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Wedding Ts & Cs

Wedding Terms and Conditions


1.1 These are the terms and conditions on which we manage and supply wedding services, as detailed in your Wedding Booking Form. Our Glamping Terms and Conditions (which are available on our website) will apply to all wedding bookings. In the event of a conflict between these Wedding Terms and Conditions and our Glamping Terms and Conditions, these Wedding Terms and Conditions will prevail.


2.1 We are James Stuart Hearn and Helen Jane Hearn t/a Penhein Glamping.

2.2 You can contact us by telephoning on 01633 400 581 or by writing to us at enquiries@penhein.co.uk or Penhein, Llanvair Discoed, Nr Chepstow, Monmouthshire NP16 6RB.


3.1 We will issue a Wedding Booking Form to you. If you are happy with this, you need to sign and return this form to us along with a non-refundable deposit as specified within the payment schedule in your Wedding Booking Form. If we choose to accept the booking, we will then issue you with a booking confirmation accepting your booking. At this point, a contract will be created and we will then begin to provide your wedding services.

3.2 We will assign a booking number to your wedding and inform you of this on your Wedding Booking Form.

3.3 We reserve the right to change any aspect of the wedding:

3.3.1 to reflect changes in relevant laws and regulatory requirements; and

3.3.2 to implement technical adjustments,

These changes will be notified to you as soon as reasonably possible prior to the Event.


4.1 We will begin to supply the wedding services described in the Wedding Booking Form once a contract has been formed in accordance with clause 3 above.

4.2 Your wedding booking will commence and finish on the date and time specified in your Wedding Booking Form, unless otherwise notified or agreed.

4.3 If our performance of the wedding services is affected by an event outside our control then we will contact you as soon as possible to let you know and we will take steps to minimise the effect of the delay.

4.4 We will need certain information from you so that we can organise the wedding package for you, for example the number of guests and food and wine choices. We will contact you to ask for this information as and when it is required. If you do not provide us with this information within a reasonable amount of time of us asking for it, or if you provide us with incomplete or incorrect information, we may either end the contract or make an additional charge of a reasonable sum to compensate us for any extra work that is required as a result.

4.5 In respect of our neighbours, our curfew for playing music is midnight and all music (live and recorded) must cease at midnight.

4.6 A certain amount of fizz and wine is included in your wedding package (further details are contained in your Wedding Booking Form). We have a list of wine for you to choose from which will be provided to you on request. We do not charge corkage on any additional bottles you choose to have during the wedding.

4.7 Bins are available on site for mixed recycling, glass and general rubbish. It is your responsibility to ensure that all litter is placed in the bins as appropriate.

4.8 All wedding guests who are not staying on site must leave the site by 12:30am.

4.9 If you are using your own suppliers for the wedding, you must provide us with details of those suppliers as soon as possible, but in any event not less than 6 weeks before your wedding date. You must ensure that your suppliers have public liability insurance (and any other relevant insurance) and provide us with copies of the same. We have a Recommended Local Suppliers list, which is available after booking.


5.1 We will confirm the price of your wedding in your booking confirmation. Further details of the price and wedding packages will be indicated in the Wedding Booking Form. All prices include VAT.

5.2 We will not issue a booking confirmation unless we have received from you a non-refundable deposit. All deposits are payable upon you signing and returning the Wedding Booking Form and further payment details are specified within the payment schedule in your Wedding Booking Form. For catering purposes, guest numbers must be notified to us at least 35 days prior to your wedding date).

5.3 All deposits paid to us are non-refundable.

5.4 Where a deposit has been paid on account of the price for the wedding package specified in the booking form, full balance payment will be due at least 28 days prior to your wedding date and a reminder will be sent to you 14 days prior to this date, where applicable, by email with a link to the final payment. If you have not provided us with an email address, we will phone you to discuss your balance payment. If we have been unable to take payment after 7 days of the balance due date, we reserve the right to cancel your contract with us.

5.5 We accept payment by personal cheque, credit or debit card in each case issued by a UK domiciled clearing bank, or BACS transfer, but we do not accept payment by American Express.


6.1 You are advised to take out personal cancellation insurance as you may be liable for costs if you cancel the contract.

6.2 Any cancellation or amendment requests must be sent to us by email to: enquiries@penhein.co.uk and will be considered and responded to within two working days. We reserve the right to charge you for cancelling the contract, as described in our main terms and conditions.

6.3 If we have paid monies to any third parties in connection with the wedding, we reserve the right to charge you for those expenses.

6.4 We may end the contract or suspend the wedding services at any time by writing to you if:

6.4.1 you do not make any payment to us when it is due and you still do not make payment within 7 days of us reminding you that payment is due;

6.4.2 you do not, within a reasonable time of us asking for it, provide us with information that is necessary for us to provide the wedding services, as described in clause 4.3 above.

6.5 If we end the contract in the situations set out above, we may charge you for any payments made in connection with the wedding services, either made to third parties or of which we are liable to pay to third parties, provided that we cannot recoup those payments in full.

6.6 You are responsible and may be required to pay us compensation for any damage caused to the site or any equipment used in us providing the wedding services to you, whether this is caused by you or your guests. We reserve the right to require a damage deposit from you in the sum of £1,500 (“Damage Deposit”) for any damage caused by you or any of your wedding guests to the site, including any cleaning or clear up costs should the site be left in an unreasonable state. This Damage Deposit is due 14 days prior to your wedding date and will be refunded within 14 days after the wedding date, provided that no further costs are chargeable as result of any damage caused to the site or clean-up costs as described above. We will contact you within 14 days of your wedding date should there be an issue. Should such damage exceed the amount of the Damage Deposit, we reserve the right to charge you for the excess.

6.7 Depending on the extent of such behaviour and the number of people involved, in the event of inappropriate or disorderly behaviour, we may at our option terminate the wedding services without liability to you.


7.1 We will not be responsible for the loss or damage of any property belonging to you or to any member of your group while on site, except if such loss or damage was foreseeable and was caused by the deliberate act of us or of any member of our staff.

7.2 We will not be liable for any indirect, consequential or pure economic loss or any loss of profit, goodwill or opportunity (whether caused by our negligence or that of our staff, contractors or agents, or otherwise).

7.3 Our maximum liability to you and the members of your group shall not exceed the value of the charges paid by you to us under the contract.


8.1 We will use and process your personal data in accordance with our privacy policy, which is available here.