1. Definitions
1.1 "Event" refers to any booking that includes more than five lodges. 1.2 "Guest(s)" refers to individuals attending the event and any public guests staying on-site. 1.5 "Organiser" refers to the individual or entity responsible for booking and managing the event. 1.6 "Events Centre" refers to the entire building, including the reception, gym, commercial kitchen, serveries, and all event rooms.
2. Events Cancellation Policy
2.1 Lodges and event spaces, booked as part of an event may be cancelled as follows:
Free cancellation up to 4 weeks before the arrival date.
Cancellations between 2 and 4 weeks before arrival will incur a 50% charge of the total cancelled booking cost.
Cancellations made from 2 weeks before arrival up to the arrival date will be charged at 100% of the total cancelled booking cost.
3. Event Bookings & Use of Event Spaces
3.1 Room & Venue Hire
Events may hire out individual rooms on an hourly basis or hire the entire Events Centre.
All events must share the site with public guests, unless exclusive use of the entire site and all lodges are booked by the event.
Events must be booked for a minimum of 2 nights.
Hay’s Wood Retreat does not hold a day licence and cannot accept day guests. All attendees must stay overnight.
The Events Centre closes at 11:00 PM due to licensing restrictions and cannot be open past this time under any circumstances.
3.2 Shared Use Policy & Liability Waiver
Events operating under Shared Use conditions must ensure that their guests do not disrupt public guests.
If disruption occurs, and Hay’s Wood Retreat is required to issue refunds to public guests, the Event Organiser will be liable for covering these costs.
4. Exclusive Use Packages
4.1 Classic Package
Requires a minimum booking of 5 lodges and a 2-night stay
Events Centre hire: £1000 per night.
Includes:
Access to Hay’s Wood Hall
Exclusive Use of the Media Centre (please see separate media terms and conditions)
Professional Commercial Kitchen
Pre-Designed Setups
Additional Terms:
No external equipment or items may be stored at Hay’s Wood Retreat.
Events must use our table layout.
Events are indoor only.
4.2 Bespoke Package
Requires a minimum booking of 5 lodges and a two-night stay
Events Centre hire: £1250 per night.
Includes:
Customised Designs and Layouts
Pre-Event Consultations
Indoor and Outdoor Options
Access to Additional Features
Additional Options:
The Organiser may hire marquees, specialty décor, and unique entertainment at an additional cost.
5. Payment & Documentation
5.1 A 10% deposit is required at the time of booking to secure an event space or exclusive use package. 5.2 The remaining balance must be paid no later than 4 weeks prior to the event. 5.3 All paperwork, lodge allocations, and required documents must be submitted by the Lead Booker 2 weeks before arrival. 5.4 Any additional costs for damages, excess cleaning, or policy violations will be charged post-event. 5.5 For last-minute bookings made less than 2 weeks before the event date, full payment and all required documents must be submitted within 7 days of arrival.
6. Catering & Kitchen Use
6.1 The Lead Booker is responsible for hiring any external caterers. 6.2 All caterers must complete the required documentation and hold official certification before being permitted on-site. 6.3 Only individuals with the appropriate documentation will be allowed access to the commercial kitchen. 6.4 Caterers must review and acknowledge what Hay’s Wood Retreat does and does not supply before arrival. 6.5 Hay’s Wood Retreat is a dry site; however, vendors can be hired at an additional cost. Alcohol cannot be served inside the Events Centre, but may be served outside in designated areas.
7. Media Centre Use
7.1 The Media Centre is not staffed by Hay’s Wood Retreat and can only be used by a qualified technician. 7.2 The technician must meet with our on-site technician prior to the event to receive instructions on how to use the equipment. 7.3 This meeting must be pre-arranged and booked no later than 4:00 PM on the arrival date. 7.4 Failure to complete this meeting will result in the Media Centre being locked and unavailable for use, including microphones, sound systems, TVs, and stage lighting.
8. Guest Conduct & Damages
8.1 The Organiser is responsible for ensuring all guests comply with site rules. 8.2 Any damages caused to property, lodges, or event spaces will be charged to the Organiser. 8.3 Noise must be kept to a minimum after 10:00 PM.
9. Liability & Insurance
9.1 Hay’s Wood Retreat accepts no liability for:
Loss, theft, or damage to personal property.
Injury or accidents that occur due to negligence of the event organisers or guests.
10. Force Majeure
10.1 Hay’s Wood Retreat is not liable for cancellations or disruptions caused by circumstances beyond our control, including but not limited to:
Extreme weather conditions
Natural disasters
Government restrictions
11. Amendments & Discretion
11.1 Hay’s Wood Retreat reserves the right to amend these Terms & Conditions as needed. 11.2 Failure to adhere to any policy outlined may result in additional charges or refusal of future bookings.
