These Terms & Conditions form the agreement between The Venue at Sandy Cove & Sandy Cove Hotel (“the Venue”) and the couple named on the booking form (“the Clients”). By paying the Booking & Administration Fee, you confirm acceptance of the following terms.
Confirmation of Booking
To secure your wedding date, a non-refundable Booking & Administration Fee is required at the time of booking. This fee is strictly non-refundable under any circumstances and will be deducted from your final balance.
Your booking is only confirmed once:
- The Booking & Administration Fee has been received in cleared funds; and
- A completed booking form has been returned; and
- Written confirmation has been issued by the Venue.
Booking & Administration Fees
Weddings over 30 guests - £3,500
Small Intimate Wedding (midweek) - £2,000
Elopement Wedding - £1,500
Exclusive Use Wedding (Hotel & The Venue) - £7,500
Payments
All payments (including the booking fee and final balance) must be made by bank transfer. Bank details are provided within your Wedding Proposal. Please notify us by email once payment has been made. Failure to make payments by the agreed deadlines may result in cancellation of your booking.
Payment Schedule:
Weddings Over 30 Guests / Weekend Weddings / Small Intimate Weddings / Elopements
Final guest numbers must be confirmed 6 weeks prior to your wedding date.
The number confirmed at this stage is the minimum number that will be catered for and charged. No reductions or refunds can be made after this point. The final balance must be paid no later than 1 calendar month before your wedding date.
Payment Schedule:
Exclusive Use Weddings
Final guest numbers must be confirmed 10 weeks prior to your wedding date.
The number confirmed will be the minimum number catered for and charged. No reductions or refunds can be made after this point. The final balance must be paid no later than 2 calendar months before your wedding date.
Late Payments
All payments must be made in accordance with the agreed payment schedule. If any payment remains outstanding more than 14 days after the due date, the Venue reserves the right to cancel the wedding booking. In such circumstances, any payments already made will be retained and the cancellation terms outlined in these Terms & Conditions will apply.
Damages Deposit
A refundable damages deposit of £500 is payable with your final balance. This deposit may be used to cover damage to property or furnishings, theft, excessive cleaning beyond normal usage, unauthorised overnight guests, parties continuing in bedrooms after midnight, alcohol brought onto the premises without consent, if unauthorised guests are found to be staying overnight, accommodation charges will apply. Illegal drugs are strictly prohibited. The deposit (less any deductions) will be returned within 7 days following your wedding.
Minimum Numbers
A minimum of 40 adult guests (including the couple) applies on Fridays, Saturdays and Sundays. If your numbers fall below this minimum, a surcharge of £75 per adult under the minimum will apply. This minimum does not apply Monday–Thursday inclusive.
Wedding Insurance
It is a condition of your booking that you obtain adequate wedding insurance to cover any costs arising from cancellation or unforeseen circumstances, in order to protect both your interests and those of the Venue.
We strongly recommend that this insurance is arranged as soon as your wedding booking at Sandy Cove is confirmed.
The level of cover should be at least the total anticipated value of your wedding, plus an additional 25%, to ensure sufficient protection against potential losses or additional costs.
If you choose not to obtain wedding insurance, The Venue at Sandy Cove and Sandy Cove Hotel cannot be held responsible for any financial loss resulting from cancellation, postponement, supplier failure, or other unforeseen circumstances.
Timings
Use of The Venue is from 10:30am until midnight (including Exclusive Use weddings).
- All entertainment must finish at midnight.
- The bar will close at midnight.
- All guests and suppliers must vacate the building by 12:45am.
We reserve the right to close the bar earlier if required for licensing or safety reasons.
In accordance with local council regulations, bifold doors must remain closed from 10:00pm.
Elopement Weddings
Use of The Venue is limited to 6 hours on the wedding day unless otherwise agreed in writing.
Food & Beverage
The Venue does not operate a corkage policy.
Only food and drink supplied by the Venue may be consumed on the premises unless agreed in writing. Alcoholic favours are not permitted unless purchased through the Venue.
Evening catering must be provided for the total number of evening guests invited.
Pricing
Weddings may be booked up to three years in advance. For weddings booked more than 12 months ahead, the ceremony charge and venue hire at the time of booking will be honoured. Food and beverage will be charged at the brochure pricing applicable at the time of the wedding. For inclusive packages, any price adjustment will apply only to the food and beverage element.
Registrar
It is the Clients’ responsibility to book and pay the Registrar directly. We recommend booking the Registrar as soon as your venue date is confirmed.
Cancellations
The Booking & Administration Fee paid to secure your wedding date is strictly non-refundable under any circumstances. All cancellations must be made in writing.
If you wish to cancel your wedding booking, the following charges will apply:
Within 12 months of the wedding date: 100% of the balance shown on your current statement will be payable.
Within 9 months of the wedding date: the above amount will apply plus an additional cancellation fee of £2,000.
Cancellation of your wedding by the Clients must be confirmed in writing by both parties named on the booking. Written confirmation that the Registrar booking has also been cancelled must also be provided. If the booking is cancelled, the Clients remain liable for any outstanding amounts due under the payment schedule, together with any applicable cancellation charges outlined above.
The Venue will only cancel a wedding booking where Sandy Cove is required to close due to circumstances beyond its reasonable control. We reserve the right to cancel the booking if any payment remains outstanding for more than 14 days beyond the agreed payment deadline.
Postponement
A change of wedding date within one calendar month of booking may be made without penalty (subject to availability). After one calendar month from booking, any change of date will be treated as a cancellation under the terms above. Any new date will be subject to the current pricing applicable at the time of rebooking.
Force Majeure
The Venue shall not be liable for failure or delay in performing its obligations where such failure results from events beyond its reasonable control, including but not limited to government restrictions, extreme weather, fire, flood or other unforeseen circumstances.
Cleaning
Should any intensive cleaning be required following departure, the Clients may be liable for a minimum charge of £100. This charge is to cover the cost of additional cleaning that may be required in the event of staining or damage to linen, flooring, furniture, paintings, or walls. This charge will only be applied where extra time and effort from our cleaning team is required beyond what would normally be expected following standard use of the Venue.
Capacity
The maximum capacity of the large platform is strictly 50 persons. This must not be exceeded. The Clients are responsible for ensuring their photographer and guests comply.
Confetti
If you wish to use confetti, it must be biodegradable. This does not include rice. Acceptable options are real flower petals or bubbles only. The use of confetti is strictly limited to the designated outdoor ceremony area and must not be used on the platform, balconies, terraces, or inside the building.
Decorations & Fixings
You are welcome to decorate The Venue to personalise your wedding; however, no items may be fixed to walls, windows, ceilings, doors, floors, furniture or fittings. The use of nails, screws, pins, staples, adhesive hooks, tape, blu-tack, or any similar fixing materials is strictly prohibited.
All decorations must be free-standing unless prior permission has been obtained from the Venue.
Any damage caused by decorations or fixing materials will be charged to the Clients and may be deducted from the damages deposit.
All personal decorations and items must be removed at the end of the event, unless otherwise agreed in advance.
Table Decorations
Table sprinkles and loose decorative petals are not permitted as part of table decorations, as they may cause damage to equipment and furnishings.
Car Parking
Vehicles are parked at the owner’s risk. The Venue accepts no responsibility for loss or damage.
Children
Due to our cliff-top location, children must be supervised at all times both inside The Venue and within the outdoor areas and grounds. Responsibility for the safety and behaviour of children remains solely with their parents or guardians.
Dogs
Dogs are permitted within The Venue during exclusive use of the grounds.
Dogs are not permitted in public hotel areas and are restricted to Standard Bedrooms only, subject to prior notification.
Amendments
The Venue reserves the right to amend these Terms & Conditions where reasonably necessary to comply with legal, licensing or health & safety requirements.
