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TERMS & CONDITIONS

Moonacre Weddings

Terms & Conditions of Hire

1. Definitions

“Partyfield” means Partyfield Limited.

Moonacre Weddings trades under Moonacre Campsite Limited.

“Moonacre” means Moonacre Campsite Limited.

“Hirer” means the person, persons, company or organisation making the booking.

2. Booking Confirmation

A booking is confirmed once:

  • these Terms and Conditions have been accepted and signed by the Hirer (or a person authorised by the Hirer); and

  • the required payments set out below have been received in cleared funds.

Once confirmed, the event date is reserved exclusively for the Hirer and cannot be cancelled.

3. Damage Deposit

A £1,000 refundable damage deposit (“the Damage Deposit”) is required at the time of booking.

The Damage Deposit is held as security against:

  • damage to the site, buildings, equipment or property;

  • loss of Moonacre property;

  • excessive cleaning or waste removal;

  • additional staffing, enforcement or remedial work;

  • breach of these Terms and Conditions (including music, licensing and behaviour requirements).

Subject to no deductions being required, the Damage Deposit (or any remaining balance) will be returned following the event.

Moonacre reserves the right to deduct reasonable costs and to invoice the Hirer for any shortfall.

4. Event Payments (Non-Refundable)

All event payments (excluding the Damage Deposit) are non-refundable once paid.

Unless otherwise agreed in writing:

  • 50% of the total event cost is payable within one (1) month of booking or two (2) months prior to the event date, whichever is earlier.

  • The remaining balance is payable one (1) month prior to the event date.

For bookings made:

  • within two (2) months of the event date, the first 50% is payable immediately;

  • within one (1) month of the event date, payment in full is required immediately.

5. Late Payments

If any payment is not received by the due date, Moonacre may:

  • update the price of optional extras to the current prices listed on the Moonacre Weddings website; and/or

  • cancel the booking and retain all event payments made.

6. Cancellation by the Hirer

If the Hirer cancels the booking at any time after confirmation, all event payments made will be retained by Moonacre.

The Damage Deposit will be returned, less any deductions due under these Terms.

7. Care of the Site

The Hirer is responsible for:

  • the condition of the site and all property on it;

  • the behaviour of all guests, suppliers and staff.

All rubbish must be placed in the bins provided or removed from site.

Moonacre provides:

  • two 1100-litre general waste bins;

  • one 1100-litre mixed recycling bin;

  • several glass recycling bins.

8. Equipment & Damage

Any damage or loss will be charged at the cost of repair or replacement, plus staff time.
Moonacre may apply the Damage Deposit towards these costs.

9. Music, Noise & Sound Management

Moonacre is an intimate wedding venue with close neighbours. To protect our Premises Licence and respect the local community, strict sound management measures apply at all times.

The Hirer is responsible for ensuring all DJs, bands and performers comply with this section.

9.1 Sound Monitoring

Active decibel (dB) monitoring operates at site boundaries and neighbouring land.
If sound limits are approached, the system will automatically reduce certain frequencies. These controls cannot be overridden.

9.2 Cut-Off Times

Unless a late-night package is purchased, the sound system will automatically switch off at 11:05pm.

With a late-night package, it will switch off at 12:05am or 1:05am, depending on the package.

External speakers will switch off at 6:00pm in all circumstances.

9.3 Licensing & Safety

In the event of a site alarm, all sound and lighting will immediately shut down.

A Formula Sentry operates from 9:00pm for live bands and will cut power to the entire marquee if breached.
This limiter applies to bands only, not DJs.

No refund or reduction applies due to sound or safety cut-offs.

9.4 Equipment Restrictions

Lasers and smoke machines are not permitted unless approved in writing by Moonacre.

9.5 DJs & Engineers

Music must be played through the system supplied by Moonacre and Audiofeed.
Only Moonacre’s appointed sound engineer is permitted onsite.

Failure to comply may result in loss of the Damage Deposit and immediate termination of music.

10. Suppliers & Licensing

The Hirer agrees to use approved suppliers unless otherwise agreed in writing.

Dominic Schrader holds the Premises Licence under the Licensing Act 2003.

Any breach of licensing conditions may result in loss of the Damage Deposit and liability for losses incurred.

11. Additional On-the-Day Charges

The charges below are not a revenue stream and are not applied as standard.
They exist solely to cover additional work, staffing or resources required where agreed responsibilities are not met or behaviour onsite requires intervention.

In the vast majority of weddings, none of these charges apply.

Where applicable, charges may be deducted from the Damage Deposit and/or invoiced.

  • Overtime after 11:30pm: £150 per hour

  • Catering clear-down: £150 (standard) / £200–£250 (heavy)

  • Emergency cake cutting: £50

  • Décor removal: £150 – £400+ depending on complexity

  • Excessive accommodation cleaning: £50–£150 per unit

  • Additional waste removal: £50–£200

  • Damage: cost of repair/replacement + staff time (minimum £50 admin)

  • Additional security: £35–£55 per officer per hour (minimum 2 hours)

12. Government Restrictions & Force Majeure

Moonacre shall not be liable for any failure or delay in performance caused by events beyond its reasonable control, including (but not limited to):

  • government legislation, regulation or guidance;

  • public health restrictions or emergencies;

  • licensing or local authority restrictions;

  • severe weather, fire, flood or utility failure;

  • emergency services or security requirements.

Where restrictions affect the operation of the event, Moonacre will take reasonable steps to work with the Hirer to deliver the event lawfully and safely.

If the event becomes unlawful, impractical or unsafe to proceed, Moonacre may amend arrangements or cancel the event.

In such circumstances:

  • event payments remain non-refundable;

  • the Damage Deposit will be returned, less any deductions due.

13. Agreement

By completing the booking form, the Hirer confirms they have read, understood and agree to these Terms & Conditions and Moonacre’s site and sound management policies.

 

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