Terms & Conditions

Terms and Conditions & Cancelling Policy – Conferences, Parties, and Events

Please read carefully

St Michael’s Manor Hotel, Fishpool Street, St Albans, AL3 4RY is owned by St Michael’s Manor Ltd. In this document “Company” means St Michael’s Manor Ltd, “Hotel” means St Michael’s Manor Hotel, St Albans, and its grounds, “You” means the client and the “Event” means the function, party or gathering to be held at the Hotel. Weddings are governed by a separate set of terms and conditions.

In signing this contract, You confirm that You are the client and that You are ultimately responsible for the Event, the settlement of charges and adherence to the terms and conditions as set out below.

1 Bookings

1.1 This contract represents the standard terms and conditions of your forthcoming Event. We ask you to sign and return one copy of the contract to us, retaining one copy for your own records. It is important to note that no Event is accepted by the Hotel until a signed contract is returned by You booking our facilities, or until the appropriate deposit is paid, whereby You agree to all our conditions and cancellation policies.

1.2 A provisional booking can be held by us for 14 days whereupon a deposit will be required to secure your Event date. Deposit requirements are detailed in section 5 of this document. If no deposit is forthcoming, the date will be released without further notice to You.

2 Pricing

2.1 All prices quoted are inclusive of VAT at the prevailing rate.

2.2 A 12.5% Service Charge is applied to the Food and Beverage content of the final invoice.

2.3 Children’s meals are available from the Children’s Menu. Children under the age of two are not charged. Half size adult portions are available for children between the ages of 5-10 and are charged at half the adults’ prices.

2.4 The Hotel reserves the right to amend any prices quoted at their discretion. All prices will be agreed and confirmed three months prior to your Event.

3 Guests / Attendees

3.1 An indication of the number of guests attending the Event will be required at the time of booking. This number will be used in our initial deposit calculations.

3.2 Final number of guests to be confirmed 4 weeks prior to your Event, after this time any non-arrivals will be charged in full to cover our preparation costs.

3.3 We require a minimum number of 80 adults for a Friday or Sunday Event and a minimum number of 100 adults for a Saturday Event unless agreed otherwise. Bank holidays are subject to minimum guest requirements.

4 Accommodation

4.1 Please note that bedrooms are guaranteed for arrival from 15:00 although we will endeavour to accommodate any early arrivals. To guarantee an early check-in we recommend that guests book accommodation for the night prior, at the prevailing rate. Check out is at 12:00.

4.2 Should You require exclusive use, this will include all 30 bedrooms. For exclusive use, check out will be 11:00. Those clients reserving the whole hotel are responsible for collating their guests’ accommodation requirements. The Hotel is unable to take bookings directly from guests.

4.3  Accommodation Cancellation (non-exclusive use)

4.3.1 All cancellations are to be made in writing or by email to reservations@stmichaelsmanor.com

4.3.2 For parties booking 1 to 3 bedrooms. Notice to cancel must be received by the Hotel 24 hours prior to the date of arrival.

4.3.3 For parties booking 4 to 30 bedrooms. Notice to cancel must be received by the Hotel 7 days prior to the date of arrival.

4.3.4 Cancellation charges will equate to the first night’s room tariff.

4.4 Note: should exclusive use of the Hotel be taken, accommodation cancellation terms will coincide with clause 6 below.

5 Deposit Payments and Payments Schedule

5.1 A deposit equal to the room hire charge for your Event is required to secure your Event date. This deposit is non-refundable.

5.1.1If a wedding, the deposit charge will be 20% of the approximate total cost of the wedding.

5.2 The further deposit equal to 50% of the anticipated spend on catering, service charge and any other pre-booked ancillary charges will be required no later than 6 weeks before the Event date.

5.2.1The balance of the anticipated spend on catering, service charge and any other pre-booked ancillary charges will be required no later than 2 weeks before the Event date.

5.2.2 Beverages and other incidental charges consumed on the day will be for settlement on departure unless a credit account has been established and confirmed with you.

5.3 Credit accounts can be requested and a credit check will be performed in order to determine whether an account can be opened and to what value. Credit accounts carry payment terms of 30 days from the date of invoice.

5.3 All non-credit accounts are due on presentation.

5.4 In both instances settlement of the account is to be in full, strictly to terms, after which interest will be charged at 5% per day.

5.5 Any disputed item or price contained in an invoice must be raised in writing with the Hotel within 6 days of receipt of the invoice. Disputed items will be dealt with separately from the remainder of the monies due, which must still be settled when due.

5.6 You agree to pay the Hotel charges for any extra goods or services provided at the request of yourself or any person purporting to have the authority.

5.7 Please ensure the details of your Event are clearly marked when sending cheques. Valid debit/credit card details will also be required prior to the Event and may be subject to pre-authorisation.

6 Event Cancellation/Postponement:

6.1 Any cancellation or postponement must be confirmed in writing, the date of receipt being the date the Hotel will use as the cancellation date. Any cancellation fees will be based on the noted schedule below. Cancellation terms are:

  • Less than 28 days before the date of the event: 100% of contracted total cost
  • 29-90 days before the date of the event: 75% of contracted total cost
  • 91-180 days before the date of the event: 50% of contracted total cost
    • 180+ days prior to the date of the event: 20% of contracted total cost

6.2 The deposit/cancellation charge will not be available as credit for future events. The above is based on all pre-booked services booked by You and includes, but is not limited to, accommodation, breakfast, function rooms, all meals, drinks and other ancillary charges.

6.3 Any further sales recovered by the company after a confirmed cancellation will be discussed with You, however any adjustment to the account will be at the discretion of the Directors of St Michael’s Manor Ltd.

6.4 The Hotel may cancel the booking at any time without obligation to You in any of the following circumstances:

6.4.1If the Hotel or any part of the Hotel is closed due to circumstances beyond the Hotel’s control.  

6.4.2 If You become bankrupt or insolvent or enter into liquidation or have an administrator or receiver appointed over all or a substantial part of your assets.

6.4.3 If You fail to meet the deposit requirements for any part of the Event.

6.4.4 If the Hotel in its sole discretion believes the booked Event, or You, might prejudice the reputation of the Hotel.

6.4.5 If the Hotel is sold or ceases to be operated by St Michael’s Manor Hotel Ltd.

6.5 If the Hotel cancels the booking, a full refund of any monies paid in respect of the Event will be given, issued in the form of a cheque through the Company registered office.

6.6 You may postpone your Event on one occasion only to a date within 365 days of the original booking date, subject to availability. In the event of a postponement cancellation charges, as set out in 6., will apply to any subsequent cancellation as if the Event had not been postponed. The Company accept no liability for non-availability of dates should You wish to postpone your Event.

7 Loss & Damage:

7.1 The costs of repairing any damage You or your guests have caused to the property, furnishings or equipment will be charged to You as the client organising and paying for the Event.

7.2 Subject to its liability under the Hotel Proprietors Act 1956, neither the Company nor the Hotel can accept responsibility for loss of, or damage to, guests’ property however caused. Nor can we be held responsible for any gifts that have been delivered to or handed over to a representative of the Hotel. At the end of the function all personal effects are to be cleared. The hotel cannot accept any responsibility for the safe-keeping of such items and will discard any items not collected within 48 hours.

7.3 Neither the Company nor the Hotel can accept responsibility for loss of, or damage to any vehicle left in the Hotel car park or on the Hotel grounds.

8 Use of Hotel

8.1 You agree to take reasonable precautions to ensure that no damage occurs or injury to any person. You are responsible for the actions of your guests, your staff and any contractors / third parties you have engaged.

8.2 You agree to conduct the Event in an orderly fashion, ensure that no nuisance is caused, comply with any request of the Hotel management and abide by all applicable statutory controls in respect of, but not limited to, health & safety, fire regulations, licensing permissions.

8.3 Prior consent must be obtained from the Hotel for any externally arranged entertainment, services or decorations. Any third party providing entertainment must supply the Hotel with a copy of public liability insurance and PAT testing certification or access may be denied.

8.4 Our entertainment licence governs the finishing time of an event, at which point non-residents guests must depart. A resident bar is available for the rest of the night if you wish to carry on your celebrations, with any charges being made to room accounts.

8.5 Due to our location in a conservation area, the throwing of confetti is strictly forbidden outside the building or in its grounds – failure to abide to this request will result in a surcharge of £200 being added to the final invoice. Please ensure all guests are informed.

8.6 Guests are required to leave the hotel in an orderly manner and not to make or cause excessive noise outside the hotel after 22:00. We reserve the right to ask guests to reduce noise levels and abide by our terms given the residential setting of the hotel.

8.7 Fireworks are not permitted at the Hotel due to our residential location.

8.8 As a courtesy to the local residents, the garden terrace, particularly in the summer months, will be closed to guests after 22:00.

8.9 Last orders at the bar will be called at 23:30 for all non-residents attending an Event on a Friday or Saturday, 22:30 on Sunday and 23:00 from Monday to Thursday inclusive. Ultimately the sale of alcohol is entirely at the discretion of the licence holder or duty manager.

8.10 Only food and drink purchased from the Hotel may be consumed on the premises.

8.11 The Hotel places great emphasis on providing a safe and pleasant environment for all its guests and staff. Should guests act in an improper or disorderly way, or refuse to comply with reasonable requests from our staff, the Company reserves the right to terminate your stay or Event or to eject those who are the cause of the disorder. Should this occur, no monies will be refunded.

8.12 Allergens: Some foods contain nuts, shellfish or other foods that may cause allergic reactions. If you have a food allergy or intolerance please advise our staff before ordering food or drink items and they will be able to help you with your choice. We take as much care as possible to avoid contamination, however all food is prepared in our kitchen where nuts, gluten and other allergens are present.

9 Force Majeure

If the hotel is prevented or hindered from carrying out its obligations hereunder by circumstances beyond its reasonable control including (without prejudice to the generality the foregoing) government intervention, strikes, labour disputes, accidents, acts of God, national or local disasters or war, then the Hotel’s liability to You shall be no greater than the amount paid by You to the Hotel in respect of the Event. If for any reason beyond the Hotel’s reasonable control, the accommodation reserved cannot be made available to You, the Hotel reserves the right to substitute similar or comparable accommodation for the Event and such a substitution shall be accepted by You as satisfactory performance by the Hotel of its obligations hereunder to provide the accommodation so reserved.

10 Governing law

Agreement governed by English Law. English law shall govern this contract in all respects.