Booking Terms & Conditions

Provisional Bookings & Confirmation
All bookings are provisional until confirmed. A booking is confirmed only upon receipt of a completed booking form and payment in full or a non-refundable deposit, as agreed. Cotton Court reserves the right to release any provisional booking if payment or required information is not received within the specified time frame.

Deposits & Payment

• A non-refundable deposit or full payment may be required to secure your booking, especially if another customer expresses interest in the same date.

• The remaining balance, where applicable, must be paid no later than the day of the event unless a prior payment schedule has been agreed with the management team.

• Bookings may be released if payment is not received within agreed timeframes.

Cancellation & Reduction in Numbers
If the customer cancels or reduces guest numbers, the following cancellation charges apply based on the total booking value:

For bookings of 3 or more consecutive dates

• Less than 6 weeks’ notice: 100%

• 6–8 weeks’ notice: 50%

• More than 8 weeks’ notice: No charge

For single-date bookings

• Less than 4 weeks’ notice: 100%

• 3–6 weeks’ notice: 50%

• More than 6 weeks’ notice: No charge

Where external costs have been committed (e.g. catering, equipment hire, entertainment), the customer remains liable for all such costs in addition to the cancellation fee.

Cleaning & Damage
Cotton Court reserves the right to request a reasonable cleaning or damage deposit in advance of your event. This may be required where the nature of the activity or event is likely to result in excess mess or potential damage (e.g. food-based workshops, crafting sessions). Any deposit retained will be limited to costs reasonably incurred in restoring the space to its original condition.

External Services & Suppliers
Cotton Court may arrange third-party services at the customer’s request. The customer will be liable for any costs associated with these services and for any cancellation fees they incur.

Use of Catering & External Food/Drink
External food and beverages are not permitted unless expressly agreed in advance. Where permission is granted, the customer remains responsible for compliance with food safety standards and any associated liability.

Room Usage & Conduct

• The customer must ensure the room is used responsibly and kept in good condition throughout the event.

• Cotton Court reserves the right to refuse or cancel bookings if the nature of the event is deemed unsuitable or poses a risk to the venue, staff, or other customers.

Liability
Cotton Court accepts no responsibility for loss or damage to personal items brought onto the premises by the customer, guests, or external suppliers. Customers are advised to arrange appropriate insurance cover for their event where necessary.

Force Majeure
Cotton Court shall not be liable for any failure or delay in performing its obligations due to circumstances beyond its reasonable control, including but not limited to fire, flood, government restriction, or industrial action.