Terms

Epiphany House Bookings Terms and Conditions

See below for Terms and Conditions for Special Event Bookings

We try to ensure an efficient booking service. In order to clarify this we have set out our bookings procedure below:

Bookings for Meetings and Conferences

  • We consider a contract has been made when you have agreed a reservation by phone, email or in person.
  • After receiving your initial instruction we send you a booking form. Please fill in additional details of your booking requirements on this form.
  • A copy of this form should be signed and dated and returned to Epiphany House within 7 days of making the reservation. You should retain a copy. As most of our bookings are now transmitted electronically we are happy to accept an emailed attachment with your name typed in to the space provided for your signature.
  • Prompt return of the booking form enables us to meet your requirements.

Cancellations

We do realise that cancellations are sometimes inevitable. Our customers will understand that this puts Epiphany House at a disadvantage if we have turned away other bookings and therefore lost income. For this reason our policy is outlined below:

  • If a booking is cancelled more than one full calendar month before the event then we reserve the right to make a £20.00 administration charge.
  • If a booking is cancelled four weeks or fewer before the event then 25% of the full charge for the room(s) will be payable.
  • If a booking is cancelled three weeks or fewer before the event then 50% of the full charge for the room(s) will be payable.
  • If a booking is cancelled two weeks or fewer before the event then 75% of the full charge for the room(s) will be payable.
  • If a booking is cancelled one week or less before the event then the full charge for the room(s) will be payable and consideration may have to be given to adding a charge if a meal has been booked.
  • Cancellations may be made by phone, but must be confirmed to us in writing by letter or email.
  • Where a confirmed rebooking is made within a very short period of the cancellation The Epiphany Trust will consider waiving all or part of the above cancellation charges.

Food

To enable our kitchen staff to be adequately prepared, all meals should be ordered not fewer than 5 working days before the event. If a booking is cancelled 5 working days or less before the event then you will be charged for all food ordered.

Terms and Conditions for Special Event Bookings

Bookings

  • We consider a contract has been made when you have agreed a reservation in writing by email or by letter.
  • After receiving your initial instruction we send you a booking form.
  • A copy of this form should be signed and dated and returned to Epiphany House within 7 days of making the reservation. You should retain a copy. As most of our bookings are now transmitted electronically we are happy to accept an emailed attachment with your signature scanned in to the space provided for your signature.
  • Prompt return of the booking form enables us to meet all of your requirements.

Deposit

  • We will require a 10% booking deposit to secure the booking. The deposit is non-refundable. Full payment is required 1 month prior to the event.
  • We will also require a cash deposit of £100 before the event — this is held to cover the cost of damage and breakages, or cleaning costs over and above the normal, or additional corkage and catering costs not included in the original invoice. This will be returned after the event has taken place and the premises have been checked, either in full or minus any monies required.

Cancellations

We do realise that cancellations are sometimes inevitable. Our customers will understand that this puts Epiphany House at a disadvantage if we have turned away other bookings and therefore lost income. This is a particular problem in the case of a special event booking. For this reason our policy is outlined below:

  • If a booking is cancelled within 12 weeks of the event then 25% of the full charge for the event will be payable.
  • If a booking is cancelled within 8 weeks of the event then 50% of the full charge for the event will be payable.
  • If a booking is cancelled within 6 weeks of the event then 75% of the full charge for the event will be payable.

Food

To enable our kitchen staff to be adequately prepared, all meals should be ordered not fewer than 10 working days before the event. If a booking is cancelled 10 working days or less before the event then you will be charged for all food ordered.

Remittances

Please make your payment promptly to Epiphany Trust (Truro) Ltd., stating Invoice No. and Date of Event.

Smoking

In compliance with Government regulations there is a no smoking policy throughout Epiphany House.

Security

Epiphany House and its staff cannot be held responsible for the loss or damage of any person’s property brought on to the premises.

Disclaimers

Prices

We try to ensure that prices and descriptions are valid, but we do not warrant that they are current or error-free. For this reason Epiphany Trust (Truro) Ltd reserves the right to alter prices at any time without notice. Prices include VAT unless otherwise indicated. The price we charge will be as quoted when we accept the order.

Cancellation of a programme event

We recommend that bookings for one of our programme events are made at least 2 weeks in advance of the scheduled date as we reserve the right to cancel if not enough participants take part. Should this eventuality occur all monies paid will be reimbursed.