Terms & Conditions at Lord Crewe Arms, Northumberland

Booking terms & conditions

1. Cancellation

In the unfortunate event of you having to cancel your reservation, please be aware that bookings cancelled less than 7 days prior to arrival will be charged the full room rate if the cancelled room remains unsold (we strongly advise travel insurance to cover you for any unforeseen circumstances).

Weddings terms & conditions

1. Making a reservation

The Lord Crewe Arms will hold a booking provisionally for a period of 28 days. Before releasing a reservation, we will always endeavour to contact you to find out whether the date is still required. If the booking is no longer required or if we are unable to contact you then the provisional booking will be released. Should a conflicting enquiry be received for the same date during this period we will notify you and request confirmation within 7 days. Where a provisional booking is made more than 12 months in advance, we will in most circumstances extend the provisional hold until the registrar or church have been able to confirm the booking for the ceremony.

2. Confirming a booking

To confirm your booking we ask for the contract to be signed and returned along with an initialled copy of the event summary that will be sent to you, and payment of a non-refundable deposit of 25% of the anticipated spend of the wedding.

3. Prepayment

The remaining 75% of the pre-booked value of the event is payable 28 days before the event. An updated event summary will be sent to you, along with a further invoice. Where the event includes a number of rooms that will be paid directly by wedding guests, a suitable deduction will be made for the pre booked value of the event, and reflected in the pre-payment invoice. However client’s attention is drawn to clause 8 of these terms and conditions.

4. Cancellation

In the unfortunate event of you having to cancel your booking once the terms have been agreed The Lord Crewe Arms reserves the right to levy a cancellation fee as follows:

After receipt of the signed terms and conditions - 25% of pre-booked business

8 - 12 weeks notice - 50% of pre-booked business

4 - 8 weeks notice - 75% of pre-booked business

Less than 4 weeks notice - 100% of pre-booked business

The hotel will make every effort to resell the cancelled accommodation. Revenue arising from subsequent resale will be deducted from the cancellation charge. Cancellation charges are currently VAT zero rated.

5. Insurance

Clients are advised that cancellation charges will be applied in all circumstance where the hotel has suffered a financial loss as a result of the cancellation. Clients are therefore strongly advised to take out an insurance policy as protection for a cancellation that falls outside of their control. These policies, tailored specifically to weddings are widely available.

6. Reduction in size of a reservation

The broad details of the reservation will be agreed when the reservation is confirmed. The cancellation terms in part 4 above will apply to any part-cancellation, or alteration of the room hire or function room hire element of this reservation. Smaller alterations of the food and beverage element will be accepted at any time up to 4 weeks before the event when final arrangements and guest numbers will be reconfirmed. This will form the basis of the chargeable amount and will be regarded as the minimum numbers upon which the charges will be based on the day of the event. Smaller alterations are defined as being within 10% of the reservation, subject to any minimum spend agreed with the client and specified in the reservation. Larger alterations that exceed this amount, or contravene minimum numbers imposed in the reservation will be charged in full.

7. Consumption

Clients are asked to advise The Lord Crewe Arms in writing of any specific instructions or limitations that are to be applied to the wine and bar elements of this reservation. Specific instructions may include a limit on quantity, the requirement for the client to sign to confirm receipt, or the collection of empty bottles for client audit after the function. In the absence of such instruction we will provide all specified wine and bar elements on request to any wedding guest, and charge these to the main account and dispose of all empty bottles.

8. Payment

Payment for the deposit and prepayment is preferred by cheque or bank transfer. Payment for additional extras must be made by credit or debit card on departure from the hotel, unless specific arrangements have been confirmed in writing. We reserve the right to charge a delayed payment surcharge of 3% on the value of any amount outstanding after departure. Please note that we DO NOT accept American Express payments for any charges over £2,000.

9. Liability

Liability for any accommodation reserved by wedding guests that forms part of the attached reservation remains with the client. If accommodation outside this reservation is booked independently, we will request individual confirmation and guarantees directly from the guest.

10. Deposit

We will require a 20% deposit on confirmation. We will then require 50% of the balance eight weeks prior and then the remaining 30% two weeks prior. Any additional costs may then be settled on departure.

12. Service Charge

We apply a voluntary service charge to our dining bills and 100% of the amounts received are distributed to all of our team members in every department across the hotel via a fair system. No element of service charge amounts are retained by the company and they are not taken into account when ensuring pay rates exceed minimum wage legislation.

12. More information

If you require any more information, please do not hesitate to contact us on 01434 675 469 or email enquiries@lordcrewearms.co.uk.