Provisional Reservations Conference facilities can be reserved provisionally for fourteen days. After fourteen days Hazlewood Castle has the right to release the reservation unless the booking is confirmed. Provisional bedroom reservations will be released 30 days prior to the expected date unless confirmed. Confirmation A booking will only be confirmed upon receipt of a signed contract, together with written confirmation and appropriate company/personal payment details. The form must be returned by you and received by the hotel within seven days of the date of issue or, if such time is not available prior to the date of arrival, within a maximum of 48 hours. If the agreement is not received by the hotel within this period, the hotel reserves to release the provisional booking and re-let the facilities. Terms of Payment Full pre payment for the function must be made the day prior to the event, with any outstanding charges being paid for on departure. Credit Facilities Credit facilities will be granted once a credit application form has been successfully completed. In the case of an approved credit account, our invoice will be dispatched the day after the event with payment being required within 30 days of receipt. We reserve the right to charge interest on amounts materially overdue for settlement Final Numbers The final number of guests attending a function must be notified at least two working days prior to the event (guaranteed minimum numbers). The charge to the client will be based on either the actual number attending or the guaranteed minimum number, whichever is greater. Reduction in Conference Numbers A charge will be levied when final numbers for the Conference drop below 60% of the original anticipated at the time of confirmation of the booking, unless we are notified accordingly 60 days prior to the event. The charge will equate to 50% of the evaluated lost revenue. Cancellation In the unfortunate circumstances that you have to cancel or postpone your confirmed bookings at any time prior to the event, the hotel will make every effort to re-sell the facilities on your behalf. Any cancellations or postponements should be verbally advised to the hotel in the first instance. All cancellations must be confirmed in writing and the facilities you reserved cannot be released for resale until this is received and acknowledged. The following cancellation charges will apply:- Cancellation within 31 – 120 days of the event – 30% of the total anticipated revenue less any deposit Cancellation within 30 – 15 days of the event – 50% of the total anticipated revenue less any deposit Cancellation within 14 days of the event – 100% of the total anticipated revenue less any deposit . Licensing If a license extension is required, the organiser is requested to confirm the extended time at least 28 days prior to the function. Please note that the license extension cannot be guaranteed. Prices All prices in our information pack are current at the time of going to print. Hazlewood Castle reserves the right to amend prices should costs increase substantially due to seasonal fluctuations, for which prior notice will be given. Prices may be adjusted to allow for changes either in VAT or other Government taxes and currency fluctuations. Advertising No advertising, public or otherwise, of any function at Hazlewood Castle may be exhibited without permission. Damage Whilst you and/or your guests are occupying the property of Hazlewood Castle, it would be appreciated if every effort is made to safeguard the existing fixtures, fittings and decorations. Any damage caused shall be restored by Hazlewood Castle and the cost incurred will be recharged to the client/hirer. Loss or Damage to Property Hazlewood Castle shall not be liable for any loss or damage to the property of guests or any such person as may so occupy the premises except within the constraints of the Hotel Proprietors Act 1965. Health and Safety Guests using the facilities at Hazlewood Castle must comply with all the regulations concerning licensing, fire, health and safety.