment by cheque for payments made less than 14 days before your wedding date.  Any extras incurred are to be settled on the day of the event. All payments will be confirmed in writing.

Price guarantee
All prices are current and inclusive of VAT, unless otherwise stated.  Whilst every effort will be made to maintain current prices, they may be subject to alteration at management discretion, without prior notice.  Where prices have yet to be set in respect of the date of your wedding, any bookings confirmed will be subject to the knowledge that annual increases may apply.

Minimum numbers
We reserve the right to set minimum numbers for weddings on Fridays, Saturdays  and Sundays . Saturdays in March, - December and Bank Holidays will be subject to a minimum number of 85 adults for the Wedding Breakfast and Drinks Package and a minimum of 100 guests for the Evening Buffet. Fridays and Sundays  April - September will be subject to a minimum number of 50 adults for the Wedding Breakfast and Drinks Package and a minimum of 75 guests for the Evening Buffet. Weddings on Saturdays in December will be subject to a minimum of 100 daytime guests (including drinks package) and an evening number of 120 guests. 

On these dates weddings must comply with the minimum requirements and payment for this number will still be required where numbers fall below.  Final numbers must be confirmed with the Hotel at least 14 days prior to the wedding date.  We regret that any shortfall in numbers less than 14 days prior to your event will result in full payment being charged.  Refunds will not be given for guests that do not attend.

Food and Beverage
Evening buffets must be ordered for the total number of guests attending the evening function.  No outside catering is permitted at the Hotel. All alcoholic beverages brought onto our premises are subject to a corkage charge. 

Corkage
Weddings will be permitted to supply their own wines subject to the provision of a minimum quantity of bottles being provided.  The minimum requirements are for a sparkling wine (or agreed equivalent) to be supplied (min 1 glass per guest) for arrival drink or post-ceremony, at least 2 glasses of wine per guest for the wedding breakfast and 1 glass per guest of sparkling wine/champagne (or agreed equivalent) for the toast.  Where the number of bottles supplied falls below the minimum requirements, corkage will be charged at the minimum rates.

Children 
Children's food and drinks packages are available.  We regret that no discount can be offered for children in respect of the Evening Buffet.

Photographs
We reserve the right to use any photographs we take of your wedding or your guests in our publicity material or on our website.

Special Requirements
It is the client's responsibility to inform the hotel prior to the event, of any special dietary requirements or food allergies of any of the wedding guests.  Any wheelchair accessibility requirements must also be notified to the Hotel in advance of the wedding.

Accommodation
It is the responsibility of the client, at the time of confirming the booking to enquire about room availability and request a number of bedrooms to be reserved for wedding guests.  Priority for guest rooms will be given to the wedding party of the day. Whilst we cannot guarantee a minimum number of rooms for additional nights, before or after your wedding day, we will endeavour to liaise with that day's wedding party to ascertain their requirements, after which surplus rooms can be released for use by your guests requiring an extended stay.

Individual guests must confirm their reservation and pay a non-returnable deposit of £50.00 per room per night.  Rooms will be released six weeks prior to the wedding date if not confirmed with a name, deposit and payment details.

Exclusive use of all 27 bedrooms (where available), will require a non-refundable deposit of £500.00 to be paid at the same time the Wedding Booking is confirmed. We offer several rooms that are wheelchair accessible.  It is the client's responsibility to notify the Hotel of any accessibility requirements in order that appropriate rooms can be allocated where necessary.

Smoking
We operate a strict no-smoking policy throughout the building.  Smoking is permitted outside in the smoking shelter only, where ashtrays are provided.  If ashtrays are not used, an extra charge may be levied to the Bridal party for the cleaning up of cigarette butts.

It is against the law to smoke in a public building.  Out of fairness to the next guest and to maintain our integrity as a clean and non-smoking establishment, we do not permit smoking in any of our bedrooms.  It is usual for us to charge an extra nights accommodation if we feel we cannot re-let a room which smells of smoke after departure.

Damage
The client is responsible to the Hotel for any damages caused by the client or their guests or agents.

Entertainment
We require a copy of valid public liability insurance for any sub -contractor i.e. entertainment arranged by yourselves.  Failure to provide a copy in advance of your wedding date, may result in access being denied.

Cancellation
By the client
In the event of the client's cancellation of the wedding, the following charges will apply

Cancellations over 1 years notice - deposit retained by hotel
10-12 calendar months - deposit plus 50% of the estimated cost
6-10  calendar months deposit plus 75% of the estimated cost
3-6 months notice deposit plus 85% of anticipated charges
less than three months notice - 100% of anticipated charges

Cancellations can only be accepted by the principle party that made the original booking and only when accompanied by written confirmation

By the hotel 
The hotel may cancel the reservation if:

The hotel or any part of it is closed due to circumstances outside it's control

If the booking may prejudice the reputation or cause damage to the hotel.

In such an event the hotel will refund any advance payment (including deposit) but will have no further liability. The Hotel shall not be liable for any breach of this contract caused by any event or matter beyond its control including strikes, labour disputes, fire, riot, flood, war and including any other matter in the opinion of the Hotel proving impossible the performance of the contract but not being limited to matters listed here.

Check out
Check out is 10:30 a.m. Late check out will result in additional charges

Insurance
You are advised to arrange your own insurance cover for the event in order to mitigate your loss in the event of cancellation, illness etc.

 

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2010 Glen-Yr-Afon House Hotel Ltd - All rights reserved  Pontypool Road, Usk, Monmouthshire NP15 1SY - Tel: 01291 672302 / 673202 - Fax: 01291 672597