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Booking Application Form

This form is to be completed by the lead member (referred to as the Organiser) of the group wishing to book the property (Cholwell Hall) for the dates stated and for the purpose given.

This document forms part of the contract that the Organiser is entering into.
The booking will not be confirmed until this form has been completed and submitted by the Organiser. 
Copies of standard identification (address and photo) documents must also be supplied.

The Property: Cholwell Hall, Clutton, Somerset BS39 5TE.

Cholwell Hall is a self-catering country residence with 10 bedrooms. Further details are
on the property website www.cholwellhall.co.uk

Please read all the information sent to you before signing this form, including the general terms that you can find further down this page below the form.

Booking Application Form

    Organiser details

    Booking details

    Dates

    Number of Guests

    Payments schedule

    Please complete

    Organiser consent

    Do you agree to the T&Cs?

    The following terms and information apply to the booking detailed above.

    Extra Charges

    Bedding is included in the cost quoted, but towels are not provided unless an additional arrangement is made. There is no additional charge for gas or electricity. If fold-away beds are required, an additional charge is normally made and clarification should be sought from the Bookings Secretary.

    Pets

    No dogs or pets of any kind are allowed at the property.

    Liability

    The property is hired out on the basis that the Organiser undertakes to take good care of the house and its contents during the hire. The Organiser will be liable for any damages caused by any member of the group. The house must be locked up when the group leaves. The property has limited cctv cover. No guarantee is given for the safety of guests’ belongings or vehicles. The Organiser will be liable for the consequences of anyone gaining unauthorised access as a result of neglect of security. Further, if any third parties eg caterers, entertainers, are booked the Organiser will be liable for any damages or adverse consequences resulting. The Bookings Secretary or the duty staff should be kept informed of third party bookings and any such booking might have restrictions imposed or be banned.

    Cash Surety Against Damages

    On arrival the Organiser must hand over to the duty staff a cash sum of £500 (other forms of payment will not be accepted). This amount will be returned after housekeeper’s inspection, assuming there are no damages. Sureties are normally returned by cheque posted within two weeks of departure. The property manager will evaluate damages and determine the level of any deductions from the surety.

    Arrival

    The Organiser must be the first person to arrive. No access to the property will be given to any other members of the group arriving before the Organiser. Nor will access will be allowed until all booking payments due have been settled.

    Staff Support

    The booking will be self-catering, and staffing will therefore be minimal. A few days before arrival the Organiser will be given contact details for a member of staff who will be on-call should advice be required. For insurance reasons a member of staff must also be on-site while guests are resident. For that reason private accommodation is kept for a caretaker and his family, but the caretaker is not usually the member of staff who is on-call. Guest and caretaker accommodations are well segregated with sound screening and separate entrances to achieve mutual privacy.

    Cancellation

    If a cancellation occurs because the Organiser or members of the group are unable to proceed with the event for any reason or if there is a change of heart, the Organiser must inform the Bookings Secretary straightaway so that an attempt can be made to re-let the affected dates. If the property is re-let on equivalent terms then a refund will be made of all the monies paid save for an administration charge of £150. If an equivalent re-let is not achieved no refund will be made. If the cancellation is caused by a foreseeable defect at the property which renders the entire property unfit for use, then a refund will be made of all the money paid for the booking. The booking may be deemed cancelled if payments are not made in accordance with the agreed payment schedule, in which case an email sent by the Bookings Secretary to the Organiser notifying cancellation due to nonpayment will be sufficient communication. If circumstances arise after a booking has been made whereby an otherwise viable reservation cannot go ahead due to a ‘force majeure’ at the property or due to an intervention by local or national government (for example in a pandemic) the group may be offered a re-booking to new dates but no other compensation will be due and the terms for re-booking will be set out by email during the booking process.

    Data Sharing and Protection

    The owners of this property are members of The Guestscan Association, which maintains a database of information about guests. Guestscan is fully compliant with the Data Protection Act. Whilst problems with guests are very rare, in the event that guests’ behaviour is considered unacceptable their personal data may be shared with members of the Guestscan Association and Guestscan Limited. Guests who have been reported may find that future bookings at other properties are declined.
    Further information about how personal data will be used is available on the Guestscan Association website www.guestscan.co.uk. Unacceptable behaviour includes the posting of false or malicious reports on travel websites, rude or aggressive behaviour, and damage to property.

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