Countdown - Gilwell Park · Countdown 12 – 18 Months before the big day Book your ceremony with the Registrar or Church ... Your final balance will be due 14 days before your event.

Countdown

12 – 18 Months before the big day

Book your ceremony with the Registrar or Church

Decide on the size of the venue for the reception by compiling a guest list

Make a provisional booking at Gilwell Park. Pay your deposit and sign the wedding contract to confirm your date

Decide which package you would like

Inform us if you would like us to hold any bedrooms for you


Decide on menus – wedding breakfast, evening food, wine, beverages etc.

Arrange entertainment and other suppliers – secure the bookings with a deposit

Book your planning meeting (usually takes place 3 months before your wedding)


Have your planning meeting with your Wedding Coordinator

Confirm your menus and beverage choices

Send out invitations – along with information on our accommodation options

Discuss table layout with your Wedding Coordinator

Make your 75% payments 90 days before your wedding

Book your final planning meeting (usually 2 weeks before your wedding)

4 Weeks before the big day

Have your final planning meeting

Provide your Wedding Coordinator with your table plan, place cards etc.

Pay your final balance

On the big day

We will ensure your day is perfect, so relax and enjoy.

Dry Hire

What’s included…. Full use of the CIC Main Hall from 9am – midnight (your caterer must vacate the venue by 1:00am)

Full use of the CIC Foyer & Bar area

Use of the kitchen

Banqueting tables & chairs

Use of the Buffalo Lawn & Orchard for photographs and drinks reception

Bridal Suite for the night of your wedding/event

Use of 2 storage/preparation Rooms

Optional Extras:- White linen tablecloths £15.00 each

White linen napkins £1.50 each

Chair cover (with a coloured sash of your choice) From £3.50 per chair

Staging £100.00

Bar services £350.00

The CIC has a capacity of 180 guests for a seated meal or 250 people standing for a more informal event.

Gilwell Park have a list of approved caterers – If you wish to choose a caterer outside of this list, please speak to your

wedding or event coordinator.

We have 40 bedrooms on-site with prices starting from £60 Bed & Breakfast. Please contact us for more information or to

book.

Prices valid up until 31st March 2018.

Peak Season (April – September & December)

£5,000 – Friday, Saturday or Sunday

£4,000 – Monday – Thursday

Off-Peak Season (January – March, October & November)

£4,000 – Friday, Saturday or Sunday

£3,000 – Monday – Thursday

Accommodation

Single Room £60

Single Room (non en suite) £50

Double or Twin Room £85

Double or Twin Room (single occupancy) £70

Family Room (2 adults & 2 children) £110

Executive Double Room £95

Executive Double Room (single occupancy) £80

Luxury Double Room £105

Additional Extras

Extra adult bed £20

Extra child bed (aged up to 13) £15

Cot £5

Special Occasion Packages POA

Prices include VAT and Full English Breakfast.

Please contact us for further information and to make a booking.

All bookings are subject to our terms & conditions and are payable at the time of booking.

Prices valid up until 31st March 2018.

Approved and Preferred Caterers

If you wish to choose a caterer outside of this list, please speak to your wedding or event

co-ordinator.

Asian Greek

The Clay Oven Tasty Affair

Web: www.theclayoven.co.uk Web: www.tastyaffair.com

Email: [email protected] Email: [email protected]

Tel: 0208 903 8800 Tel: 0208 337 4796

Caribbean Nigerian

Maroon Spice Magic Fingers

Web: www.maroonspice.com Web: www.just-talent.co.uk


Tel: 0208 453 3316 Tel: 0208 525 1738

Kosher

Food Story

Web: www.foodstory.co.uk

Email: [email protected]

Tel: 0208 200 8111

mailto:[email protected]

http://www.maroonspice.com/

We recommend….

Florists

Sarah Diamant Florist Limited Flowers for You

Web: www.sarahdiamantflorist.com Web: www.flowersforyou.org.uk


Tel: 07578 472 474 Tel: 07843 277331

Flowers by Danielle

Web: http://www.flowersbydanielle.co.uk


Tel: 01992 768 400

Music

Mark Winter DJ Just Talent

Email: [email protected] Web: www.just-talent.co.uk

Tel: 07961380454 Email: [email protected]

Tel: 07743 424 465

SPJ Event Specialists Sister Sax

Web: http://www.spjuk.com/ Web: www.sistersax.co.uk


Tel: 01920 464 726 Tel: 0844 5049841

Dan Magill - DJ & Entertainment Services

Web: http://www.closetvinyl.com/


Tel: 07717 851972

Stationery

The Creative Bear Pretty Things by Dee

Web: www.thecreativebear.co.uk Web: www.prettythingsbydee.com


Tel: 07841 534881



We recommend….

Photographers

Peter Dyer Photographs Cherry Blossom Wedding

Web: www.peterdyerphotos.com Web: www.cherryblossomwedding.com


Tel: 0208 363 2456 Tel: 07803581506

David Nassim fizz fotography Web: www.fizzfoto.eu

www.rubylovesjack.com


Tel: +49 160 886 6681

Videographers

Timothy Spatz Tie the Knot Films Web: http://spatzfilm.com/ Web: www.tietheknotfilms.co.uk

Tel: 07414 810 966 Email: [email protected]

Tel: 07584036058

Shoot the bride Boutique Wedding Films

Web: http://shootthebride.co.uk/ Web: http://www.boutiqueweddingfilms.uk/

Tel: 07807 284 203 Email: [email protected]

Tel: 07887 641698

Venue Decoration

Beaumont Displays Vintage Sisters

Web: www.facebook.com/beaumont.displays Web: www.thevintagesisters.co.uk


Tel: 01992 465195 Tel: 07445030025

Complete Event Hire & Complete Entourage

Web: www.completeeventhire.com


Tel: 0127 9416 669

http://www.completeeventhire.com/


We recommend….

Entertainment

Mr Bounce – Bouncy Castles Pyromania Fireworks

Web: www.mrbounce.com Web: www.pyromaniafireworks.co.uk


Tel: 07888 684516 Tel: 07763 380849

Bubble and Fizz Pair of Diamonds

Web: http://www.thebubbleandfizzbar.co.uk/ Casino


Tel: 07725 865 004 / 07802 631 652

Cakes

Aurora Cakes Jac’s Cakes

Web: https://www.facebook.com/aurora.cakes.1 Web: www.jacs-cakes.co.uk


Tel: 07940 509193 Tel: 07977 271623

French Made

Web: frenchmade.co.uk


Tel: 07950 674 947

Toastmasters

Clive Maynard David Pearson

Web: www.toastmaster4u.co.uk Web: http://dptoastmaster.sharepoint.com


Tel: 01992 440008 Tel: 0208 863 7291

John Richard

Web: www.johmrichardmagic.com


Tel: 07710585414

We recommend….

Hair & Beauty

Beautiful You Vanessa Wedding Hair & Make-Up Web: www.beautiful-you.biz Web: www.essexweddinghairandmakeup.co.uk


Tel: 07967 226639 Tel: 07904 398229

Victoria Taylor Gail Gardner

Bridal and photographic make-up Wedding hair & make-up

Web: www.victoriataylor.co.uk/site/ Web: http://www.gailgardner.co.uk/


Tel: 07912746619 Tel: 01245 420563

Bridal Party Attire

Best Dress 2 Impress Anthony’s Formal Wear

Web: www.bestdress2impress.co.uk Web: www.anthonyformalwear.co.uk


Tel: 07850 644600 Tel: 01277 651140

Transport

Elegance Wedding Cars Routemaster Bus Web: www.eleganceweddingcars.co.uk Web:http://routemasterbus.com/default.aspx

Email: [email protected] Tel: 01945773644

Tel: 0208 530 6401

You are not restricted to using these suppliers, you can of course use suppliers outside of this list if you would like to.

We’ve got the answer….

How do I book a viewing? We would love to show you round the venue and are open for viewing on most days and evenings. Just give us a call on

020 8498 5300 or send an email to [email protected] to book a viewing at Gilwell Park.

Can I provisionally book a date?

A provisional booking to hold your selected date can be made and will be held for 14 days with no obligation.

How do I confirm a booking?

In order to confirm your booking, Gilwell Park requires a deposit of 20% of your total booking cost as well as a signed

contract. You can confirm any time within the provisional period, or without a provisional booking.

Can I have a civil ceremony at Gilwell Park?

Yes, Gilwell Park has a license as an approved premises for civil ceremony. We are able to offer couples a varied choice of

licensed venues from the historic Georgian house to the beautiful outdoor Gidney Cabin.

When do we need to pay the balance?

Your final balance will be due 14 days before your event. Any charges on the day (such as a bar bill) must be paid on your

departure.

What time should I get married?

We recommend the following approximate schedule assuming your evening party is to start at 7.30pm.

2.00pm Ceremony

2.30pm Drinks Reception

4.00pm Wedding Breakfast

6.00pm Speeches

7.00pm Room re-arranged for your Evening Party

7.30pm Evening Party Commences

What is the standard finishing time?

The standard finishing time is 12am (Midnight) for the bar and for music.

What is the capacity of Gilwell Park?

The capacity for a seated meal is 180 guests using round tables. Our evening capacity is up to 250.

Can we bring in our own caterers?

Yes we do offer a dry-hire option. Please ask for more details

We’ve got the answer….

Can we decorate the venue?

Yes, please feel free to provide decorations for your event. We are very happy for you to decorate the venue as you wish.

We do however have a no candles policy.

Can we have confetti?

Yes we do allow confetti, we do just ask that it could be biodegradable or fresh petals, and we do not allow confetti

cannons.

Can we have fireworks?

Yes, but please talk to us first as conditions will apply.

Can we supply our own bar?

Gilwell Park is a fully licensed venue with its own bar so unfortunately we do not allow you to provide this.

Can we bring in our own wine or pay corkage?

There is a corkage charge should you wish to bring your own wine, please contact us for more details.

Is there parking available for my guests?

We provide complimentary parking for all your guests.

Where do people stay?

Gilwell Park offers its own accommodation in 40 boutique bedrooms (35 en suite). One of these rooms is our Bridal Suite

which is complimentary reserved for your use. Each bedroom includes a full English or continental breakfast.

Can we bring our own tent or caravan?

Unfortunately camping at Gilwell Park is reserved exclusively for our Scouting guests.

What time do we have access to the venue?

We guarantee access to your function room from 10am to start preparing the venue. If there is no function the day before,

then you are welcome to arrive earlier, please contact us around a week before your event to confirm if this is possible.

Your suppliers are welcome to start setting up from this time. You will have dropped off various wedding items (such as

favours, name cards, table plans, etc.) with us the beforehand so we can start setting up the venue on the morning of the

wedding ready for your arrival.

When was Gilwell Park built and how long has the venue been open?

The White House at Gilwell Park is a 17th Century building and is Grade II listed. The Gilwell Park Estate was donated to

The Scout Association in 1919.

Wedding terms and conditions

(Page 1 of 3)

1. Booking Process

a) When a booking is made, in the first instance, it is regarded as a provisional booking.

b) The Wedding Contract should be returned and the deposit paid to us within 14 days of making your provisional

booking. Subject to point d, bookings will be treated as provisional until the completed and signed Wedding Contract and

the cleared deposit payment are received by us. Gilwell Park London reserves the right to release your provisional booking

if the contract and payment are not received within this required time.

c) Confirmation of booking will be on our receipt of the completed and signed Wedding Contract and deposit payment.

d) Bookings made less than 1 calendar month before the intended arrival date, are treated as confirmed bookings from the

outset and the signed and completed Wedding Contract and deposit payment will be due immediately upon such booking.

e) Where our catering services are booked (whether as part of one of our Packages or otherwise), Gilwell Park London

must be notified at least 7 days before the booking commences with the final numbers. The final amount payable by the

hirer will be calculated based on this final number as provided and will be the minimum amount payable in any event. In the

event of additional numbers attending your event on the day, additional payment will be due and charged in accordance

with the rates as applicable to your package and/or booking.

f) We reserve the right to refuse any booking at our sole discretion and without providing a reason. We will return any

payment made to the hirer in the event a booking is refused by us.

2. Changes to bookings

a) We can accept reasonable changes up to 14 days before your event. Reasonable changes include number reductions

(providing you do not go below your minimum numbers), small catering changes such as additional dietary requirements

minor menu adjustments, and small changes to timings. If you do have any small changes to make please contact us in writing at [email protected]

b) We cannot accept major changes to your booking such as venue changes, whole menu changes or major changes to

timings.

b) Whilst every effort is made to honour your booking on the terms at time of confirmation, Gilwell Park London reserves

the right to make changes where necessary. On these occasions we will inform you of any such changes as early as

possible. Where such changes present a significant change to the original terms of booking and where reasonable in all

respects, we will offer you the option to cancel the booking and return any monies due to you.

Wedding terms and conditions continued….

(Page 2 of 3)

3. Finance

3.1 – Deposit Payment

A deposit payment of 20% is required to confirm your booking. This figure is based on the details provided by you at the

time of your booking and includes (but is not exclusive to) venue hire, catering, accommodation and packages based on

your expected numbers. Deposits will be non-refundable and non-transferable in any event.

3.2 - Balance Payments

a) A balance payment of 75% of the total bill is required 90 days before the date of your booking. If your booking is made

less than 90 days (but more than 14 days) before the event date, you will be required to pay 75% of your total bill at the

time of booking.

b) Full payment of any outstanding balance including additional room hire and catering is due 14 days prior to the date of

your event at Gilwell Park London. If your booking is made less than 14 days before the event date, you will be required to

pay the full amount at the time of booking.

c) Any additional charges or balance must be paid before your departure. Failure to pay any additional charges and/or

balance of your booking before departure without having made suitable and mutually agreed arrangements with us for

payment, will incur an additional 5% administration fee. In addition we may cancel any future bookings made by you or

your group. Interest on unpaid debts will be charged from the due date at Bank of England Base Rate +8%.We reserve the

right to enforce the Late Payment of Commercial Debts Act.

4. Cancellation of bookings

a) You are entitled to cancel the booking subject to providing Gilwell Park London with written notice either by post to

the address below, or by email to [email protected] b) In the event of cancellation the following scale of increasing charges will apply:

(i) 180 days to 91 days before the date of the event - 50% of total bill

(ii) 90 days to 61 days before the date of the event - 75% of the total bill

(iii) 60 days or less before the date of the event - 100% of the total bill

c) Cancellation charges apply to all items booked – including catering.

d) Gilwell Park London will endeavour to amend the date of bookings made, at the request of the hirer wherever possible.

However, cancellation terms will apply corresponding to the time frames stated above.

e) We reserve the right to cancel any booking at our sole discretion and without providing a reason. In such circumstance,

we will return any payment due to the hirer.

5. The centre, its facilities and services

a) Gilwell Park London reserves the right to charge groups for any damage caused to buildings and/or equipment caused by

members of your group during your stay.

b) Gilwell Park London reserve the right to charge a cleaning fee if a group leaves any area in an unreasonable state of

cleanliness.

c) Use of the centre and facilities is subject to your agreement to follow the “site rules”, and includes taking all reasonable

steps to minimize disturbance to other guests. Available upon request, please see Event and Conference Centre Manager.

d) All groups visiting Gilwell Park London agree to abide by the Scout Associations Health & Safety and Child Protection

policy.

Wedding terms and conditions continued….

(Page 3 of 3)

6. Promotional and Marketing

At certain times Gilwell Park London employs professional photographers to take pictures at the Centre for use in their

promotional material. If any members of your group do NOT want to appear in any such photography they should notify

Gilwell Park London prior to their visit and advise the Event and Conference Centre Manager upon arrival.

7. Insurance and Liability

a) The Scout Association has legal liability insurance to cover its potential liabilities to visitors to its premises and

participants in activities arising, in negligence. Users of Gilwell Park London should consider whether they wish to obtain

other insurances, such as cancellation or personal accident insurance.

b) The hirer shall not sub-let or transfer the letting to any other person.

c) The hirer shall indemnify Gilwell Park London, its employees and agents against all actions, claims, demands, costs and

expenses arising out of or in any way connected with the letting and against accident, injury and loss.

8. Force Majeure

Gilwell Park London shall not be liable for any delay in performing or failure to perform any obligation or alterations and

cancellations due to any cause beyond Gilwell Park London’s reasonable control including strikes, lock outs, labour

disputes, acts of God, war, riot, civil commotion, terrorism, malicious damage, threats to safety, compliance with any law

or governmental order, rule, regulation, or direction, accident, environmental contamination, pandemic, outbreak of

disease, breakdown of plant of machinery, fire, flood, storm, difficulty or increased expense in obtaining staff, materials,

goods or raw materials in connection with the performance of this agreement.

9. Property

Gilwell Park London does not accept responsibility for the property of the hirers or their guests. We will do our best to accommodate your baggage but any goods deposited in the baggage room or left unattended on the Conference Centre

premises are deposited at the owners risk and without any liability on the part of Gilwell Park London or the Scout

Association.

10. Complaints

Where you have a complaint about a service or facility provided by Gilwell Park London, you should in the first instance

contact the Event and Conference Centre Manager to discuss your concerns.

Failing a resolution from the above, formal complaints should be sent in writing to the Commercial Director at the same

address below, who will acknowledge receipt of the complaint within 3 working days. The response will include details of

any next steps and/or any actions we intend to take.

11. Privacy

Any personal information supplied by you will be held in the strictest confidence. The information supplied by you will be

used only to process the booking and for our internal mailing list.

12. Website

Copies of our terms and conditions can be found on our website www.gilwellpark.co.uk

Wedding contract Between Gilwell Park London and

Bride’s Full Name ………………………………………………………………………

Grooms Full Name .....…………………………………………………………………..

Contact Address ..................................................................................................

………………………………………………………………………. Telephone Number ……………………………………………………………………….

Email Address/es ……………………………………………………………………….

Wedding Date ……………………………………………………………………….

Arrival Date ………………………………………………………………………

Departure Date ………………………………………………………………………

Please Circle Applicable: Ceremony Wedding Breakfast Evening Party

Chosen Package ………………………………………………………………………

Chosen Venue ………………………………………………………………………

Any other Information (i.e special requirements, access needs) …………………………………….

………………………………………………………………………………………… …………………………………………………………………………………………

Wedding contract continued….

It is important that you have read and understood our terms & conditions provided with this Contract and have made

note that all deposits are non-refundable and that in the event of cancellation, there will be cancellation charges applicable

to your booking.

By signing this agreement we confirm that we have read, understood and agree to the Gilwell Park London Wedding & Events terms & conditions

Signed on behalf of Gilwell Park London Signed on behalf of Event Booker

………………………………………….. …………………………………………. Name ………………………………………………… Name ….………………………………………..…….

Date ………………………………………………….. Date ..……………………………………………

Countdown - Gilwell Park · Countdown 12 – 18 Months before the big day Book your ceremony with the Registrar or Church ... Your final balance will be due 14 days before your event.

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