EXCLUSIVE USE & EVENT BOOKING TERMS AND CONDITIONS
These Terms and Conditions apply to all private dining, semi-private and exclusive use event bookings (“Events”) at any venue operated by Open Restaurant Group (“ORG”, “the Group”, “we”, “us”, “our”), including The Bracebridge, Restaurant 8, Dishes, Sow, Daise, Black & Green, Noted, Counter, Arcadian and Craft (each a “Venue”, together the “Venues”), and any future venue added to the Group.
Each booking is contracted with the operating company that owns and operates the relevant Venue (the “Operating Entity”), as identified in Part A. Part A and this Part B together form the entire agreement between the Operating Entity and the Booker in respect of the Event (the “Agreement”). By signing Part A or paying a Deposit, the Booker confirms acceptance of this Agreement in full, on behalf of themselves and all attendees.
Part A is completed and sent to the booker alongside the terms below and the below are for an exmaple basis only.
1. Definitions and Interpretation
1.1 “Agreement” means this Part B together with Part A (the Booking Form).
1.2 “Booker” means the person, company or organisation making the booking, who accepts these Terms on behalf of all attendees, guests, contractors and suppliers they invite to the Event.
1.3 “Booking Form” means Part A of this document, setting out the Venue, Operating Entity, dates, guest numbers, Minimum Spend, Deposit and other commercial terms for the Event.
1.4 “Deposit” means the non-refundable sum specified in Part A, required to secure the booking.
1.5 “Exclusive Use” means a booking under which the Booker has sole use of the whole Venue, or a defined area of it, to the exclusion of other trade, for the duration stated in Part A.
1.6 “Minimum Spend” means the minimum value of food and beverage (and, where stated, room hire) the Booker commits to spend, as set out in Part A.
1.7 “Operating Entity” means the ORG group company identified in Part A as the contracting party for the Venue.
1.8 “Venue” means the specific ORG restaurant or site at which the Event is held.
1.9 References to “we”, “us”, “our” mean the Operating Entity. References to “Open Restaurant Group” or “the Group” are to the trading group as a whole and do not, by themselves, create any contractual obligation on any entity other than the Operating Entity.
1.10 Where this Part B is silent and Part A specifies a different position for the Venue in question, Part A prevails only in respect of that specific point.
2. Booking Confirmation
2.1 All Event bookings are provisional until confirmed in writing by the Operating Entity and the required Deposit has been received.
2.2 The booking is only secured once written confirmation and the Deposit have been received within the timeframe stated at the time of enquiry.
2.3 The Booker accepts this Agreement on behalf of all attendees and is responsible for ensuring attendees, guests, contractors and suppliers comply with it.
3. Deposits & Payments
3.1 A non-refundable Deposit is required to secure every Event booking.
3.2 The Deposit amount is determined by Event size, space reserved and whether the booking is Exclusive Use, and will be confirmed in Part A.
3.3 The Deposit is deducted from the final balance.
3.4 The remaining balance must be paid no later than 7 days prior to the Event date, unless otherwise agreed in writing.
3.5 Failure to pay the balance by the due date may result in cancellation of the booking and forfeiture of the Deposit under clause 5.
3.6 In addition to the Deposit, Exclusive Use and certain other bookings, as stated in Part A, require a refundable Damage Deposit, held as security against loss or damage to the Venue, its fixtures, fittings or equipment caused by the Booker's guests, contractors or suppliers.
3.7 The Damage Deposit is separate from, and does not form part of, the Deposit or the Minimum Spend, and is not applied against the final balance.
3.8 Provided no damage, loss, excess cleaning or reinstatement cost is identified, the Damage Deposit will be returned to the Booker within 7 business days of the Event, using the payment method by which it was received unless otherwise agreed.
3.9 Where damage, loss, excess cleaning or reinstatement cost is identified, the Operating Entity may deduct its reasonable, itemised costs from the Damage Deposit before returning the balance, and will provide the Booker with a written breakdown of any deduction. Where such costs exceed the Damage Deposit, the Booker remains liable for the balance under clause 9.3.
4. Minimum Spend
4.1 Certain dates, times, or Exclusive Use bookings are subject to a Minimum Spend.
4.2 The applicable Minimum Spend will be confirmed in Part A.
4.3 Minimum Spend applies to food and beverage purchases only, unless Part A states otherwise.
4.4 If actual spend on the day is below the Minimum Spend, the shortfall will be charged as a room hire / facility fee.
5. Cancellations & Amendments
5.1 All cancellations must be made in writing to the Operating Entity.
5.2 The Deposit is non-refundable in all circumstances save as set out in clause 5.5.
5.3 Where a cancellation is made after the Deposit has been paid, the following cancellation charges apply, calculated against the Minimum Spend stated in Part A or the confirmed booking value, whichever is greater:
Notice Period
Cancellation Charge
More than 28 days
Deposit retained
14 – 28 days
50% of the greater of Minimum Spend or booking value
7 – 13 days
75% of the greater of Minimum Spend or booking value
Less than 7 days
100% of the greater of Minimum Spend or booking value
5.4 These charges represent a genuine pre-estimate of the loss the Operating Entity is likely to suffer as a result of late cancellation (including lost trade that cannot reasonably be replaced at short notice), and are not a penalty.
5.5 Where the Operating Entity cancels a booking in exceptional circumstances beyond its reasonable control (see clause 22, Force Majeure), sums paid will, at the Booker's option, be transferred to an alternative date or refunded.
5.6 Reductions in guest numbers within 7 days of the Event will be charged at the last confirmed number under clause 6.
6. Guest Numbers
6.1 Final guest numbers must be confirmed no later than 7 days prior to the Event.
6.2 The final confirmed number becomes the guaranteed minimum for catering, staffing and billing purposes.
6.3 Increases in guest numbers requested after this deadline cannot be guaranteed and are subject to availability and the capacity limits stated in Part A.
7. Event Timings
7.1 Access times and Event duration must be agreed in advance and are set out in Part A.
7.2 Time used beyond the agreed booking period may incur additional charges, quoted in advance where practicable.
7.3 Entertainment and bar service must comply with the Venue's premises licence and applicable licensing law.
8. Food & Beverage
8.1 All food and beverage must be supplied by the Operating Entity unless otherwise agreed in writing (see clause 14, Corkage Policy, and clause 20, External Catering Policy).
8.2 Dietary and allergen requirements must be provided at least 7 days prior to the Event.
8.3 The Operating Entity cannot guarantee that requirements notified after this deadline can be accommodated, and will not be liable for any adverse reaction arising from undisclosed or late-disclosed requirements.
8.4 While the Operating Entity will use reasonable endeavours to accommodate disclosed dietary and allergen requirements and will provide accurate information on the allergens present in each dish, food is prepared in kitchens that handle a wide range of ingredients using shared equipment, surfaces and cooking areas (including, where applicable, shared live-fire or grill stations), and the Operating Entity cannot guarantee that any dish is free from traces of allergens or that cross-contamination cannot occur. Guests with severe allergies or intolerances, including any risk of anaphylaxis, should discuss their requirements directly with Venue management before the Event and before ordering. Nothing in this clause 8.4 affects the Operating Entity's statutory obligation to provide accurate allergen information.
8.5 The Operating Entity is not obliged to accommodate any dietary or allergen requirement, to modify any dish, or to guarantee the provision of an allergen-free meal, and may decline to prepare, modify or serve any dish where it is not reasonably able to do so safely. This clause does not affect the Operating Entity's statutory obligation to provide accurate allergen information under clause 8.4, or its liability for death or personal injury caused by its own negligence under clause 11.3.
9. Damage & Conduct
9.1 The Booker is responsible for the conduct of all attendees, guests, contractors and suppliers at the Event.
9.2 The Operating Entity reserves the right to refuse entry to, or remove, any person behaving inappropriately, unlawfully, or in a manner that may endanger guests, staff or property.
9.3 The Booker is liable for any damage caused to the Venue, its fixtures, fittings or equipment by the Booker's guests, contractors or suppliers, and will reimburse the Operating Entity's reasonable cost of repair or replacement on demand. Where a Damage Deposit has been taken under clause 3.6, this cost will first be deducted from it in accordance with clause 3.9.
10. Decorations & External Suppliers
10.1 Decorations, entertainment and third-party suppliers must be approved by the Operating Entity in advance.
10.2 Nothing may be fixed to walls, ceilings, furniture or other surfaces without prior written permission.
10.3 The Operating Entity accepts no liability for items left on the premises before, during or after the Event.
10.4 Where the Booker engages external suppliers or contractors (e.g. entertainment, florists, AV), the Booker is responsible for ensuring those suppliers hold appropriate public liability insurance and for providing evidence of this on request.
11. Insurance & Liability
11.1 The Operating Entity shall not be liable for loss, theft or damage to personal belongings, except where liability cannot lawfully be excluded.
11.2 The Operating Entity shall not be responsible for delay or failure to perform its obligations due to circumstances beyond its reasonable control (see clause 22, Force Majeure).
11.3 Nothing in this Agreement excludes or limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot lawfully be excluded or limited.
11.4 For Exclusive Use bookings, the Booker is strongly recommended to hold event / public liability insurance of no less than £2,000,000 and to provide evidence of cover on request.
12. Pricing & VAT
12.1 All quoted prices are inclusive of VAT unless otherwise stated in Part A.
12.2 Prices are subject to change prior to booking confirmation but are fixed once the Deposit has been received, except where a change is required by law, a change in the applicable VAT rate, or otherwise agreed with the Booker.
12.3 VAT will be charged, where applicable, by the Operating Entity under the VAT registration number stated in Schedule 1.
13. Service Charge
13.1 A discretionary service charge of 12.5% (or the percentage stated in Part A) will be added to food and beverage items unless otherwise stated.
13.2 The service charge is distributed amongst Venue staff.
13.3 Service charge forms part of the Minimum Spend calculation unless otherwise agreed in writing.
14. Corkage Policy
14.1 No external food or beverage may be brought onto the premises without prior written consent.
14.2 Where permission is granted, the corkage charges stated in Part A (or, if none stated, the Operating Entity's standard corkage rates in Schedule 1) will apply.
14.3 The Operating Entity reserves the right to refuse service of externally supplied beverages at its discretion.
14.4 All externally supplied alcohol must comply with applicable UK licensing requirements.
15. Security Requirements
15.1 The Operating Entity reserves the right to require SIA-licensed security personnel depending on guest numbers, Event type or risk profile.
15.2 Where security is required, the cost is payable by the Booker and will be confirmed in advance.
15.3 Security personnel must be approved by the Operating Entity and cannot be arranged independently without prior written consent.
16. Outdoor Events & Weather Policy
16.1 Outdoor bookings require an appropriate weather contingency plan agreed in advance.
16.2 The Operating Entity cannot guarantee use of outdoor areas in adverse weather conditions where safety, licensing requirements or guest comfort may be compromised.
16.3 The Operating Entity reserves the right to relocate, modify or curtail outdoor arrangements due to weather conditions without liability for the resulting change in format.
16.4 Deposits and payments remain non-refundable where weather conditions require changes to outdoor arrangements, provided the Operating Entity continues to provide the booked Event where reasonably practicable.
17. Noise & Licensing Restrictions
17.1 All Events must comply with applicable licensing conditions, local authority requirements and noise restrictions for the Venue.
17.2 Amplified music must cease by the time stated in Part A (11:00pm unless otherwise agreed in writing and permitted under the Venue's licence).
17.3 Guests must vacate outdoor areas by the time specified by Venue management.
17.4 The Operating Entity reserves the right to reduce volume levels or end entertainment where necessary to comply with licensing conditions, statutory requirements or reasonable instructions relating to noise.
18. Regulatory Compliance & Policy Amendments
18.1 The Operating Entity reserves the right to amend operational policies where required to comply with licensing law, health and safety requirements, or local authority regulations.
18.2 Amendments will be implemented only to the extent reasonably necessary to ensure legal compliance and the safe operation of the Event.
18.3 Where changes materially affect a booking, the Operating Entity will use reasonable endeavours to notify the Booker as soon as practicable and discuss suitable alternatives where possible.
19. Additional Equipment & Infrastructure
19.1 Items not included in the original booking package — including but not limited to marquees, staging, specialist furniture, lighting, heaters, sound equipment or temporary structures — will be chargeable.
19.2 Costs for additional items will be quoted separately and must be approved in writing prior to the Event.
19.3 Where third-party hire is required, full payment may be required in advance and charges may be non-refundable once the equipment or service has been ordered.
19.4 The Operating Entity reserves the right to refuse the installation or use of equipment that does not meet its safety, licensing or operational requirements.
20. External Catering Policy
20.1 No external catering, food suppliers or mobile food vendors are permitted on site without prior written consent from the Operating Entity.
20.2 Where external catering is approved, an administration and facilities charge will apply to cover matters including venue utilities, waste management, supervision and compliance checks.
20.3 Approved external caterers must provide valid public liability insurance, relevant food hygiene documentation and appropriate risk assessments no later than 14 days prior to the Event.
20.4 The Operating Entity reserves the right to refuse access to any supplier who fails to provide required documentation or does not meet its operational, licensing, food safety or health and safety standards.
20.5 The Operating Entity reserves the right to impose additional staffing or supervision charges where external catering is permitted.
21. Data Protection
21.1 Each party will comply with applicable data protection law (including the UK GDPR and Data Protection Act 2018) in respect of personal data shared for the purposes of the Event, including guest names, dietary and allergen information.
21.2 The Booker is responsible for obtaining any necessary consents from attendees before sharing their personal data (including dietary, allergen or accessibility information) with the Operating Entity.
21.3 The Operating Entity will use personal data provided solely for the purposes of planning, delivering and invoicing the Event, in accordance with its privacy notice available on request.
22. Force Majeure
22.1 Neither party will be liable for any failure or delay in performing its obligations under this Agreement to the extent caused by events beyond its reasonable control, including but not limited to fire, flood, extreme weather, strikes, government action, public health emergency, power or utility failure, or loss of licence not attributable to the Operating Entity's default (“Force Majeure Event”).
22.2 Where a Force Majeure Event prevents the Event from taking place, clause 5.5 applies.
23. General
23.1 Assignment: The Booker may not assign or transfer the benefit of this Agreement without the Operating Entity's prior written consent.
23.2 Notices: Notices under this Agreement must be given in writing by email to the address confirmed in Part A, and are deemed received on the next business day.
23.3 Entire Agreement: This Agreement constitutes the entire agreement between the parties in respect of the Event and supersedes all prior discussions, representations or agreements, whether written or oral. Each party acknowledges that it has not relied on any statement, promise or representation made by or on behalf of the other party which is not set out in this Agreement, except where such statement was made fraudulently.
23.4 Third Party Rights: A person who is not a party to this Agreement has no right to enforce any of its terms under the Contracts (Rights of Third Parties) Act 1999.
23.5 Severability: If any provision of this Agreement is found unenforceable, the remaining provisions continue in full force.
23.6 Governing Law: This Agreement is governed by the law of England and Wales, and the parties submit to the exclusive jurisdiction of the courts of England and Wales.
24. Acceptance
24.1 Signature of Part A, or payment of the Deposit, confirms the Booker's acceptance of this Agreement in full.