Booking events

Please take the time to read through our Terms and Conditions

BOOKING CONDITIONS

Booking your conference or event

A written confirmation must be received, together with an address and full contact details. The number of guests +/- 10% together with the full programme must reach the hotel at least seven days prior to the event.  Final numbers must reach the hotel at least 48 hours in advance; this number will be charged in full, or greater if numbers increase. Accounts may be due for payment in advance, on arrival or on departure. Cheques (company or personal) must be presented in good time for clearance and will not be accepted on departure under any circumstances. Credit terms may be agreed in writing, and credit references will be sought. Payment of invoiced accounts is due within 14 days of presentation. Overdue accounts will be charged at 2% per month, or part thereof.

Cancellation and significant changes

Any cancellation, postponement or significant changes in arrangements must be confirmed in writing.   Deposits will only be refunded, less administration costs, once the date has been rebooked for a similar event.  If the cancellation occurs within one month of the date, the client shall be liable for 90% of the anticipated facilities booked - if the date is resold the charges will be offset.  If the cancellation occurs within 2 to 5 months, 60% will be charged, and if within 6 to 12 months, 30%. If the anticipated numbers decrease significantly, the hotel reserves the right to change the booking to smaller room(s).

Client responsibility

The client shall be responsible for the behaviour of their guests and any damage to hotel property, including theft and water damage.  Guests should not be excessive or rowdy, and offensive or illegal behaviour will not be tolerated.  Consideration must be shown to other guests and our staff; we reserve the right to recover from the person making the booking any discretionary compensation payment or discount we may have to pay to other guests, as a result of your actions or members of your party. 

Food and drink

The hotel reserves the right to supply whatever food, drink or services that may be required, except for pre-arranged celebration cakes. The Headland does not allow guests to bring their own food, wine, beer, spirits or soft drinks for consumption at an event.  The import of client food or drink is not an option, and corkage arrangements are not available. The hotel has a full liquor license and is also licensed for up to 300 guests.

Your exclusive venue

If agreed at the time of booking, the hotel can be reserved for exclusive use (except in The Terrace). Such an agreement shall be deemed to be reciprocal and the party will use the hotel’s facilities for all catering and hospitality for the full period of the booking.

Personal belongings and liability

Personal belongings are the responsibility of each individual and any valuables can be left in the Reception safe; a receipt must be obtained.  We accept no liability whatsoever for any accident, loss or damage to your property, unless such loss is demonstrably due to our negligence.  We cannot be held responsible for the failure of public services (e.g. water, gas, electricity etc.) or for any disturbance beyond our control.  In all cases, except personal injury or death, our liability to you for the total of all claims arising out of your event with us is limited to the cost of the booking.

Accommodation

During the quieter months, special rates are available for guests attending large events.  All accommodation is subject to availability and the agreement must be confirmed at the time of booking the event.  Separate accommodation Terms and Conditions apply, please ask for a copy or see the main Hotel website.

Disabled access

In order to accommodate guests with limited mobility we have disabled parking bays, ramped access to the front door, a lift and some wheelchair-accessible rooms with walk-in showers and wide doors. If you require assistance please contact us to discuss requirements prior to your stay.

Equipment and extra charges

The client shall be liable for all electricity used other than by the hotel’s usual fixed equipment and lighting. The hotel does not accept responsibility for the clients’ equipment. A registration table will be included in the cost. Any further tables required will be charged at £10 per table and will include a tablecloth. Materials can only be displayed on display boards (these are available for hire or you may bring your own). Late changes to table plans that result in re-printing, table and room decorating or secretarial and IT assistance may also result in extra charges. Extended use of the rooms for set up and removal of equipment, decoration, trade stands etc may be charged over and above the room hire charge. A service charge of 10% may be added for all external services used.

Validity of prices

Prices and Terms and Conditions are correct at the time of publication but may change without notice with the exception of confirmed bookings. Confirmed bookings will not alter other than to reflect any changes in tax. E & OE.

The hotel reserves the right to refuse any booking.