By successfully booking the provision of products and services at The King’s Head by any means, you agree to accept these Terms and Conditions.

1. Booking Confirmation

• A booking will only be confirmed once we receive full or partial payment, as specified at the time of booking.
• Upon receipt of payment, you will receive a confirmation email or booking reference number. Please retain this for your records.

2. Payment Terms

• Full payment or a deposit must be made at the time of booking, as stated in the booking information.
• Deposits are non-refundable
• Payment can be made via debit & credit cards
• The remaining balance (if any) is due by 7 days before your booking, failure to pay may result in cancellation.
• Card payments are made via a secure server. We do not store your card or financial details and have no access to it. Your personal details are never passed to any third party

3. Cancellations and Refunds

• Cancellations by the Customer:
  • Cancellations made 48 hours before the scheduled date will be fully refunded except the deposit amount.
  • No refund will be provided for cancellations made within 48 hours of the booking date.
• Cancellations by the Company:
  • We reserve the right to cancel any booking due to unforeseen circumstances (e.g., natural disasters, government restrictions). In such cases, a full refund or alternative dates will be offered.

4. Changes to Bookings

• By the Customer:
  • Any changes to the booking (e.g., date, time, or number of participants) must be requested in writing and are subject to availability.
  • A change fee may apply (eg. deposit or payment in full).
• By the Company:
  • We reserve the right to make necessary changes to the booking details and will notify the customer as soon as possible.

5. Force Majeure

• We shall not be held liable for any failure to fulfill the booking due to events beyond our control (e.g., war, natural disasters, pandemics, government restrictions, supplier and subcontractor failures).

6. Customer Obligations

• Customers must comply with all instructions, safety guidelines, and rules provided by The Chiltern Brewery Co Ltd. (The King’s Head)
• We may send you a pre-order email giving information on a selection of products and services by which you are required to pre-order.
• If you fail to provide us with your pre-order by the deadline, we reserve the right to cancel your booking.
• Any damages caused by a customer during the booking will be the customer’s responsibility, and they may be liable for repair or replacement costs.

7. Short Notice Bookings

• We may ask you to preorder at the time of the submission of the booking and you may need to pay deposit or payment in full, at the time of the submission of the booking. Our acceptance of short notice bookings is conditional upon the satisfaction of above and at the discretion of the manager.

8. Special Requests

• Any special requests (e.g., dietary, accessibility, etc.) must be communicated at the time of booking. While we will do our best to accommodate requests, we cannot guarantee fulfillment.

9. No Shows

• If you and your guests fail to attend the booking within the 20 minutes after your booking time is due to start, we will record that failure to attend as a no show, and your booking is cancelled.
• If you are recorded as a no show, any monies you will have paid will be forfeited or a charge will occur based on your booking type.

10. Data Protection

• We take your privacy seriously. Your personal data will be used only for the purposes of managing your booking and providing the services. For more information, please refer to our Privacy Policy.

11. Governing Law

• These terms and conditions shall be governed by and interpreted in accordance with the laws of the United Kingdom.

12. DINING ROOM AND FUNCTIONS

Dietary requirements Please note below any dietary requirements for your group. Guests with allergies: whilst we have kitchen protocols in place to address the risk of cross-contamination of allergens, kitchens are busy environments therefore we cannot guarantee their total absence in our dishes, especially nuts, sesame and gluten. If you are concerned and have severe allergies, please contact us beforehand, we will do our best to accommodate your request.

12A. AVAILABILITY

The Dining Room is available for Drinks Receptions, Private Dining, Celebrations & Wedding Receptions. The Room is available to hire Wednesday to Sunday between the hours of 12pm and 11pm.

12B. ROOM HIRE CHARGES AND DEPOSIT

Deposit – a deposit of £150 required to secure the booking for half a day (5 hours maximum); a deposit of £300 required to secure the booking for the full day. Room Hire only – £150 flat rate for maximum of 5 hours; £300 for the full day. Drinks Only reception – £700 minimum spend required paid in full at least one week before the event. Catered reception – £700 minimum spend required on food paid in full at least one week before the event. Receptions that do not reach the £700 minimum spend will have their deposit considered as room hire charge.

Prices for The Dining Room are inclusive of VAT

12C. CAPACITIES

Sharing-style seating 22

Buffet 50

Drinks reception 50

Room only 50 standing plus some seating

12D. HIRING THE DINING ROOM

We are not licenced for wedding ceremonies. National Trust guidelines prevent the use of candles and any other open flame/fire anywhere on The King’s Head site. We ask that no confetti, table confetti or table sprinkles are used on site.

Access to the Dining Room for decorating can be arranged by prior agreement – dependent on the day and amount of time required a surcharge may be required. Due to the historic nature of the building we are unable to permit any items being stuck, glued or pinned to the walls. Please let us know in advance if you would like to bring other items to furnish the tables. Flowers, table decorations and weighted balloons are permitted.

By prior agreement, celebration cakes (eg. wedding / birthday / christening cakes) may be allowed to be brought to the Dining Room to be served to your guests.

Quiet background music is permitted in the Dining Room by prior agreement. We do not have facilities for playing music in the Dining Room but customers can bring their own small portable music device that does not require an electrical outlet.

12E. BOOKING & PAYMENT PROCEDURE

All booking enquiries are only provisional until payment of the deposit has been made. Once details of the booking enquiry have been discussed, a payment schedule will be generated providing a breakdown of costs. Total costs are to be paid in full at least one week before the event. Payment can be made by BACS, by cash or card in The Farmers’ Bar or via the booking system. We do not accept cheques.

12F. CHANGES & CANCELLATIONS

Cancellation of the booking over 48 hours will receive 50% refund of monies paid. Cancellation within 48 hours of the event taking place will forfeit all monies paid. Should there be a reduction in numbers of participants, the above terms will apply.

12G. REFRESHMENTS & CATERING

For drinks we can arrange a bottle bar with your chosen selection of beers, ciders, wines, fizz and soft drinks, please ask for our latest drink menus. Arrangements can also be made for any available Chiltern Brewery beers in mini pins, pins or firkins to be made available. Please ask us if you would like to know more.

Our catering menus range from buffets to 3-course set menus etc. and we will be happy to discuss special dietary requirements.

Guests with allergies – whilst we have kitchen protocols in place to address the risk of cross-contamination of allergens, kitchens are busy environments therefore we cannot guarantee their total absence in our dishes, especially nuts, sesame and gluten. If you are concerned and have severe allergies, please contact us beforehand to discuss whether we could accommodate your request.

12H. CUSTOMER OBLIGATIONS

The customer responsible for organising the booking of the Dining Room is responsible for informing all participants of the customer obligations below.

Only refreshments and catering purchased at The King’s Head can be consumed in the Dining Room with the exception of a corkage charge which has been pre-agreed with us.

Outside food and drinks are not permitted to be consumed in the Dining Room, except celebration cakes by prior agreement. If guests wish to go offsite to purchase food and drink they are welcome to do so but these are not to be brought back to be consumed on The King’s Head premises.

Facilities are only for the use of guests included in the booking. Guests are responsible for the protection and security of any valuables or other personal possessions brought onsite.

With alcohol being made readily available in the Dining Room, customers opting for a bottle bar must ensure that any invited guests under the age of 18 years are not served any alcohol.

Any special requests should be made at the earliest opportunity. We endeavour to meet all reasonable requirements but cannot guarantee that special requests will be fulfilled.

12I. ACCESS & PARKING

The Dining Room is located on the ground floor and provides easy access to the courtyard area and bar. As we are based in the historic heart of Aylesbury town centre there is no parking on site however there are several car parking options within walking distance.

12J. FIRE SAFETY

On hearing the fire alarm customers should remain calm and leave the building by the nearest exit. Customers should report to the Assembly Point which is the War Memorial at the top of Market Square. Customers are to stay at this point until the Fire Brigade arrives and should not re-enter the building unless they are authorised to do so.

12K. DATA PROTECTION

We have measures in place to protect the personal data held by us. Personal data collected from customers will only be used in order to fulfil our obligations including the administration of your booking unless otherwise stated or permission granted during your booking. We never pass your information to 3rd parties.

13. GATEHOUSE CHAMBER BOOKINGS AND FUNCTIONS

13A. AVAILABILITY

The Gatehouse Chamber is available for business meetings, training and other professional events. The Chamber is available to hire Wednesday to Sunday between the hours of 10am and 10pm.

13B. CHARGES

The charges are per hour: £25
Any 5 hour period: £115
Full day: £215
Prices shown are exclusive of VAT

13C. CAPACITIES & ROOM ARRANGEMENT

Boardroom-style 16 people
Theatre-style 30 people
Standing 35 people

13D. HIRING THE GATEHOUSE CHAMBER

The published rates are exclusive of VAT and include Wi-Fi access, wireless projector and screen, flip chart, white board markers. Customers are reminded to consider any set up time (including IT equipment) that might be needed prior to their meeting and ensure this time is factored in and included when specifying required start and finish times when booking the Chamber. For example, should your meeting start at 10am but you require 45 mins to set up and test your IT equipment, the room should be booked for 9.15am.

13E. BOOKING & PAYMENT PROCEDURE

All booking enquiries are only provisional until payment of the hire charge has been made. Once details of the booking enquiry have been discussed, a payment schedule will be generated providing a breakdown of costs including hire, refreshments etc. Total costs are to be paid in full at least one week before the event. Payment can be made by BACS, by cash or card in The Farmers’ Bar. We do not accept cheques. Once payment has been received a member of our team will email to confirm your booking.

13F. CHANGES & CANCELLATIONS

Cancellation of the booking over 48 hours will receive 50% refund of monies paid. Cancellation within 48hours of the event taking place will forfeit all monies paid. Should there be a reduction in numbers of participants, the above terms will apply.

13G. IT REQUIREMENTS

Instructions for connecting laptops / devices (iOS, Windows, Mac) to our Epson projector are provided on arrival at The King’s Head to enable IT set up where needed. This can be made available sooner if needed. Please inform us in advance of the computer you intend to use to ensure it is compatible with the projector.

13H. REFRESHMENTS & CATERING

A cup of complimentary tea or coffee is offered upon arrival. Please pre-order this when making your booking. Further cups are available priced at £2.50 per cup for tea and £2.50 per cup for coffee. These can be ordered during the course of your meeting and will be added to your final bill. If you wish to choose from our Pub menu, tables can be booked in advance in the Farmers’ Bar for lunch or dinner, in accordance with our food service times. Please refer to our current menu.

We can offer buffet-style catering in the Chamber to be served at your specified time. A bottle bar or selection of bar drinks can also be pre-ordered. Please speak to us about your requirements. Guests with allergies – whilst we have kitchen protocols in place to address the risk of cross-contamination of allergens, kitchens are busy environments therefore we cannot guarantee their total absence in our dishes, especially nuts and sesame.

If you are concerned and have severe allergies, please contact us beforehand to discuss whether it is safe for you to dine with us.

13I. CUSTOMER OBLIGATIONS

The customer responsible for organising the booking of the Gatehouse Chamber is responsible for informing all participants of the customer obligations below.

Only refreshments and catering purchased at The King’s Head can be consumed in the Chamber. Outside food and drinks are not permitted to be consumed in the Chamber or anywhere else on The King’s Head premises. If participants wish to go offsite to purchase food and drink they are welcome to do so but these are not to be brought back to be consumed on The King’s Head premises.

Facilities are only for the use of participants included in the booking. Appropriate measures are taken to secure the Chamber when participants leave the room for lunch or dinner, however participants are responsible for the protection and security of any valuables or other personal possessions brought onsite.

Any special requests should be made at the earliest opportunity. We endeavour to meet all reasonable requirements but cannot guarantee that special requests will be fulfilled.

13J. ACCESS & PARKING

The Gatehouse Chamber is located on the first floor with access by staircase only and therefore disabled access is not available. As we are based in the historic heart of Aylesbury town centre there is no parking onsite however there are several car parking options within walking distance.

13K. FIRE SAFETY

On hearing the fire alarm customers should remain calm, evacuate the room by the nearest exit, and once at the bottom of the appropriate stairwell, leave the building by the nearest exit. Customers should report to the Assembly Point which is the War Memorial at the top of Market Square. Customers are to stay at this point until the Fire Brigade arrives and should not re-enter the building unless they are authorised to do so.

13L. DATA PROTECTION

We have measures in place to protect the personal data held by us. Personal data collected from customers will only be used in order to fulfil our obligations including the administration of your booking.