Booking Terms & Conditions

The Farmhouse at Fincham Ltd
Company number 13046416
Registered office: 71–75 Shelton Street, London, England, WC2H 9JQ
Trading address: Lynn Road, Fincham, King’s Lynn, Norfolk, PE33 9HE
Email: sales@thefarmhouseatfincham.co.uk
Telephone: 01366 347747

1. About these terms

These Booking Terms & Conditions apply to bookings made with The Farmhouse at Fincham Ltd, trading as The Farmhouse at Fincham, The Pig & Peacock and Mulberry Barn. They contain general terms applying to all bookings and separate terms for weddings, private events, bedrooms, dining, vouchers and special packages.

Additional terms may apply to a particular package, promotion or special event. These will be provided before the booking is confirmed. The booking confirmation, accepted quotation or signed contract will identify the services and terms applying to the booking.

2. Making a booking

An enquiry, provisional reservation or quotation does not constitute a confirmed booking. A booking is confirmed only when we have issued written confirmation, any required contract or booking form has been accepted, and the required deposit, guarantee or payment has been received.

Provisional dates, rooms or tables may be released if confirmation or payment is not received by the stated deadline. The person making the booking must be at least 18 and authorised to accept these terms on behalf of everyone included in the booking. Bookings may not be transferred without our prior written agreement.

3. Prices and payment

Prices are stated in pounds sterling and include VAT at the applicable rate unless confirmed otherwise. No service charge will apply unless clearly stated in the accepted quotation or booking confirmation. We are a cashless property.

The person or organisation named on the booking is responsible for charges in the accepted quotation or confirmation, authorised additions, agreed minimum spends, accommodation they have guaranteed, and damage or exceptional cleaning for which they are responsible.

4. Booking information and changes

The client must provide complete and accurate booking information. Requested changes must be confirmed in writing and are not agreed until we have confirmed them. Changes to dates, numbers, services, menus or arrangements may affect availability and price.

5. Guest numbers

Final guest numbers must be provided by the deadline in the applicable booking schedule or confirmation. Charges will normally be based on the final confirmed number or an agreed minimum number or minimum spend, whichever is greater. We cannot guarantee increases requested after the deadline.

6. Dietary requirements and allergens

Dietary requirements and food-allergy information must be supplied by the deadline in the booking confirmation. Guests with allergies must also speak to a member of the team before ordering or consuming food.

We take reasonable precautions, but our kitchens handle multiple allergens and we cannot guarantee a completely allergen-free environment. Nothing in these terms excludes or limits liability where it would be unlawful to do so.

7. Accessibility and additional requirements

Please tell us about accessibility or additional requirements as early as reasonably possible. We will discuss suitable arrangements and make reasonable adjustments where required. Some areas of our historic and adapted buildings have physical limitations, which we will explain where relevant.

8. Guest behaviour

The person making the booking is responsible for ensuring that guests and invited suppliers behave appropriately and follow reasonable instructions. We may refuse service to, or require the departure of, anyone whose behaviour is unsafe, threatening, abusive, illegal, seriously disruptive, damaging or likely to compromise our premises licence. No refund will be provided where services are ended because of serious misconduct by the client, their guest or supplier.

9. Damage and exceptional cleaning

The client may be charged the reasonable cost of repairing damage or undertaking exceptional cleaning caused by the client, their guests or suppliers. We will provide details of the requirement and amount charged.

For certain bookings, we may require a refundable damage deposit. Its amount, payment deadline, deduction conditions and anticipated refund date will be confirmed in writing before payment is taken.

10. Reasonable changes

We may make reasonable operational changes where necessary, provided they do not materially reduce the agreed services. If a significant change is required, we will contact the client as soon as reasonably possible and discuss an appropriate alternative.

11. Cancellation by The Farmhouse

If we cancel a booking for reasons within our reasonable control, we will refund payments made for services we are unable to provide. We will not be responsible for indirect losses or third-party expenditure, except where liability cannot lawfully be excluded.

12. Circumstances beyond our control

Neither party will be responsible for failing to meet an obligation where caused by circumstances beyond their reasonable control, including severe weather, flooding, fire, disease outbreaks, government restrictions, utility failure or civil emergencies.

Where reasonably possible, we will work with the client to rearrange the booking. If this is not reasonably possible, we will explain the treatment of payments made, taking account of services already supplied, costs properly incurred and rights under applicable law.

13. Liability

Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any liability or consumer right that cannot lawfully be excluded. We are not responsible for personal belongings, gifts, decorations or equipment brought onto the premises unless loss or damage results from our negligence or another liability that cannot lawfully be excluded.

14. Outstanding payments

Payments must be made by the stated deadlines. If an amount remains unpaid, we may suspend services or treat the booking as cancelled, subject to reasonable notice where appropriate. We may recover interest and reasonable debt-recovery costs only to the extent permitted by law.

15. Complaints

Please raise concerns during the visit or event wherever possible. Formal complaints should be made in writing as soon as reasonably possible and preferably within 14 days of the stay, meal or event. We will acknowledge a formal complaint within five working days and aim to respond within 20 working days.

The requested notification period does not remove statutory rights or prevent us considering a complaint that could not reasonably have been raised sooner.

16. Personal information

We process personal information in accordance with our Privacy Policy. A group organiser must have permission to provide information about other guests, including dietary, accessibility and accommodation requirements.

17. Governing law

These terms are governed by the law of England and Wales. Disputes will be subject to the jurisdiction of the courts of England and Wales, subject to any mandatory consumer right to bring proceedings elsewhere.

Wedding bookings
The following terms apply specifically to wedding bookings.

18. Wedding confirmation and payment

A wedding is confirmed when the wedding contract has been accepted and the 20% booking deposit has been paid. Payments are due as follows:

• At booking: 20% of the contracted value.
• Six calendar months before the wedding: payments brought up to 50%.
• Four calendar months before the wedding: payments brought up to 90%.
• Three calendar months before the wedding: payments brought up to 100%.

Additional services agreed after final payment must be paid by the deadline in the revised quotation or invoice.

19. Wedding cancellation

Cancellation must be confirmed in writing. The following charges apply:

• More than six calendar months before the wedding: 20% of the contracted value.
• Six to four calendar months before: 50%.
• Four to three calendar months before: 90%.
• Less than three calendar months before: 100%.

These charges are intended to reflect likely losses and costs. We will take reasonable steps to reduce our loss, including attempting to resell the date where practicable.

20. Wedding postponement

A wedding may be postponed once, subject to availability and written approval. The replacement wedding must take place within 12 months of the original date. A non-refundable administration charge equal to 10% of the contracted value applies, and any increase in prices for the replacement date will be explained before confirmation.

Payments received will transfer to the replacement booking. Cancellation charges will continue to be calculated by reference to the original wedding date, not the replacement date. The complete arrangements will be recorded in writing.

21. Wedding accommodation

Wedding accommodation allocations will be agreed in writing and held exclusively for eight weeks from issue. Unreserved rooms may then be released for general sale. The wedding client is not responsible for rooms never reserved. Guests booking and paying directly enter their own accommodation booking; the wedding client is responsible only for rooms they expressly reserve or guarantee and which remain unpaid.

22. Wedding suppliers and venue arrangements

Supplier access, set-up, clear-down and collection times must be agreed in advance. Suppliers must hold suitable public liability insurance, provide evidence when requested, supply relevant risk assessments and current PAT evidence where applicable, and follow venue safety requirements.

Decorations must be table-based or freestanding unless otherwise agreed in writing. Nothing may be fixed to the building or fixtures using nails, screws, pins, adhesives or similar devices. Fireworks, naked flames, sparklers and open-flame decorations are prohibited. LED candles are permitted. Confetti and special effects require prior written approval.

Private event bookings
The following terms apply to private and corporate events.

23. Event confirmation and payment

An event is confirmed when the event contract has been accepted and the 20% booking deposit has been paid. If confirmation is not completed within five working days, we may release the provisional booking.

• At booking: 20% of the contracted value.
• Three calendar months before the event: payments brought up to 90%.
• One calendar month before the event: payments brought up to 100%.

24. Event cancellation

Cancellation must be confirmed in writing. The following charges apply:

• More than three calendar months before the event: 20% of the contracted value.
• From exactly three calendar months until more than one calendar month before: 90%.
• Exactly one calendar month before or later: 100%.

These charges are intended to reflect likely losses and costs. We will take reasonable steps to reduce our loss, including attempting to resell the date where practicable.

25. Event postponement

An event may be postponed once, subject to availability and written approval. The replacement event must take place within 12 months of the original date. A non-refundable administration charge equal to 10% of the contracted value applies, and any increase in prices for the replacement date will be explained before confirmation.

Payments received will transfer to the replacement booking. Cancellation charges will continue to be calculated by reference to the original event date, not the replacement date. The complete arrangements will be recorded in writing.

26. Final event details and minimum spend

Final guest numbers, catering requirements, dietary information and arrangements must be confirmed no later than 10 days before the event. Where a minimum number or minimum spend applies, the client remains responsible for the agreed minimum if final numbers or spending are lower.

27. Event suppliers, entertainment and refreshments

External suppliers must meet the requirements in clause 22. Entertainment must comply with our premises licence and applicable regulations. We may reduce sound levels or stop entertainment where necessary. Professional photography and videography are permitted; drone use requires prior written approval and compliance with applicable aviation rules.

Food or drink may not be brought onto the premises without prior written approval. Corkage or another service charge applies only where stated in the accepted quotation.

28. Event access and finish times

Set-up, supplier access, guest arrival, event finish, clear-down and collection times will be agreed for each event. The bar will normally close at midnight, but the actual bar-closing and event-finish times will be confirmed in the booking details.

Bedroom bookings
The following terms apply to individual bedroom reservations.

29. Individual bedroom bookings

An individual bedroom reservation is confirmed when written confirmation has been issued and a non-refundable deposit equal to 10% of the total booking value has been paid. The remaining balance is due on the day before arrival and will be collected using the agreed payment method.

These terms apply to all individual bedroom reservations, room rates, promotional rates and discount codes unless a written exception is expressly included in the booking confirmation.

30. Individual bedroom cancellations and no-shows

An individual bedroom booking may be cancelled until 12 noon on the day before arrival. The 10% deposit remains non-refundable. If cancelled after 12 noon on the day before arrival, the full booking value remains payable. If the guest does not arrive and has not cancelled by the deadline, the booking is treated as a no-show and the full booking value remains payable.

Reservations made through a third-party provider must normally be cancelled through that provider. The financial conditions accepted when booking will continue to apply.

31. Group bedroom reservations

Group reservations are subject to a separate contract setting out the deposit, payment schedule, room allocation and release arrangements, cancellation and no-show charges, and responsibility for reserved but unpaid rooms. A group reservation is not confirmed until the contract has been accepted and the required non-refundable deposit paid.

32. Arrival, departure and occupancy

Check-in is available from 3pm and check-out is required by 10am. Early check-in and late check-out are subject to availability, must be agreed in advance and may carry an additional charge. Guests expecting to arrive outside the stated check-in period must contact us in advance.

Only the number of guests included in the reservation may occupy the accommodation. Children, additional guests, cots and extra beds must be agreed in advance and remain subject to room capacity.

33. Smoking and four-legged guests

Smoking and vaping are prohibited inside all bedrooms and buildings. We may charge the reasonable cost of additional cleaning, repairs or lost room availability caused by smoking or vaping.

Dogs are welcome only in designated accommodation and areas and must be included in the reservation. Applicable charges and our four-legged guest requirements will be confirmed during booking. Assistance dogs are welcomed in accordance with applicable law.

34. Bedroom service

Bedrooms are serviced daily unless the guest requests otherwise or a different arrangement has been agreed. Linen is normally changed every three days during longer stays, with additional changes available where reasonably required or agreed.

Dining bookings
The following terms apply to dining reservations.

35. Individual dining reservations

Dining, including breakfast, is by advance reservation. An individual reservation is confirmed when we issue written or electronic confirmation. Individual dining reservations are not currently subject to a standard deposit or contractual cancellation charge. Guests are asked to tell us as soon as possible if they cannot attend so the table can be released.

Separate conditions may apply to ticketed occasions, seasonal packages, afternoon tea or another specially advertised experience. These will be explained before confirmation.

36. Late arrival and non-attendance

Guests should arrive at the confirmed time. If guests are significantly late and have not contacted us, we may release the table where reasonably necessary. Repeated non-attendance or late cancellation may affect our ability to accept future reservations.

37. Group dining

Dining reservations for 10 or more guests are treated as group bookings and are subject to a separate booking contract. This may require a deposit or advance payment, final numbers, menu selections, pre-orders, dietary information and cancellation payments in accordance with the contract.

The booking is not confirmed until the contract has been accepted and the required non-refundable deposit paid. The group organiser is responsible for providing information and payments by the stated deadlines.

38. Menus and ingredients

Menus may change to reflect seasonality, availability and supplier changes. Where a particular dish becomes unavailable, we will offer a reasonable alternative wherever possible.

Vouchers, offers and packages
The following terms apply in addition to any conditions displayed with the product or offer.

39. Vouchers

The validity period, redemption conditions and exclusions will be displayed when a voucher is purchased. Vouchers must be redeemed before expiry, identified when booking, and remain subject to availability where advance booking is required.

Vouchers cannot be exchanged for cash or used to purchase another voucher. They do not generate cash change or credit, and have no remaining balance after redemption. If the purchase costs less than the voucher value, the unused portion is forfeited and no change, refund or credit is given. If it costs more, the difference must be paid using an accepted payment method.

Lost, stolen, damaged or expired vouchers may not be replaced unless required by law or expressly agreed by The Farmhouse. Nothing in these terms affects statutory rights applying to the original voucher purchase.

40. Offers and special packages

Promotional rates, offers and packages may carry additional conditions, including restricted dates, advance payment or different cancellation terms. These will be shown before confirmation.

41. Order of priority

If booking documents conflict, the following order applies:

1. A written amendment expressly accepted by both parties.
2. The accepted quotation or booking confirmation.
3. The applicable booking section on this page.
4. The general provisions on this page.
5. General information shown elsewhere on the website.

The version accepted when a booking is confirmed continues to apply to that booking even if these terms are later updated.

42. Contact

Booking enquiries, formal notices, amendments and cancellations should be sent to sales@thefarmhouseatfincham.co.uk or to our trading address above.