Church Way, Iffley Village, Oxford, OX4 4DZ T : 0186& 749988 ● W : www.hawkwellhouse.co.uk E : weddings@hawkwellhouse.co.uk Wedding Information 2 01 3 Contents Page 1 Introduction 2 Prestige Wedding Package 3 Traditional Wedding Package 4 Evening Only Reception Package 5 Don’e Break ehe Bank – – Package 6 lector 7 Canapés, Soups & Starters 8 Main Courses 9 Main Courses 10 Desserts 11 – 12 13 Preferred Accommodation rates 14 Wedding Planner Checklist 1 7 Terms and Conditions Dear Bride & Groom to be......... Secure, peaceful and private , the hotel offers a choice of four function rooms, two of which can accommodate up to 130 people for your wedding breakfast and 200 for your evening party. All of our function rooms are licensed for a civil ceremony or alternatively you can enjoy an outdoor ceremony on our gl orious, tree - lined lawn. Arrival drinks receptions are included within all of our wedding packages, these can be enjoyed on our large terraces overlooking the gardens or within the hotel in one of the many lounge and bar areas. Included within wedding book ings is our unique family suite (on request) . Located next door to our main banqueting suite with joint access to an enclosed courtyard this is the ideal solution to keep little minds occupied during the wedding breakfast and especially the speeches. Our family suite includes soft furnishings and use of the hotel games such as football table, Nintendo Wii and board games. At Hawkwell we pride ourselves on a flexible approach to your special day, part of this includes a wide range of options within the we dding packages enabling you to mix and match to create your bespoke event and guarantee a memorable day for you and your guests. If you have any queries please do not hesitate to contact our wedding co - ordinator on 01865 749988. Kind Regards Tim Spittles, General Manager 1 Prestige Wedding Package Our prestige wedding package has been tailored to include all the items you celebration : The assistance of our experienced wedding co - ordinator to help you plan your day Use of hotel grounds for your photographs Hire of the main suite for your wedding breakfast & evening party P restige flower arrangement s tailored to suit your colour scheme A rrival drinks reception with canapés Choose from Champagne, Kir Royale, Sparkling Rose or Pimms To accompany your selection of 3 canapés per person – menu enclosed Use of ehe Hoeel’s round or square cake seand and knife A member of our management team for toastmaster duties White linen napkins, tablecloths and chair covers with co - ordinating sash Four course wedding breakfast Choose starter, main course, dessert option from menu selector followed by a chees e and biscuits platter for each table Half bottle of house wine per person during the wedding breakfast A glass of Champagne per person for the toast Evening Finger Buffet, BBQ or Hot Curry Buffet for all day time guests DJ for evening reception Bed & breakfast for the happy couple in one of our br idal suites Wedding menu taster for the happy couple 8 week s prior to event Prices Civil Ceremony (indoor/outdoor) £ 5 0 0 Saturdays & Bank Holiday Sundays Adults £ 9 9 . 5 0 Children under 12 £52.0 0 Fridays & Sundays Adults £8 9 .00 Children under 12 £4 8 . 0 0 *Minimum numbers 70 guests to qualify for inclusive DJ A £ 10 00.00 deposit is required to secure your wedding please see our terms and conditions for all other payment & booking conditions 2 Traditional Wedding Package Our wedding package has been tailored to meet your requirements and includes the following : on arrival The assistance of our experienced wedding co - ordinator to help you plan your day Use of hotel grounds for your photographs Hire of the main suite for your wedding breakfast & evening party Floral table arrangement tailored to suit your colour sc heme Arrival drinks reception Choose from Bucks F izz, Sparkling Wine, Pimms or Fruit Punch Add canapés for £ 3.95 per person supplement – menu enclosed Use of ehe Hoeel’s round or square cake seand and knife A member of our management team for toastmaster duties White linen napkins and tablecloths Three course wedding breakfast Choose starter, main course and dessert option from our menu selector Half bottle of house wine per person during the wedding breakfast A glass of Sparkling Wine per person for th e toast Upgrade to Champagne for £ 4 .50 per person supplement Bed & breakfast for the happy couple in one of our bridal suites Wedding menu taster for the happy couple 8 week s prior to event Resident DJ available from £250 (inc VAT) Prices Civ il Ceremony (indoor/outdoor) £ 5 0 0 Saturdays & Bank Holiday Sunday s Adults £ 6 8 . 5 0 Children under 12 £ 35 .0 0 Fridays & Sundays Adults £ 5 8 .00 Children under 12 £3 2.0 0 A £10 00.00 deposit is required to secure your wedding please see our terms and conditions for all other payment & booking conditions 3 Evening Only Reception Package We are delighted to offer an evening only package. Ideal for married abroad and planning a homecoming party for friends and family or for those planning an informal celebration. Evening Reception Package can be booked with a civil ceremony The assistance of our experienced wedding co - ordinator to help you plan your day Use of hotel grounds for your photographs Hire of the main suite for your evening party Our resident DJ for the evening Arrival drinks reception Choose from Bucks Fizz, Sparkl ing Wine, Pimms or Fruit Punch Add canapés for £3.95 per person supplement – menu enclosed Use of ehe Hoeel’s round or square cake seand and knife A member of our management team for toastmaster duties White linen napkins and tablecloths 6 ite m finger buf fet For BBQ add £2.00 per person Add starters or desserts for £4.50 per person , per course A glass of Sparkling Wine per person for the toast Upgrade to Champagne for £4.50 per person supplement Bed & breakfast for the happy couple in one of our bridal suites Prices Civil Ceremony (indoor/outdoor) £5 0 0 Fridays & Sundays only Adults £ 30.0 0 Minimum numbers 70 guests for Evening Reception package A £ 10 00.00 deposit is required to secure your wedding please see our terms and conditions for all other payment & booking conditions 4 Don’t BTeak the Bank £3,199 Package This amazing value package for 50 guests includes: Arrival drinks reception White linen napkins and tablecloths Wedding breakfast & Evening Reception Room hire 3 Course wedding breakfast ½ bottle of wine per person with main course Glass of sparkling wine to toast happy couple Evening disco from 7pm - midnight Evening finger buffet Jacuzzi bridal suite for newlyweds Additional evening guest s only £12.50pp This amazing package includes : Arrival drinks reception White Linen Napkins and Tablecloths 2 Course wedding breakfast x 50 guests Glass of Wine with main course Glass of Sparkling Wine to toast happy couple Evening Disco from 7pm - Midnight Room Hire included Two double/twin bedrooms including full English breakfast Jacuzzi Bridal Suite for newlyweds Both Packages are a vailable on Fridays & Sundays throughout 2012 Also available on certain off peak Saturdays A £ 10 00.00 deposit is required to secure your wedding please see our terms and conditions for all other payment & booking conditions 5 Don’t BTeak the Bank & Starters C hicken Liver Pâté with Mango Chutney & Garlic Ciabatta Main Course Corn Fed Chicken Breast wrapped in Bacon, served with Roast Potatoes, Fresh Vegetables & Rich Pan Gravy Roast Sirloin of Beef with Roast Potatoes, Fresh Vegetables, Yorkshire Pudding & Horseradish Seasonal Vegetable Tart s erved with New Potatoes & Dressed Rocket Salad (v) Dessert Lem on P Mango & White Chocolate Crème Brûlée with a Cookie Crumble (v) Spicy N achos with G uacamole & C hilli S alsa (v) Breaded C hicken D rumsticks with G arlic M ayonnaise Breaded M ushrooms with G arlic D ip (v) Mini D uck S pring R olls Meat & izza Mini S amosas (v) 6 Prestige & Traditional Packages Menu Selector Canapés Prawn T ower with a Marie R ose S auce resting on C os L Spicy c rab with Lemon, C hilli and toasted B rioche Smoked S almon R oulade with Anchovy B utter Roast Beef with H orseradish on a M ini Yorkshire P udding Chicken L iver Parfait resting on a Rosemary C routon with M ustard P ickle Bacon, L & Tomato C anapé on T oast Parma H am on B rown B read with G herkin and Mustard V inaigrette Fresh A sparagus on C rostini with S un - dried Tomato and B lack O lives (v) Smoked A pplewood Cheese Q uiche t opped with C ranberry (v) Poppy S eed G oats C heese with S alsa and C hives on Triangle T oast (v) Crostini of F resh Pesto with C har - grilled M ozzarella and G rilled P eppers (v) Soups Roasted R ed P epper with P esto (v) T omato & B asil (v) Leek & Potato (v) Cream of W inter oup (v) Starters Fresh A sparagus S alad with G arlic & P armesan G ratin (v) Chilled M elon with S easonal F ruits & a Champagne S yrup (v) Marinated O rganic T omatoes, R B alsamic R eduction (v) Wild Mushrooms in a Creamy P arsley Sauce, topped with P uff P astry (v) Chicken L iver Pâ t é with M ango C hutney & G arlic C iabatta Fresh Crab S alad bound in L emon, C hilli & C oriander M ayonnaise Parma H am S alad with O live T apenade Smoked S almon served with Crème Fraîche, Cucumber S alad & B rown T oast 7 Main Courses Corn Fed Chicken Breast w rapped in Parma Ham , served with R oast P otatoes, F resh V & R ich P an G ravy Supreme of Corn Fed Chicken w ith P arsley M ash , F resh V & a Creamy M ushroom S auce hicken, s erved with F resh V D auphinoise P otatoes & topped with T arragon S auce Roast Sirloin of Beef w ith R oast Potatoes, F resh V Yorkshire P udding & H orseradish Loin of Pork s tuffed with A pricot, A pple & S age, served with R oast P otatoes, F resh V & Sage G ravy Lamb Shank braised in Garlic & T hyme, w ith C reamed P otato & Rosemary J us Risotto (v) w ith A sparagus T ips, G reen B eans, P eas & P armesan crème fra î che art (v) s erved with N ew P otatoes & Dressed R S alad Please note selections are a suggestion only, but if you have a particular dish in mind, please consult our chef. unless otherwise stated 8 For couples looking for a more informal celebration we now offer the option of We have two options available within this style Carvery Style Offers guests a traditional British roast dinner whilst starters and desserts are served fully plated to guest tables Up to 50 guests – choose one roast meat from selection below More than 50 guests – choose two roast meats from selection below gravy Choose one dish from: Roast Beef with Yorkshire Puddings Roast Loin of Pork stuffed with Apricot & Thyme Jus Roast Lamb glazed in Mint, served with Rosemary Jus Roast Joint of Gammon with a Cream & C oarse G rain M ustard S auce Individual Chicken Breast wrapped in B acon (is available as an option) Offers guests a choice of authentic Indian main courses with accompaniments. Main Courses are tailored to each couples requirement this will consist of one . 9 Desserts Baked Strawberry C heesecake Lemon P Tiramisu with Coffee & C oco sauce (v) Vanilla C ream P an n a C otta with Toffee Sauce & A moretti Mango & White Chocolate C rème B rulee with a C ookie C rumble (v) Chocolate and O range P ot with W ild B erry C ompote (v) E ton M ess with S ummer B erries (v) Half Galia M elon topped with F ruit S alad & S ummer S requirements. 1 0 Barbeque Choose 3 Hot Items from the list below £21 .00 Hot items Homemade Beef Burgers (v) Cumberland Sausages Pork and Herb Sausages Cajun Chicken Breasts Lamb Steak with Mint Glaze (v) (v) Served with: Coleslaw (v) Potato Salad (v) Mixed Dressed Salad (v) Bread R olls and Condiments Choose 2 savoury items + 1 curry + 1 rice £1 8 .50 Samosas Onion Bhajis Chicken Tikka Lamb Curry Chicken Korma Potato, Spinach and Chickpea Curry Coriander or R ice 1 1 Six items £1 8 .00 Additional items £3.00 Cold items Assorted S Crudités with G arlic M ayonnaise and Thousand Island D ressing (v) Spicy N achos with Guacamole & Ch illi salsa (v) C hips with Marinated O lives (v) Pitta Bread with H oumous (v) Brie & B acon S alad New P otato S alad with G herkins & M ustard (v) Greek alad with O regano, O lives & R ed O nion (v) Hot items Breaded Chicken Drumsticks with G arlic M ayonnaise Salt & P epper Chicken W ings with G arlic C hilli D ip Lamb Koftas with Mint S auce Mini S amosas (v) Breaded Mushrooms with G arlic D ip (v) Chicken Skewers with Satay S auce Sweet & S our P ork R ibs Mini Duck Spring R olls Meat & V P izza Breaded S almon G oujons with T artar S auce Tandoori C hicken T highs Quiche Loraine uiche (v) 1 2 Preferred Accommodation R ates Standard Double/Twin Occupancy Bedr ooms Friday £10 5 Saturday £115 Sunday £90 If you would like to stay for 2 nights or more, 10% will be reduced from the rate. Family bedrooms are available – please add £10 per child per night All rates are inclusive of full English breakfast and VAT. We will allocate 5 bedrooms for your party, in addition to the complimentary bridal suite. Any unconfirmed rooms will be released 6 weeks prior to arrival. Guests booking rooms after this date will not be guaranteed the preferred Wedding Rate but will be offered our Best Available Rate. On receipt of your deposit you will be given a group reservation booking reference. To book these rooms your guests must contact o ur Reservations department or our Reception Team and quote the reference or party name to ensure that they receive the preferential rate. A credit card is required to secure all bookings. Normal check in time is 15:00. Whilst we will attempt to offer ear ly check in for guests this unfortunately CANNOT be guaranteed. Should early check in be a necessity, we would suggest that your guests book the rooms from the night before to avoid disappointment. 1 3 Wedding Planner Checklist Follow our checklist to ensure your wedding plans stay firmly on track Do it now... Tell friends and relatives you’re engaged. Decide on your wedding date. Choose what type of ceremony you want, and the amount of people you want to invite. Visit Hawkwell House and check availabi lity. Set your budget and decide who’s paying for what. Organise your wedding insurance. Open a dedicated wedding savings account. Choose your best man, ushers and bridesmaids. 6 – 12 months to go Book your reception venue. Check your date with your minister/priest/rabbi or book the register office. Make a first draft of your guest list. Send out save - the - date cards. Book your photographer and videographer. Book your wedding cars. Order your invitations and other stationery. Start looking for your cak e maker. Make appointments to try on dresses. Discuss flower options with our in - house florist – Flowered Earth. If not using our in - house DJ, book your reception entertainment. Begin a health and beauty regime. 4 – 6 months to go If your wedding ceremony i s at Hawkwell House, give notice of the marriage to the superintendent registrar at your local register office. Prompt groom to start looking for suits for himself, his best man and ushers. Order your wedding cake. Choose or start making your wedding day favours. 1 4 Have your first dress fitting with lingerie and shoes. Choose your bridesmaid dresses. Find and book your hairdresser and make - up artist. Plan and book your honeymoon. 2 – 4 months to go Select any readings a nd music and confirm your choices with your minister/registrar. other essential information. Choose and purchase your wedding rings. Confirm your booking with the registrar. Finalis e your honeymoon plans, ensuring you have any necessary visas, inoculations and travel insurance. Apply for new passport in married name. Have order - of - Write your personalised wedding vows, if necessary. Buy a guest book. Confirm y our accommodation requirements for yourself and any guests. Try out various hair and make - up looks. Plan your hen and stag parties with your attendants. Contact local or national newspapers if you want to publish your wedding announcement. 1 – 2 months to go Attend Wedding Taster at Hawkwell House. Chase all unanswered invitations. Draw up a final guest list. Finalise your seating plan. Final Arrangements Meeting with Wedding Co - ordinator - confirm final seating plan and pay final bill. Buy your marriage licence from the registrar. Have your final dress fitting and confirm the collection date. Choose gifts for your wedding party. Book your final hair appointment. Finalise transport. As people start t o buy presents from your gift list, make a start on your thank you notes. 1 5 Give your fiancé, father and best man a gentle nudge to start working on their speeches. Find out where your guests are staying if you plan to deliver gifts or welcome notes to their rooms. Hold your hen and stag parties. 2 weeks to go Write out your placecards or send them to be printed. Type up a list of must - take shots for your photographer. Confirm timings with all your key wedding suppliers, including photographer, florist, cake maker and band/DJ. Plan your honeymoon wardrobe. Remind your fiancé to have a haircut. 1 week to go Organise all stationery, favours, table decorations & presents into boxes/bags per table, ready to drop off at the hotel Organise an emergency wedding kit, containing makeup and a repair kit, so you can be ready for any minor hiccups throughout the day Have a final hair and make - up practice. Arrange for the cake to be delivered to the hotel. Double - check your outfit and accessories. Make sure the best ma on time after the wedding. Wear in your wedding shoes around the house. The day before Have a manicure and pedicure. Have your honeymoon luggage sen t to your first - night hotel. Eat a light meal, take a bath with lots of bubbles, have an early night – and try to relax. On the Day Have a good breakfast. Relax and enjoy your day! 1 6 Terms and Conditions for Weddings 1. Confirmation a) Bookings will be treated as provisional until the signed contract (the c onfirmation) is returned by the client, which should be within 14 days of the original booking. b) All bookings must be confirmed in writing and signed by the client, preferably by fax or letter. 2. Cancellations a) Should you have to cancel your booking a charge will be made, calculated as a percentage of the total booking value, according to the scale highlighted below. Cancellation Period Any Cancellation Loss of Deposit Between 6 - 4 Months prior to the event 50% of Booking Value excluding bedrooms including the deposits 3 months or less 100% of Booking Value excluding bedrooms including deposits b) All cancellations must be confirmed in writing by the client. c) The Hotel reserves the right to set a minimum nu mber to be charged for an event as specified. 3. Deposits & Payments a) Hawkwell House Hotel requires payment of a non - refundable deposit to secure your booking. The amount of which will be determined by the Hotel. Shou ld the client fail to pay such deposit within 14 days of being requested to do so, the Hotel may treat the booking as having been cancelled by the client. b) In all circumstances 50% of the final balance is due 3 months prior to the event date. c) Final balance is required 6 weeks prior to the event date, any reduction in numbers after final payment is made is non - refundable. d) An optional 2.5% service charge will be applied to the final bill. This will be distributed amongst the service staff. e) Final accounts must be settled before leaving the Hotel, or in the case of approved Credit Account guests previously agreed by the Hotel operating company, within 14 days net of the invoice date. f) Any payments made as a deposit toward or settlement of an invoic e via American Express or Credit Card will be subject to a 2% surcharge to assist with the heavy costs the hotel incurs for these transaction types. g) There are no charges for payments by debit card. 4. Damage The Client is responsible to Hawkwell House Hotel for any damage caused to the allocated rooms or the furnishings, utensils and e quipment therein or to the Hotel generally by any act, default or neglec t of the client, subcontractor, employee or guests of the client and shall pay to Hawkwell House Ho tel the amount required to make good or remedy any such damage. 5. Corkage No wines or Spirits may be brought into the allocated rooms by clients or guests for consumption on the premises unless prior written consent of Hawkwell House Hotel has been obtai ned and for which a charge will be made. This includes the use of miniature bottles for favours or table decorations and raffle prizes. 1 7 6. Postponements Any postponements of confirmed and contracted business will be considered as a cancellation in accordance with condition 2 above. 7. Non - Arrival Charges/ Early Departures Bedrooms reserved in conjunction with functions are regarded as being guaranteed bookings and in the event of non - arrival a charge hill be levied on ehe cliene for one nighe’s accommodation and breakfast, unless notified at least 24hrs before 15.00 on day of arrival, otherwise the remainder of the reservation will then be cancelled and appropriate cancellations charges will be levied. Similarly Hawkwell House Hotel reserves th e right to charge for early departures as above. Early check in and late departures charges apply. 8. Agents Should the client contract with the Hotel through an agent, they act in that capacity for the customer, and not Hawkwell House Hotel. The c lient therefore accepts full responsibility for payment of the Hotel ’s Accoune. 9. Access and Finishing Times Functions are required to finish at the time agreed when the booking is made. Extensions to this time may not be possible unless previously agreed wit h the Hotel Manager. Access into a function or conference room is allowed no earlier than one hour before the starting time of an event or conference unless previously agreed. 10. P rice Variations In the event of circumstances beyond Hawkwell House Hotel ’s conerol (i.e. increase in ehe seandard rate of VAT). Hawkwell House Hotel reserve the right to vary the prices quoted to an extent which reflects such change in circumstance. 11. Health and Safety All clients running or organising a conference or banquet at Hawkwell House Hotel are responsible for, and must ensure full compliance with, the Hotel s health and safety policy, a copy of which is available on request. 12. Licensing and Statutory Regulat ions Hotel s are required to comply with the regulations regarding Fire Precautions Act 1971 and London Government Act 1963 relating to music, dancing and entertainment covering all functions held in the Hotel . Clients shall maintain free access to fire e xits at all times. The provisions of the Licensing Act 1964 (as amended) must be observed by the clients in England. 13. Guests Clothing and Personal Property Hawkwell House Hotel does not accept any responsibility for the property of clients or their guests. Cloakrooms are provided for the convenience of clients and guests but any goods deposited in the cloakrooms or left unattended on Hotel aremises are deaosieed ae ohner’s risk and hiehoue any liabiliey on the part of Hawkwell House Hotel . Insurers can be recommended to cover any function. 1 8 14. Equipment Storage The Hotel will assist Clients, where reasonably possible, with the storage of equipment etc, Hawkwell House Hotel does not accept any liability for loss or damage of to any item of equipment, furniture, stock or the like. Any conference resources or correspondence delivered to the Hotel must be delivered no earlier than 1 day prior to the event. If the resources are received by the Hotel more than one day prior a st orage fee may be charged. 15. Professional Bodies and Performing Rights Hawkwell House Hotel reserve the right to object to the employment by clients and guests of any photographer, toast master, band, musician or other person in connection with any functions and will without obligation be pleased to give clients and guests the benefit of their a dvice to recommendations in this connection. It shall be the responsibility of the client to ensure that were applicable, performing Rights Society forms and Phonographic Performance Limited forms are completed by any band or musicians employed by the cli ent. 16. Third Party Personal Insurance Clients may like to consider taking out an insurance policy to cover cancellations, damage, third party liability and other eventualities beyond their control. 17. General Liability a) Subject to condition 19 Hawk well House Hotel shall not be liable, whether in contract, tort or otherwise for any indirect, consequential or economic losses or loss of profits howsoever arising (including negligence). b) In no event will Hawkwell House Hotel ’s liabiliey for any loss or damage in contract or tort (including negligence) or howsoever otherwise, exceed the total amount paid by the client for the function. c) Hawkwell House Hotel does not hereby exclude or restrict its liability in respect of death or personal injury resulting f rom its negligence. d) Hawkwell House Hotel shall not be liable for any breach of the terms and conditions or delay or failure in providing its services as a result of causes beyond its reasonable control including but not limited to fire, floods, strikes, em bargoes, delays in transportation, failure of services or inability to obtain necessary information or regulations of any authority. 18. Assignment This contract shall not be assignable by the client, but may be assigned by Hawkwell House Hotel . 19. Governing Law This contract shall be governed by and construed in all respects in accordance with the laws of England and this and this contract does not affect any rights which the client may have under the Hotel Properties Act 1956 where that act applie s. 20. Time of the Essence For all time scales imposed by these conditions time shall be of the essence. 21. Alterations It is Hawkwell House Hotel ’s aim eo arovide ehe cliene hieh ehe service ehey have requeseed for eheir function, but in the unlikely event that Hawkwell House Hotel for any reason need to change any aspect of the function (i ncluding the function room) they reserve the right to do so at any time. Hawkwell House Hotel will notify the client immediately if this happens and will use their reasonable endeavours to provide alterations to an equal or higher standard. 19