Scottish Castle Wedding Venue in Scotland

Auchen Castle Hotel
Beattock, Near Moffat, Dumfriesshire DG10 9SH
Scotland

Tel: +44 (0)1683 300 407
Fax: +44 (0)1683 300 727

Auchen Castle Wedding Terms & Conditions

1. Exclusively Yours - Castle Hire at Auchen Castle is booked on our current 25 bedrooms and all Castle public rooms. Exclusive Hire can be booked from 12am until 11am the following day.
2. All Bookings are confirmed only after booking form and paperwork signed and returned all relevant deposits are paid. The Castle reserves the right to cancel your function if payment conditions are not upheld. Receipt of your booking deposit confirms your acceptance of all terms and details.
3. Venue Hire secures your Wedding at Auchen Castle. The relevant accommodation deposits for bedrooms must also be paid to hold accommodation. Provisional accommodation can only be held for three days
4. Deposits are non-refundable or transferable.
5. In the event of a cancellation, the following Cancellation Charges will be applicable:
   - 28 – 20 weeks prior to wedding – 30% of the estimated value.
   - 19 – 12 weeks prior to wedding – 50 % of the estimated value
   - 12 weeks prior to event – 80 % of the estimated value
   It is advisable that you take out wedding insurance for cover of an unforeseen cancellation.

6. Provisional bookings are held for 3 days only, before an "Event Deposit" is required to secure booking. Room Deposits are also required for all rooms booked for overnight accommodation at £40.00 per room, per night. All deposits are deducted off your final account on departure.
7. Six months prior to your Event 50% of your invoice is due to be paid.
8. Eight weeks prior to your Event the remainder of your account is to be settled.
9. Four weeks prior to your Event a finalised arrangements list will be issued to be agreed on both parties, any alterations to your event after this point may result in a supplementary cost being charged to your account.
10. All costs will be billed to the Bride and Grooms account (food, guest's accommodation, entertainment etc.) unless alternative arrangements have been agreed prior to you Event. If guests wish to pay for their own accommodation the cost involved will be deducted from the Bride and Grooms account.
11. Any extra costs in your event will be added to the Bride and Grooms account.
12. The hotel reserves the right to bill any items missed from the first bill at a later date.
13. Our standard package requirement for marquees at the castle is a minimum of a two night exclusive hire this includes all bedroom accommodation and main grounds. The  Marquee Company will then have a day to set up before the event and the breakdown day after the event finishes the next day. A land rate of £1,200 is charged for the third breakdown day as we will be unable to have use of the main gardens.
    If booking a Marquee, please view our full Marquee Terms & Conditions.
14. Cancellation polices apply as detailed in our standard trading terms. Along with cancellation charges.
15. The venue reserves the right to cancel your function if these terms and payment terms are not fully met.
16. In circumstances where the venue has made any changes to the clients file to accommodate clients wishes the castle reserves the right to cancel function if the minimum revenues can not be achieved to run the event due to clients change in circumstances and budgets.
17. The Castle also reserves the right to re bill if an oversight has been made from client’s final payment or to amend back to original contract if any agreement through sales has had a negative effect on castle revenues.
18. Guests are reminded that we wish everyone to enjoy the facilities at the castle however a through road is in the front of the castle so children need to be supervised at all times. Stairs and walkways can be slippery when wet and pavements can be uneven due to the age of the property .extra caution is advised.
19. The throwing of confetti is limited to natural rose petals and only. A clear up charge of £100 will be applied if any other confetti is thrown as this then needs to be hand picked up from the gardens. Confetti can only be thrown well away from the main castle entrance doors.
20. Events can only be paid via Credit/Charge/Debit Card, Cash or Cheque (Cheques can only be accepted to the value of the Cheque guarantee card).
21. Special dietary requirements need to be arranged at least four weeks prior to the Event.
22. Evening entertainment is dependant on numbers and Main Castle accommodation being booked. If your numbers decrease you may not be able to have entertainments at the hotel.
23. Check in after 3pm, unless special arrangements have been made.
24. Hotel Check out 11.00am.
25. Auchen Castle reserves the right to alter pricing without prior notification.
26. The use of confetti inside and outside of the hotel is prohibited. Table decorations that can be used must be agreed with us.
27. Due to numerous period features of the building grounds, children must be supervised by a responsible adult at all times. Whilst we encourage guests to enjoy the garden walks and woodlands, please note that care must be taken as walkways and stairs maybe slippery, particularly when wet. Swimming in the Loch and unauthorised use of the boats is strictly forbidden.
28. The Bride and Groom are responsible for the behaviour and actions of their guests while at Auchen Castle. Inappropriate behaviour may result in your event being stopped early or cancelled.
29. The Hirer shall pay for any loss or damage to any part of the hotel premises, or to any fixtures, fittings and equipment which are caused by the Hirer or guest or paid servants. We will not be held responsible for damage to any article brought onto the premises. The Hotel shall not be liable for any loss or damage except within the constraints of the hotel Proprietors. Act 1956. In case of the loss or damage to the hirer it must be reported and then recorded at the time with the Duty Manager.
30. The hotel shall not be responsible for the failure to provide facilities contracted for the event of it being prevented from doing so as a result of "Force Majeure" or any other cause beyond its control. This includes industrial disputes, orders or regulations issued by Central Government, Riots, Floods, Fire Epidemics, alterations or redecoration of the Hotel. The Hotel will not be responsible for any loss or damage or costs as a result.
31. The hotel reserves the right to alter function rooms depending on guest numbers.
32. The hotel will only accept children that have a registered child minder to supervise them should the total number exceed four. Details of registered child minders can be given to you from reception. The arrangement for supervision must be made via the event organiser. The hotel adopts this policy to ensure that all guests have a pleasurable and relaxing stay at the hotel. Please contact us for maximum numbers of children we can accommodate on any group booking.
33. No outside alcohol can be brought onto or consumed on our licensed premises. No exceptions of any kind are made in this regard. The hotel will charge the bridal account automatically or individual guest should this policy not be adhered to.
34. The hotel reserves the right to charge full room tariff should we not be able to re sell the room due to any of the following.
    - Smoking in a non smoking room.
    - Breakages rendering the room incomplete to resell to another guest.
    - Specialist room cleaning including carpet shampooing required.
35. Any additional charges made to a bill due to items being missed or damages will be charged later on the original card used to confirm your booking.
36. A surcharge for the handling of credit cards will be automatically charged of 3.5%. No handling charges are applied to Switch or Delta cards.
37. Rooms are on a request only basis and can not be guaranteed. We may need to amend your booking details. If ever we do we will try to give forward notice where possible although this cannot be guaranteed.
38. If a single Party do not take all of the accommodations and rooms or have exclusive hire that hotel may sell remaining accommodations and rooms to other guests resulting in shared facilities.
39. We can not accept responsibility for outside contractors and service providers.
40. Guests can not bring their own music for entertainment purposes.
41. All of our food suppliers are subject to strict guidelines for delivery, food storage and subsequent food quality and hygiene. We can not take responsibility for cakes that are not purchased from one of our approved suppliers.
42. Minister’s diaries are under increasing pressure every effort will be made to ensure the exact time schedules for the ceremony are maintained. We will contact you with your finalised wedding arrangements 8 weeks before your wedding to confirm your minister.
43. In the event of cancellation we regret that pre payments and deposits will not be refunded under any circumstances. Cancellations must be sent in writing. Should we not be informed of your cancellation in writing, the Hotel will look to recover any loss of profit. On late cancellations the hotel reserves the right to recover any loss of profit incurred.
44. In all cases Scottish Law prevails.
45. Due to unprecedented demand for certain diary dates we regret that we can only accept booking for Saturdays and bank holidays of a minimum of 50 guests for the principal dining area. All hotel accommodations must be taken. If numbers were to change, these accommodations would still be charged
46. We have a 7 day lost and found policy which means we can only keep an item found for that amount of time. It is the guest responsibility to check for all personal belongings at the hotel before departure, Any items found will be listed at reception and can be collected within that time frame or will have to be sent to the customer at there expense . Any items sent postage must be paid before in advance.
47. Ceremony only has strict time allowances for the duration of hire. Further charges could be incurred if these time frames are not adhered to.
48. Any variations to the original contract would need to be authorised by Auchen Castle and then subsequently changed on your function sheet as an accepted variation. All authorised variations are recorded in writing only by updating your function sheet; email and verbal conversations are not accepted as authorised variations to the original contract. An updated function sheet would be sent to you at the appropriate time detailing any such requests for variation that we have agreed too. We regret that no verbal agreements will be accepted or recognised if not then confirmed by ourselves in writing on an updated function sheet. All of our agreed variations are only accepted in this manner.
49. We recommend that all our clients take out Wedding Insurance for their event.

Name of Bride _______________________________________   

Name of Groom ______________________________________   

Date of Wedding _____________________________________

Signature ___________________________________________

Date ____________________________

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We may take the opportunity to update our terms from time to time, it is the customer’s responsibility to check any updates or at any time an updated terms and conditions can be obtained through our reception team.