Terms of service

DENTON RESERVE
Terms & Conditions of Hire
These Terms & Conditions apply to all bookings at Denton Reserve, including but not limited to weddings, private celebrations, corporate events, house hire, location shoots and commercial filming.
By paying the deposit, the Client confirms that they have read, understood and accepted these Terms & Conditions in full.
1. Definitions

  • Venue means Denton Reserve, Denton, Ilkley LS29 0HH.
  • Client means the individual, company or organisation making the booking.
  • Event means the wedding, event, stay, shoot or hire detailed in the Booking Pro Forma.
  • Event Date means the start date of the booking.
  • Booking Pro Forma means the document confirming the agreed hire, guest numbers, fees and inclusions.
  • Total Booking Value means the agreed venue hire, accommodation and minimum catering spend excluding discretionary purchases.
  • Damage Deposit means the refundable security deposit of £2,000.

2. Provisional Bookings & Confirmation
2.1 A provisional date may be held for five (5) days.
2.2 The booking becomes confirmed only when:

  • These Terms & Conditions have been accepted; and
  • The required deposit has been received in cleared funds.

2.3 Denton Reserve reserves the right to release any unconfirmed date after the provisional period expires.
2.4 Denton Reserve reserves the right, in exceptional circumstances, to withdraw or release a provisional booking prior to the expiry of the five (5) day holding period.
Such circumstances may include, but are not limited to:

  • Receipt of a confirmed booking request for the same date;
  • Operational requirements;
  • Administrative error; or
  • Where the provisional hold was made without sufficient booking information.

Where reasonably practicable, Denton Reserve will notify the Client before releasing the provisional date.
A provisional booking does not constitute a confirmed contract until the deposit has been received in cleared funds and written confirmation has been issued.
3. Deposits & Payment Terms
3.1 Deposits
The following non-refundable deposits apply:

  • Weddings: £6,500
  • Corporate events, private events, house hire and shoots: £2,500

If the Total Booking Value is less than the applicable deposit amount, the full balance is payable at the time of booking.
Deposits form part of the Total Booking Value.
3.2 Payment Schedule
Unless otherwise agreed in writing, the following payment schedule applies:
Weddings

  • Deposit: Due within five (5) days of confirmation
  • 50% of the remaining balance: Due six (6) months prior to the Event Date
  • Final remaining balance: Due twelve (12) weeks prior to the Event Date

All Other Bookings (Corporate, Private Events, House Hire, Shoots)

  • Deposit: Due within five (5) days of confirmation
  • Full remaining balance: Due twelve (12) weeks prior to the Event Date

Bookings made within twelve (12) weeks of the Event Date must be paid in full at the time of booking.
Incidental or additional costs incurred during or following the Event shall be invoiced and payable in accordance with Clause 3.3.
Failure to meet payment deadlines constitutes a material breach of contract and may result in cancellation by Denton Reserve.
3.3 Supplementary Charges
3.31 Denton Reserve reserves the right to issue a supplementary invoice following the Event for additional costs including but not limited to:

  • Additional drinks or catering
  • Extended hours
  • Additional staffing
  • Cleaning
  • Repairs
  • Unnotified dietary requirements
  • Damage exceeding the Damage Deposit

3.32 Supplementary invoices are payable within seven (7) days of issue.
3.33 Late payments may incur statutory interest.
3.34 A discretionary service charge of 12.5% applies to events, weddings, and services provided. This charge will be added to your final bill after the event.
3.4 VAT
For private consumer bookings (B2C), all prices quoted are inclusive of VAT unless expressly stated otherwise.
For corporate, business or commercial bookings (B2B), all prices quoted are exclusive of VAT and VAT shall be added at the prevailing rate at the time of invoicing.
If a booking is made in the name of a company, business, partnership or commercial entity, it shall be treated as a B2B booking for VAT purposes.
If the applicable rate of VAT changes between the date of booking and the date of payment, the Client shall be liable for the adjusted amount.
4. Guest Numbers
4.1 Minimum and maximum guest numbers are confirmed in the Booking Pro Forma.
4.2 Numbers below the agreed minimum remain fully chargeable.
4.3 Final Guest Numbers & Dietary Requirements:
Weddings
Final guest numbers and all dietary requirements must be confirmed no later than eight (8) weeks prior to the Event Date.
All Other Bookings (Corporate, Private Events, House Hire, Shoots)
Final guest numbers and all dietary requirements must be confirmed no later than four (4) weeks prior to the Event Date.
4.4 Once confirmed, guest numbers may not be reduced and minimum spend requirements remain fully chargeable.
5. Damage Deposit
5.1 A refundable Damage Deposit of £2,000 is payable no later than fourteen (14) days prior to the Event Date.
5.2 The Damage Deposit covers:

  • Damage to the Venue, fixtures, fittings or equipment
  • Excessive cleaning
  • Unauthorised supplier activity
  • Furniture movement without prior approval
  • Remedial works or unscheduled staff call-outs

5.3 Following post-event inspection:

  • Any deductions will be itemised
  • The remaining balance will be refunded within ten (10) working days

5.4 If damage exceeds £2,000, the Client remains liable for the full cost of repair or replacement.
5.5 The Damage Deposit is separate from the booking fee and is not a pre-payment for services.
6. Client Responsibility & Conduct
6.1 The Client is responsible for the conduct of guests and suppliers.
6.2 The Venue reserves the right to terminate an Event without refund in cases of:

  • Unsafe behaviour
  • Illegal activity
  • Serious breach of these Terms

6.3 The Client agrees to indemnify Denton Reserve against claims arising from guest or supplier conduct.
7. Insurance
7.1 Wedding insurance is mandatory and must include cancellation cover and public liability insurance of no less than £2 million.
7.2 Corporate events and commercial bookings must hold appropriate public liability insurance.
7.3 All external suppliers must hold public liability insurance of at least £5 million and provide relevant documentation at least six (6) weeks prior to the Event.
Failure to provide documentation may result in refusal of access.
8. Catering & Drinks
8.1 All catering and bar services are provided exclusively by Denton Reserve unless agreed in writing.
8.2 Corkage is not permitted without prior written agreement.
8.3 Dietary requirements must be confirmed eight (8) (weddings) or four (4) (other events and hires) weeks prior to the Event.  No changes can be accommodated after this date.
8.4 Whilst every precaution is taken, allergen-free environments cannot be guaranteed.
9. Music, Noise & Licensing
9.1 Entertainment must cease by 1:00am unless otherwise agreed in writing.
9.2 Sound levels must not exceed 92 decibels.
9.3 Denton Reserve reserves the right to stop music immediately if licensing or safety conditions are breached.
9.4 Alcohol service to non-resident guests is not permitted after 1:00am.
10. Accommodation (Where Applicable)
10.1 Bedrooms are available from 15:00 on the day of arrival and must be vacated by 11:00 on departure.
10.2 Maximum occupancy is two adults per bedroom unless otherwise agreed.
11. Preservation of the Venue
Due to the listed status of the property:

  • No items may be affixed to walls or ceilings without prior written approval.
  • Fireworks, lanterns, smoke machines and confetti cannons are prohibited.
  • Candles must be enclosed and non-drip.
  • Drones require written approval.
  • Pets require prior approval (assistance dogs exempt).

Vehicles are parked at the owner’s risk.
12. Cancellation by the Client
12.1 All cancellations must be made in writing.
12.2 Denton Reserve will make reasonable efforts to re-let the Event Date.
12.3 If the Event Date is successfully re-let, a pro-rata refund will be issued minus a £100 + VAT administration fee.
12.4 If the Event Date cannot be re-let, all payments made remain non-refundable and any outstanding balance remains payable.
12.5 The Damage Deposit will be refunded in full in the event of cancellation.
Clients are strongly advised to obtain cancellation insurance.
13. Date Changes & Rearrangement
13.1 Requests to change or postpone an Event Date must be made in writing.
13.2 Date changes are at the sole discretion of Denton Reserve and subject to availability.
13.3 Approved date changes are subject to the following Rearrangement Fees:
Weddings

  • Within 3 months: £500
  • Within 12 months: £750
  • Over 12 months: £1,000 (subject to price increases)

Other Bookings

  • Within 3 months: £100
  • Within 12 months: £300
  • Over 12 months: £500 (subject to price increases)

13.4 Where a new date is agreed:

  • All payments made will transfer to the new date.
  • The Total Booking Value must not reduce from the original contracted value.
  • Seasonal or price increases may apply.
  • Any increased balance must be paid within fourteen (14) days of confirmation.

13.5 A booking may only be postponed once.
13.6 If no alternative date is agreed within thirty (30) days, the booking will be treated as cancelled under Clause 12.
14. Cancellation by Denton Reserve
Denton Reserve may cancel a booking if:

  • Payment terms are breached;
  • The Event is unlawful or unsafe;
  • There is a material breach of these Terms.

If Denton Reserve cancels for reasons not attributable to the Client, a full refund of monies paid will be issued.
15. Activity & Facility Use 
(Sauna, Wild Swimming, Walking Trails & Other Activities)
15.1. Acceptance of Risk
15.11 By accessing Denton Reserve (“the Reserve”) and participating in any activities, guests acknowledge that outdoor and wellness activities take place in a natural environment and carry inherent and foreseeable risks.
15.12 Activities including, but not limited to, sauna use, wild swimming, walking trails, woodland exploration, wildlife observation and other extracurricular activities are undertaken voluntarily and at the participant’s own risk.
15.13 By making a booking and/or entering the Reserve, guests confirm that they understand and voluntarily accept the inherent risks associated with such activities.
15.14 Denton Reserve shall not be liable for injury, loss or damage arising from the inherent risks of these activities or from a guest’s failure to exercise reasonable care, except where such injury or loss is caused by Denton Reserve’s negligence or where liability cannot lawfully be excluded.
15.15 Denton Reserve takes reasonable care to maintain the premises and facilities in a safe condition; however, guests acknowledge that natural outdoor environments and wellness activities cannot be made entirely risk free.  
 
15.2. General Liability
15.21 Denton Reserve, its owners, directors, employees, contractors and agents shall not be liable for:

  • Injury, loss or damage arising from participation in activities on the Reserve
  • Loss, theft or damage to personal property
  • Natural hazards including uneven terrain, falling branches, wildlife, insects, mud, ice, water conditions or weather changes
  • Temporary closures or restrictions due to safety or environmental conditions

15.22 Nothing in these Terms excludes or limits liability for:

  • Death or personal injury caused by negligence
  • Fraud or fraudulent misrepresentation
  • Any liability which cannot lawfully be excluded under UK law

 
15.3. Sauna Use
15.31 Sauna use is voluntary and guests use the sauna at their own risk.
15.32 Guests must not use the sauna if they:

  • Are pregnant (unless medically approved)
  • Have heart conditions or cardiovascular issues
  • Are under the influence of alcohol or drugs
  • Have medical conditions that may be aggravated by heat exposure

15.33 Guests are responsible for:

  • Hydrating appropriately
  • Limiting time spent in the sauna
  • Supervising any minors in their care

15.34 Denton Reserve accepts no liability for illness, injury, dehydration, fainting, burns or medical events arising from sauna use except where caused by negligence.
 
15.4 Wild Swimming
15.41 Wild swimming is unsupervised unless expressly stated otherwise.
15.42 Guests acknowledge that open water swimming carries inherent risks including but not limited to:
• Cold water shock
 • Hidden underwater hazards
 • Variable depths
 • Slippery or uneven entry and exit points
 • Waterborne organisms
 • Changing weather conditions
15.43 Guests must:
• Only swim in designated areas and at times specified by Denton Reserve
 • Assess water conditions before entering
 • Never swim alone
 • Ensure minors are directly supervised at all times
15.44 Guests acknowledge that no lifeguard or medical supervision is provided unless expressly stated.
15.45 Swimming is undertaken entirely at the swimmer’s own risk.
15.46 Denton Reserve accepts no liability for injury, loss or damage arising from swimming or use of natural water features except where caused by Denton Reserve’s negligence.
 
15.5. Walking Trails & Woodland Areas
15.51 The Reserve includes natural and uneven terrain.
15.52 Hazards may include:

  • Mud, tree roots, loose stones
  • Fallen branches
  • Livestock or wildlife
  • Ticks and insects
  • Seasonal flooding or ice

15.53 Guests are responsible for:

  • Wearing appropriate footwear
  • Staying on marked trails where provided
  • Supervising children

15.54 Denton Reserve shall not be liable for injury arising from natural conditions except where caused by negligence.
 
15.6 Other Activities & Events
15.61 Participation in workshops, retreats, guided walks, fitness sessions or other organised activities is voluntary.
15.62 Guests confirm they are medically fit to participate.
15.63 Denton Reserve is not liable for injuries arising from failure to follow instructions given by staff or facilitators.
 
15.7. Personal Responsibility
15.71 Guests are responsible for their own health, safety and conduct.
15.72 Guests agree to:

  • Follow all signage and safety guidance
  • Act responsibly and with consideration for others
  • Cease activities if they feel unwell or unsafe

15.73 Denton Reserve reserves the right to remove any guest acting in an unsafe or inappropriate manner.
 
15.8 Minors
15.81 Parents or guardians are fully responsible for minors at all times.
15.82 Certain activities may be restricted by age.
 
15.9 Medical Conditions
Guests confirm that they:

  • Have disclosed any relevant medical conditions where required
  • Are physically fit to participate
  • Understand that Denton Reserve does not provide medical supervision

15.10 Indemnity
Guests agree to indemnify Denton Reserve against claims arising from:

  • Their own negligent or reckless conduct
  • Failure to supervise minors
  • Breach of these Terms

 
16. Events Outside Our Control (Force Majeure)
16.1 Neither party shall be liable for any failure or delay in performing its obligations under this agreement where such failure or delay is caused by events, circumstances or causes beyond its reasonable control which prevent, hinder or materially affect the performance of its obligations (“Force Majeure Event”).
16.2 A Force Majeure Event includes, but is not limited to: acts of God, flood, fire, earthquake or other natural disaster; epidemic or pandemic; war, threat of or preparation for war; terrorism, civil commotion or riots; imposition of sanctions or embargo; any law or action taken by a government or public authority (including restrictions on gatherings or venue closures); collapse of buildings, fire, explosion or accident; interruption or failure of utility services (including electricity, gas, water or telecommunications); industrial disputes or strikes; or failure of key suppliers or subcontractors.
16.3  For the avoidance of doubt, transport disruption (including rail strikes, flight cancellations, traffic delays or road closures) shall not constitute a Force Majeure Event where the event can still reasonably proceed, and is legally permitted to do so  including where the Client, guests, or suppliers are able to attend through alternative arrangements, reasonable rerouting, or adjusted timings.
16.4 Where the Client or their guests are travelling from outside the United Kingdom, the inability or unwillingness to travel shall not, of itself, constitute a Force Majeure Event.
16.5 A Force Majeure Event shall only arise in relation to international travel where:

  • Travel to or entry into the United Kingdom is prohibited or made unlawful by the UK Government or the government of the Client’s country of residence; or
  • The Foreign, Commonwealth & Development Office (FCDO), or an equivalent official authority, issues advice against all travel or all but essential travel to the United Kingdom.

16.6 For the avoidance of doubt, the following shall not constitute a Force Majeure Event where travel remains legally permitted:

  • Changes in personal circumstances or willingness to travel;
  • General safety concerns or perceived risk;
  • Increased travel costs, delays, or cancellations of transport services.

In such circumstances, the booking shall remain subject to the standard cancellation terms of this agreement.
16.7 Notification and Mitigation
The affected party shall:

  1. Notify the other party as soon as reasonably practicable of the Force Majeure Event and its expected duration; and
  2. Use all reasonable endeavours to mitigate the effect of the Force Majeure Event.

16.8 Effect of Force Majeure
Where a Force Majeure Event occurs:

  • The affected obligations shall be suspended for the duration of the Force Majeure Event;
  • Denton Reserve will work with the client to find an alternative suitable date.  
  • Shall a suitable date not be agreed then Denton Reserve will cancel the booking and costs will be refunded, less any reasonable and non-recoverable costs actually incurred.
  1.  Event-Specific Provisions

In the case of weddings and other event bookings:

  • Denton Reserve shall use reasonable endeavours to offer an alternative date within 12 months of the original booking;
  • Payments made shall be transferable to the rescheduled date;
  • If no mutually acceptable alternative date can be agreed, Denton Reserve will retain any non-recoverable costs already incurred, and shall refund any remaining balance within a reasonable period;
  • Deposits shall be non-refundable subject to covering reasonable and non-recoverable losses incurred if the Client chooses not to rebook

16.10 Denton Reserve may, at its discretion, offer a postponement or partial credit in circumstances where a Force Majeure Event does not strictly apply but where it considers it reasonable to do so.  This offer is discretionary and not binding.
16.11 Nothing in this clause shall affect the Client’s statutory rights under the Consumer Rights Act 2015.
17. Limitation of Liability
Nothing limits liability for death or personal injury caused by negligence.
Subject to this, Denton Reserve’s total liability shall not exceed the total amount paid by the Client.
Denton Reserve shall not be liable for indirect or consequential losses.
18. Data & Image Use
Images may only be used for promotional purposes with prior written consent.
Commercial filming requires separate written agreement.
19. Entire Agreement
These Terms constitute the entire agreement between the parties and supersede all prior discussions.
20. Governing Law
This Agreement is governed by the laws of England and Wales and subject to the exclusive jurisdiction of the courts of England and Wales.