Weddings Terms and Conditions

Conditions 1 to 10 and the Function Sheet, form the basis of your contract with the hotel. 'You', 'your' and, 'the client' means the people booking or using the venue. 'The venue', 'we' 'us' and 'our' means the venue detailed on the Function Sheet.

1. What are your obligations

To accurately give as all the information we request at least 1 month prior to your wedding
To sign the Function Sheet within 5 working days of your receipt of it to confirm that you agree to the information detailed on it and these terms and conditions. Failure to do so may result in space being released by us.
To advise the venue of any inaccuracies made on the Function Sheet or any other document within 48 hours of receipt of it.
We regret we cannot accept any liability if we are not notified of any inaccuracies in any document in accordance with this clause.
To get agreement from the venue for any changes to the Function Sheet following confirmation.
Comply with the venue’s request for assistance with Noise Attenuation, as set out in these Terms and Conditions

2. What if you have to cancel or make substantial changes?

Once your wedding has been confirmed a contract exists between the booker and The Star, Alfriston. In the unfortunate event of a function being cancelled for whatever reason, the following charges will apply,

Between 1 year and 6 months before the event 50% of the estimated account is due
Between 6 months and 3 months before the event 75% of the estimated account is due
Between 3 months and 1 month prior to the date of the event 90% of the estimated account is due.
Between 1 month and the original date of the event 100% of the estimated account is due

The final total of people attending the event must be notified to The Star, Alfriston no later than 72 hours prior to the date of arrival. If the total number is less than quoted in the confirmation, then the larger number will be charged. If significant changes to the numbers and requirements are made then The Star, Alfriston reserves the right to amend the rate and facilities offered.

If you have to make changes to guest numbers of more than 10% or you cancel your event, you must let the venue know in writing as soon as you can.

3. What if the hotel has to make significant changes or cancel?

In the exceptional circumstances where the venue has to cancel or significantly change the arrangements for any reason, suitable alternative facilities will be provided or if this is not possible a full refund will be given.
The venue will not accept any claim for compensation, expenses, costs or losses incurred by the client as a result of the change or cancellation.

4. What are the payment terms?

We are very happy to pay agency commissions if your event is booked through a legitimate 3rd party agency however we reserve the right to send the account to the end user only and not any intermediaries.
Please note changes and errors occasionally occur. The venue reserves the right to correct errors in confirmed prices.
Deposits or pre-payments are required. Any such payments required with be requested at the time of booking and will be non-refundable.
All extras requested during the event will be charged to your account unless you instruct us in writing and in advance not to do so.
VAT is included in your costs at the current rate of 17.5%. Should the government levy an increase to this rate, the venue reserves the right to forward the increased cost to the client, by way of a supplement to the final cost.

5. Does Force Majeure apply?

Except where otherwise expressly stated in these conditions, we cannot accept liability or pay any compensation where the performance or prompt performance of contractual obligations is prevented or affected by or you otherwise suffer damage or loss as a result of “force majeure”. In the conditions, “force majeure” means an event which we could not, even with all due care, foresee or avoid. Such events may include war or threat of war, riot, civil strife, terrorist activity or actual threatened terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire and all similar events outside our control.

6. Should I take out insurance?

We strongly recommend that you take out an insurance policy to cover any non-refundable expenditure that you make in the course of organising and purchasing your wedding. Such policies cover against ill health and other unpredictable circumstances.

7. What is the venue’s liability to me?

The venue will not be responsible for any injury, illness, death, loss, damage, expense, cost or sum or claim of any description whatsoever which results from :-

The fault of the person(s) affected or any member(s) of their party or
The fault of a third party not connected with the provision of the event which we could not have predicted or avoided or
An event or circumstance which the venue could not have predicted or avoided even after taking all reasonable care.

The venue excludes liability to the fullest extent permitted by law. In particular, we do not accept any liability for any loss of profit, economic loss or other indirect loss or for any loss suffered by a third party. In any event the liability of the venue shall exceed the price payable to you. Where we are found liable for loss of or damage to luggage or personal possessions (including money), we are entitled to rely on the limitations of liability contained in the Paris Convention on the Liability of Hotel Keepers concerning the property of their guests.

Nothing in these terms excludes or limits any liability for death or personal injury caused by the negligence of the venue or its employees.

You are subject to the venue’s standard liabilities in relation to health, safety and security.
These terms do not affect any rights you may have under the Hotel Proprietors Act, where that Act applies.

8. What if I have a problem?

In the unlikely event that you or any member of your party has any reason to complain, you must immediately inform the venue. Any verbal notification must be put in writing and given to the venue as soon as possible. No liability can be accepted if you fail to notify the problem according to this procedure.
Any disputed invoiced item must be raised in writing with the venue within 7 days of the date invoice. Disputed items will be dealt with separately from the remainder of the monies due which must still be paid when due.

9. What if I have guests with any special requirements or needs?

If you have any special requests, you must make this known at the time of booking. Although we will endeavour to meet the request, we regret we cannot guarantee any request will be met. Failure to meet any special request will not be a breach of contract on our part.

If you or any member of your party has any medical problem or disability which may affect your event, please make this known before you confirm your booking. In any event, you must give full details in writing at the time of booking. If we reasonably feel unable to properly accommodate the particular needs of the person concerned, we must reserve the right to decline their reservation or, if full details are not given at the time of booking, cancel when we become aware of these details.

10. Is there anything else I need to be aware of?

Please obtain written permission from the venue in advance of your arrival if:-
- you intend to bring electrical equipment to the venue (these must be PAT tested and certificated)
- there is a safety risk associated with anything you want to bring to the venue
- you wish to stick or attach anything to the walls, floors or the ceiling of any room in the venue
- third-party agents or suppliers are to be utilised.
The venue reserves the right to refuse any request at their discretion.
The venue reserves the right to cancel bookings if they consider in their absolute discretion that it may be poor business practice to proceed with the booking
The venue reserves the right to object to the employment by you of any photographer, toastmaster, musician, entertainer or other person in connection with any event.
It is your responsibility, where appropriate, to comply with all requirements of the Performing Rights Society in respect of any music played or musician employed. Noise limitations may apply – see section below.
The venues name/logo maybe used in publicity only once a proof of the promotional material has been agreed directly with the venue.
The venue must comply with certain licensing and statutory regulations and requires you and your guests to assist with fulfilling our obligations in this respect.
Function rooms are available for the time shown on the Function Sheet. Please note that all evening functions must finish at 23.30 prompt. Additional charges may be made if that time is extended.
The bedroom accommodation is available from 14.00 on the day of arrival and must be vacated by 11.00 on the morning of departure, unless specific alternative arrangements have been agreed.
We are unable to guarantee that all of the facilities at the venue will be available for use during the event. The venue is unable to make refund or reduction in the charges if any facility is unavailable.
Adequate insurance is highly recommended to protect you from any eventuality. Deposits and payments once made to the venue are non-refundable.
If you are providing your own music at any time, the venue cannot be responsible should this fail to work on equipment owned by the hotel. It is strongly advised that you test any pre-recorded music, equipment and appropriate cabling, prior to the wedding day itself.
It is the policy of the venue not to discriminate on the grounds of race, colour, creed, sex, marital status, age, ethnic origin or disability. The client, its employees, guests and all sub-contractors engaged by, or on behalf of the client are expected to adhere to this policy and the venue may, without incurring any liability, remove from the venue any person offending against this policy.
You accept responsibility for any damage or loss caused by you or any member of your party. Full payment for any such damage or loss must be paid directly at the time to the venue.
We both agree that the Law and the local jurisdiction of the country in which the venue is situated will govern your contract and agree that any dispute, claim or other matter of any description which arises between us will be dealt with by the courts of the relevant country.

11. Noise Attenuation - Measures to restrict late night noise in Alfriston

As you will be aware the hotel is located in the centre of the village, surrounded by other buildings which are mostly residential and in close proximity. This has implications with regards to noise pollution and the possibility of causing a statutory public nuisance under the Environmental Protection Act 1990.

The company takes such issues seriously and has various noise attenuation measures in place, to prevent the likelihood of events causing a public nuisance to neighbours. This letter is to advise you of what these measures are prior to your special day at The Star. Please note that these are conditions of our licence to operate and we therefore have a legal obligation to comply with them.

SECONDARY GLAZING
The Capella Suite is fitted with secondary glazing to restrict noise from leaving the building. All windows and external doors must be kept closed before the entertainment begins. This is usually done at the time of the room re-fresh. To compensate for the possibility of increased temperature in the room, The Capella Suite is fitted with air conditioning units, which the staff will activate.

NOISE LIMITATION
The venue is fitted with a noise limiter which entertainers including DJs are required to plug their equipment in to. This device is set to a maximum of 85 decibels, which is considered to be an atmospheric but comfortable sound level. If the sound energy level should go over the 85 decibel limit, the power to the entertainer’s amplifiers will automatically cut out and then restore itself after 10 seconds. This measure is to prevent excessive sound energy emanating from the building.

ENTERTAINMENT

Due to licensing restrictions, live bands and vocalists are not permitted.
All entertainers are advised about the noise limiter in writing prior to the event. If you are arranging your own entertainment, you will be required to supply a contact name and number of the entertainment provider, so that we may make contact with them.
The entertainment provider is requested to sound check their equipment during set-up in order to ensure that they operate within acceptable levels in order to prevent the noise limiter cutting out.
No more than 2 AMPLIFIERS (or speakers or other electrified devices) are allowed to be used in the Capella Suite at one time.
Entertainers are required to strategically place their amplifiers, so as to control the direction of output away from windows and neighbouring properties. A map is supplied to the entertainer for this purpose.

ROSE GARDEN
During the summer months when our Rose Garden is operational, you may arrange with our Events Manager to make use of this facility. Please note that hotel does not accept any liability for accidents or damage to any persons or property incurred whilst using and accessing the Rose Garden. Access to the garden is not available after 7.00pm.

SMOKING POLICY
Smoking is not permitted inside the hotel, guest bedrooms, on the pavement at the front of the hotel and in the Rose Garden at any time. A designated smoking area is located at the rear Car Park Entrance to the hotel.
Infringement of this condition, will incur a charge of £100 for cleaning bedrooms or other areas that become unserviceable due to smoking.

ACCESS AFTER 11.00PM
All our external entrance doors are locked at 11.00pm for the security of our residents. After this time entry and exit is only available via the rear Car Park entrance. Please use the Night Porter’s bell to gain entry.

DEPARTING GUESTS
When the evening draws to a close, we ask that any guests leaving the property show courtesy to our neighbours by leaving quietly and orderly.

12. How you can help

We hope you and all your guests to have a wonderful time.

To help your guests enjoy their stay we also ask if you would inform them about:

Smoking policy and designated area
Access after 11.00pm
Departing Guests

As a suggestion and from our experience, many of our Wedding Couples find these points easiest to pass on to their guests when corresponding in writing prior to the wedding.