Terms and Conditions

The Old Deanery Wedding & Events Booking Terms & Conditions

The Terms listed below will apply to your wedding or event booking at The Old Deanery. Please therefore read them carefully and let us know if you have any questions before you sign your contract with us.

Formation of contract

  1. The Old Deanery will hold your preferred date for 14 days with no obligation, allowing you to make any necessary arrangements, such as booking a registrar or church service. Upon provisionally holding a date, The Old Deanery will provide you with a contract (also often referred to as a “function sheet”), to create this document we require a preferred wedding date and estimated adult daytime guest numbers. Please note that we have a minimum number requirement of 60 adult daytime guests (unless otherwise agreed).
  2. Please note that, if you are having a civil ceremony at The Old Deanery, it is your responsibility to book the Registrar for your wedding. We may decline to provide a contract until a provisional registrar booking has been made.
  3. Our quoted wedding and events package prices are updated periodically. Prices included in any contracted quotations are guaranteed for a period of three months from the contract issue date, after which they may be subject to change (and possibly increase) by us if we have not received a signed copy of the contract within this time.
  4. Your contract is with Layton Hill Hotels Ltd t/as The Old Deanery, and our address is The Old Deanery, Minster Road, Ripon, HG4 1QS.
  5. You, the wedding couple or booker named in the contract (also referred to as your “function sheet”), are both parties to the contract with us for the use of The Old Deanery as your wedding venue or event, and the supply of the associated wedding/event package (meaning all services which we agree to provide to you, such as accommodation, meals and drinks). (Note: when we refer to “wedding” in these terms, we mean a wedding or a civil partnership).
  6. We are of course happy for someone else (such as a family member) to make payments due to us for the wedding or event package on your behalf, but unless we agree otherwise in writing, the wedding couple, are legally responsible for payments due to us.

Making a booking & paying the booking deposit

  1. To confirm your booking, we require a signed copy of your contract and a 25% deposit (unless otherwise stated). Payments can be made by BACS transfer or via an online payment link that we can provide if required.

Wedding/event package price & payments

  1. Subject to any changes of the kind referred to in the following paragraphs, the amount payable for your wedding or event package will be as set out in the contract.
  2. If any elements of the wedding or event package listed in the booking agreement are not fixed (for example, because they depend upon the final number of guests you have), then final price will be determined in accordance with the booking agreement (for example, the charge “per head” for meals) or as otherwise agreed with us. We will charge you in addition for any “extras” not set out in the booking agreement which we agree to provide to you, or which you or your guests incur, including additional food, drink, or other services.
  3. All booking agreements are subject to a minimum number of attending guests (60 adult daytime guests, unless otherwise stated). If your final numbers fall short of these minimum numbers, then we reserve the right to charge you for the stated minimum.
  4. You must confirm final numbers to us by, at the latest, 14 days prior to the scheduled date of your wedding or event. You must also provide us, by the dates we may reasonably request, any other information we ask for so that we may finalise the details of your wedding/event package.
  5. Unless we agree otherwise with you, the balance of the price of your wedding/event package is required in instalments on the dates specified in the booking agreement. Whilst we will endeavour to remind you, it is your responsibility to make these payments on time. Payments can be made by BACS transfer or via an online payment link that we can provide if required.
  6. We will also invoice you on or following the wedding/event date for any additional charges as referred to in paragraph 9. You must pay this invoice within 14 days.
  7. All prices are inclusive of VAT.

Registrar

  1. It is your responsibility to book the Registrar for your wedding. The registrars are usually on a very strict schedule, and will require an interview with one party around 30 minutes prior to your ceremony, and with the other party around 10 minutes prior to the ceremony (in heterosexual relationships the groom is interviewed first and the bride second). Whilst The Old Deanery will make every effort to help you adhere to these timings we take no responsibility for lateness, and we kindly remind you that the registrars may leave if you or your guests do not keep to their timings.  Please relay this information to photographers and friends/family who may delay proceedings.

Accommodation

  1. Any accommodation booked as part of your wedding/event must be paid for in advance.

Food and drink

  1. Only food and drink supplied by us may be consumed at The Old Deanery, unless by prior agreement.

Insurance

  1. We recommend that you arrange wedding or event insurance to protect you in case of situations such as cancellation.

Changes to your Wedding/Event Package

  1. We will use reasonable endeavours to avoid altering any elements of your chosen wedding/event package. However, as the package is normally agreed some time before your scheduled wedding or event, we may have to alter certain elements if necessary to comply with safety requirements, changes in law or regulations or where required due to changes with our suppliers or how we operate. We also reserve the right to correct any error or omission in information or materials issued by us, and to make routine changes to The Old Deanery, our facilities, grounds and features from time to time. We will notify you of any significant changes if applicable.

Cancellation by you

  1. If you want to cancel your wedding/event you must do so in writing. Where the Wedding Package price has yet to be finalised we will calculate the cancellation charges based upon any indicative or minimum numbers set out in the booking agreement.

Period before scheduled wedding/event date – cancellation charges

  1. Once paid, all deposits are non-refundable.
  2. At any point the initial deposit (usually 25%) is non-refundable. This deposit covers our time spent in making the initial plans for your wedding, and the lost opportunity cost to The Old Deanery of having closed the diary to other potential bookings.
  3. 50% of the remaining balance is required no later than 6 months prior to the event.
  4. Final details (including number of guests) are required no later than two weeks prior to the event, when full pre-payment of the remaining balance is also required. After which point your event details will be considered confirmed and any reduction in numbers after this date will still be charged for. We cannot guarantee that any changes after this point will be possible.
  5. The above cancellation charges are designed to compensate us for losses and costs we suffer because of the cancellation which were reasonably foreseeable to both you and us when the contract was entered into.

Cancellation by us

  1. We reserve the right to cancel your booking without liability to you (and without any obligation to refund your Booking Deposit) if:

(a) you do not pay us the relevant amount of your wedding/event package price by the date due for such payment; or

(b) we have reasonable grounds to believe that you may not pay us the relevant amount of your Wedding Package price by the due date, and we have requested you to explain the position and you have not done so satisfactorily; or

(c) we discover that you have deliberately concealed information, or deliberately given us incorrect information, about your intended wedding, or

(d) we have reasonable grounds to believe that your behaviour or that of your guests at the wedding is likely to result in damage to The Old Deanery or to our property and/or injury to people.

  1. If we cancel your booking under paragraph 26, you must pay us any losses and costs we suffer because of the cancellation which were reasonably foreseeable to both you and us when the contract was entered into.

Events outside our control

  1. We shall not be liable or responsible for any failure to hold the wedding/event or any of our obligations under our contract with you caused by an event outside our reasonable control e.g. serious damage to The Old Deanery, serious adverse weather conditions, a pandemic or epidemic, or interruption or failure of utility services such as electric power, gas or water. In these circumstances, we shall make every effort to notify you as soon as is reasonably practical. If, as a result of such events, we are unable to hold your wedding we will endeavour to find an alternative date for your wedding or event with us.

Your guests & invitees

  1. You must comply with, and use your reasonable endeavours, to ensure that your guests, third party suppliers and invitees comply with all regulations concerning licensing, fire, health & safety and also our reasonable instructions intended to ensure safety of property and/or people at The Old Deanery. Children attending a function must be suitably and appropriately supervised at all times.
  2. You must provide your guests with such information required regarding arrangements to be followed at The Old Deanery (for example, in relation to car parking, security of possessions, use of facilities and matters referred to in paragraph 29 above).
  3. We reserve the right to refuse service of alcohol in situations where it is deemed appropriate by our management. We also reserve the right to stop any activity which we reasonably believe is likely to cause any damage to The Old Deanery, or our building, equipment, contents or fittings, or which risks the safety or comfort of any people at The Old Deanery.
  4. The Old Deanery is a pet friendly venue. Other than guide dogs, hearing dogs and other assistance dogs, our policy is to allow pets at The Old Deanery by prior arrangement, and subject to them not being left unattended, being well behaved and house trained, and not shedding hair excessively. We reserve the right to exclude any pet from The Old Deanery which does not comply with this policy.

Your property

  1. You must ensure that you and your guests take care of all property and valuables which are brought into The Old Deanery, and you are responsible for taking appropriate security precautions and having appropriate insurance cover in place as we will not be liable to you for any loss or damage to the property.

Damage to The Old Deanery

  1. The Old Deanery is a historic site, and many of the furnishings and property at the venue are easily damaged. You will be liable to pay us for the costs of any and all loss or damage which you or any your guests, third party suppliers or invitees cause to The Old Deanery, including to the building or our equipment, contents or fittings (including any such items we hire for your use).
  2. Hazardous, dangerous, or anti-social items e.g. fireworks, Chinese lanterns, open flames that are not contained within an appropriate holder, smoke machines, flares, or anything that creates excessive noise may not be used at The Old Deanery without our prior agreement. Foil and paper confetti/confetti bombs are not permitted: a cleaning charge of £150.00 will be applied to the wedding account in the event of these items being used by your guests. Biodegradable dried flower confetti may be thrown. To avoid any doubt, please inform The Old Deanery in advance of any items that you are planning to bring or use to/at your wedding.

Music, entertainment & third party suppliers

  1. If we provide details to you of third party suppliers these are intended to help you in arranging other services to be provided in connection with your wedding/event. If you do engage any such third party suppliers, we accept no responsibility for their performance of services and you should take up any complaints with them directly. You are also responsible for paying their charges directly.
  2. It is your responsibility to ensure that any third party supplier you engage undertakes appropriate risk assessments and obtains suitable public liability insurance for all activities conducted, and complies with the requirements of the Performing Rights Society and other relevant rights holders, and with all applicable legal requirements. Details of their compliance with the foregoing must be provided to us upon request.
  3. We reserve the right not to allow into The Old Deanery any third party suppliers who do not meet our requirements intended to ensure the safety and welfare of property and people at The Old Deanery, and applicable legal requirements.
  4. We must determine the maximum volume levels for music played at the wedding/event (which may change during the course of the event), and we reserve the right to turn down (or turn off or stop) any band/recording/music that breaches these maximum levels at our discretion.

Publicity etc

  1. As early as possible before the wedding/event you must:

(a) obtain our written consent to any proposed advertising or other publicity or promotional material for your wedding/event; and

(b) notify us in writing of any special factors or associated risks associated with your wedding/event.

If you have a complaint

  1. In the unlikely event that you have a complaint with us or our services which you wish to raise with us:

(a) please contact us and tell us as soon as reasonably possible;

(b) please give us a reasonable opportunity to rectify any problem where this is possible; and

(c) we will, where appropriate, use every effort to rectify a problem as soon as reasonably practicable so it does not fundamentally affect your wedding experience.

As a consumer, you have legal rights in relation to services not carried out with reasonable skill and care, or which are faulty or not as described. Advice about your legal rights is available from your local Citizens’ Advice Bureau or Trading Standards office. Nothing in these Terms will affect these legal rights.

General

  1. You may not transfer any of your rights or obligations under our contract with you to another person without our prior written consent. We can transfer all or any of our rights and obligations under the contract to another organisation, but this will not affect your rights under these Terms.
  2. All written communications by you to us must be sent by first class post to our address listed in paragraph 1 above, or by e mail to reception@theolddeanery.co.uk (or to such other address that we may notify to you). We may send written communications to you at either the e mail or postal address set out in the Booking Agreement.
  3. These Terms shall be governed by English law and shall be subject to the non-exclusive jurisdiction of the English courts.