Terms and Conditions

THETFORD FARM ESTATE
19/05/2023

These terms and conditions form an agreement on which we will accept your client booking and make Thetford Farm Barn available to you. They apply to every booking that is made. They describe our booking policies and procedures (including any cancellation rights), and clarify the contractual relationship between you and us, as owners of Thetford Farm Barn.

Please read these terms very carefully before you make a booking. By making a booking via our website, by email, on the telephone or by any other method, you agree to be bound by these Terms.

When We use the words “writing” or “written” in these Terms, this will include email unless We say otherwise.

1. Definitions

When the following are used in these terms, this is what they will mean:

1.1. ‘We/Us/Our’ – Thetford Farm Estate, the owners of Thetford Farm Estate and Thetford Farm Barn ‘you’ the client making and named on the booking.
1.2. ‘TFB’ – Thetford Farm Barn; the ceremony hall, the piggery dining area, two courtyards, the carpark and the meadow
1.3. ‘Your booking’ – your request to hire Thetford Farm Barn.
1.4. ‘Hire period’ – the period of time you will hire Thetford Farm Barn as set out in your booking.
1.5. ‘The Boundary’ – the area where you and your guests are permitted as detailed in your booking

2. Our contract with you

2.1. These Terms are the terms and conditions on which We provide TFB to you for your Hire Period and include the entire agreement between you and Us.
2.2. Please ensure that you read these terms carefully, and check that the details on the booking are complete and accurate, before you submit the booking and pay your deposit. If you think that there is a mistake or require any changes, please contact Us to discuss. We will confirm any changes in writing to avoid any confusion between you and Us.
2.3. These terms will become binding on you and Us when We issue you with a written acceptance of a booking, at which point a contract will come into existence between you and Us.
2.4. This contract binds you and all the members of your booking, it is your responsibility to assure that all your guests agree to the contract Terms.
2.5. The following conditions must be adhered to. Failure to do so will result in your booking being immediately cancelled with no refunds given.

2.5.1. You will only be allowed access to TFB from the time and date agreed in your booking.
2.5.2. You must not exceed the maximum number of guests that you have detailed in your booking.
2.5.3. You must leave TFB in a clean and tidy condition (refer to 15)
2.5.4. You must leave TFB at the time and date that you have agreed in your booking
2.5.5. We/Our/A representative/s from TFB reserve the right enter the barns at any time during the hire period, this may be to undertake maintenance, for inspection purposes or another valid reason.
2.5.6. Any breakages must be identified to us immediately. No maintenance must be carried out on the barn or its contents by anyone other than a TFB employee.

3. The boundry

3.1. The boundary refers to the area that TFB allows you and your guest access to. No one must enter any area outside of the boundary. We are a working farm with livestock in some fields and farm machinery. It is vitally important that you understand that nobody is authorised to go beyond the boundary.
3.2. Details of the boundary will be given to you when you make your booking and a map showing the area will be highlighted. A visual of the boundary can be seen below. 
3.3. As We are a working farm there may be some occasional farm traffic, when moving from the car park to TFB please take additional care in your surroundings.

4. Payment

4.1. The price of the Hire Period will be set out at the time you place your booking and when We confirm your booking.
4.2. Payment may be made by debit card or credit card or transferred into Thetford Farm Estate account. No cash payments will be accepted.
4.3. Payment may only be made in Pound Sterling (£) as shown in the Booking.
4.4. Our payment structure is as follows:

4.4.1. A 25% of your total booking fee is required to book and secure you date. This is non-refundable.
4.4.2. The next 50% of your total booking fee is due 26 weeks prior to your booking date. This is non- refundable.
4.4.3. The final 25% of your booking fee, along with your damage deposit (see 6.1) is due 4 weeks prior to your booking date. This is non-refundable.
4.4.4. Your payment dates will be detailed when booking your date and paying your first payment.
4.4.5. If you do not pay on the date detailed on your booking, the booking will be cancelled and no refund will be given. We will release the date of your booking and make it available for other clients with immediate effect.

5. Your right to cancellation

5.1. All cancellations must be immediately notified to Us in writing with a copy of your invoice or booking confirmation. We will confirm the cancellation to you in writing.
5.2. Regardless of the time of cancellation, the non-refundable deposit will not be refunded under any circumstances.
5.3. Once your payment/s have been made to Us, they are non-refundable. Under no circumstances would you receive any refund.
5.4. We strongly advise that you take out comprehensive insurance. If you choose not to, then you accept responsibility for any loss that you may incur due to your cancellation.

6. Damage deposit

6.1. In making a booking, you accept responsibility for any theft, breakage or damage caused by you or any member of your party during your Hire Period.
6.2. We will inform you of the amount of the Damage Deposit to be paid at the time of booking. The Damage Deposit will need to be paid at the time of the final balance before the booking date.
6.3. If the Damage Deposit payment is not received 4 weeks prior to the booking date, We reserve the right to cancel the Hire Period and terminate this contract without any kind of refund.
6.4. If the Damage Deposit paid is insufficient we reserve the right to invoice you in order to recover cost, associated with any damage caused, including cancellation of future events, due to work required to restore the building and/or contents to its original state.
6.5. We will assess Thetford Farm Barn after your Hire Period on your final departure and will:

6.5.1. provide you with a refund of the deposit
6.5.2. inform you of the amount to be retained; or
6.5.3.  inform you of the amount to be further charged (which you shall pay promptly and in any event within 14 days of our invoice), or apply a combination of any of the above at Our sole discretion.

6.6. We will use reasonable endeavours to return the Damage Deposit to you within 14 days of the end of your Hire Period less the cost of any damages/breakages as determined by Us in Our sole discretion.

7. Legal rights

7.1. As a consumer, you have legal rights in relation to cancellation of the booking, or if Our hire period is not provided with reasonable skill and care, or if Thetford Farm Barn is not as described. Advice about your legal rights is available from your local Citizens’ Advice Bureau or Trading Standards office. Nothing in these Terms will affect these legal rights.
7.2. OUR LIABILITY TO YOU
7.3. We do not exclude or limit in any way Our liability to you where it would be unlawful to do so. This includes liability for:

7.3.1. death or personal injury caused by Our negligence
7.3.2. fraud or fraudulent misrepresentation; or
7.3.3. breach of your statutory legal rights.
7.3.4. We will not be liable to you if We are prevented or delayed from complying with Our obligations under these Terms by anything you (or anyone acting on your behalf or within your booking party) does or fails to do or due to an Event Outside Our Control.
7.3.5. We are responsible for loss or damage you suffer that is a foreseeable result of Our breach of these Terms or Our failing to use reasonable care and skill, but We are not responsible for any loss or damage that is not foreseeable.
7.3.6. Loss or damage is foreseeable if they were an obvious consequence of Our breach or if they were contemplated by you and Us at the time We entered into this contract. For the avoidance of doubt, We will not be responsible for any transport/catering costs.
7.3.7. We will not have any responsibility or liability to you (other than as outlined above) for loss of or damage to any of your items, belongings or vehicles, howsoever caused
You are responsible for the safety of any children under 18 in your party at all times. We are a working farm, and would reiterate that all children and must be supervised and stay within the boundary.
7.3.8. Access to certain areas of the Farm are restricted. Failure to comply with these Terms may lead to termination of the contract and loss of the booking without any refund.

8. Events outside our control

8.1. We shall not be in breach of these Terms nor liable for delay in or failure to perform, any of Our obligations under these Terms if such delay or failure results from any event, circumstance or cause beyond Our reasonable control including: (a) epidemic or pandemic; (b) flood, acts of God, drought, earthquake or other natural disaster; (c) terrorist attack, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict; (d) nuclear, chemical or biological contamination or sonic boom; (e) any law or any action taken by a government or public authority, including failing to grant a consent or licence; (f) collapse of buildings, fire, explosion or accident; (g) non-performance by suppliers or subcontractors; and (h) interruption or failure of utility service (referred to in these Terms as Event Outside Our Control).

9. Our rights to cancel and applicable refund

9.1. We may cancel a booking before the start date of the Hire Period, for example due to an Event outside our control. We will promptly contact you if this happens.
9.2. If We cancel a booking under clause 8 and you have made any payment in advance for the Hire Period that will not be provided to you, We will refund these amounts to you (including, for the avoidance of any doubt, the deposit paid at the time of booking). We will not, however, be liable to you for any other compensation or costs.
9.3. Without prejudice to any other rights or remedies that We may have, We may cancel the contract at any time with immediate effect (without giving you any kind of refund) by giving you written notice if you:

9.3.1. do not pay Us when you are supposed to. This does not affect Our right to charge you interest at the rate of 8% per year on any outstanding amounts; or
9.3.2. break the contract or fail to comply with these Terms in any other material way.

10. Waste removal

10.1. TFB will provide one 1100L general waste bin and 1100L mixed recycling bin. The following must be adhered to:

10.1.1. All waste must be put into the wheelie bins provided, the lids on the bins must be kept shut.
10.1.2. All waste must be recycled as far as possible.
10.1.3. Any waste that doesn’t fit into the bins must be removed from site by your final departure.

11. Catering and bar suppliers

11.1. You must select one of the catering and bar suppliers that We provide to you. (unless this has been agreed with /Us).
11.2. Once you have chosen your catering supplier you will deal directly with them. We accept no responsibility for the catering supplier and the contract you have with them is separate to this contract entirely.
11.3. Food trucks and other self contained food outlet stands are permitted on site. There will be a pitch fee or commission percentage charged to the client for this. This will be detailed in your booking.
11.4. Any food truck or similar will need to provide evidence of the following:

11.4.1. Public Liability Insurance
11.4.2. Gas Safety certificate
11.4.3. Fire safety/Risk assessment
11.4.4. Food Hygiene certificate ( of a level 5 or above)

11.5. The above certificates/documents must be made available to TFB at least 4 weeks prior to your booking date.
11.6. Under no circumstances will any food or drink outlet be allowed on site if the above certificates/documents cannot be provided.

12. Pets specific terms

12.1. Whilst We are happy for pets to be brought with you, please note that there are no specific property modifications that have taken place to accommodate pets. Any pets being brought onto the premises must be noted on your booking.
12.2. We are a working farm with livestock in the field by the meadow. It is extremely important that all pets are kept on a lead at all times. Failure to do this puts the event at risk of immediate cancellation.
12.3. You must notify Us of your wish to bring a pet to Thetford Farm Barn during the booking process.
12.4. Please do not leave your pet alone or unsupervised at any time during your Hire Period, unless by prior agreement with Us which will be at your own risk.
12.5. For the safety and comfort of your pet, We request that owners exercise due diligence at all times. We cannot accept responsibility for the safety of your pet.
12.6. In the interests of hygiene, health and safety and out of consideration for others, it is important that you clean-up after your pet and dispose of any mess in a sanitary and responsible manner.
12.7. You are responsible for any damage caused by your pet, whether inside or outside Thetford Farm Barn. If extra cleaning is required as a result of you having pets in Thetford Farm Barn (over and above what is considered reasonable and therefore covered by the additional pet charge), this may be deducted from your Damage Deposit at Our sole discretion.

13. Noise

13.1. Noise must be limited between 23:00 – 07:00.
13.2. No live, amplified or any music must be played outside.
13.3. Windows and doors to remain closed where appropriate to reduce noise levels.
13.4. Music or any other associated noise must be kept below the levels that are detailed in your booking. Failure to do this will result in the entire music/pa system shutting off.

14. Arrival on your booking day

14.1. On arrival you will be given a set of keys to TFB.

14.1.1. You must take care of these keys.
14.1.2. You must not give the keys to anyone other than who is named on your booking.
14.1.3. You are not permitted to make a copy of the keys.
14.1.4. You must return the keys as per detailed on your booking.

14.2. On arrival, or at a time prior, you will be taken through our fire risk assessment, evacuation routes, health and safety policy, and our TFB instruction guide. It is important that you make sufficient time available for this. You must understand and comply with all our policies.

15. Departure

15.1. On your booking day, you and all of your guests must be off site by no later than 12.15am
15.2. On your booking day departure you are responsible for:

15.2.1. Turning off any music systems
15.2.2. Switching all lights off
15.2.3. Locking all doors and assuring TFB is securely locked.
15.2.4. All care to be taken to leave quietly.

15.3. You will be permitted, as per your booking details, to return the morning after your booking date for your final departure. On final departure you must assure:

15.3.1. All waste has been removed from TFB and put into the bins provided.
15.3.2. All personal items have been removed. Any item left after final departure will be disposed of, if not collected within 7 days. If deemed by Us there will be a charge against your damage deposit for this. This will be put in writing to you.
15.3.3. All furniture has been returned to its original position and condition, any cleaning required will be charged and taken from your damage deposit.
15.3.4. All vehicles have left all areas, including the car park by no later than Midday the day after your booking day.
15.3.5. You must return the keys as per detailed on your booking. Failure to return the keys on the time and date detailed on your booking will result in charges being taken from your damage deposit. The charges will be sent to you in writing.

16. Additional terms

16.1. Fireworks are forbidden anywhere on site, failure to comply with this will result in all guests being asked to leave the site immediately. Charges will be taken from your damage deposit, details of the amount will be put in writing to you.