Tree Top Escape (TTE) Booking Conditions









  • Small Wedding Venue


    Booking Terms and Conditions for Tree Top Escape

    Thank you for choosing to book Tree Top Escape with Millbrook Estate Management Limited (company no. 03654456) (“MEM”). Please find below our terms and conditions of booking, if there are any points which you would like to discuss please give us a call on 01769 629069 or email us at office@millbrookestate.co.uk and we will be happy to help. By booking with us, whether for accommodation or a wedding/event, you are agreeing and accepting our terms and conditions as set out below.

    Tree Top Escape Weddings T&CS

    Terms and Conditions for Tree Top Escape Weddings and Events:

    The below terms and conditions for accommodation bookings also apply to all wedding and event bookings with us, to the extent they are applicable. In addition, the following terms and conditions apply to all wedding and event bookings.

    1. MEM offer provisional bookings for weddings and events which will be held for 7 days after agreeing a provisional booking request. If a provisional booking is not confirmed it will automatically be cancelled after this 7 day period.

    2. All wedding and event bookings are confirmed only after a deposit has been paid and the booking form has been received by us. Please see our wedding and event deposit and payment terms below.

    3. MEM reserves the right to cancel your wedding/event booking (including any accommodation element of your booking or any Extras) if payment(s) is not made on or before that dates due, as stated on your booking confirmation. In such circumstances you will be deemed to have breached your contract with us and as such you will not be eligible in any circumstances for a refund of the deposit or other sums paid by you at that date.

    4. We reserve the right to cancel or transfer your wedding/event booking (to another date) at any time in the event that circumstances arise that mean we cannot or are hindered or are otherwise prevented from fulfilling your booking. We will inform you as soon as possible if this arises and in the event of a cancellation by us we will refund you all monies paid to us. In no circumstances will we be liable to you for any additional sum exceeding the payments we have received from you at the date of cancellation.

    5. Our wedding/event booking form constitutes the entire agreement between MEM and the persons named in the booking. In submitting your wedding/event booking form to us you are acknowledging that you have not and are not relying on any statement, promise or representation made or given by, or on behalf of MEM, which is not set out on the wedding/event booking form. If you are unclear about any element of your proposed wedding/event booking, please discuss this with us in advance of making your booking, we would be more than happy to assist you.

    6. A deposit for the venue hire element of your wedding/event booking is required to secure and confirm your wedding/event booking. We will confirm this amount with you. This is in addition to any deposit payable on any accommodation element of your booking with us.

    7. As with any accommodation element of your booking with us, the balance payment of your wedding/event booking is to be paid to us in full no later than 12 weeks (84 days) before your arrival date (“due date”). Should your booking be for an arrival or wedding/event date within the next 12 weeks full payment will be required at the time of booking. As per clause 3 above, failure to pay the balance outstanding on your wedding/event booking on the due date will result in your booking being automatically cancelled and your deposit will be retained by us, at that point we reserve full rights to re-let the venue. It is your responsibility to remember to pay the balance on or before the due date, we do not send out reminders.

    8. We will facilitate any additional requests we can (subject to availability). We offer a range of additional services and facilities that can be added to your wedding/event booking (“Extras”). Subject to availability, Extras may be added to your booking at any time. Extras added to your booking (e.g. additional guests, BBQ house) can be removed at any time up until 12 weeks before your event date, after this date we are not able to accept cancellations and no refunds will be made. All bookings for private dining are non-refundable once confirmed by us.

    9. All wedding/event bookings have the benefit of the same 7 day cooling off period provided for in the terms and conditions for accommodation bookings above.

    10. You may cancel your wedding/event booking at any time however please do bear in mind that all cancellations (after our 7 day cooling off period) will incur a cost to you and we strongly recommend that you have appropriate wedding insurance in place to cover for cancellation. The amount of any refund to you will vary depending on when your cancellation is made and our approach to refunds on cancellations has been carefully considered to be reasonable and reflective of the losses and costs incurred by us in the event of you cancelling your wedding/event booking:

    10.1 Wedding/Event Cancellation more than 120 days in advance

    If you cancel your wedding/event booking (in writing) more than 120 days before your event date no further payment will be required from you. You will also be eligible for a refund by us of the amount of your deposit less an administration fee equal to 12.5% of your wedding/event booking cost, this administration fee is deductible from your deposit in all circumstances to cover our reasonable costs related to your wedding/event booking.

    10.2 Cancellation 120 to 90 days in advance

    If you cancel your wedding/event booking (in writing) 90 – 120 days before your event date you will remain liable for 40% of your wedding/event booking cost (inclusive of your deposit), this cost being an administration fee payable in all circumstances to cover our reasonable costs related to your wedding/event booking. You will be eligible for a refund by us of the amount of any payments made by you that exceed 40% of your wedding/event booking cost.

    10.3 Cancellations less than 90 days in advance

    If you cancel your wedding/event booking (in writing) less than 90 days before your event date you will remain liable for 100% of your wedding/event booking cost. You will not be eligible for any refund by us, in these circumstances the total of your wedding/event booking cost is the administration fee to cover our reasonable costs related to your wedding/event booking and is payable in all circumstances.

    This clause 10.3 applies to all circumstances where you do not arrive for your event or otherwise notify us of a cancellation on your event date. Additionally, our Millbrook Promise (see below) does not apply to non-arrivals or cancellations notified to us on your event date.

    Do also note that:

    ALL cancellations of wedding/event bookings will automatically cancel any accommodation bookings with us related to your wedding/event; and

    Terms and eligibility for refunds for the cancellation of accommodation bookings are subject to our accommodation terms and conditions as set out above.

    “MILLBROOK PROMISE”

    At Millbrook Estates we want to be fair with everyone that books a wedding/event with us and as such we are committed to our Millbrook Promise of providing a refund if we are able to re-book your cancelled wedding/event booking – all we require is that this is subject to our administration fee of an amount equal to 12.5% of your wedding/event booking cost, being our reasonable costs related to your wedding/event booking and payable in all circumstances.

    The amount of the refund you will be eligible for under our Millbrook Promise will be dependent on the value of the wedding/event re-booking we able to secure (which may or may not be the same amount as your wedding/event booking cost, is entirely at our discretion and excludes any related accommodation bookings, which are subject to their own terms) and will be payable up to a maximum of 87.5% of your wedding/event booking cost.

    Examples:

    If your wedding/event booking cost was £5000 and we are able to re-book a wedding/event for £5000 then we promise to refund you a total of £4375, being an amount equal to the re-booking cost less 12.5% of your wedding/event booking cost that is our administration fee related to your original booking. If your wedding/event booking cost was £5000 and we are able to re-book a wedding/event for £4000 then we promise to refund you a total of £3375, being an amount equal to the re-booking cost less 12.5% of your wedding/event booking cost that is our administration fee related to your original booking. If your wedding/event booking cost was £5000 and we are able to re-book a wedding/event for £6000 then we promise to refund you a total of £4375, being an amount equal to your wedding/event booking cost less 12.5% of your wedding/event booking cost that is our administration fee related to your original booking.

    All refunds under our Millbrook Promise will be payable by us 7 days after the event date.

    11. You may change the date of your wedding/event booking up to 120 days prior to arrival subject to availability and payment by you of an administrative fee of £150. If the change to your booking results in a higher deposit amount being required, the change to your booking will only be confirmed on us also receiving payment of the additional deposit amount from you.

    12. Access to Millbrook Estate and the grounds by you (or persons engaged by you for the purposes of your wedding/event) in advance of your booking dates is strictly by prior appointment only.

    13. The persons intending to hold their wedding or civil partnership with us are solely responsible for booking and paying of a Registrar / Celebrant.

    14. MEM is in an Area of Outstanding Natural Beauty; the throwing of confetti is limited to natural petals. A cleanup charge of £100 will be applied if any other confetti is thrown. It is your responsibility to ensure that your guests are aware of this prior to the event.

    15. During your event, guests are only permitted to congregate within the areas of our grounds and the Millbrook Estate that will be specified to you for your event. Please note that no guests other than guests staying in your accommodation or included in your booking with us are allowed to attend your event unless we have agreed an alternative arrangement with you in advance.

    16. You are responsible for the behaviour and actions of the guests attending your event while at Millbrook Estate. Inappropriate behaviour may result in your event being stopped early or cancelled. Guests may be asked to leave the grounds if their behaviour is threatening, aggressive, anti-social, or damaging in any way to the venue. In this circumstance your full support is required. This is in addition to the terms of any accommodation booking your guests also have with us.

    17. You shall pay for any loss or damage to any part of the Millbrook Estate premises, or to any fixtures, fittings and equipment, caused by you, a guest at your event or any external contractor engaged by you. MEM will not be responsible or liable in any way for damage to any article brought onto the Millbrook Estate or any of our accommodation or venues. We strongly advise you take out appropriate insurance.

    18. MEM will not be responsible or liable in any way to any person should your wedding or event not proceed for any reason not of MEM’s doing or control, nor for any gifts or property bought onto Millbrook Estate during your wedding or event.

    19. No additional amplified music is permitted in the Nest, accommodation or surrounding area. Please note that regulations imposed by the Registrar prohibit the use of “religious music” during a wedding or civil partnership ceremony. If there is any doubt to this, please check directly with the Registrar.

    20. For fire and security reasons please provide us with a list of all guests who will be attending your wedding/event no later than 1 week in advance.

    21. MEM does not accept any responsibility or liability for contractors and service providers engaged by you in relation to any booking, wedding or event with us (including those on our supplier list). We recommend that you request to see a copy of each contractor/supplier’s public liability insurance prior to engaging with them and ensure you are satisfied that they have the adequate ability and insurance to perform the service/contract you require. To clarify, we are in no way associated or related to any contractors or service providers and your arrangements with any contractors or service providers are a direct contract between you and that contractor/service provider and under which MEM has no involvement, responsibility or liability to you or the contractor/service provider.

    22. We operate a suppliers list for weddings and events held at the Tree Top Escape In making your wedding/event booking with us you are agreeing to only engage with suppliers and contractors on our suppliers list. Our suppliers list can be found on our website www.treetopescape.co.uk and will be updated from time to time. Exceptions to our suppliers list can be considered but are subject to our approval and are to be confirmed in writing by us no later than 8 weeks before your wedding/event date. In particular, it is noted that no other wedding/event photographer or caterer is permitted within the grounds of Millbrook Estate without exception. As per clause 21 above, any engagements between you and the suppliers and contractors on our suppliers list are a direct contract between you and the relevant supplier/contractor and MEM is in no way liable or responsible to you or the supplier/contractor for any such contracts or arrangements.

    23. If any damage is made to our event venues or facilities or any additional non-standard cleaning is required in relation to your wedding/event, additional costs will be charged to you, the persons having made the booking with us. Such additional costs will be the costs incurred by us to satisfactorily repair or replace damaged items or enhanced cleaning services.

    24. If you are not satisfied with any aspect of your wedding/event at Tree Top Escape, in order to investigate and resolve this for you please provide written notification within 14 days of your wedding/event. MEM reserves the right not to respond to or deal with an issue or complaint raised after this period.

    It is a condition of all bookings at Millbrook Estate that all persons making a booking with us sign our terms and conditions, acknowledging receipt and agreement to them. In most cases this can be done electronically.

    Accommodation Bookings

    1. Accommodation bookings are non-transferable by you and your booking is only valid for the guest names and numbers as given to us at the time of booking. We understand that on occasion things change and should you have a need to vary a guest in your booking (e.g. due to ill health) please contact us as soon as possible and in advance of arrival and we will assist where reasonably possible.

    2. We reserve the right to cancel or transfer your booking (to another date or accommodation with us) in the event that circumstances arise that mean we cannot or are prevented from fulfilling your booking. We will inform you as soon as possible if this arises and in the event of a cancellation by us, we will refund you all monies paid to us. In no circumstances will we be liable to you for any additional sum exceeding the payments we have received from you at the date of cancellation.

    3. All bookings (accommodation and weddings/events) are entitled to a cooling-off period of 7 days from the date of placing your booking (“cooling off period”) unless your arrival date falls within the cooling-off period, in which event no cooling off period is provided. During the cooling-off period you may cancel your booking for any reason without financial obligation. Should you decide during the cooling-off period that you do not wish to keep your booking with us please notify us as soon as possible and provided we receive written confirmation from you of your request to cancel your booking within the cooling-off period we will refund your deposit to you in full.

    4. Payment of a deposit is required to confirm your booking. The deposit amount required will be confirmed at the time of your booking. Our prices may vary from time to time, the price on your booking confirmation is binding.

    5. The balance payment of your booking is to be paid to us in full no later than 12 weeks (84 days) before your arrival date (“due date”). Should your booking be for an arrival date within the next 12 weeks full payment will be required at the time of booking. Failure to pay the balance outstanding on your booking on the due date will result in your booking being automatically cancelled and your deposit will be retained by us, at that point we reserve full rights to re-let the accommodation. It is your responsibility to remember to pay the balance on or before the due date, we do not send out reminders.

    6. You may change the date(s) of your booking and/or the accommodation type booked (subject always to our availability) at any time up to 90 days prior to arrival. Any change to a booking will incur an administrative fee of £50 and an additional deposit will be payable to secure the new booking (at such value as applicable to the new booking). The deposit paid by you for your original booking will be applied as a credit towards the final balance outstanding on your new booking. Changes cannot be made to dates and/or accommodation type within 90 days of the arrival date, please see our cancellation terms below.

    7. You may cancel your booking at any time however please do bear in mind that all cancellations (after our 7 day cooling off period) will incur a cost to you and we strongly recommend that you have appropriate insurance in place to cover for cancellation. All cancellations must be confirmed to us in writing, it is important that you notify us in writing as soon as possible if you need or wish to cancel as the timings will have an impact on our ability to re-book your accommodation and the amount of any refund to you. The refund to you will vary depending on when your cancellation is made. Our approach to refunds has been carefully considered to be reasonable and reflective of the losses and costs incurred by us in the event of you cancelling your booking:

    7.1 Cancellation more than 120 days in advance

    If you cancel your booking (in writing) more than 90 days before your arrival date no further payment will be required from you. You will also be eligible for a refund by us of the amount of your deposit less an administration fee (see below), this administration fee is deductible from your deposit in all circumstances to cover our reasonable costs related to your booking. The administration fee will be the higher of £75 or a sum equal to 12.5% of your booking cost.

    7.2 Cancellation 120 - 90 days in advance

    If you cancel your booking (in writing) 90 - 120 days before your arrival date you will remain liable for 40% of your booking cost (inclusive of your deposit), this cost being an administration fee payable in all circumstances to cover our reasonable costs related to your booking. You will be eligible for a refund by us of the amount of any payments made by you that exceed 40% of your booking cost.

    7.3 Cancellations less than 90 days in advance

    If you cancel your booking (in writing) less than 90 days before your arrival date you will remain liable for 100% of your booking cost. You will not be eligible for any refund by us, in these circumstances the total of your booking cost is the administration fee to cover our reasonable costs related to your booking and is payable in all circumstances.

    7.4 Non-Arrivals / “No Shows” For the avoidance of doubt, in all instances where guests do not arrive or otherwise are a “No Show” for their booking the terms of clause 7.3 above will automatically apply, all non-arrivals will be deemed to be a voluntary cancellation by you of your booking and acceptance that you will not be eligible for any refund.

    Additionally, our Millbrook Promise (see below) does not apply to non-arrivals or cancellations notified to us on your arrival date.

    Master Cancel

    *** MASTER CANCEL – CANCELLATION PROTECTION FOR BOOKINGS PLACED BETWEEN 7 JUNE 2020 AND 7 JANUARY 2021 ***

    BOOKINGS PLACED BETWEEN 7th JUNE 2020 - 7th JANUARY 2021 have cancellation protection cover, meaning that if you cancel from 60 days up to and including 2 days before the check-in date, you will receive a full refund of the costs you have paid – subject to the following:

    ---> Please note that cancellations due/related to the following instances are not covered by Master Cancel:

    war, civil war, invasion of foreign enemies, war-like activities (whether or not there is an actual declaration of war), rebellion,
    insurrection, civil commotion arising to the level of uprising, military or usurped power;
    acts of terrorism committed for political, religious, ideological, or similar purposes;
    actions intended to prevent any of the above.

    Only accommodation and venue hire/rental costs are refundable. Additional extras, including but not limited to wedding/event guests, private dining, romantic packages, cleaning fees, tax and other ancillary charges are not refunded.

    The refund for the cancelled booking will be released back to you within 7 days of the departure date of your booking - please note it may take longer to credit your payment card.

    Cancellations made 1 or 2 days prior to or on the day of check-in will not be eligible for a refund. Example: For check-in on a Saturday if you cancelled on the prior Thursday (i.e. 3 days before check-in) you would be eligible for a refund, but if you cancelled on the Friday or Saturday (i.e. day before and day of check-in) you would not be eligible for a refund.

    Should you need or wish to cancel your booking you should do so by notifying us of your cancellation in writing as per the terms above and clause 7.

    Any costs associated with suppliers and/or registrars remain strictly your own responsibility and are subject to any cancellation policies that may apply to them in the usual way.  




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