T&Cs

This agreement is between the person making the booking (hereafter known as ‘The Client’) and Whaplode Manor Ltd. (hereafter known as ‘Whaplode Manor’). It is your responsibility to ensure that all members of your party are aware of and accept all the obligations contained therein. Updated versions of the Terms and Conditions may become available at a later date. The Terms and Conditions will only be updated to improve the quality of service offered by Whaplode Manor and for the safety of The Client. It is the responsibility of The Client to ensure that they check the website to obtain an updated copy or contact Whaplode Manor directly.

All bookings are accepted on the following terms:

The Client must be over 18 years of age and be a capable and responsible adult. This person must be present for the duration of the stay and accept overall responsibility for the whole party.
They will be liable for any monies owed, or damages incurred.
No contract exists until a completed and signed booking form has been received by Whaplode Manor, along with a non-refundable deposit of £1,000. Until we receive your deposit in full, we can withdraw our services.
A returnable security deposit of £300 will be required 14 days before the event date.

1.1 Your Whaplode Manor Venue hire includes:

1. Exclusive access to the venue for your wedding from 3pm the day before until 11am the day after in adherence to Whaplode Manor opening times as agreed in writing with the Weddings & Events Manager.
2. Support from start to finish from the venue Weddings & Events Manager.
3. All on-site, en-suite accommodation rooms including a honeymoon suite, one family room, one twin room and two double bedrooms for the night of the wedding.
4. A continental breakfast for your overnight guests the morning after the wedding.
5. Civil ceremony space and set up in our barn (if required, at no additional cost).
6. In-house, fully stocked bar and staff (all drinks purchased at additional cost).
7. Decorations: permanent faux foliage throughout the venue, a post-box for cards & gifts, easel, sweetie cart (sweets not included).
8. Choice of round tables or rustic trestle tables with Chivari lime-washed chairs for up to 90 guests.
9. Use of our large, on-site private car park.
10. Cake knife and stand.

1.2 When discussing this booking, event plans or making changes to existing arrangements, this will be done so exclusively with the names listed on the Booking Form. Should The Client wish for Whaplode Manor to communicate with any third parties, this must be confirmed over email to our event team at admin@whaplodemanor.co.uk and further verified by phone. Whaplode Manor will not be liable for any changes or alterations carried out whilst under instruction by a third party where consent has been authorised.
1.3 Whaplode Manor does not warrant and is not responsible for the accuracy of any verbal information or statements made by its employees.
1.4 Accommodation rooms are available from 2026. The cost of accommodation rooms for the night of the wedding are included in the Venue Hire fee. Any additional nights can be purchased at a rate of £90 per room on a self-catered basis. All accommodation rooms are booked through The Client. Please note, we do not offer accommodation room turnaround should different guests wish to stay on the Friday and Saturday night.
1.5 The maximum number of guests staying on site must not exceed 11 unless otherwise agreed in writing. A bedroom allocation list must be completed by The Client, noting who will be sleeping in each room along with an emergency contact number. If it appears that there has been more accommodated than stated, the security deposit of £300 will be forfeited.
1.6 Should The Client choose to charge for the hire of on-site accommodation to their guests, this is solely at the discretion of The Client and something that they have to organise themselves. We cannot collect any monies for accommodation other than from The Client.

Payments

2.1 Payment of a £1,000 non-refundable deposit along with the completed Booking Form confirms your event date with us. The £1,000 deposit is deducted from the final invoice balance.
2.2 The balance of the hire charge after the deposit has been paid is divided into two instalments. The first 50% instalment is due 16 weeks before the booked date, and the final 50% instalment plus a £300 security deposit is due 14 days prior to the booked date. The security deposit will be returned 3-10 business days after the event, unless the contract is breached.
2.3 Following payment of the deposit, all monies paid, and future payments once made to Whaplode Manor become non-refundable.
2.4 Until a booking deposit has been paid, the venue hire could be subject to change without prior notice.
2.5 Upon booking, a payment schedule will be sent to The Client, which outlines the remaining venue instalments, which are to be paid in a prompt and timely manner, on dates listed in the payments schedule.
2.6 Where The Clients have failed to make payment by the scheduled date, Whaplode Manor will issue a reminder notice to The Clients in which payment is expected to be paid, unless otherwise agreed in writing.
2.7 In the event the instalment remains unpaid following 3 working days from the issued reminder, a termination notice shall be issued to The Clients. Cancellation of the contract shall take effect immediately and the event date released to other clients.
2.8 Whaplode Manor’s Bank Account details for Faster Payments are Virgin Money. Name: Whaplode Manor Ltd. Sort Code 82-19-74, Account Number 30589122. We will only ever notify The Client of a change of details by letter in the post, or in person. Should The Client receive any other notification regarding bank details changing please do not make any payments and contact the office to verify.
2.9 Payment may only be made in Pound Sterling (£).
2.10 No cash payments will be accepted.
2.11 If the Damage Deposit paid is insufficient we reserve the right to invoice you in order to recover cost, associated with any damage caused, including cancellation of future events, due to work required to restore the building and/or contents to its original state.
2.12 No sundry payments can be charged against the accommodation rooms.
2.13 Where applicable, all prices quoted include VAT at the prevailing rate. Prices will be adjusted in the event of any change in the VAT rate between the time of booking and the date of the event.

Cancellation

3.1 In the unfortunate situation where The Client wishes to cancel their event at Whaplode Manor after the booking has been confirmed, written confirmation must be sent to admin@whaplodemanor.co.uk by The Client as soon as possible and this will further be verified by phone conversation. Our team will endeavour to look at alternative dates and/or arrangements where possible.
3.2 Although no cancellation or admin penalties are charged at Whaplode Manor, The Client is reminded all deposits and instalments once paid are non-transferable and non-refundable regardless of when bookings are cancelled.
3.3 Whaplode Manor cannot accept liability or pay any compensation where the performance or prompt performance of contractual obligation is prevented or affected by, or otherwise suffers any damage or loss as a result of ‘Force Majeure’.
3.4 It is the responsibility of The Client to ensure they take out comprehensive and creditable event insurance from third party insurance brokers to cover any unforeseen circumstances, whereby The Client or the Venue are unable to fulfil this contract in full or in part.
3.5 For the purposes of this Contract, ‘Force Majeure Event’ means an event beyond the reasonable control of Whaplode Manor, including but not limited to, strikes or other industrial disputes, epidemic or pandemic, Government-enforced lockdowns, failure of a utility service or transport network, act of God, war, riot, malicious damage, compliance with any law or governmental order, rule, regulation or direction, accident, breakdown of plant or machinery, fire, flood, storm or default of suppliers or subcontractors.
3.6 If the Force Majeure Event prevents Whaplode Manor from providing the venue on the dates of hire, Whaplode Manor, without limiting its other rights or remedies and without liability to The Client, have the right to terminate this contract immediately by giving written notice.
3.7 Whaplode Manor reserves the right to cancel The Client booking, should The Client or their guests, miss any payments or behave in a continual threatening, inappropriate and/or aggressive manner to any staff.
3.8 Following cancellation, Whaplode Manor may resell the date and are under no obligation to refund any part of the original contract.
3.9 Should The Client wish to postpone their event, this will be considered at the discretion of Whaplode Manor providing we receive a minimum of 12 months’ notice and alternative dates are available. Should the new date fall outside of the year originally booked, additional costs may be incurred. Should The Client choose to change their event date with us, only one change of date is permitted.
3.10 In the unlikely event that Whaplode Manor is required to cancel the booking for any reason other than a Force Majeure situation (as defined in Clause 3.5), The Client will be entitled to a full refund of all payments made to Whaplode Manor up to the point of cancellation.
3.11 Whaplode Manor will make every effort to offer The Client an alternative date for the event, subject to availability. If a rescheduled date can be agreed upon, any payments made by The Client will be applied to the new date, and additional costs may apply depending on the circumstances.
3.12 If a rescheduled date is not possible, and The Client opts not to proceed with the booking, the refund will cover all amounts paid, and no further liabilities or charges will be incurred. Please note that Force Majeure events (e.g., strikes, natural disasters, epidemics, government-enforced lockdowns) are beyond our control and may result in event cancellation without entitlement to a refund, as outlined in Clause 3.5.

Planning

4.1 To make our events run smoothly, we require certain information at various points throughout the process from The Client. This will be gathered over meetings with the Events team. This is of great importance as it is the entire basis of the event plan we create for The Client. The team of staff will run the day based on this plan. Whilst Whaplode Manor will always endeavour to meet any last minute requests, if there are any details missing from the plan which The Client has not informed us of, we may be unable to meet the expectations of The Client, and Whaplode Manor cannot be held to account for this.
4.2 We do not allow Firework displays, Chinese lanterns or balloon releases due to environmental impact in the local area. Only biodegradable confetti is permitted.
4.3 All external suppliers who are not on our preferred supplier list must have relevant public liability insurance. This must be provided to Whaplode Manor prior to entering the premises. It is also vital Whaplode Manor knows of all suppliers booked by The Client before their event date.
4.4 Whaplode Manor reserves the right to carry out both minor and major maintenance/construction, as and when required. Any potential works that may impact on The Clients’ experience will be discussed directly with The Client at a reasonable timeframe prior to the work being carried out.
4.5 Whaplode Manor can only accommodate up to 90 guests for an on-site civil ceremony and wedding breakfast. We can accommodate up to 250 guests for an evening reception.
4.6 The floor level area of Whaplode Manor is wheelchair/disability friendly with easy access to the civil ceremony room, bar area, and toilets. Due to the age and layout of the building, Whaplode Manor has no means of access to the upstairs floor unless via one of our two staircases. Whaplode Manor unfortunately does not have a lift or any other form of help onsite to assist guests that are unable to use the staircases.

Food and Drink

5.1 External food and drink caterers must be chosen via the Preferred Suppliers List provided by Whaplode Manor. No other external caterers or drinks providers are allowed on-site at any time unless agreed in writing with admin@whaplodemanor.co.uk before the event.
5.2 Once a catering supplier has been selected, you will deal directly with them. We accept no responsibility for the catering supplier and the contract you have with them is separate to this contract entirely. Any complaints must be addressed directly with the catering supplier team.
5.3 With the exception of wedding cake/edible favours, no food can be consumed on the premises unless supplied by Whaplode Manor or by the chosen catering provider.
5.4 Only alcohol purchased at the venue may be consumed on-site. Any alcohol found will be confiscated immediately and The Client will lose their security deposit in its entirety. No alcoholic wedding favours are permitted.
5.5 As per UK law, Alcohol will only be served to persons over the age of 18 and we withhold the right to check IDs. Anyone of the age of 16 or 17 and accompanied by an adult may be allowed a beer, wine, or cider with a table meal.
5.6 Should The Client wish to pick up either all or some of the bar bill this needs to be agreed prior to the event, and the pre-authorised amount paid for in full 14 days before the event. Should this amount not be used, we will credit back the difference. We reserve the right to request proof of age.
5.7 We do not offer corkage. Whaplode Manor can provide welcome drinks, table wine, and toast drinks at an additional cost. All drinks must be pre-ordered and paid for 16 weeks before the event date. Drinks prices are subject to change up to 16 weeks before the event date.
5.8 Due to licensing regulations, last orders at the bar are at 11pm. Our premises will close at 12am when all guests must be off-site.

Venue Rules

6.1 Arrival and departure times must be strictly adhered to. This is to ensure the venue is ready for The Client and any future bookings. In adherence to Whaplode Manor opening times, the rental period will begin at 3pm on the commencement date and check-out is no later than 11am on the day of departure, unless otherwise confirmed in writing. It is the responsibility of The Client to make sure all guests have vacated the premises by the departure time.
6.2 The Client is obliged to keep the venue, its furnishings, fixtures, grounds, and effects in the same state of repair and condition as they were in at the commencement of the stay, and to ensure that the property is left clean and tidy. Any significant damage will be charged against the pre-authorised security deposit.
6.3 Furniture, pictures, and any other dressings must not be removed from their specific location. Nor must The Client assign, or part with the possessions of the property, or anything contained within it, or the security deposit will be forfeited.
6.4 The Client will permit the representatives of the property including workmen/repair persons to have access at reasonable times to carry out repairs or inspections to the property, or in such cases of an emergency at any time without such notice.
6.5 Whilst Whaplode Manor holds fully compliant business and public liability insurance, please note all personal items left on and around the premises are done so entirely at the owners’ risk. This includes any decorations brought or hired. We accept no responsibility for any lost, damaged, or missing items, or any personal accidents sustained by The Client, their party members, or any visitors during their stay.
6.6 A fully compliant fire system is in place including emergency exit signs. It is the responsibility of The Client to ensure their guests take time to familiarise themselves with the venue map, exit points, and extinguisher points. It is the responsibility of The Client to ensure any vulnerable persons they have invited are evacuated safely in the event of a fire.
6.7 At Whaplode Manor, there is a private sewerage system with all waste from the toilets and sinks going into a septic tank. Nothing other than “natural” waste and toilet tissue is to be flushed down the toilets. Small bins and bags are provided for the disposal of sanitary items, nappies, baby wipes, etc.
6.8 Our music licence ends at 11.30pm. It is the duty of The Client to inform any entertainment acts of the cut off time. Any outsourced suppliers/entertainers must provide Whaplode Manor with their full public liability certificate at least 4 weeks prior to the event date and this must be valid for the duration of the function.
6.9 No smoking or vaping is allowed indoors. If smoking outside, all guests must use the designated smoking area and use the provided pots in which to stub out cigarettes, or else pick up and safely dispose of cigarette ends.
6.10 Illegal drugs are strictly prohibited at the venue and its grounds. Any guest found to be taking drugs will be ejected from the site and the police will be informed.
6.11 We do not permit camping, caravans, or motorhomes in the car park or grounds of the site under any circumstances.
6.12 We are happy to return any items that guests may have left behind. We keep “left items” for 1 week. At this point, if we have not heard from any member of the party, the items are disposed of. Items found which we believe to be of value will be notified to The Client regardless.
6.13 Any decorations must be erected and dismantled within the hire times and must not cause damage to the property or grounds. Any signage which is placed on the property must be taken away by The Client, any leftover decorations will be charged for the time taken to dispose of them.
6.14 Children or vulnerable adults should always be accompanied by a responsible adult when outside.
6.15 Please be aware that there is a deep pond within the courtyard and to inform those responsible for small children or vulnerable adults about this.

Complaints

7.1 We very much hope The Client enjoys their time with us, and we will endeavour to meet all requests during their stay. However, should The Client have any issues during their stay they must inform a member of staff immediately to allow us to rectify or at the very least address the situation. We may also follow up our events with a phone call or email to obtain any constructive feedback they may have. Any small issues or complaints can be dealt with by an immediate member of staff. However, if the complaint is significant or cannot be resolved straight away, it will be escalated to the Weddings & Events Manager who is the highest point of contact.
7.2 We will only deal with The Client or their legal representatives about any significant complaints, as this allows for a clear conversation to be had and for any issues to be resolved swiftly without any third party involvements.