"OUTSIDE CATERING CONTRACT"
OUTSIDE CATERING CONTRACT Shendish Manor is an ideal setting for your special day. Whether your wedding is a small occasion or a large gathering, we at Shendish Manor have the facilities you require. We are licensed for up to 150 guests to hold ceremonies in our Gazebo, set in the beautiful grounds to the rear of the house. Four other rooms are also licensed for ceremonies for up to 300 guests. Our stunning Manor Building originating from 1853 has recently re-opened its 18 beautiful and individually decorated Premier bedrooms. The Jacobean fireplace in the Manor House Foyer provides an elegant focal point on entering the building and for smaller weddings between 10 and 80 guests we have a number of private rooms with traditional features in the Manor House. The Contemporary addition to the hotel has added a further 52 bedrooms and our spacious Apsley Suite with doors opening up to the gardens can hold weddings up to approximately 350 guests. The Orangery Restaurant and Bar, complete with sliding doors leading out to a terrace overlooking the hotel’s estate is a lovely place for your guests to unwind during their stay. The Dutch Gardens and grounds are perfect for enjoying your drinks reception with your family and friends and having your pictures taken, before leading your guests through to your ‘Wedding Breakfast’. Our par 70, 18-hole Golf Course is both challenging and enjoyable, featuring a mix of hazards through the parkland and woodland copses. And as it stands on a chalk sub-strata, with a constant drainage system, we are able to offer year-round golfing on permanent tees and greens – the perfect place for your guests to unwind before or after your big day. With such a unique setting, the Shendish Manor is the perfect place for your Wedding Day. Shendish Manor Hotel & Golf Course ● London Road ● Apsley ● Hertfordshire ● HP3 0AA Should you wish to make an appointment to view Shendish Manor, please contact the Sales Office on 01442 232220 Page 1 of 11 www.shendish-manor.com OUTSIDE CATERING CONTRACT The Package What we include Hire of the Apsley Suite ~o~ Gardens outside the Apsley Suite ~o~ Use of the Banqueting Kitchen ~o~ Up to 300 Banqueting Chairs ~o~ 5ft round tables ~o~ Red Carpet (subject to availability) ~o~ Access to the hotel ice machine (from banqueting kitchen only) ~o~ Bridal Suite in the Contemporary Wing for the Bride & Groom ~o~ Dancefloor, if required Package Prices Please call our sales offices for available dates. Bank Holidays may also be available subject to availability – please ask for further details Month 2008 2009 2010 January - £8,000 £9,000 February - £8,000 £9,000 March - £8,000 £9,000 April - £8,000 £9,000 May £8,000 £9,000 June £10,000 £11,000 July £10,000 £11,000 August £9,500 £11,000 £12,000 September £9,500 £10,000 £11,000 October £8,500 £9,000 £10,000 November £8,500 £9,000 £10,000 December £8,500 £9,000 £10,000 Shendish Manor Hotel & Golf Course ● London Road ● Apsley ● Hertfordshire ● HP3 0AA Should you wish to make an appointment to view Shendish Manor, please contact the Sales Office on 01442 232220 Page 2 of 11 www.shendish-manor.com OUTSIDE CATERING CONTRACT The Wedding Ceremony We are licensed to hold civil ceremonies in the Apsley Suite for up to 300 guests. Please note • For outside catered events the hotel will liaise with the Caterer and not his client. • The hotel will provide for the bar. It will otherwise be charged at £1,000 • Shendish Manor will not fit chair covers or bows. If you wish to use them, please ensure that your chair company fits them for you on the morning of your wedding • Our soft chairs will not be used for outside ceremonies and our chairs used for outside ceremonies are not suitable for chair covers • For decorating of tables and rooms outside of the normal wedding set-up of tables, please note that you will be asked to provide for this • Allocated time for the wedding breakfast on Sundays is till Midnight • For set – up of the room before the day; please note our normal room-hire charges will apply • The use of the Apsley terrace and gardens is prohibited from 9.00pm.Anyone who wishes to smoke must do so outside of the front doors by reception. • You are required to provide for 1 security guard per 100 guests. The hotel can assist in hiring the guards but the cost will need to be paid by the caterer/client. • Bands and DJ’s will have to load their equipment via the front doors, and not from the Back of the Apsley suite. • Fire Works; Please note, should you require fireworks, there will be a 9.45pm curfew on Fireworks. All Fireworks must be shot by this time. Please note fireworks are not permitted in the Apsley Gardens due to close proximity to local residents. Sunset times can be found on www.timeanddate.com and typing ‘sunset London’ Shendish Manor Hotel & Golf Course ● London Road ● Apsley ● Hertfordshire ● HP3 0AA Should you wish to make an appointment to view Shendish Manor, please contact the Sales Office on 01442 232220 Page 3 of 11 www.shendish-manor.com OUTSIDE CATERING CONTRACT Civil Ceremonies & the Registrar We are unable to book your registrar on your behalf, however once you have a date in mind, you need to contact the registrar directly and then confirm the details to us. The final decision regarding location of the ceremony rests with the registrar. You are only able to book your date 12 months or less in advance Registrar’s Details: The Superintendent Registrar Dacorum Register Office The Bury Queensway Hemel Hempstead Hertfordshire HP1 1HR 01442 426740 We would ask that you advise us as soon as you have confirmed the date and time of your ceremony with the registrar, so that we can then schedule the rest of your day around it Equipment Services and Charges All additional items required for food and beverage service may be hired from one of our recommended suppliers (see page 7) or your own preferred company. In both instances the client will be responsible for payment direct and responsible for delivery and collection. Items must be collected from the hotel within 24 hours after the event or an additional storage cost may apply. Outside Caterers and Third Party Contractors Enclosed is a list of our preferred caterers for Kosher, Greek and Asian dining that are pre-approved by Shendish Manor hotel. Should you choose a caterer that does not appear on this list we insist that the relevant Health and Safety Certificate together with their Public Liability Insurance are provided. We require this information at the latest six weeks prior to your wedding. Failure to provide either piece of this specific information may result in Shendish Manor hotel refusing your event to go ahead. Shendish Manor Hotel & Golf Course ● London Road ● Apsley ● Hertfordshire ● HP3 0AA Should you wish to make an appointment to view Shendish Manor, please contact the Sales Office on 01442 232220 Page 4 of 11 www.shendish-manor.com OUTSIDE CATERING CONTRACT Health & Safety • No indoor fireworks, sparklers, naked flames, smoke or bubble machines can be used in any part of the hotel as these may activate the fire alarms resulting in a full evacuation of all hotel guests. Please advise us at booking stage if you intend to use any of the above during your celebrations where proper provisions can be taken. • Please note that due to our local surrounding there will also be noise level parameters in place and all music/ entertainment will be required to be kept within your function room and all external doors will have to remain closed. • No food or drink can be stored in the hotel ice machines. • Tables, chairs and table linen will be provided for you prior to your arrival. Your caterers will be responsible for dressing the tables with the linen provided and any further table decorations required by yourselves. Miscellaneous • We are unable to provide waiting staff for your event • All proceedings must be confined to the pre-booked areas of the hotel. • Children must be supervised at all times. Health & Safety Policy Statement for Third Party Caterers When the hotel kitchen is to be used by customers at their own request, the organiser must be aware of the Health and Safety issues within the kitchen. If access to any equipment is provided, an appropriate member of the kitchen team should highlight any specific hazards of the kitchen and the equipment that they intend to use. In addition, the appropriate section of the health and safety manual should be brought to their attention to ensure that they are aware of the risks and dangers. You must ensure any instructions and directions that are given by the Duty Manager and the Senior Chef on duty from Shendish Manor is acted on by third party caterers. Where limited equipment use is agreed for the use of the third party caterer, this should be detailed on the form on the following page and signed by both parties. Where refrigeration or freezer facilities are provided for the third party caterer, all items stored by them must be suitably covered. They must also ensure that keeping raw items separated below cooked items does not compromise food safety and that all Health and Safety procedures are adhered to by Law which will include their own products as well as any products that remain stored by Shendish Manor. The customer should be provided with the form on the following page. They should read and sign the form before the event commences. Shendish Manor Hotel & Golf Course ● London Road ● Apsley ● Hertfordshire ● HP3 0AA Should you wish to make an appointment to view Shendish Manor, please contact the Sales Office on 01442 232220 Page 5 of 11 www.shendish-manor.com OUTSIDE CATERING CONTRACT Equipment Available for Caterers to Use Banqueting Ice Machine ~o~ Banqueting Tables& Chairs ~o~ Stoves & Ovens, Boiler & Bratt Pan ~o~ Rational Combi Ovens (subject to availability and at an additional cost not included in package price) ~o~ Deep fat fryer (oil provided by caterer) Recommended Caterers and Contact Details Sapna’s Caterers Ltd Indian Catering 1 Grand Union Enterprise Park, Bridge Road, Southall Middlesex, UB2 4EX Telephone 020 8843 1111 Facsimile 020 8843 0001 Email email@example.com Website www.sapna.co.uk Curry Special Indian Catering 428 - 432 Ley Street, Ilford, Essex, IG2 7BS Telephone 020 8518 3003 Facsimile 020 8518 1001 Email firstname.lastname@example.org Website www.curryspecial.com Laguna’s Tandoori Restaurant Asian Catering 1-4 Culmington Parade, 123 Uxbridge Road, London, W13 9BD Telephone 020 8579 9992/ 020 8840 5381 Facsimile 020 8248 2477 Email email@example.com Website www.laguna.yourdreamshaadi.co.uk Rochelle Sassoon Kosher Catering Unit 1, Harp Business Centre, Apsley Way, NW2 7LW Telephone 0208 450 6900 Facsimile 0208 208 3269 Email firstname.lastname@example.org Website www.rasssoon.co.uk Shendish Manor Hotel & Golf Course ● London Road ● Apsley ● Hertfordshire ● HP3 0AA Should you wish to make an appointment to view Shendish Manor, please contact the Sales Office on 01442 232220 Page 6 of 11 www.shendish-manor.com OUTSIDE CATERING CONTRACT Accommodation Shendish Manor is pleased to offer special exclusive rates to your guest as detailed below. These rates are only available to people attending a wedding at Shendish Manor and if you wish to hold an allocation of bedrooms for your guests (a maximum of 25 bedrooms at one stage) can be held up to 1 month prior to the event. Shendish Manor has 18 luxurious bedrooms located in the grandeur of the Manor House which is only available for those people having their wedding in the Manor of the hotel on an exclusive basis. A further 52 air conditioned bedrooms are available in the new part of the hotel for the reminder of your guests to book. Please note that the remainder of these bedrooms will not be on an exclusive basis. Check-in time is from 2.00pm and we cannot guarantee that rooms will be available prior to this. Check out is at 11.00am. Should you wish to extend this an additional charge will apply and is subject to availability. All reservations should be made via our reservations department on: Phone 01442 232220 or email@example.com The rates below are per room based on Bed & Breakfast on Friday, Saturday & Sunday Nights and include VAT. 2009 2010 (Jan, Feb, Mar, (Apr to Oct, Dec) (Jan, Feb, Mar, (Apr to Oct, Dec) Nov) Nov) Manor Wing Premier Double £130 £160 £140 £170 Premier Family £150 £180 £160 £190 Bridal Suite £170 £200 £180 £210 Contemporary Wing Standard Double £100 £130 £110 £140 Bridal Suite £130 £160 £140 £170 We have a limited number of extra beds. Extra beds are charged at £20. Shendish Manor Hotel & Golf Course ● London Road ● Apsley ● Hertfordshire ● HP3 0AA Should you wish to make an appointment to view Shendish Manor, please contact the Sales Office on 01442 232220 Page 7 of 11 www.shendish-manor.com OUTSIDE CATERING CONTRACT Room Capacities Each Section Dickinson Apsley Syndicate Syndicate Syndicate Longman of 1 Suite Room 1 Room 2 Room 3 Apsley 1-4 Theatre 60 120 400 80 10 10 10 Classroom 30 60 220 40 - - - Boardroom 34 36 - 36 10 10 10 U-Shape 24 24 - 38 - - - Cabaret 24 56 245 56 - - - Banquet 40 80 350 80 - - - Dinner On On request On request 60 - - - Dance request The Apsley Suite has the facility to section off into 4 separate rooms, each sound proofed, with drop down screens, LCD, PA system, WIFI access and all overlooking the Gardens Room Sizes Apsley Syndicate Apsley Dickinson Longman Longman 1, 2, 3 Longman rooms Orangery suite 1 1 2 &4 1, 2 & 3 30.3mtr 12.15mtr 8.5mtr 16mtr 9.23mtr 6.77mtr 4.6mtr 18.15mtr Length 98' 6" 39' 6" 27' 8" 52' 30' 22' 15' 59' 12.15mtr 7.54mtr 7.07mtr 5.43mtr 5.43mtr 4.77mtr 3.54mtr 8.92mtr Width 39' 6" 24' 6" 23' 17' 8" 17' 8" 15' 6" 11' 6" 29' 3.23mtr 3.23mtr 4.92mtr 4.92mtr 4.92mtr 4.92mtr 2.36mtr 2.3mtr Height 10' 6" 10' 6" 16' 16' 16' 16' 7' 8" 7' 6" Shendish Manor Hotel & Golf Course ● London Road ● Apsley ● Hertfordshire ● HP3 0AA Should you wish to make an appointment to view Shendish Manor, please contact the Sales Office on 01442 232220 Page 8 of 11 www.shendish-manor.com OUTSIDE CATERING CONTRACT TERMS & CONDITIONS Confirmation of Bookings A booking will only be considered as confirmed upon payment of the appropriate deposit. Deposit Terms For all events the following deposits will be required; • A deposit of £1,500 is payable at the time of confirmation. £1,000 will be used to secure your chosen date and taken as a deposit. The remainder of this money will be held for cleaning of the function room after your event. Should we be satisfied that your caterer has adhered too our specifications, the remaining £500 will be credited back to you after the event. • A further 50% of the confirmed value is payable 6 months prior to the date of event. • The balance of the confirmed value is payable 28 days prior to the date of event. All deposits are non-refundable and should be made in cash, cleared bank cheque or by credit or debit card. Cancellations In the unlikely event of your event being cancelled the following charges will be made if the booking has been confirmed; Period of Notice Cancellation charge as % of confirmed value More than 6 months before the event Deposit held 3 - 6 months prior to the event date 50% charge of total booking cost 1 - 3 months prior to the event date 75% charge of total booking cost Less that 30 days prior to event date 100% charge of total booking cost Variation of Confirmed Bookings The hotel reserves the right at its own discretion to treat as a cancellation: • Any variation being a reduction of 10% or more of the confirmed numbers or value • Any postponement to the confirmed booking date. Up to 14 days prior to the date of arrival, you may reduce the numbers attending your event by up to 10% without invoking the cancellation provisions. For variations of more than 10% of the confirmed value or numbers where the event is held, the hotel reserves the right to make an appropriate charge. The cancellation provisions will apply at the sole discretion of the hotel. For catering purposes the hotel requests that final numbers are provided at least 14 days prior to arrival for which you will be charged accordingly. In cases where there is a reduction in numbers or value, the above provisions will apply. Reservations & Rooming Lists If an allocation of rooms is held for your event the client will be able to hold this allocation of bedrooms until 1 month prior to the event date. If any number of rooms on your allocation have not been booked and confirmed then we shall ask you to either confirm the names of any additional guests wishing to stay or the remainder of the rooms will be released. Any rooms booked after this time are subject to availability and the daily rate will apply. Additional Charges You will agree to pay the hotel for any additional food and beverage or any other services outside your confirmed contract. If the hotel (Shendish Manor) has not received specific instruction, you will be liable for all charges to be settled upon departure from the hotel. Shendish Manor Hotel & Golf Course ● London Road ● Apsley ● Hertfordshire ● HP3 0AA Should you wish to make an appointment to view Shendish Manor, please contact the Sales Office on 01442 232220 Page 9 of 11 www.shendish-manor.com OUTSIDE CATERING CONTRACT Liability & Insurance • Shendish Manor hotel will not accept any liability for goods and services provided by any external caterer or third party contractor and all monies paid, services and goods are to be booked direct with the relevant caterer or third party contractor. • Public Liability Insurance and Third Party Catering Food Certificates must be valid for all food handlers entering the kitchens on the hotel premises. • Licensing Laws; should you require the bar, closure times will be agreed with you and stated on your contract in accordance with UK Licensing Laws. 12.00pm to 10.30pm on Sunday’s and Bank Holiday’s. This service is only available by prior arrangement. • The hotel is not able to accept liability for loss or damage to property owned by or in possession of the guest whilst that property is on the hotel premises. The guest is advised to arrange appropriate insurance cover at all times. • The hotel and Shendish Manor Ltd accept no responsibility for death, bodily injury or disease arising from any cause whatsoever to persons attending / visiting the premises, except for legal liability arising due to the negligence of the hotel, it's servants, employees or representatives. • The client/customer hereby undertakes to indemnify the hotel for any damage to the premises or property whether owned or not by the hotel or caused by the actions or activities of any person attending or visiting a function, staying at the hotel or guest of anyone using the hotel under this contract. • The client/customer shall ensure that the client/customer or attendees and guests of the client/customer observe a high standard of behaviour at all times and the hotel reserves the right to expel or remove any guest or attendee behaving in a manner which it regards at its own discretion, as detrimental to the standing of the hotel or likely to cause inconvenience or annoyance to any other hotel guest or user. • In the event of such actions by the hotel, the hotel shall not be obliged to pay compensation or make any refunds to the client/customer. • The hotel shall not be liable for any breach of this contract because of strikes, labour disputes, accidents or other causes beyond its control. In such an event the hotel shall offer alternative accommodation and facilities, if these are available, failing which the hotel will cancel the contract and refund any deposits already paid. The hotel's obligations to the client/customer will be limited to the refund of any deposits held. Terms and Conditions of the Kitchen • All catering staff must be dressed in clean, appropriate kitchen attire or a white porter’s coat, which should be provided by your own caterers. No one will be allowed into the kitchen unless properly dressed. • Open toed shoes are not permitted into our kitchens. • The Chef on duty must be provided with a copy of a Basic Food Hygiene Certificate per caterer. Again, uncertified caterers will not be permitted into our kitchens. • Samples of food will be submitted to our Executive Head Chef, which will be frozen and kept for four days. Your caterers are responsible for the quality of all food items bought into the hotel premises. We cannot accept any liability for any claims arising from that food unless caused by our negligence. • The use of the hotels deep fat fryer is provided for. Oil needs to be provided by your caterers. • Your caterers will be responsible for the cleanliness of the kitchen and the proper disposal of any food left over from your event. • Your caterers will be responsible for washing up of all equipment used. Kitchen Good Housekeeping To ensure the safety of people entering the kitchen it is important that this information is read understood and all relevant people informed of the facts below; • Gas is used as the fuel for many pieces of equipment. All items must be lit safely (using tapers) and immediately. The gas must be fully closed off at the end of the evening to ensure there is no build up of unused fuel. • There are many sources of ignition and possible entrapment and therefore all trailing pieces of clothing and long hair must be tied back to help ensure that accidents do not occur. • There is dangerous equipment within the kitchen that persons not employed by Shendish Manor must not use. These include the gravity feed slice, food processor and the stick blender. • The kitchen floor is prone to be greasy, damp and slippery. All workers must wear safe shoes that have rubber soles which are flat and low with totally enclosed toes and heals. • Shendish Manor Hotel & Golf Course ● London Road ● Apsley ● Hertfordshire ● HP3 0AA Should you wish to make an appointment to view Shendish Manor, please contact the Sales Office on 01442 232220 Page 10 of 11 www.shendish-manor.com OUTSIDE CATERING CONTRACT • Members of the party must be stopped from entering the kitchen reducing the risk of accidents through slips, entrapments or fire. • All knives must be handled with care. They should not be carried un-necessarily. If they are carried around the kitchen this must be done with safety in mind with the point downwards. Chopping boards must be used at all times and should be washed and dried immediately and not left in the washing up areas. • Throughout the kitchen there is fire fighting equipment, including fire extinguishers and fire blankets. In the event of a fire such equipment should only be used if the fire can be fought safely. If the fire alarm sounds turn off all gas appliances and evacuate the premises immediately, following the directions of the Shendish Manor team members present. • Cleaning chemicals are provided to ensure that all equipment and surface can be maintained in a safe and hygienic condition. Ensure that all chemicals are used as directed and as per the instructions of the Shendish Manor kitchen representative. There is a safety manual available within the kitchen that holds relevant chemical safety information. • Do not carry anything that is too heavy, too large or is an awkward shape or if the corridor is narrow. Use others where possible. Do not carry hot liquids and oils. • To ensure a safe working environment all items must be stacked in a safe manner. The heavier items should be on the floor with the lighter items placed on top so that the stack has no risk of toppling or falling. Al items should be stored as advised by the Shendish Manor kitchen representative. • If an accident occurs the first aid kit is in the Chef’s office. There will be a qualified first aider on duty and the duty manager must be informed immediately. • Only electrical equipment provided by the hotel must be used within the kitchen. Personal items should not enter the premises. • The kitchen is an environment where people are at risk of slips, trips and falls. To reduce the risk, all people within the kitchen should be wearing suitable foot wear, should walk and move with care and do not run. Any spillages should be cleared up immediately. Items should not be left on the floor, especially in walkways. • Agreement with our Executive Head Chef is required before food can be stored in refrigerators and freezers. If food items are to be stored in these facilities the units to be used must be identified beforehand. All food stored must be suitably covered and labelled. Food safety must not be compromised; cooked food should be separated and stored above raw food. Consideration must be given to other food items in the refrigerator and freezer to ensure that these items are not compromised with regard to food safety. • If there are any queries regarding the health and safety of any members of the party, contact the hotel as soon as possible. Signatures Please note that at provisional enquiry stage, we will only be able to hold a maximum of two wedding dates in our diary. I hereby confirm that I have read and understood the terms and conditions as detailed above. For and on behalf of the Client For and on behalf of the Hotel Signature……………………………………………..…… Signature……………………………………………………… Name……………………………………………………….. Name…………………………………………………………… Date…………………………………………………………. Date…………………………………………………………….. Shendish Manor Hotel & Golf Course ● London Road ● Apsley ● Hertfordshire ● HP3 0AA Should you wish to make an appointment to view Shendish Manor, please contact the Sales Office on 01442 232220 Page 11 of 11 www.shendish-manor.com