Terms + Conditions
Terms & Conditions for Wilde Lodge’s Wedding, Events & Accommodation Bookings
Deposit & Payment
1. There is a non-refundable deposit of 25% for the hire of the main lodge grounds and staff and this amount will be required for confirmation of the booking. Payment of the deposit will be considered an acceptance of all terms & conditions. 6 months ahead of the booking a further non-refundable down payment of 50% is required. The final non refundable balance of 25% is due 12 weeks before the wedding day. You will be expected to adhere to the schedule of payments, if you fail to do so we reserve the right to cancel your booking.
2. Selections & payment for catering and wine selections will be due 6 weeks prior to your wedding date. Failure to provide your selections and dietary requirements on this date will result in a £150 administration fee.
3. Events & Accommodation Bookings require a non-refundable deposit of 50% of the entire rental amount for confirmation of the booking. Payment of the deposit will be considered an acceptance of all terms & conditions. The remainder of the booking fee will be due 12 weeks before your arrival date. You will be expected to adhere to the schedule of payments, if you fail to do so we reserve the right to cancel your booking. In some instances, for example staying longer than a week, we ask for the full amount on booking, but we will discuss this with you prior to booking.
4. Confirmation of Booking: Until we receive the deposit, your booking is deemed as provisional and we reserve the right to sell the date.
5. Damage Deposit. We welcome responsible guests at the lodge, who will take care of our property and its surroundings. We require all group bookings over 50 people for a £500-10,000 deposit depending on the nature of the event. This will be agreed in writing at the time of your booking. Failure to pay the deposit on the due date will result in the cancellation of your booking. In the event that damage occurs to the Owner's property or to any fixtures or fittings (to include the main lodge, long barn, safari tent, parking area, front field, front garden, yard behind the lodge, barns surrounding the yard and riverside access) the client will be responsible for reimbursement in full within a week of their stay.
6. The number of persons occupying the property must not exceed the maximum number agreed at the time of booking. If you want to increase your guest numbers there may be additional charges and any changes must be agreed with your wedding coordinator and the owner in advance. Please be aware that the couple themselves are included in the total number of guests, but children under 4 years of age do not contribute to your total guest count.
7. For weddings & events at Wilde Lodge; Any nights where guest numbers go over 20 on any one night (max capacity of the lodge as a self catered facility), the lodge has the right to charge or insist on requesting you pay for additional staff or our paying bar to help run the event. Any additional changes must be agreed with your wedding coordinator and the owner in advance.
8. If extra guests are found to be on the property a fee of £60pp per day will be billed or deducted from your deposit.
9. Wilde Lodge welcomes dogs, at a surcharge of £40 per dog, for a maximum of three dogs. All dogs must be under proper supervision and control at all times. They may not go upstairs and if wet please keep them out of reception/carpeted rooms. They may not sit on the furniture.
10. VAT is included in the rental fee of the site, at a current rate of 20%.
11. VAT will be charged for any extras you may choose to take. This includes catering, corkage, extra guests, camping and any other extras you may book from Wilde Lodge or any external suppliers you may choose.
12. All wedding payments are via direct bank transfer, we don’t accept credit card or online payments.
Cancellation & Date Changes
13. Wilde Lodge may consider a request from a client to change the dates of the booking after confirmation has been issued. The agreement will be given subject to the following conditions being met: i) the request is received within a week of the booking confirmation. In the unlikely event that you need to change, cancel or amend your booking after this time the following will apply;
14. Cancellations or changes beyond this date can only be considered with written consent of the owner and a £150 admin fee will be charged for all accommodation bookings that are amended or cancelled and a £350 admin fee for all wedding bookings that are amended or cancelled
15. In the unlikely event of cancellation on your part, we regret that all deposits and down payments are non-refundable. Cancellations made within 12 weeks of arrival will result in a full charge of the event/booking. We strongly recommend the purchase of cancellation insurance for any bookings.
16. For Accommodation bookings that can not travel due to government covid restrictions; If your booking is unable to go ahead owing to Covid restrictions (either our location or your location being in a lockdown or government guidelines that preventing a group accommodation booking or group size being a restrictive factor as set out by government guidelines), then we would refund any payments less a £50 admin fee.
17. For wedding bookings that can not go ahead due to government covid lockdowns - If your booking is unable to go ahead owing to Covid restrictions (either our location or your location being in a lockdown or government guidelines that preventing a group accommodation booking or group size being a restrictive factor as set out by government guidelines), then we would refund any payments less a £50 admin fee. Choosing an alternative date may incur increases in overall hire price depending on the date you choose. There may also be increases in food or drinks costs in line with RPI.
18. The final and finer details for all bookings must be agreed at least 12 weeks before the booking date. Details must include any increases in guest numbers, any external suppliers being brought on site, or activities planned whilst staying at the lodge. They must be made in writing to the proprietors at the earliest possible date and agreed with them. We retain the right to cancel any booking, or ask you to leave the site if the site has been used for activities other than those that had been agreed in writing prior to your stay.
19. We strongly recommend all bookings with us take out their own insurance policy. For weddings please see www.bit.ly/wedding-insurance for more information on wedding insurance.
20. Force majeure: a) For the purposes of this Contract, Force Majeure Event means an event beyond the reasonable control of Wilde Lodge, including but not limited to: an act of nature (earthquake, fire, flood, hurricane, storm or any other natural disaster), illness or death, accident, war, terrorism, epidemic, national calamity, civil commotion, order of Government or Local Authority having jurisdiction in the matter, changes in law or foreign government policy, strikes or other industrial disputes (whether involving the workforce of Wilde Lodge or any other party), failure of a utility service or transport network, act of God, breakdown of plant or machinery or default of suppliers or subcontractors. (b) Wilde Lodge shall not be liable to the Customer as a result of any failure to perform its obligations under these Terms & Conditions as a result of a Force Majeure Event. (c) If the Force Majeure Event prevents Wilde Lodge from providing the Venue on the agreed date, Wilde Lodge shall, without limiting its other rights or remedies and without liability to the Customer, have the right to terminate this Contract immediately by giving written notice to the Customer (d) Where possible a postponement within a 12 month period will be offered. (e) In the event of mutual cancellation by both parties all deposits will be surrendered. (f) Should you choose to cancel where a postponement has been offered, we regret that all deposits and down payments are non-refundable (g) Wilde Lodge will not be responsible for any consequential or third party losses.
Catering
21. Our own in-house caterers must be used unless it is agreed that you are self catering or that we have agreed and checked an external supplier. Use of external suppliers without prior consent is not permitted.
22. Prices and menus advertised are for 2024. These can not be guaranteed beyond the year they have been intended for.
23. Menu selections, dietary requirements, allergies or specific requests must be made in writing 6 weeks prior to your event. Failure to meet this deadline will result in a £150 administration charge.
24. Any changes or updates to your selections beyond the 6 week deadline will incur a £50 administration fee with every change.
25. There is a minimum of £1300 spend with our catering team. Or a £250 surcharge if the spend is less than this.
26. Menu updates come through in December and we will update any changes directly to your hub page and notify you via email.
27. If you plan to self cater or BYO on either side of your wedding day it must be agreed by the owner before any arrangements are made. The balance between additional guests, crockery and staff time always has to be considered.
28. Regarding the use of any external catering companies, we charge the caterer a 10% commission fee to cover costs of electric and other site resources, so please be aware of this as it may change the price you are quoted by these caterers versus their final fee to you (exception is the black sheep cafe breakfast catering).
Drinks
29. Prices and menus advertised are for 2024. These can not be guaranteed beyond the year they have been intended for.
30. Menu updates come through on April 1st and we will update any changes directly to your hub page and notify you via email.
31. Drink selections and specific requests must be made in writing 6 weeks prior to your event. Failure to meet this deadline will result in a £150 administration charge.
32. Any changes or updates to your selections beyond the 6 week deadline will incur a £50 administration fee with every change.
Music & Late night Licence Rules
33. Wilde lodge has a late licence until 1.30am. Last orders at the bar will be called at 1am and the bar will then be closed from 1.30am onwards.
34. Music & bands are welcome at the lodge and because we respect our neighbours in the valley and the wildlife that surrounds us (and often is the reason you have chosen us), to date we have never had any complaints. We ask all couples to respect the land and people around us, to play loud and funky music until 12pm and then from this time onwards bring the volume down to a level where your guests can sleep, the mice can retreat into their burrows and you can change the mood to a more chilled vibe.
35. Bands can bring their own speakers, drum kits and microphones and there are no noise limiting devices at the lodge. Extremely loud repetitive, trance beats are not welcome, the kind that shake the ground and give granny a headache. But great music, with funky beats with foot stomping tunes are more than welcome.
36. From 12pm (sometimes bands will agree to play later or you may wish to continue partying until the wee hours) we ask that you just turn the volume down to a respectful level and take the lead from our staff.
37. The staff on site will be the ones to judge and set the level and this can not be negotiated with. They are sober and will know whether the volume is right or not, please respect their decision.
Inclusions
38. Unless otherwise stated, all accommodation bookings are inclusive of VAT and include: 4 bedroom lodge, for 10 guests, parking, the front garden and riverside access. (Exclusion: Please note extra guests on site, the long barn, the safari tent, camping, front field, catering, wilde bar, wilde staff and additional parking are all charged as extras and will be subject to VAT.)
39. All wedding prices advertised are inclusive of VAT. This includes hire of the lodge, drinks, corkage and menu selections. (Exclusions: any extras not mentioned here will be subject to VAT)
40. Rentals commence unless otherwise notified at 10am on the day of arrival and terminate at 10am on the day of departure.
41. We are here to help with local contacts for our preferred and recommended suppliers, but it will be your responsibility to specify and liaise with the sub-contractors and pay them directly. Wilde Lodge will not be held reliable for any subcontractors on site.
42. The property has a pond and river access, which represent a potential water hazard. You will be made familiar with these hazards when you view the venue and it will be your responsibility to highlight these hazards to your guests. All children are the responsibility of their parents; please watch them at all times.
43. With the exception of The Long Barn, all barns are to remain out of bounds to guests at all times.
44. All internal areas are non-smoking areas. If this rule is broken a £100 will be billed to you, or taken from your damage deposit. This includes e-cigarettes.
45. No candles, unless previously agreed in writing with the owner) are allowed in any of the properties.
46. No confetti cannons or smoke machines in the barn as they will set off our smoke alarm system.
47. Chinese lanterns and/or fireworks are not permitted without prior consent.
48. Sparklers are permitted outside the property.
49. Confetti is allowed at the venue but must be biodegradable and preferably natural flower petals.
50. A minimum charge of £250 for professional cleaning will be billed to you or taken off the damage deposit if a guest is sick or stains the carpets in any of our properties.
51. Wilde Lodge’s advertised price on its website and airbnb is for the main lodge and 10 guests sleeping on site on a self catered basis. For additional guests or pets on site, agreement must be made 12 weeks before your booking date with the owner. Charges may incur. We only accept honest guests who can guarantee their booking numbers and additions. This is for your own safety as without prior agreement to any extras we can not guarantee your safety on site.
52. For Self Catering Accommodation bookings of up to 30 guests, you can bring your own alcohol on site.
53. For Self Catering Accommodation bookings under 50 guests there is the option to hire our bar along with our safari tent for an additional fee of £1700. This includes the physical bar, glasses, ice and a barman for up to 8 hours. In this instance, no corkage will be charged and guests can BYO.
54. For weddings, events or celebration hire of the lodge for guest numbers over 30, all alcohol on site must be purchased from our bar, unless agreed in writing.
55. For weddings and events our wine list must be selected.
56. For weddings anyone found bringing in alcohol not bought from the bar will be asked to leave the venue. Please ensure your guests are aware of the alcohol agreements on site before they arrive. If alcohol is found on site, the bar reserves the right to add on a hire charge of up to £750 to cover the cost of their losses in sales.
57. Wilde Lodge shall not be liable to the Client or third parties for any accident, damage, loss, injury, expense, inconvenience or act of god, which may be suffered, incurred, arise out of or in any way connected with the rental.
58. Wilde Lodge does not warrant and is not responsible for the accuracy of any verbal information given or statements made by its staff or agents.
59. Wilde Lodge shall be allowed the right of entry to the property at all reasonable times for purposes of inspection or to carry out any necessary repairs or maintenance.
Website
60. We endeavour to keep our website up to date, but we make no warranties or representations of any kind about the quality, content, completeness, accuracy, reliability, adequacy, suitability or availability with respect to the website, or the information, products, services, or related graphics contained on the website for any purpose. Any reliance you place on such information is therefore strictly at your own risk.
61. In no event shall Wilde Lodge be liable for any loss or damage, including without limitation any special, incidental or consequential damages or any loss or damage arising from loss of data or profits arising out of or in connection with the use or misuse of this website or the information, data or images herein.
62. This website may contain links to other (external) websites which are not under the control of Wilde Lodge. Therefore, Wilde Lodge makes no representations whatsoever about any other website to which you may have access through this website. When you access an external website, you do so at your own risk and Wilde Lodge is not responsible for the content of those websites. The inclusion of any link does not imply a recommendation or endorse the content of that website. It is your responsibility to ensure that any page or website you select for viewing is free from content that you may deem inappropriate.
63. This website and any product name, company name, logo, brand or other mark mentioned on this website may be trademarks and/or service marks or copyrights of their respective owners.
64. Any distribution of any information or images from this website, in whole or in part, is strictly prohibited other than the following: (a) you may print hard copies of any item for your personal and non-commercial use only and (b) you may copy the content to individual third parties for their personal use but only if you acknowledge the website as the source of the material. You may not without the express prior written permission of Wilde Lodge distribute or commercially exploit the content in any way, nor may you transmit it or store it in any other website or other form of electronic retrieval system.
Updates
65. Wilde Lodge reserves the right to add to, change or update these Terms & Conditions, from time to time entirely at its own discretion. You are responsible for checking these Terms & Conditions periodically to remain in compliance. Our Terms and conditions will be on our website at all times. https://www.wildelodge.com/terms-conditions
Complaints
66. Should there be any cause for complaint during the occupation of the property it must be notified promptly to Wilde Lodge and in case of serious problems confirmed in writing. We would investigate immediately and take the necessary remedial action where possible. Compensation will not be offered where the Tenant has denied the Owner the opportunity to rectify matters during their holiday.