Weddings
Terms & ConditIons

1.    Interpretation

The following definitions and rules of interpretation apply in these Terms and Conditions.

Definitions:

Accommodation: means Stable Cottage, The Dutch Barns and The Bridal Suite 

Client: means the person or persons detailed on the Booking Form as the Client.

Date of Hire: means the date specified on the Booking Form.

Deposit: means the deposit stated on the agreed Booking Form.

Oxleaze Barn: means Oxleaze Barn who are a trading business of JJ Mann & Co of Oxleaze Farm, Filkins, Lechlade, Gloucestershire, GL7 3RB. 

Hire Fee:  the amount payable by the Client as calculated and contained on the Booking Form following the Client’s prior knowledge of such Hire Fee together with any additional agreed extras.

Hire Period:  10am until midnight on the Date of Hire 

Venue: Means Oxleaze Barn as specified in the Booking Form

2.    Booking, Deposit and Hire Fee

2.1 Oxleaze Barn may agree to make a provisional booking with the Client, however this is not legally binding on either party until the date has been formally reserved as below.

2.2 A provisional booking can be held for a maximum of 7 days. If, after the period of 7 days, the relevant Deposit is not paid, Oxleaze Barn reserves the right to release the booking without prior notice.

2.3 Oxleaze Barn accepts no obligation or liability to the client until the relevant Deposit has been paid, the Booking Form with these terms attached have been completed and signed by the Client and have been returned to Oxleaze Barn and the Client has received a booking confirmation from Oxleaze Barn.

2.4 The remaining balance of the Hire Fee must be paid in accordance with the Booking Form and the full balance of the total Hire Fee must be paid two months prior to the Date of Hire. Payments can be made via debit or credit card or via bank transfer or cheque to the JJ Mann & Co Barn Account.   

2.5     Once the booking is confirmed the Client will be permitted a licence to occupy the Venue and the Accommodation as a licensee  only and no relationship of landlord and tenant is created between Oxleaze Barn and the Client.   

2.6 Once the booking is confirmed the Client is permitted to one additional viewing as well as a separate planning meeting on the phone with an event manager in the run up to the Date of Hire.

3. Access and Parking

3.1 The Venue will be accessible by the Client from 12 noon until 4pm on the day before the Date of Hire to set up and from  10am on the Date of Hire for the Client to finish setting up and accept deliveries.  Caterers and suppliers must adhere to the specific times given for access to the venue to set up. Failure to do so will incur penalties for the client. 

3.2    Any additional access required in the calendar week leading up to the Date of Hire can be permitted but this must be agreed in advance with Oxleaze Barn.

3.3 All persons must have vacated the Venue by the end of the Hire Period ensuring that naked flames are extinguished and  lights and equipment are turned off.  

3.4 Should guests still be present onsite after the Hire Period there is a penalty charge of £150 per hour.

3.5 Any personal belongings of the Client or their guests will be available for collection from the Venue before 9am on the morning after the Date of Hire. 

3.6 Access to the Venue is only permitted via the signed access way.

3.3 Parking is only permitted in the designated parking area and are left onsite at the owner’s risk .

3.4 All vehicles must be removed from the parking area by [10am] on the day following the Date of Hire.

3.5 All vehicles left on site are left at the owners’ risk.

3.6 All persons must have vacated the Venue by the end of the Hire Period. 

4. Capacity

4.1 Oxleaze Barn has a maximum capacity of 90 for ceremonies, 130 evening guests in the Venue at any one time.  It is possible to fit 150 evening guests in the Venue if buses are used to reduce parking requirements.  

5. Children

5.1 Oxleaze Barn welcomes children of all ages. It is illegal for any person who is aged under 18 to purchase or drink alcohol. However, 16 or 17 year olds may drink wine, beer or cider with a meal if the drink has been bought by an adult and they are accompanied by an adult. 

5.2 Oxleaze Barn has the right to refuse to serve alcohol to any persons who are,or look under the age of 18 years old.

5.3 Please note young children must be accompanied at all times.  The venue is located on a working farm with machinery and animals in situ. Therefore Oxleaze Barn cannot accept any responsibility for the safety of children.

6. Health and Safety

6.1 The Client is responsible for ensuring all 3rd party contractors are fully insured and can show proof of all health & safety, risk assessments, PAT test certificates and public liability documentation required by Oxleaze Barn. 

6.2 Oxleaze Barn is not responsible for the storage and safe keeping of food, drink or items (wine, equipment, documents, cake, gifts) brought onto the premises.

6.3 The Client must read and sign the Fire, Health & Safety

Declaration.

7. Waste and Damage

7.1 It is the Client’s responsibility to remove all their equipment and waste from the site before the end of the Hire Period and the Venue is returned to its original state. If third parties it is the Client’s responsibility to inform them of this. 

7.2 Oxleaze Barn will charge for the disposal of any waste/rubbish that has to be removed by it on behalf of the Client and for any cleaning charges incurred by Oxleaze Barn in returning the property to its original condition

7.3 A £500 breakage surcharge is added to the deposit paid to cover any damage, excessive cleaning, staining and breakages or extra staffing costs incurred during the Hire Period in relation to the Venue or the Accommodation.    

7.4 In the event of no damage this will be refunded to the client post event to the account as nominated on the Booking Form. 

7.5 The client is responsible for all damage and breakages incurred during the period of and will be charged for damaged/broken items, excessive cleaning or additional staffing costs if required.  Should  these  exceed  £500  the  client  will  be  invoiced  for  the  replacement  of  any lost/damaged item or equipment.

7.4 Please note it is not permitted to use nails, staples, tacks or pins to fasten decorations to the beams or the walls.

7.5 Oxleaze Barn does not allow fireworks, sky lanterns or drones due to the close proximity of horses and livestock.

7.6 Smoking is not permitted in the Venue. Clearly marked refuse areas for used cigarettes will be provided. Please ensure all persons use these and do not leave any litter on the ground.

7.7 Only natural or biodegradable types of confetti (including but not limited to bubbles, rice and rose petals) may be used at the Venue, paper confetti is expressly forbidden.

7.8 Oxleaze Barn reserves the right to stop any activity which they reasonably believe is likely to cause damage to the interior or exterior of the Venue or to risk the safety of people at the Venue. Oxleaze Barn reserves the right to remove any persons acting inappropriately from the event.

8. Insurance

8.1 Oxleaze Barn requires the Client to take out public liability insurance to cover the full Hire Period.

8.2 Oxleaze Barn will not be liable or responsible for any failure to perform, or delay in performance of, any of our obligations under these Terms and Conditions that is caused by events outside our reasonable control (such as serious damage to the Venue, serious adverse weather conditions, a pandemic or epidemic, or interruption or failure of utility services such as electric power, gas or water). In these circumstances, Oxleaze Barn shall use every effort to notify the Client as soon as is reasonably practical. If, as a result of such events, Oxleaze Barn believes they have no alternative but to cancel the booking, the Client should ensure they have suitable wedding insurance to cover you for these eventualities.

8.3 Oxleaze Barn take no responsibility for any third party suppliers that the Client engages and the Client must liaise with them directly. If the Client engages any third party suppliers, Oxleaze Barn accept no responsibility for their performance and the Client should take up any complaints with them directly. The Client is also responsible for paying their charges directly. Oxleaze Barn reserve the right not to allow into the Venue any third- party suppliers who do not meet our requirements.

9. Venue Manager

9.1 An onsite Venue Manager will be available during the Hire Period. The Venue Manager is responsible for the Venue and is a point of contact for the Client. The Venue manager will be onsite on the Date of Hire between 10am and 9.30pm. Thereafter the in-house bar manager and security team will ensure the venue is vacated at midnight and locked up. 

9.2 If a setup day has been included in the hire, The Venue will be accessible by the Client from 12 noon until 4pm on the day before the Date of Hire to set up and from  10:00am on Date of Hire for the Client to finish setting up and accept deliveries.  

9.3 Please note that there is exclusive access for the Hire Period from 12noon – midnight on the Date of Hire but outside these hours there may be cleaning, maintenance or viewings taking place.  

10. Licensable Activities

10.1 The Venue holds a Premises Licenses under no:PREM/556.

10.2 The Watering Hole manage the bar at the Venue exclusively. No alcohol is permitted onsite other than that purchased through The Watering Hole’s cash bar or drinks packages. The Watering Hole is permitted to refuse to serve alcohol to anyone they consider unsuitable (either underage or disruptive). 

10.3 Oxleaze Barn reserve the right to escort any guest from the premises that, in the opinion of the management, are causing excessive disruption or damage.

11. Catering and Suppliers

11.1 Oxleaze Barn will provide a list of Catering Partners for the Clients to choose from.

11.2 In specific circumstances if the Client request to use an external professional catering service e.g. to meet cultural dietary requirements, then the Client will be responsible for an additional kitchen facility hire fee. Oxleaze Barn reserves the right to check the caterer has the relevant insurance and is EHO certifiable.  

12. Noise and Music

12.1 Amplified music in the venue must cease at 00:00 (midnight) and no amplified music is to be played outside in the garden after 6pm. During these hours the noise levels should not exceed 95db.

12.2 No amplified music to be played in the Accommodation at any time.  

12.4 All doors and windows must be closed when playing amplified music.

13. Cancellation by the Client

13.1 In the unfortunate event that the Client needs to cancel their booking, they must let Oxleaze Barn know in writing at the earliest possible opportunity. 

13.2 Oxleaze Barn will use their reasonable endeavours to re-sell the date to another user however, the Client must pay to Oxleaze Barn any losses and costs that they suffer because of the cancellation. Such payment will be due whether or not the date is able to be re-sold. 

13.3 If Oxleaze Barn are unable to resell the date, then the following cancellation charges will apply:

(a) If cancellation take place more than 7 months before the Date of Hire, the Client must pay 30% of the total Hire Fee 

(b) If cancellation take place between 4 and 7 months before the Date of Hire, the Client must pay 50% of the total Hire Fee.

(c) If cancellation take place in excess of 1 month but less than 4 months before the Date of Hire, the Client must pay 75% of the total Hire Fee.

(d) If cancellation take place less than 1 month before the Date of Hire, the Client must pay the full amount of the  Hire Fee.

14. Cancellation by Oxleaze Barn

14.1 Oxleaze Barn reserve the right to cancel your booking without liability to the Client and without any obligation to refund any payments made if one of the following situations apply:

(a) The Client does not pay Hire Fee by the date in which it is required; or

(b) Oxleaze Barn have reasonable ground to believe that the Client may not pay the Hire Fee by the date in which it is required and Oxleaze Barn have requested an explanation as to the payment and the Client has not done so satisfactorily; or

(c) Oxleaze Barn discover, either before or after the full Hire Fee has been paid, that the Client has deliberately concealed information, or deliberately given incorrect information about the booking that would have been reasonably foreseeable that we would not have accepted your booking; or

(d) Oxleaze Barn have reasonable grounds to believe that the Client’s behaviour or that of their guests during the Period of Hire is likely to result in damage to the Venue or to Oxleaze Barn’s property and/or cause injury to people.

15. Change of Venue/Accommodation 

Oxleaze Barn reserves the right to make changes to the interior and the exterior of the Venue and Accommodation between the times of acceptance of a booking that the Date of Hire of said booking. If Oxleaze Barn makes any changed they will notify the relevant Clients.

16. Pandemic Requirement for Cancellation

Any bookings that require full cancellation due to government restrictions due to a pandemic (not including restrictions that limit the number of attendees) will be able to request a Date of Hire change within 18 months of the Date of Hire. There will be no refunds in this situation as we are a small business and so we strongly advise that insurance is taken out to limit the Client’s risk in relation to this. 

17. Accommodation 

It is a condition of the booking that The Accommodation is taken in conjunction with the hire of Oxleaze Barn and is available to check in at 3.30pm and must be vacated by 10am on the day after the Date of Hire.  

17.1 The permitted number of guests staying overnight in The Accommodation must not exceed: 

- Stable Cottage: 6 persons

- Dutch 1: 4 persons

- Dutch 2: 4 persons

17.2 Guests staying overnight are asked to respect residents and animals living on the farm and return to the accommodation quietly. 

17.3 Guest staying onsite must leave the Venue at midnight and no gathering/after parties/playing of music are permitted in the Accommodation. 

17.4 In the event of any breakages the Breakage Surcharge will be retained to cover the costs before any balance is returned to the Client. 

18. Governing Law

This licence, the booking form and these terms and conditions form the agreement between Oxleaze Barn and the Client and any dispute or claim arising out of or in connection with it the agreement shall be governed by and construed in accordance with the law of England.   

19. Jurisdiction 

Oxleaze Barn and the client agree that the courts of England shall have exclusive jurisdiction so settle and dispute or claim arising out of or in connection with this licence or its subject matter or formation.