GLEN YR AFON HOUSE HOTEL

STANDARD TERMS AND CONDITIONS FOR WEDDING BOOKINGS

(For weddings celebrated after 31st August 2026 — Updated for CMA Compliance)

All wedding bookings are conducted strictly 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 booking deposit of £500 is required to secure your reservation. This deposit will be credited against your final account balance. This deposit represents a reservation fee to cover initial administrative costs and is non-refundable, except where the booking is cancelled by the Hotel or under frustrated contract terms outlined in the Force Majeure section below. Confirmation of the booking will then be made in writing by the Hotel.

 

Payments

Twelve months before the date of your wedding, you will be required to make a further advance payment of £1,000. Additionally, six months before the date of your wedding, you will be required to make a further advance payment of £1,000. Your final itemised account will be issued four weeks before the date of your wedding, requesting full balance payment no later than 14 days before your wedding date. Late payments may incur an additional reasonable administrative charge to cover tracking costs. 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 on the day of the event must be settled prior to departure. All payments received will be confirmed in writing.

 

Price Guarantee

All prices are current and inclusive of VAT at the prevailing rate. While every effort will be made to maintain original rates, contract prices may be subject to an annual inflationary increase of up to a maximum of 5% (or in line with the Retail Price Index, whichever is greater) to account for fluctuating market supplier costs. Where prices have yet to be published for the year of your wedding, confirmed bookings are subject to the knowledge that these annual increases will apply. Should any price changes exceed 5% from your booking rate, you reserve the right to cancel your agreement and receive a full refund of all monies paid without penalty.

 

Minimum Numbers

The Hotel reserves the right to apply minimum guest numbers to peak dates and premium seasons, which will be explicitly detailed at the time of booking. Where minimum numbers apply, you will be required to select a drinks package and wedding breakfast for the specified minimum number of daytime guests, and an evening refreshment option (buffet or hog roast) for the specified minimum number of evening guests.

Weddings hosted on these dates must comply with the minimum requirements, and payment for this baseline configuration will still be required if final numbers fall below. Final attendee numbers must be formally confirmed with the Hotel at least 14 days prior to the wedding date. Reductions in guest numbers made less than 14 days prior to your event will result in full payment being charged, as specific provisions, rotas, and supplies will have already been legally committed. No refunds or partial credits will be issued for individual guests who fail to attend on the day. For New Year’s Eve bookings, the reservation and payment of all 27 bedrooms will form a mandatory part of the core package agreement.

 

Food and Beverage

Evening buffets or hog roasts must be ordered for the total number of guests attending the evening reception function. No external or self-catering is permitted at the Hotel, unless expressly agreed by the hotel as part of the package. All alcoholic and non-alcoholic beverages brought onto the premises by the client or guests are subject to a standard 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 mandatory minimum requirements are:

• One glass of sparkling wine (or agreed equivalent) per guest for the arrival or post-ceremony drink.

• At least two glasses of table wine per guest for the wedding breakfast.

• One glass of sparkling wine or champagne per guest for the celebratory toast.

Where the total number of bottles supplied falls below these minimum volume requirements, corkage charges will be levied at the Hotel’s standard baseline rates for the shortfall.

 

Children

Children under the age of eight years will be charged per head at the designated children's rate. Where an all-inclusive wedding package is chosen, two children (under the age of eight years) will equate to one adult place. No promotional discounts or partial package rates can be offered for children in respect of evening refreshments or buffet provisions.

 

Photographs & Privacy

The Hotel reserves the right to capture photographs of the event surroundings for archiving purposes. However, the Hotel will seek your explicit, separate written consent before utilizing any photographs featuring you, your wedding party, or your guests in our publicity material, brochures, print advertising, or on our website and social media channels.

 

Special Requirements

It is the client’s strict responsibility to inform the Hotel in writing, at least 14 days prior to the event, of any specific dietary requirements, intolerances, or severe food allergies affecting any of the wedding guests. Glen-Yr-Afon House Hotel and Clarkes Restaurant make every commercial attempt to identify ingredients and prevent cross-contamination. Our culinary teams are comprehensively trained on allergen severity; however, a commercial kitchen environment carries an inherent risk of trace contamination. Furthermore, external manufacturers of commercial food products may alter formulations without prior notice. Hired wheelchair accessibility requirements or physical adjustments must also be notified to the Hotel well in advance of the wedding date to ensure seamless access.

 

Accommodation

It is the responsibility of the client, at the time of confirming the booking, to enquire about bedroom availability and request a specified block of guest rooms to be reserved for the wedding party. Priority for guest accommodation will be given to the wedding party of the day. Individual staying guests must confirm their specific reservation and pay a non-refundable deposit of £50.00 per room per night.

Any rooms within the block not confirmed with a guest name, deposit, and valid payment details will be automatically released back to the general public 12 weeks prior to the wedding date. Securing exclusive use of all 27 bedrooms (subject to availability) requires a deposit of £50.00 per room, to be paid concurrently with your 6-month interim booking payment.

 

Smoking & Damages

We operate a strict smoke-free policy across all indoor areas of the building. Smoking and vaping are permitted exclusively outdoors within the designated smoking shelter where appropriate receptacles are provided. If external ashtrays are ignored, an additional cleaning fee may be levied to the Bridal party for the removal of cigarette debris.

Out of fairness to incoming guests, smoking is entirely prohibited inside bedrooms. The Hotel will charge an extra night's standard accommodation fee, alongside deep-cleaning specialist costs, if a room cannot be re-let immediately upon departure due to smoke residue or odour. The client assumes primary financial liability to the Hotel for any structural damage, breakages, or asset destruction caused intentionally or via negligence by themselves, their guests, or hired agents.

 

External Suppliers & Entertainment

It is your responsibility to verify suitability with the Hotel prior to booking external event suppliers. Specific restrictions apply to structural or heavy electrical installations (e.g., LED dancefloors); the Hotel can provide a list of approved contractors whose equipment has been verified as safe and whose operational methods protect the Hotel's historic furnishings and layout.

We require a valid copy of Public Liability Insurance (PLI) and appropriate safety testing certificates for any subcontractor or entertainment booked directly by yourselves. Failure to supply these documents to the venue in advance may result in the supplier being denied access to the premises.

 

Cancellation by the Client & Loss Mitigation

In the event of a cancellation by the client, written notification must be provided to the Hotel by the principal parties who made the original booking.

Because the Hotel loses the opportunity to host an alternative event on your chosen date, the following cancellation charges will apply. These charges represent a genuine pre-estimate of the Hotel’s administrative costs, lost revenue, and committed resources, and are structured to automatically exclude variable costs—such as food, beverages, and event-day staffing—which the Hotel has not yet purchased or scheduled:

• Over 12 calendar months’ notice: Retention of the initial £500 administration deposit only.

• 10 to 12 calendar months’ notice: Retention of the initial deposit plus 40% of the contracted baseline venue hire / package base rate. (All uncommitted food and beverage variable margins are excluded).

• 7 to 9 calendar months’ notice: Retention of the initial deposit plus 60% of the contracted baseline venue hire / package base rate. (All uncommitted food and beverage variable margins are excluded).

• 3 to 6 calendar months’ notice: Retention of the initial deposit plus 75% of the contracted baseline venue hire / package base rate. (All uncommitted food and beverage variable margins are excluded).

• 1 to 3 calendar months’ notice: 85% of the total anticipated booking charges. (At this stage, operational planning, specific suppliers, and fixed administration are heavily locked in). (All uncommitted food and beverage variable margins are excluded).

• Less than 28 days’ notice: 100% of the total anticipated booking charges, minus any direct variable costs actively avoided by the hotel (e.g., specific perishable fresh food orders that had not yet been processed by suppliers at the exact time of cancellation).

 

Mitigation of Loss & Re-letting Policy

Following receipt of a formal cancellation, the Hotel will use its best commercial efforts to re-market and re-let the venue date to a replacement wedding or equivalent event of similar value.

If the Hotel successfully re-lets the date, a recalculation of your cancellation fee will occur. The Hotel will refund your paid cancellation fees, minus:

1. The initial £500 administrative booking deposit.

2. Any direct financial shortfall between the total value of your original booking and the gross value of the replacement booking.

 

Cancellation by the Hotel & Force Majeure

The Hotel reserves the right to cancel a reservation if the venue or a critical part of it is forced to close due to circumstances entirely beyond its reasonable control. The Hotel shall not be held liable for any breach of this contract or failure to perform caused by an act of God or a Force Majeure event, including but not limited to structural fires, severe flooding, natural disasters, industrial strikes, riots, civil unrest, war, or government-mandated public health lockdowns making performance legally impossible.

In such an event, the contract is deemed legally frustrated. The client will be entitled to a full refund of all advance payments and deposits made, subject only to a deduction for reasonable, itemised, and unrecoverable expenses already directly incurred by the Hotel up to that exact date that directly benefited the client’s wedding planning process. The Hotel will hold no further consequential financial liability to the client.

 

Check Out

Check out is by 10:30 a.m. Late check-out without prior authorization will result in late-departure charges applied to the final billing account.

 

Insurance

You are strongly advised to arrange your own comprehensive wedding insurance cover at the time of booking. This serves to mitigate your personal financial losses in the event of unexpected cancellation, sudden illness, family bereavement, or supplier failure.