Event Terms & Conditions

Event Booking Terms and Conditions

We strongly advise You to take out suitable insurance to cover the cost of Your Event Booking with Us should You need to cancel for reasons outside of Our control. You are responsible for booking a Registrar direct if required.

These Event Terms are between You and Us.

  1. Definitions

    1. When the following words are used in the Event Terms, this is what they will mean:
      • Business Day a day other than a Saturday, Sunday or public holiday in England when banks in London are open for business.
      • Contact Details the details provided on the Contact Us page of Our Website.
      • Deposit the initial deposit to be paid by You for the Event when making the Event Booking as set out in the Event Quote
      • Event/s the event/s which We advertise, as further described on Our Website or in any brochure and/or in the Event Confirmation.
      • Event Booking Your booking for an Event made via our Website, by email, by telephone or in person at our Premises.
      • Event Confirmation the written acceptance of Your Event Booking which may include information such as timings and location of the Event.
      • Events Outside of the Parties Control as defined in clause 17.
      • Event Price the total price to be paid by You for the Event when making the Event Booking.
      • Event Quote the quote We provide for Your Event Booking.
      • Event Rules specific rules applicable to the Event as detailed on Our Website or as may be supplied to You separately.
      • Event Terms these terms and conditions on which Your Event Booking is made.
      • Premises means Coast Kitchen-Bar-Terrace and Beachside Holiday Park, Hayle, Cornwall TR27 5AW
      • We/Our/Us Beachside Leisure Holidays Limited registered in England and Wales with company number 00625998 at Beachside Holiday Park, Hayle, Cornwall TR27 5AW with VAT number 131 683 480 trading as Coast.
      • Website https://weddingsbeachside.co.uk/ or https://coastbeachside.co.uk/ or https://www.beachside.co.uk/
    2. When we use the words “writing” or “written” in these Event Terms, this will include email but excludes fax.
    3. Unless the context otherwise requires, words in the singular shall include the plural and vice versa.

  2. Our Contract With You

    1. Please ensure that you read these Event Terms (and any Event Rules) carefully before making an Event Booking. If You think that there is a mistake within these Event Terms or that these Event Terms require any changes, please contact Us to discuss. We will confirm any changes to these Event Terms in writing to avoid any confusion between You and Us.
    2. You can make an Event Booking via Our Website, by email, by telephone using Our Contact Details, or in person at Our Premises.
    3. These Event Terms will become binding between Us once You pay the Deposit and We issue You with the Event Confirmation by email (or letter in the post, if You do not have or have not provided an email address to Us when making the Event Booking).
    4. If any of these Event Terms conflict with any term contained within the Event Confirmation, these Event Terms will take priority.
    5. You agree to arrive and depart at the Event in accordance with any agreed timings stipulated in the Event Confirmation and/or any Event Rules.
    6. Any illustrations, descriptions, photographs and other imagery displayed on our Website or otherwise are for illustrative purposes only and are subject to change and no warranty or other representation is made as to the quality of any Event by us.
    7. You confirm by making the Event Booking that You are over the age of 18.

  3. Booking and Payment Terms

    1. As part of Your Event Booking, You may have exclusive use of the Premises , depending on the Event booked. Please ensure that if You require exclusive use, You have booked the correct Event.
    2. The Premises are at a holiday park and availability of facilities will be set out in the Event Confirmation.
    3. The Event Price will be as set out in Your Event Quote including specific details of Your Event Booking . Any Event Quote provided shall not constitute an Event Booking and will be valid for a period of 30 days.
    4. We may finalise certain details of your Event Booking (for example, the exact numbers of guests which should always be less than 150) with You in the period leading up to the Event, in accordance with these Event Terms.
    5. We will hold a provisional Event Booking for 1 week only. To secure Your Event Booking an initial Deposit will be required once Your Event details have been provided and approximate guest numbers have been agreed. We will then issue You with an Event Confirmation.
    6. Further payments towards the Event Price along with the due date will be set out in Your Event Quote. Please note that 50% payment of the Event Price is required 6 months prior to Your Event.
    7. The remainder of the Event Price is required 1 Month prior to Your Event. If You would like to pay in monthly instalments, please let Us know at the time of Your Event Booking.
    8. Final numbers of guests attending the Event, and a completed food pre-order sheet is required at least 2 weeks prior to Your Event. Please note for weddings and civil partnerships the food pre-order sheet is required at least 1 Month prior to Your Event. This will be the number of guests that We cater and bill for.
    9. Food prices have been prepared based on current food supplier costs. If food supply costs increase significantly, We reserve the right to pass on these costs to You. If there is a significant cost increase, We will let you know 12 weeks prior to Your Event.
    10. We understand that on occasion third parties may wish to make payments due to Us on Your behalf. We can accept such payments, however under this agreement You will remain legally responsible for any payments due to Us.
    11. Our prices include VAT. If the rate of VAT changes, We may change the price to reflect the change in VAT at Our discretion.
    12. If You fail to make a payment due to Us by the due date, then without limiting Our remedies under clause 4, We reserve the right to levy a charge of 5% on the overdue sum.

  4. Cancellation

    1. We may cancel Your Event Booking with immediate effect by giving You notice in writing if:
      1. You fail to make any payment due under these Event Terms on or before the due date for payment;
      2. You commit a material breach of these Event Terms and (if that breach is remediable) fail to remedy the breach within [20 days] of being notified in writing to do so;
      3. We consider that Your financial position deteriorates so far as to reasonably justify the opinion that You cannot fulfil Your obligations under these Event Terms.
    2. You may cancel Your Event Booking by written notice to Us at any time.
    3. You acknowledge that We need to purchase food and to hire equipment and labour in advance of Your Event and that We may be unable to recoup these costs if You cancel Your Event Booking. If You cancel Your Event Booking under clause 4.2 (other than for an Event Outside Our Control), We reserve the right to charge a cancellation fee to the value of your Deposit. If We, using Our reasonable endeavours, are able to mitigate our losses as a result of the cancellation, we shall make an appropriate refund to You.

  5. Venue Details and Requirements

    1. The food pre order sheet must contain any of Your guests’ dietary requirements or food allergies. Please ensure these are clearly named and brief information of the requirement or allergy is included.
    2. Any guests under the age of 18 attending the Event must be supervised at all times.
    3. During Your Event the Premises will remain open to residents who will have access to the bar and restaurant unless You expressly requested exclusive access at the time of Your Event Booking and this has been included in Your Event Confirmation.
    4. Access to the Premises for personal decoration can be arranged with Us at the final consultation meeting. All Your belongings must be collected by the agreed time the day after the Event.
    5. At the final consultation meeting please arrange a time with Us if You need to drop off any decorations the day before Your event. We will ensure that one of Our management team is free to meet with You.
    6. If You are having a formal table plan, You will need to give Us this with Your food pre order sheet 1 month prior to your Event. We will need the name or number assigned to each table along with a spread sheet or diagram with the name of each guest and any seating plan clearly indicating any guests with food allergies or intolerances.
    7. One month prior to Your Event We will require a review of the Event Booking to ensure the information You have provided is correct.

  6. Changes to the Event Booking

    1. We reserve the right to make changes to the interior and/or exterior of the Premises between the time We issue You with an Event Confirmation and Your Event.
    2. We will use reasonable endeavours to ensure that Your Event will not be altered. However, We will notify You of any significant changes to the Premises which may impact Your Event. Your cancellation rights will not be affected.

  7. You and Your Guests Attending the Event Shall:

    1. Comply with and use Your best efforts to ensure that the guests attending the Event comply with all reasonable instructions given by Us intended to ensure the safety of the Premises and/or the people at the Premises.
    2. Not carry out any electrical or other work at the Premises, including amplification and lighting, without Our prior written consent. We reserve the right to refuse connection of water, electricity or gas to Your equipment if such equipment is considered by Us to be unsafe or a hazard.
    3. Not bring dangerous or hazardous items into the Premises and remove such items promptly when requested to do so by Us or any other authorised person at the Premises.
    4. Not bring into the Premises or consume any food, wines, spirits or beers at the Premises not supplied by Us or any third parties, without Our prior written consent.
    5. Not act in an improper or disorderly manner, leave promptly at the appropriate time and comply with any requests by Us or our employees. We will not tolerate any abusive behaviour by guests to any other guests or employees.
    6. The Premises is a non-smoking building. Smoking is permitted in a designated smoking area outside of the building. Smoking outside of these areas may result in additional charges.
    7. Please note that We operate a zero-tolerance policy on drugs and any illegal substance. If any guest is found to be under the influence, We will remove them from the Premises with immediate effect and the police will be notified.
    8. We reserve the right to refuse the sale, service or supply of alcohol to You or any guest exhibiting drunken or disorderly behaviour and to remove You or any guest from the Premises.
    9. Any person in breach of these Event Terms and this clause 7 may be refused admission to the Event or removed from the Premises.
    10. Any alcoholic beverages which are found during the Event or after to have been consumed and not purchased at the Venue will incur a charge calculated by the Venue at the then current bar price of the Venue and an Invoice will be sent to the Client for such additional beverages consumed.
    11. All breakages and damages must be reported to Us as soon as practically possible. We may raise an invoice for additional charges to cover:
      1. Any damage or breakage to the Premises or its contents;
      2. Any breakage or damage to, or failure to return, hired goods;
      3. Any additional cleaning services that may be required to restore the Premises back to its original condition.
    12. Any alcohol either given as gifts or received as gift may not be consumed on the premises. Any guests found to be consuming any drink that has not been purchased at the Premises will be asked to leave and may result in additional charges.
    13. Please note last orders will be called at 10:50pm and all bars at the Premises will close at 11:00pm.
    14. Please note that confetti cannons are not allowed to be used outside the Premises or on Our surrounding grounds without Our written permission. Any confetti must be biodegradable. Any failure to comply with this may result in additional charges as We are in an environmentally sensitive area.
    15. Please note snow machines or smoke machines are not allowed to be used at the Premises without Our written permission. Any failure to comply with this may result in additional charges.
    16. Please note that candles or naked flames are not permitted at the Premises.

  8. Fireworks

    1. If you wish to have fireworks at Your Event, We must agree in writing to your choice of firework display provider prior to the final consultation meeting.
    2. The firework display provider must have:
      1. A fully licensed operator with comprehensive public liability and employer’s liability insurance, a copy of which must be provided to Us at the final consultation meeting. We will also require Our third party health and safety form to be completed. The operator must make any statutory notifications that are required.
      2. A full site-specific Risk Assessment, a copy of which must be provided to Us at the final consultation meeting.
      3. Fully trained marshals to ensure You, any guests and the general public remain a safe distance from the display site.
    3. The firework display provider must be aware that the Premises can only accept low noise or silent fireworks. If the fireworks are not low noise We may prohibit any fireworks display at the Event.
    4. Firework displays must finish no later than 9.00pm from October – April or 10.30pm from May – September.

  9. Chinese Lanterns

    1. Chinese lanterns (and similar) are not permitted to be launched from the Premises as the debris impacts on local residents and local livestock. This ruling is in line with recommendations from the Country Land Association (https://www.cla.org.uk/).

  10. Gifts and Cards

    1. Gifts and cards are solely Your responsibility and We will not accept any responsibility or liability for the loss of or damage to any cards or gifts.
    2. All items belonging to You must be collected within 48 hours after the Event unless agreed otherwise with Us. We may agree to store Your belongings with prior arrangement which may incur additional charges for storage.
    3. We reserve the right to dispose of Your belongings within 28 days after the Event. We will provide You with reasonable notice to collect Your belongings and reserve the right to bring additional charges.

  11. Suppliers

    1. Details of third party suppliers We provide to You are intended to help You in arranging other services to be provided in connection with Your Event. If You do engage these or any other third party suppliers, We accept no responsibility for their performance of services, and You should direct any complaints with them directly. You are also responsible for paying their charges directly.
    2. Third parties must complete and return Our third party health and safety form and provide a copy of their public and employers liability insurance, and relevant risk assessments. Third parties must sign in at reception before delivering anything to the Premises and follow all parking and safety instructions provided by Us. It is Your responsibility to inform third parties of this and ensure that they comply to prevent any request to leave the Premises.
    3. Third parties can access the Premises during the agreed access time provided by Us at the final consultation meeting and all third party belongings must be collected by the agreed time the day after the Event.
    4. We do not accept any responsibility for loss or breakages to third party equipment or Your own belongings.
    5. We reserve the right not to allow any third party into the Premises who do not meet Our requirements intended to ensure the safety and welfare of Our Premises.
    6. If You hire a band and/or musician to perform at the Event, these suppliers must have public liability insurance and PAT tested equipment (if applicable). We will request to see this documentation at the final consultation meeting, and it will be Your responsibility to obtain and forward this documentation to Us.
    7. Any third party must abide by our noise level limitations this will be determined by the duty manager.
    8. We shall not be responsible for the style or genre of music played by a DJ and it is suggested that You discuss Your preferred style of music directly with the DJ prior to the Event.

  12. Lost Property

    1. We accepts no liability for any belongings left at the Premises before, during or after the Event. You must provide Us with a list of all items You will bring to the Premises to decorate the Event at the final consultation meeting. You are responsible for ensuring all items are removed from the Premises.
    2. For any lost property, please contact Us as soon as possible after the Event. Any lost property will be disposed of 28 days after the Event.
    3. Any unclaimed perishable goods will be disposed of after the Event. (This includes any food receptacles).

  13. Accommodation Included in the Package Price

    1. Any accommodation booked, will be subject to Our accommodation terms and conditions, which can be found at beachside.co.uk.
    2. Only accommodation included in the Event Price will be automatically booked for an Event.

  14. Additional Accommodation on top of the Package Price

    1. Any accommodation booked, will be subject to Our accommodation terms and conditions, which can be found at beachside.co.uk.
    2. We will not hold any additional accommodation for any Event other than those expressly included in the Event Price. Accommodation bookings are on a first come first served basis and We recommend that any accommodation is booked in advance to avoid disappointment.

  15. Personal Data

    1. Any personal data you give to us will be processed in accordance with the law and our privacy policy. Our privacy policy can be found at beachside.co.uk.

  16. Assignment

    1. We shall be entitled to transfer or assign all or any of Our rights under these Event Terms and to perform any of Our obligations through nominated sub-contractors. We shall tell You in writing if We transfer any of our rights.
    2. You shall not be entitled to transfer or assign the Contract without Our written consent.

  17. Events Outside Our Control

    1. We shall not be liable to You or deemed to be in breach of the Event Terms by reason of any delay in performing or failure to perform Our obligations under these Event Terms if such delay or failure results from events, circumstances or causes beyond reasonable control.
    2. We will contact You as soon as possible to let You know if there is a delay caused by an event outside Our control and do what We can do reduce the delay. As long as we do this, We will not compensate You for the delay, but if the delay is likely to be substantial You can contact Us to cancel Your Event Booking and receive a refund for any payments made in advance towards the Event Price less Our reasonable costs We have already incurred.

  18. Our Liability To You

    1. No party can exclude or limit in any way their liability where it is illegal to do so, and these Event Terms do not seek to exclude or limit any liability which cannot be excluded or limited by law.
    2. If We fail to comply with these Event Terms, We are responsible for loss or damage You suffer that is a foreseeable result of our breach of these Event Terms or Our negligence. We are not responsible for any loss or damage that is not foreseeable. Loss or damage is foreseeable if it is an obvious consequence of Our breach or if it had been brought to our attention by you before the loss or damage occurred. Our total liability to You for any loss or damage you suffer will be limited to the total amount payable to Us for your Event Booking.

  19. Waiver

    1. No failure or delay by either party in exercising any of its rights under these Event Terms shall be deemed to be a waiver of that right and no waiver by either party or any breach of these Event Terms by either party shall be considered as a waiver of any other breach or default or any subsequent breach or default.

  20. Severability

    1. If any provision or part-provision of these Event Terms is or becomes invalid, illegal, or unenforceable, it shall be deemed deleted, btu that shall not affect the validity and enforceability of the rest of these Event Terms.

  21. Governing Law and Jurisdiction

    1. These Event Terms, and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with it or its subject matter or formation shall be governed by the laws of England and Wales. All parties agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with these Event Terms or its subject matter or formation.

  22. Third Party Rights

    1. Unless specifically stated otherwise these Event Terms do not give rise to any rights under the Contract (Rights or Third Parties) Act 1999 to enforce any term.