We look forward to welcoming you to Newbury Racecourse Plc for your upcoming Event. In order to ensure that there is clarity between all parties concerned, we set out below the Terms and Conditions that all bookings for Events at Newbury Racecourse are made upon and are subject to:
Definitions ‘The Venue’ and ‘We’ means the property/properties owned by Newbury Racecourse Plc whose registered office is Newbury, West Berkshire, RG14 7NZ. ‘The Client’ and ‘You’ means the organising body/company and organiser responsible for commissioning of and payment for the event. ‘Contract’ means the agreement between The Venue and The Client for a specific booking or series of bookings. These Terms and Conditions will form part of the Contract, together with any other terms stated in the Contract. ‘Event means any individual or series of functions, conferences, meetings, banqueting, hospitality suites or special events taking place in any of the buildings or grounds of The Venue ‘Guest’ means any person attending the Event ‘Minimum Numbers’ means the minimum numbers for which the Client will be liable to pay
1. Confirmation by the Client
a) All bookings are considered provisional until the Contract is signed by both the Client and the Venue. Once the contract is signed by both parties, all such facilities and services reserved on your behalf will be subject to the Terms and Conditions of the Contract.
b) The Contract must be returned by the Client and received by the Venue within 5 working days of the date of issue or, if such time is not available prior to the date of arrival, within a maximum of 48 hours. If the Contract is not received by the Venue within this period, the Venue reserves the right to release the provisional booking and re-let the facilities.
c) Numbers must be advised to the Venue at the time of verbal confirmation and will be identified on the Contract. Final timings, menus and any special requests must confirmed within 7 days of the event date.
2. Charges and Payments
2.1. Terms of Payment
a) The Client shall pay an initial 25% non-refundable deposit upon confirmation to secure the provisional booking. The deposit is based on the total contracted value as outlined in the Contract.
b) The Client shall pay the remaining 75% of the total contracted value as outlined in the Contract 6 weeks prior to the Event
c) The Client shall make a further payment of all outstanding pre-booked items 14 days prior to the start of the Event or if such time is not available prior to the date of arrival, within a maximum of 2 working days prior.
d) Any balance outstanding at the end of the Event must be settled either prior to departure or, where credit facilities have been agreed with the Venue, within 14 days of the invoice date. In the event of payment becoming overdue, interest at 8% above the current payable Bank base rate, as at the date when payment became due, will be added to your account for each month that the account remains unpaid.
2.2. Methods of Payment
a) Payment must be made in pounds sterling. We reserve the right to pass on any bank charges/exchange differences resulting from exchange of foreign currency payments.
b) All payments must be paid by cheque, electronic bank transfer, debit or credit card. Please note we do not accept payment by American Express.
c) Where credit facilities have been agreed by the Venue payment terms are strictly 30 days from date of issue of invoice. Granting of credit facilities does not override the requirement to pay the non-refundable deposit. We reserve the right to carry out credit checks on you and to withdraw or refuse credit facilities as we feel appropriate.
2.3. Accounting Instructions
a) The Client is responsible for providing clear accounting instructions to the Venue in respect of all Guests attending the Event so as to make it clear whether costs incurred by the Guests during the Event should be attributable to the Client Account or the Guest Account. The Client will use its best endeavours to collect any monies due from Guests.
b) Should any of the Guests leave the Venue without settling their individual accounts, then the Client will be solely responsible for settling any outstanding monies due to the Venue.
c) The Client shall supply a list of authorised personnel entitled to incur charges to the Client’s account.
2.4. Commission (Applicable to Agents Only)
a) The Venue will only pay commission to those Agents who are certified with a recognised body including but not exclusively the MIA and HBAA. Commission will be paid to a certified Agent where the initial enquiry to the Venue was made by the Agent.
b) If two or more Agents are involved with the enquiry, the Venue will only pay commission to the Agent that is selected by the Client at the time of confirmation.
c) Commission is paid at the agreed rate on the value of pre-booked accommodation, room hire, food and beverage, residential delegate rates, non- residential delegate rates, raceday hospitality and restaurant packages, exclusive of VAT.
3. Minimum Chargeable Numbers
a) These are defined as the numbers attending the Event as outlined in the Contract. Any increase in such numbers as notified by the Client to the Venue in writing, will become the minimum chargeable number.
b) Function rooms are allocated on the basis of the minimum chargeable numbers pursuant to the Contract. The Venue reserves the right, at its reasonable discretion, to either implement additional hire charges or re-allocate the function room if the actual numbers of Guests are increased or reduced beyond the minimum chargeable numbers.
c) Should a reduction in numbers be made prior to the event, the Venue will first endeavour to resell any facilities and services to a similar value. In the event that the released facilities and services cannot be resold then any reductions will be subject to the following cancellation policy as detailed below.
d) If the details of the event alter significantly, the Venue may issue an updated quotation which will revise the value of the booking.
4.1. Cancellation by the Client
a) Any cancellation, postponement or partial cancellation should be advised to the management of the Venue in writing.
b) In the unfortunate circumstances that you have to cancel your confirmed booking at any time prior to the Event, the Venue reserves the right to apply the following cancellation charges, based on the total contracted value according to the number of days prior to the scheduled Event date that you cancel the Event.
Over 61 days 25%
31 – 60 days 50%
7 – 30 days 90%
Under 7 days 100%
c) Cancellation charges are payable by the Client within 14 days after the date the Event was due to take place.
d) In the unfortunate circumstances the event is cancel due to COVID a full refund will be granted to the client, otherwise normal terms and conditions apply.
4.2. Cancellation by the Venue
The Venue reserves the right to cancel the booking and terminate the Contract, immediately without any obligation to either provide recompense to the Client or to offer alternative accommodation if:
a) The Client is more than 14 days in arrears in respect of any payment obligation
b) If the booking might, in the reasonable opinion of the Venue, prejudice the Venue’s reputation
c) Any occurrence beyond the reasonable control of the Venue which may prevent the Venue from performing its obligations
d) If the Venue becomes aware of a change in the Client’s financial situation that may affect its ability to settle the final account
e) If the Client becomes insolvent or is placed in liquidation or receivership
5. Abandonment Policy (Racedays Only)
a) Race fixtures and races may be abandoned at any time in accordance with directions from the Horse Racing Authority and any successor body, the police or other emergency services. Fixtures and races may also be delayed or abandoned in other exceptional circumstances beyond our reasonable control.
b) In the event of racing being abandoned, refunds on tickets purchased will only be paid in the following circumstances: · Abandonment before completion of the first race and before lunch has been taken – full refund · Abandonment before completion of the third race – 50% refund · Abandonment thereafter – no refund
c) Refunds cannot be made on racedays. To obtain a refund racegoers should send their ticket with full address details, within 10 days of the date of the race meeting to Newbury Racecourse Plc, Newbury,
Berkshire, RG14 7NZ
6. Supply of Food and Beverage
a) The Venue reserves the right to be the sole and exclusive supplier for all food and beverages consumed within the Venue.
b) Supply of all pre-booked food and beverages is subject to the cancellation charges outline above.
c) If you or any of your guests suffer from a food allergy or intolerance, please inform your Co-ordinator so that they can provide the relevant advice.
a) The bedroom accommodation is available from 3pm on the day of arrival, and must be vacated by 11am on the day of departure, unless specific alternative arrangements have been agreed.
b) The function rooms are available from the time shown on your Contract. Any extension may incur additional charges.
8. Damage to Venue Property, Fixtures and Fittings
a) The Client shall be responsible for any damage howsoever caused (including for the avoidance of doubt, any damage caused by Guests) and shall pay the Venue on demand the amount required to make good any such damage and for reimbursement of any business lost by the Venue as a direct result of such damage.
b) The Client must ensure that all members of their group and anyone visiting the Venue behave in such a way that they do not cause a nuisance or unreasonable disruption to the Venue, its clients, its employees and its neighbours. Should any members of the party refuse to, or appear to be unable to alter any aspect of their behaviour deemed to be unacceptable the Venue reserves the right to terminate the stay of the person(s) involved or the entire party.
c) The Client will be responsible for leaving the areas of the Venue and its grounds in the same condition as on arrival.
d) Newbury Racecourse kindly requests that event organisers do not use adhesives on painted surfaces. If adhesives are used and then subsequently damage racecourse property, we reserve the right to charge the event organiser for the cost of repair.
9. Third Parties, Professional Bodies and Performing Rights
a) The Venue reserves the right to object to the employment or engagement by the Client or any of its Guests of any third party if, in the opinion of the Venue, its reputation may be affected.
b) It shall be the responsibility of the Client to ensure that all contractors employed or engaged by the Client comply with all current legislation, including without limitation, any health and safety and licensing laws and the Hotel’s health and safety criteria and to provide to the venue copies of current relevant insurance documentation prior to the event.
c) It shall be the responsibility of the Client to complete and comply with any associated forms issued by the Venue including without limitation, any Performing Rights’ Society’s forms required to be completed by any bands or musicians employed by the Client.
a) All prices quoted are inclusive of VAT at the current rate unless otherwise specified. In the event that the level of VAT changes, then a surcharge will apply.
b) Use of lasers and/or pyrotechnics is prohibited at the Venue without prior permission from the Head of Operations, whose decision is final.
c) It is the policy of the Venue not to allow corporate signage to be displayed in the public areas of the Venue including the reception, lounges and corridors, unless by prior permission from the Head of Operations.
d) The Client must obtain authorisation from the Venue in writing that any planned outdoor activities are permissible and for ensuring compliance with the Venue’s associated policy.
e) In the unfortunate circumstances that the allocated function room becomes unavailable due to circumstances beyond the Venue’s control, then the Venue reserves the right to allocate an alternative room or venue. The Client acknowledges that the Venue accepts no liability for any loss or damage suffered by or caused to the Client in consequence of such relocation.
The Venue recommends that all Clients should ensure that they have adequate insurance protection if, for any reason, the Event has to be cancelled.
12. Losses and Liability
a) Clients and Guests must report any loss of or damage to their property immediately on discovery to the Venue’s Duty Manager, and shall make themselves available to assist with any reports made by the Venue to the police.
b) The Venue shall not be liable to the Client or a Guest for any loss or damage to property caused by the misconduct or negligence of a Client or Guest or an act of God, or where the Client or Guest remains in exclusive charge of the property concerned.
c) The Venue’s liability for any loss or damage to a Client’s or Guest’s property is limited to £100 for any one article or £250 in aggregate, save (where placed in the central safe), or where, stolen, lost or damaged through the default, neglect or wilful act of the Venue.
d) The Venue shall not be liable for any failure or delay in performing any of its obligations under the Contract or these Terms of Business if the failure or delay was due to any cause beyond its reasonable control, including without limitation war or threat of war, civil or political action or disturbance, riot, natural disaster, fire, epidemic, bad weather, terrorist activity (threatened or actual), military activity, governmental or regulatory action, industrial dispute, act of God, failure of power or machinery, failure or interruption in externally provided services and utilities, and all similar events outside the Venues control.
e) For the avoidance of doubt, the Venue does not exclude its liability for death or personal injury caused by the Venue’s negligence
f) The Venue is not liable for any loss or damage caused to a Client’s or Guest’s vehicle unless caused by the Venue’s default, neglect or wilful misconduct.
13. Data Protection
Your personal data will be held on the Venue’s files only for as long as is necessary. The Venue will not transfer Your or the Guests personal data to any third parties without prior consent and such data will be processed in accordance with the Data Protection Act 1998.
Each party warrants to the other that it has authority to enter into this Agreement and that performance of their obligations will not violate any applicable legislation.
“These Terms of Business shall be governed by English Law and You agree to submit to the exclusive jurisdiction of the courts of England and Wales.”
To contact us: Phone: Newbury Racecourse 01635 40015