Terms & Conditions of Hire

All occasions for hire (“the event”) booked at Horticulture House, Chilton, Oxfordshire, OX11 0RN by the client (“the customer”) shall be subject to the following conditions:

Provisional Bookings can be made via email ([email protected]), phone, or online. These will be held for a maximum of 10 working days and may be released without notice. All bookings are provisional until a signed booking confirmation is received from the customer, and the deposit is paid.
The customer agrees and accepts to make payment for the event confirmed in the booking confirmation. The booking confirmation must be returned by the customer and received by Horticulture House 10 working days prior to the event date.
If the event is booked less than 10 working days prior, the booking confirmation and full payment is due upon booking. If Horticulture House does not receive the booking confirmation and payment when due, Horticulture House reserves the right to cancel the booking and re-let the facilities.
An additional fee will be applicable to any events operating outside our standard opening hours.

If the customer cancels an event, this must be made in writing to Horticulture House. An event cancelled with notice not exceeding 10 working days will result in Horticulture House retaining the event deposit. An event cancelled with notice not exceeding 3 working days will result in Horticulture House retaining the full event cost.
Horticulture House will take all reasonable steps to fulfil the meeting room requirements in accordance with the details provided by the customer. However, Horticulture House reserves the right to provide alternative services of at least an equivalent standard and at no additional cost(s) to the customer.
Notwithstanding anything contained in these terms, Horticulture House will not be liable for any failure to perform is obligation to the customer in whole or part as a result of any of the following circumstances:

  • Strikes and other industrial actions/disputes
  • Fire and/or floods at or near the premises
  • Misconduct or negligence of a customer, delegate or external third party
  • Act of God

Health & Safety
The customer must ensure that the meeting room is safe for the purpose for which it is intended to be used and shall be responsible for all activities undertaken and will give reasonable consideration to other users of Horticulture House.
Fire & Safety regulations are to be observed and the customer should make themselves aware of the location of the fire exits and fire appliances and access to all fire doors must be kept clear at all times.
In the event of a fire, all delegates should evacuate the building as stipulated in the fire procedure.

The customer shall be responsible for any damage caused to the company’s property or any part of it (including without limitation furnishings or equipment) as a result of any act or neglect of the customer. The customer shall pay the company on demand the amount required to make good or remedy any such damage.
No items are to be affixed to the walls, floors or ceilings of any part of the company’s property without the company’s prior written consent.
We are unable to accept responsibility for any loss or damage to personal property. We hold public liability insurance in respect of private hirers, the limit of indemnity is £10 million for any one occurrence, and the customer is liable for the excess of up to £1000 in respect of each claim.