Terms & Conditions

All private parties and functions booked at Cogs Restaurant by the “Client” shall be subject to the following:

Cogs Restaurant (“Cogs”) is the trading name of CASTLEBRIDGE HOTELS COVENTRY TRADING LIMITED.

Hotel Indigo Coventry (“The Hotel”) is the trading name of CASTLEBRIDGE HOTELS COVENTRY TRADING LIMITED.

 

MAKING A BOOKING
These terms and condition relate to non-residential function and event bookings of the restaurant facilities of Cogs Restaurant.

Bookings which include guest accommodation at the Hotel Indigo Coventry are subject to separate and additional terms and conditions.

 

CONFIRMATION AND DEPOSIT
To confirm a booking, we would require a completed third party credit card authorisation form alongside with terms and conditions form to be completed and returned.

£20.00 per person non-refundable deposit is required once the contract has been signed and returned to Cogs.

Final numbers to be confirmed 14 days prior to the event.

 

CANCELLATION POLICY
In all instances, notification of cancellation must be made in writing and will be effective on the date received by Cogs.

A deposit equal to 50% of the balance of the booking value is payable 12 weeks prior to the even.
Full payment of the balance of the booking value is due 35 days prior to the Event.

Up to 9 months prior to arrival
Reduction or cancellation of the booking 9 months prior to arrival is not subject to any cancellation charge.

Up to 6 months prior to arrival
50% cancellation fee equal to the total booking value.

Up to 3 months prior to arrival
60% cancellation fee equal to the total booking value.

Up to 1 month prior to arrival
Full cancellation fee equal to the total booking value.

 

CANCELLATION BY THE COGS
Cogs may cancel the bookings under the following circumstances;

If Cogs and or the Hotel or any part of it is closed due to circumstances outside of its control which will include but not limited to:

Strikes
Other industrial actions(s)
Fire at or near the Restaurant and or Hotel
Flood at or near the Restaurant and or Hotel
Civil unrest, dispute or commotion
Act of God
Legal action against the company, not resulting from its negligence, preventing the supply of services
Electricity Cut
Loss of Water
If the Client becomes insolvent or enters into liquidation or receivership
If the Client is more than 30 days in arrears with any payment to Cogs.
If it might prejudice the reputation or cause damage to the Hotel, or Cogs.

PRICING
All pricing are inclusive of VAT

Whilst every effort is made to maintain prices, all pricing may be subject to alteration prior to your function, and current pricing will be applied to your function.

 

PAYMENT
Account facilities will only be granted to those companies that have established credit facilities in advance, and for bookings in excess of £3,000.

The Client agrees that by giving Cogs your company address and company registration number you are granting us permission to carry out a credit check.

The Client agrees to pay all Cogs charges on the due date, failing which Cogs reserves the right to add a credit charge of 8% to overdue accounts.

Any function for which advance payment is overdue by more than 7 days may be cancelled by Cogs and the cancellation fees outlined in the contract will become payable.

The company reserves the right to withhold or withdraw credit facilities at any time without notice.

 

SELECTION OF MENU AND BEVERAGES
Cogs uses OpenTable reservation and pre-booking system. This system which enables the Organiser and their guest to pre-order online and assist in the booking process. The Organisers and their guests to give their consent for Cogs to contact them and retain their email details to enable this facility.

Menu selection must be made a minimum of 14 days prior to your function.

Where the menu has not been selected within this time frame, management reserves the right to select the menu on behalf of the client.

 

TIMING OF FUNCTIONS
Start and end times must be estimated at the time of booking, and confirmed not later than 14 days prior to the function.
Departure times must be strictly adhered to. Management reserves the right to enforce closing time at any point during the night.

 

ENTERTAINMENT
Cogs reserves the right to approve all musicians, bands, DJ’s and other forms of entertainment prior to the function.
CD’s iPods and similar devices that are compatible with our sound system may be used during functions subject to Cogs approval. The sound system is to be operated by Cogs staff at all times.

 

LIABILITY
It is prohibited to attach any material/s to the walls of the function rooms by any means unless agreed by Cogs in writing prior to arrival.

Other than for death or personal injury caused by negligence, Cogs its management and staff will not be liable for any loss, damage or consequential loss to persons or property, however caused.

CASTLEBRIDGE HOTELS COVENTRY TRADING LIMITED staff will be liable to the Client and/or persons attending the function for injury to persons or loss or damage to property only where and to the extent that it has been negligent but otherwise will be under no liability to them whatsoever.

The Client will be liable for any loss or damage to Cogs and Hotel property including walls, light fittings and equipment (including items hired for their use) or injury to any person including CASTLEBRIDGE HOTELS COVENTRY TRADING LIMITED staff and shall indemnify CASTLEBRIDGE HOTELS COVENTRY TRADING LIMITED against loss or liability (Other than CASTLEBRIDGE HOTELS COVENTRY TRADING LIMITED liability in the above clause) arising from the function.

The Client must ensure that all Entertainers employed by them at any Cogs must have Liability Insurance for a minimum of £3,000,000.

The Client is not permitted to bring food and or alcohol onto the premises without the prior written permission of CASTLEBRIDGE HOTELS COVENTRY TRADING LIMITED. Where written permission has been granted, you agree to indemnify CASTLEBRIDGE HOTELS COVENTRY TRADING LIMITED and we shall remain indemnified against any and all loss, liability and damage howsoever arising in respect of such food and or l alcohol. Any food containing any of the 14 allergens available to guests requires labelling.

 

ADVERTISING
If the general public is to be admitted to the function, the client should not use Cogs and Hotel Indigo names or trademarks without its prior written permission and must show all tickets, posters and advertising material to the Restaurant for its approval in writing. In all other circumstances this information should be provided if requested by Cogs.

 

GENERAL
GDPR notice—Please note that once you make a booking with us and receive a booking confirmation your contact information and event history will be stored on our system. This will not be passed to a third party. We will use this information to view your event history and, in the event, that you make a repeat booking with us. We may occasionally send you information of new promotions or events that may be of interest to you. If you do not want your contact information to be stored on our system, please email [email protected] with ‘Opt out in the subject line and we will delete you as a customer. If you are unsatisfied with the handling of your contact information you can appeal to the data commissioner.
The windows and fire doors in function rooms are not to be used for ventilation during functions where there is musical entertainment as this compromises part of the building’s sound proofing. Guests are asked to be considerate when leaving functions and events at night.

Cogs will take all reasonable steps to fulfil the reservation to the best of its ability and in accordance with the details provided. However, it reserves the right to provide alternative services and venue at no additional costs to the client.

The Client shall not be entitled to assign the booking to any third party nor utilise the Restaurant or the Hotel’s facilities, other than for the purpose stated overleaf, without Cogs prior written approval.

Cogs reserves the right to pass on to the Client any additional costs incurred by them in respect of goods and services requested during the course of the function or caused by the Client.

Cogs reserves the right to provide alternative meeting/function room than that originally booked. Bookings will only be moved if another enquiry for the same date arises. Cogs agrees to inform the Client at the earliest opportunity if this situation arises.

Whilst Cogs has taken all reasonable steps to ensure that the information contained in its brochures, tariffs, leaflets and advertisements is accurate, it reserves the right to alter, substitute or withdraw any service, facility or amenity without notice if necessary.

No Variation of these conditions shall be effective unless in writing and signed on behalf of Cogs and the Client. This agreement shall be subject to the law of the England & Wales.