Secretaries Booking Guidelines

1. Menu and estimated numbers must be communicated to Saxon Hall a minimum of 14 days before the meeting. Please use the booking form provided, and enclose a copy of your summons.

2. For any meetings that are likely to exceed your normal attendance, please inform the office with at least three months notice prior to the meeting, so that suitable room allocations can be put in place.

3. Final dining numbers must be confirmed no later than 24 hours in advance. Any alternative meal requirements must also be stated at this time via telephone or e mail. Should final numbers not be received we will assume estimated numbers are correct.

4. Table plans should also be submitted with 24 hours notice with all dietary requirements clearly marked, this will assist the waiting staff when serving you. Please do not use your table plan as a method of ordering your dietary needs.

5. Once final numbers have been received, should numbers reduce on the day we will allow:

One diner not charged for when dining with less than 20 and two diners not charged for when over 20 are dining

After that one diner for every complete 25 diners

Numbers reducing by more than these tolerance levels will be charged at the full rate.

6. Should dining numbers increase within the 24 hour window please advise us as soon as possible. We will do our upmost to provide meals for extra guests but can not guarantee that they will be exactly as ordered.

7. Dining times will be allocated on a first booked basis. Should the next lodge to book choose the same time they will be offered a sit down time 15 minutes before or after their requested time.

8. The only person we will accept instructions from for ordering or changing meals is the lodge secretary, this includes changes on the day. All staff will be instructed to refer all requests for changes to the secretary as they often incur additional charges.

9. Any meal changes in the last six hours will be charged as an extra to the number booked.

10. Missing information (numbers, timings etc). Any voids will be filled by first looking at historical data from previous events or by using our best ‘educated guess' we apologise in advance if we do not guess correctly!

11. Should your meeting overrun we may have to re-arrange your dining time, this may involve going to the back of the queue.