Poundon House, Poundon, Nr. Bicester OX27 9BB

All events booked with (“”) at the above address will be subject to the following conditions (“The Conditions”).

Terms of reference

– () – Us

EC – (Event Client) –  – Yourself


will confirm all requests for bookings received by in writing on its standard client booking form, which will include a quotation of the price for the proposed event. A booking shall only be deemed accepted by when the client booking form is returned signed by or on behalf of the client together with payment of the deposit pursuant to the Condition. The client has exclusive use of the nominated areas of the House and Grounds as defined on the Booking Form.

The client shall be responsible to  for ensuring the accuracy of the terms set out in the client booking form and for giving  any necessary information relating to the event within sufficient time to enable  to deliver the event in accordance with its terms.

Terms of Payment

Subject to the Condition payment will be made to , without deduction as follows:-

A Deposit as outlined in the booking form at the time of placing a booking to confirm hire of the premises (non-refundable).

Remaining amount of any outstanding not less than thirty days prior to the date of the event (non-refundable).

Time for payment of the price shall be of the essence of the contract for the purposes of this clause.

The cost of hiring the house and gardens as defined in the quote and booking form.

If the EC fails to make any payment on the due date then, without prejudice to any other right or remedy available to ,  shall be entitled to charge the EC interest (both before and after any judgement) on the amount unpaid at the rate of 3% per month until payment in full of the sum outstanding is made.

Numbers attending

The EC shall give  written confirmation of the number of people attending the event seven working days before the date of the event. The figure given will then be reflected on the final invoice.

Any increase in the numbers attending proposed by the client after this date will, subject to legal or regulatory restrictions, be entirely at ’s discretion and would be charged accordingly.

Cancellation by Client

In the event of a cancellation of the agreement by the EC, the EC shall be liable to  as follows:

Cancellation up to 3 months prior to the event – 25% of the Total Estimated Price of the unpaid balance.

Cancellation between 3 and 1 months prior to the event – 75% of the Total Estimated Price of the unpaid balance.

Cancellation less than 1 month prior to the event – 100% of the Total Estimated Price of the unpaid balance.

In the event of the EC cancelling, the first deposit payment is non refundable.

Cancellation by

In the event of cancellation by  for reasons beyond their control, any monies paid to  will be refunded in full to the EC.


Subject as expressly provided in The Conditions, all warranties, conditions or other terms implied by statute or common law are excluded to the fullest extent permitted by law.

Except in respect of death or personal injury caused by ’s negligence,  shall not be liable to the client by reason of any representation (unless fraudulent) or any implied warranty, condition or other term, or any duty at common law, or under the express terms of the contract for any direct, indirect, special or consequential loss or damage (whether for loss of profit or otherwise), costs, expenses or other claims for compensation whatsoever (whether caused by the negligence of , its employees, agents or otherwise) which arise out of or in connection with the delivery of the event, and the entire liability of  under or in connection with the contract shall not exceed the price of the event, except as expressly provided in the Conditions.

shall not be liable to the client or deemed to be in breach of the contract by reason of any failure to perform ’s obligations in relation to the event, if the failure was due to any cause beyond ’s reasonable control, including but not limited to strikes, lockouts, trade disputes or any circumstances requiring closure of ’s premises.

The EC shall be liable to  for any loss, damage or injury caused to ’s property or employees and shall indemnify  against any other loss or liability arising from the event.

The EC is advised to arrange suitable insurance for the event covering its liability to persons at the event and loss and damage to the property.

Pre Event

The EC shall:-

Confirm all site access requirements prior to the event.

Confirm that there is a list of all names of staff and suppliers working for them and guests attending for the purposes of a roll call.

Confirm and detail what equipment they intend to use during the event.

Confirm times for the delivery and collection of any hire items e.g. plates, table clothes, lights, PA equipment e.t.c. Any hire / items being left for collection must be stored in an location agreed with a  manager. (We do not offer secure storage of any items being left on site)

Provide copies of all relevant documents from themselves or their suppliers prior to an event, e.g. Food Hygiene, Public Liability and relevant Health and Safety and Risk Assessments.

During Event

The EC shall:-

Arrange a meeting with a member of  on arrival to go over the Fire Action Plan, introduce themselves and any nominated responsible person and share any relevant contact details.

Not carry out any electrical or other works within the house and grounds including any amplification and lighting without ’s prior consent.

Not bring any dangerous or hazardous items onto ’s property and remove any items promptly when requested by .

Use no material of any kind to fix to any floors, walls, and ceilings without prior approval from .

Only park vehicles on those parts of the estate authorised by  for that purpose.

Shall undertake whatever steps may be necessary to prevent access to unauthorised areas and to prevent undue litter, nuisance or damage.

Use only the rubbish and recycling bins provided and ensure all waste is in the correct bins prior to departure.

Not act in an improper or disorderly manner, leave promptly at the appropriate time and obey any reasonable request made by ’s representatives.

Undertake not to smoke in any part of the House or Marquees.

Not use the antique polished furniture as a surface for anything or to move any furniture without express permission from a  representative.

Protect all floors and surfaces from anything hot, cold, wet or abrasive and wipe clean and dry any spillages immediately.

Not tape down any cables or carpet in the main house or on the terrace without prior approval.

Not use any cleaning products within the house without a  representatives permission.

Sound, Music and Decor

The EC shall :-

Agree that no live music or dancing is permitted in the house unless prior consent is given.

Ensure no Sub Bass / Sub Woofer / Bass Bin speakers are brought onto  property.

Ensure that volume levels of  are not exceeded on the premises at any point and to lower volume levels if requested by a  representative at any point during the event.  Please note that with multi day events, loud music is only permitted on one of the days unless written permission is obtained.

Agree and ensure all loud music is to finish at 11pm, with quiet background music allowed till 11.30pm.

Ensure no confetti cannons are to be used on site.

Ensure all booths / stages / structures are to be checked by a  representative.

Ensure any lighting equipment or rigs are to be checked by a  representative with special attention to maintaining a clear gap between hot lighting and equipment and the marquee linings.

Ensure all cable runs are either secured, taped down or out of sight in the Reception Marquee.

Use only natural confetti on ’s property, eg fresh or dried flower petals.

Ensure all decorative items and sundries are removed or disposed of at the end of the event.

If the EC permits  the use of images from their event, provide access to the images / film after the event, for  marketing, media and promotional purposes. (Full accreditation will be given to the EC and their supplier)

Agree the use of any drones in advance with .


The EC shall:-

Obtain and comply with all licenses, certificates, and statutory or other regulations relating to the event other than those that are the responsibility of .

Be responsible for any damage to any area of the property as a result of negligence or abuse by the EC and will be charged at cost to the EC.  expects full payment within one month from the date of the event.

Ensure no Stiletto heels are worn within the house due to potential damage to flooring.

Ensure guests depart by the time stated on the booking form or on some other such authorised agreement or the EC will incur additional charges.

The areas of the house and grounds (or otherwise stated in the booking form) are only available for use by the EC and their guests as agreed in the booking form.  All other areas of the house and grounds are private and the EC and guests will be removed from the property if these restricted areas are found to be in use.

Ensure any space or area used on ’s property is throughly cleaned down and left as found.

Where the EC requests  to arrange for the provision of third parties goods and services on the EC behalf,  shall do so as the EC agent and the EC shall be liable for all charges and liabilities in respect thereof and fully indemnify  against the same.

Shall ensure no fireworks, floating lanterns, sparklers, confetti cannons, paint cannons or any open flamed items are used on ’s property.

Shall ensure any candles and candle-holders used on the property must be presented (via an image) to  prior to the event and permission given. No tall candles or open flames are permitted on the premises in any form.  reserves the right to remove any items that  considers a danger to the safety of the premises or persons on the premises.

Shall ensure at the end of the event that all event furniture and equipment used by the EC is stacked, packed or stored away. eg event chairs are stacked 5 high with cushions removed and placed on top of the pile, then placed at the sides of the marquee.  eg. Yoga blocks, matts and bolsters back in bags.  All tables can be left as found.

All items used during an event must be left in the condition in which they were received.  Items missing post event shall be charged on at cost to the EC.

Ensure any event furniture (tables, chairs etc) that has been used externally during the day is stored under dry cover and in an location agreed with a  manager.

takes no responsibility for the welfare and safety of children whilst on the premises beyond those obligations imposed under statutory regulations.

The swimming pool is to remain locked at all times unless by prior agreement in writing from .  The swimming pool is not heated.  If it is to be in use, the responsible person nominated by the EC (with First Aid certificate) must be on site to oversee at all times.

Drinks, Alcohol and Food

Not to consume food or drink on ’s premises not supplied by ’s authorised caterers other than with written consent of .

does not charge corkage / serving fees for drinks.  Your chosen suppliers may do.

will nominate a supplier to manage a pay bar if requested by the EC, and no other pay bars are allowed at the premises without prior written permission.

If a pay bar is requested by the EC, upon the pay bar opening, all prior drinks supplied by the EC shall be removed to a suitable location for collection at a later stage and all future drinks will have to be purchased from the pay bar.

All bars will close at 11.20pm.  Any variation upon this will require written permission from .


The use of plastic cocktail skewers, drinks straws, plates, glasses, cups or shot glasses is to be avoided, with natural, paper or reusable alternatives used in their place. Please make sure your suppliers are aware. 

Recycling bins are provided and should be used, with all waste separated accordingly.

Any bin bags, washing up detergent, sponges etc required during an event are to be provided by the EC.

Report any issues with the toilets or facilities to a  representative directly.

Liability and Conditions

Subject as expressly provided in these conditions, all warranties, conditions or other terms implied by statute or common law are excluded to the fullest extent permitted by law.

The EC is not entitled to assign the agreement to any third party nor utilise ’s premises for any purpose other than that stated in or clearly inferred from the EC booking form without ’s prior written consent.

The agreement is made between and the EC and the EC undertakes that it is not entering into the agreement on behalf of a third party.

No variation to the agreement shall be effective unless in writing and signed on behalf of both  and the EC. These Conditions shall prevail over any standard conditions, which might otherwise apply.

Failure by  to enforce at any time the provisions of the agreement shall not be construed as a waiver of any of its rights nor affect the validity of the agreement nor prejudice  as regards subsequent claims.

Any person in breach of the above Conditions may be refused admission to or be removed from ’s premises.

This agreement shall be subject to English Law.

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Poundon House
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22nd November 2018 2:43 pm BSTGENERAL TERMS AND CONDITIONS - EVENT CLIENT Uploaded by Esmond Roscoe - IP