Group Contract: Terms and Conditions Payment Details • Where credit accounts have been authorized, accounts incurred under this agreement will be invoiced. Payment is due on presentation of invoice and will be paid as per our agreed terms and conditions • Please sign and return the copy of this agreement to us as confirmation of your acceptance of the offer and the terms and conditions outlined herein on or before the acceptance expiry date shown below, otherwise this offer will be withdrawn. • If group check in is required, the company must undertake to guarantee any extra’s not settled on departure. Otherwise, guests must check in individually with a valid credit card to guarantee extras. All amounts are payable to the Company in Euros • Note, all costs outlined are based on current requirement for this event. Please note that variance may occur depending on final requirements. Terms and Conditions Residential Conference Eligibility – Accommodation o The rates quoted are conditional upon a minimum of 10 paying guests arriving and departing together. o In the event of the number of paying guests falling below 10, the Company reserves the right to apply individual rack rates. Credit Application o Completed credit application forms are required at 30 days prior to the event for all customers requesting credit facilities. The hotel is under no obligation to grant credit. If credit is granted then settlement must be made in full on receipt of the appropriate invoice. Payment – Accommodation and Conference o A deposit of 20% of the total amount due is payable plus a signed contract to confirm this booking and shall be paid within 2 weeks of this contract being issued. This deposit is non refundable and non transferable o A further payment of 30% is due 4 months prior to the start date of the event. The remaining balance is required 1 month prior to the start date of the event. A credit card number is required for any extras that may be incurred during the event. o Where authorized credit has been granted, the amount due at the above stages is required. The final balance is due within 30 days of receiving the invoice. Withdrawal of Credit Facilities o Invoices not paid by the due date will give the Company, inter alia, the right, provided written notice is given to the Client, to cancel all credit facilities, thus making all placed and future reservations subject to pre-payment. o All other charges become the responsibility of the Client and must be settled on departure. o The rates quoted are exclusive and confidential to the Client and not transferable. Amendments, Cancellations and Deposits – Accommodation o Provisional bookings will only be held for 2 weeks, after which, they must be confirmed in writing and the deposit is required o There will be no charge for cancellations or amendments, made up to 4 months prior to arrival date. All such changes must be advised to the Company in writing or by fax. o Up to 20% of the confirmed number of rooms booked may be cancelled up to 2 months prior to the arrival date without penalty, (90 days if the group is more than 50 bedrooms) Rooms cancelled in excess of this 20% will be charged at 50% of the quoted accommodation rate for the duration of the period booked. o A 10% attrition factor will be allowed for the previously confirmed number of rooms cancelled between 30 and 60 days without penalty. Rooms cancelled in excess of this will be charged for at the contracted accommodation rate quoted for the duration of the period o Up to 5% of remaining confirmed rooms may be cancelled between 30 -15 days prior to arrival date without penalty. Rooms cancelled in excess of this 5% within 15 days will be charged at the full quoted accommodation charge for the duration of the period booked. Cancellation and Deposit – Conference o A booking is not confirmed until the function contract and terms and conditions have been signed and returned along with the requested deposit o In the event of cancellation of conference space the following cancellation charges will apply: o This excludes deposits and prepayments which are non refundable and non transferable - 120 days prior to arrival date – 50% of services booked - 30 days prior to arrival date – 70% of services booked - 15 days/ less to arrival date – 100% of service booked (Services booked includes, meeting room hire/day delegate rate, lunch and dinner, numbers charged for will be those as per the function contract) Cancellation by the Hotel The hotel may cancel the event: o If the hotel or any part of it is closed due to fire, dispute with employees, alteration, decoration or by order of any public authority o If the client becomes insolvent or enters into liquidation or receivership o If the client is in arrears with any payment to Dunboyne Castle Hotel & Spa Conference Conditions o Final numbers are then required one week prior to the event. These guaranteed numbers will then be the minimum charged for. Should the numbers increase the client will be charged according to the number of persons attending o The hotel reserves the right to provide an alternative meeting room suitable for the event should the number of guests attending the event differ from the original number quoted, or should, in the opinion of the hotel a more suitable room become available. This will be confirmed in advance with the client o Signage should be of a professional nature and is restricted to certain areas of the property and must be approved by the hotel in advance. Defacing or taping of materials to surfaces in the hotel is prohibited. o Damages, liability for damages to the premises will be charged accordingly. The booker of any function is held responsible for any damage to the premises by a guest or any agent acting on its behalf. The hotel will not be responsible for damage or loss of any personal property and equipment left on premises prior to or following any event o If displays, exhibits or products are to be used, arrangement for their arrival, unloading and departure must be made with the Conference Office, one working day in advance of the function. Such displays, exhibits or products are the responsibility of the conveyor. Dunboyne Castle Hotel & Spa accepts no liability whatsoever for any loss or damage caused. Such displays, exhibits or products must be removed from the conference room at the end of each day unless the room is reserved on a 24 hour basis. In such cases, the hotel, at the customer’s request will arrange to have the conference room locked o Goods or services may not be bought or sold on the premises without prior consent o No food or beverage may be served or consumed on the premises unless they are supplied by the hotel o Should the Client contract with the Hotel through an agent, the agent acts in that capacity for the customer, and not for Dunboyne Castle Hotel & Spa. The Client therefore accepts full responsibility for payment of the account for the event Variation to Contract The Company reserves the right to vary the terms and conditions of the contract at its sole discretion by giving appropriate notice in writing of such variation to the Client. Limitation of Liability The Client shall indemnify and hold harmless the Company against all third party actions or claims and costs arising from any act or omission pursuant to this agreement. o Without prejudice to the Hotel Proprietors Act 1963, the liability of the Company in contract or tort or otherwise, in connection with this agreement or any reservations made pursuant to this agreement, shall not exceed the total cost of the services and accommodation provided hereunder and in no event will the Company be liable for loss of profits, opportunity, revenue or profit by the Client and/or indirect or consequential loss whatsoever. o The Company shall be released from it’s obligations under this agreement where it fails to meet it’s obligations on account of act of God, fire, flood or subsidence, equipment failure, power failure, work stoppage or other industrial action by the Company or any third party which is, whether directly or indirectly, beyond the Company’s control. Complaints Procedure If the Client wishes to make a complaint, it should be made immediately in writing to the Company. Every effort will be made by the Company to settle a complaint made by the Client. Any dispute or difference arising between the Client and the Company as to the construction of this agreement or as to any other matter or thing arising hereunder or in connection with the services provided or agreed to be provided herein will be referred to the decision of a single arbitrator appointed by agreement between the parties, failing such arrangement, appointed by the President for the time being of the Law Society of Ireland. The Arbitration Acts 1954 & 1980, any intervening legislation and any statutory amendment or re-enactment thereof will apply to such arbitration and the parties agree that such arbitration shall be a condition precedent to the commencement of any action in the courts. Waiver The failure by the Company to enforce at any time or any period any one or more of the terms and conditions of this agreement shall not be a waiver of them or of the right at any time subsequently to enforce all the terms and conditions of this agreement. Termination of Contract If the Client fails to comply with any of the terms of this agreement, the Company reserves the right to terminate the agreement at any time without prejudice to any other rights it may have. Internet Should our network become infected due to any virus we do not take responsibility for the lack of internet access available. It is the responsibility of the client to ensure that they are protected with anti – virus and firewalls to avoid any contamination” (from other users on the conference internet network.) I have read and confirm my agreement to Dunboyne Castle Hotel & Spa Terms & Conditions Acceptance Expiry Date: ON BEHALF OF DUNBOYNE CASTLE HOTEL & SPA ON CLIENTS BEHALF Signed: Signed: Date: Date: Name: Name: Position: Reservations Manager Position: