GROUP CONTRACT (draft) Group Name: Contact person: Position: Company/Agency: Address: Telephone: Fax: Day of the event: Mr./Mrs./Ms. (Name and surnames), on behalf of (Company or agency), agrees to contract with the (Hotel) the following services subject to the general conditions attached to this contract and the special conditions specifically accepted as follows: ACCOMMODATION DATE Rate per night Double for Single Use € Double € Junior Suite € Suite € TOTAL Room nights CONTRACTED RATES Prices are per guest room per night with/without American breakfast ____ % taxes not included /included Prices are net prices/commissionable at ____ % The rates for guest rooms will be valid for (include the dates de group) and exclusively for the event. Any prolongation of the dates, either prior to the agreed start date or after the agreed finish date for the event will be subject to availability of guest rooms and rates. An additional charge of ______€ will be applied per guest room per night for a third person sharing a double guest room COMPLIMENTARY ROOMS (please delete if not applicable) The hotel will provide one complimentary guest room for every (_____) guest rooms occupied up to a maximum of (____) complimentary rooms, applicable only to the dates of the event. UPGRADES: (please delete if not applicable) 3% of the total room block “upgrade” to superior rooms at standard room rate. AMENITIES For VIP’s and Special Guests we offer in room amenities upon the guests’ arrival to the hotel, items ranging from Bottled Water and Fruit to Elaborate Flower Arrangements and Full Bars. This service is available at minimal costs. ADDITIONAL SERVICES Group luggage handling Fee Euros_1€ / each luggage * Distribution of gifts Euros_1€ / each bedrooms & each delivery Distribution of personalised gifts Euros_1,50€ / each bedrooms & each delivery * (Should be an automatic charge for mass arrivals) MISCELLANEOUS · All deliveries to the hotel must be made in the same day of the beginning of the event. · The times reserved for loading and unloading are 8.00AM to 8.00PM. · The hotel does not have personnel for loading and unloading trucks. The customer is responsible for transporting the material to the designated area. The hotel may contract personnel for this service at an additional cost if they are notified one weekday in advance. · Once the event is over, the hotel reserves the right to accept or reject material to be left in hotel storage areas (depending on the volume of the materials) for a maximum of 1 day. After this period, the hotel does not accept responsibility for their storage. · The following information is vital to ensure safe storage and correct distribution: Name of group and final recipient (customer). Number and name of the stand (if relevant). Name of person responsible for sales or conventions coordinating the group. Date of the event. Name of the meeting room (separate the packages with gifts or documentation to be delivered to guest rooms from the material to go to meeting rooms, exhibitions, etc.) The Hotel does not assume any responsibility for any damage to or loss of any goods or articles brought in to the hotel but not stored in the room’s safe deposit box or at the hotel’s left-luggage area. On request from the customer, the Hotel may also assist in contracting security services. Such services will be charged to the customer. RESERVATIONS AND ROOMING LIST The hotel must receive the group rooming list before the (Indicate day and date, 10 days before). If it is not received by this date, the hotel may dispose of all or part of the guest rooms reserved. The rooming list must specify as much information as possible on guests (name, surname(s), VIP guests, smoker or non-smoker, arrival and departure times of flights, etc.). Once the rooming list has been received by the hotel, any necessary change must be stated clearly as such in a separate list. Do not resend rooming list. Any increase in the number of guest rooms required will be subject to the availability of the hotel and the best available rate at the time the reservation is made. Any increase in the number of guest rooms required will be reflected in an addendum to this contract. Check-in may be made from 15:00 hours and check-out must be made before 12:00 hours. PRIVACY POLICY For Melia Castilla to provide the services mentioned in this contract to (name of the company), Melia Castilla will receive the rooming list with the personal information on the customers of (name of the company), thus becoming responsible for the handling of that customer data, a circumstance which (name of the company) accepts and approves. The supply of the said data by (name of the company) does not represent the cession of the data with regard to the Data Protection Act. Melia Castilla will only use the above mentioned data to carry out the reservation of the guest rooms requested and comply with the accommodation obligations contained in this contract and will not communicate those data to third parties. Nevertheless, whenever any of those people included in the rooming list registers as a customer of Melia Castilla through the check in process in the hotel, thereby accepting the addition of their personal data to the Melia Castilla customer data file, the data will be added to the Melia Castilla Customer File and will be used for those ends accepted by the customer. Melia Castilla, as the entity responsible for the handling of the customer data, will implement the security, organisational and technical measures specifically required by law in line with the Royal Decree 994/1999 which approved the Regulations on security measures related to automatic files containing personal data, as well as all other relevant legislation. MEETING ROOMS The following table shows the services reserved for your event: Date Time Service Number of people Set up Meeting room rental A half day tariff will be applied if the meeting room is occupied until 2PM or after 4PM. CONDITIONS The rental of meeting rooms does not include/includes _____% taxes Prices are net prices/commissionable at ____% If operational issues in the hotel require that a meeting room be changed, the hotel will notify the customer in writing, explaining the reasons for the change and guaranteeing that the new meeting room will have the same characteristics as the previous room. The customer must provide their approval of the change. If (name of the company) requires a change of layout or audiovisual equipment in the meeting room, the hotel reserves the right to: (I) accept or reject such a request depending on the hotel capacity to provide the additional services, (II) change the meeting room originally assigned so as to meet the requirements of (name of the company), with (name of the company) assuming any possible changes in the rate applied that this may imply. Any extension of meeting room use times is subject to space availability and may result in an increment of meeting room rental rates. Any contracting that implies the consumption of electricity, the transport of packages or other goods, the support of technical staff, special set ups, or any other service, must be specifically requested in advance to enable the calculation of their cost. AUDIO VISUALS: Any audiovisual equipment is to be rented from the hotel or audiovisual company of your choice. Any equipment needs are to be communicated to the hotel at least 20 days prior to group arrival so that appropriate arrangements can be made. See enclosed A/V listed prices. ADDITIONAL SERVICES Security service Euros_______ Loading and unloading of materials Euros_______ FOOD AND BEVERAGE Date Time Service Number of Guests Prices From - To CONDITIONS Prices do not include/include ____% taxes Prices are net prices/commissionable at ____% The company must inform the hotel of the menus chosen before ________(10 days before the event) Any increase or reduction in the number of diners must be reported in writing to the hotel at least 72 working hours before the event. For each event the real number of participants will be invoiced except in those cases where that number does not reach the minimum number guaranteed by the customer 72 hours before the service. In such cases the guaranteed minimum number will be invoiced. Any increase in a service must be communicated in advance and accepted by the hotel. The service period, in general, will last from the arrival of the guests to the end of the event. The customer will be responsible for all expenses, once authorised, that the prolongation of the service period may imply. If the delay is greater than half an hour, personnel costs will be billed at a rate of __30___€ per hour per person involved in the service, calculated in blocks of half an hour The pro forma invoice will be prepared based on the minimum Food and Beverage prices TOTAL CANCELLATION OF GUEST ROOMS ((group with less 150 bedrooms) · From the signature of the contract to 6 months before (indicate date), 10% of the total of the pro forma invoice will be charged. · Between 6 months and 4 months before (indicate date), 25% of the total of the pro forma invoice will be charged. · Between 4 months and 2 months before (indicate date), 50% of the total of the pro forma invoice will be charged. · Between 2 months and 15 days before (indicate date), 75% of the total of the pro forma invoice will be charged. · Between 15 days and the date of arrival (indicate date), 100% of the total of the pro forma invoice will be charged. REDUCTIONS IN NUMBER OF GUEST ROOMS (ATTRITION) · Between 89 and 60 days before, a reduction of 35% in the total number of room nights will be allowed without any charge being incurred. If the variation is greater than 35%, then 20% of the reduced number of room nights will be charged. · Between 59 and 30 days, a reduction of 25% in the total number of room nights will be allowed without any charge being incurred. If the variation is greater than 25%, then 50% of the reduced number of room nights will be charged. · Between 29 and 15 days, a reduction of 10% in the total number of room nights will be allowed without any charge being incurred. If the variation is greater than 10%, then 75% of the reduced number of room nights will be charged. · Between 14 and 3 days, a reduction of 5% in the total number of room nights will be allowed without any charge being incurred. If the variation is greater than 5%, then 85% of the reduced number of room nights will be charged. · 3 days before the arrival date, any reductions in the number of room nights will be penalised by a charge for the total of the room nights reduced. TOTAL CANCELLATION OF GUEST ROOMS ((group with more 150 bedrooms)(less than 9moths) TOTAL CANCELLATION A) All the reserved services can be cancelled without penalty up to 6 months before the first programmed service. (indicate date), B) All the reserved services can be cancelled with the only penalty of the initial deposit up to 5 months and 29 days before the first programmed service. (indicate date), C) If all the reserved services are cancelled 5 months before the first programmed service, there will be a penalty of 20% of the total. (indicate date), D) If all the reserved services are cancelled 4 months before the first programmed service, there will be a penalty of 30% of the total. (indicate date), E) If all the reserved services are cancelled 3 months before the first programmed service, there will be a penalty of 40% of the total. (indicate date), F) If all the reserved services are cancelled 2 months before the first programmed service, there will be a penalty of 50% of the total. (indicate date), G) If all the reserved services are cancelled 1 month before the first programmed service, there will be a penalty of 100% of the total. (indicate date), PARTIAL CANCELLATION Bedrooms A) 50% of the initial reserved rooms and/or programmed services can be canceled without penalty up to 4 months prior to the arrival of the group. (indicate date), B) 30% of the current reserved rooms and/or programmed services can be canceled without penalty up to 3 months prior to the arrival of the group. (indicate date), C) 20% of the current reserved rooms and/or programmed services can be canceled without penalty up to 2 months prior to the arrival of the group. (indicate date), D) 15% of the current reserved rooms and/or programmed services can be canceled without penalty up to 30 days prior to the arrival of the group. (indicate date), E) 10% of the current reserved rooms and/or programmed services can be canceled without penalty up to 15 days before the arrival of the group. (indicate date), F) 5% of the current reserved rooms and/or programmed services can be canceled without penalty up to 7 days before the arrival of the group. (indicate date), G) 3% of the current reserved rooms and/or programmed services can be canceled without penalty up to 3 days before the arrival of the group. (indicate date), H) Any cancellations of a superior percentage or out of period mentioned will be subject to a one night room charge to the Master Bill. NO-SHOWS In the case of no-shows the hotel is authorised to charge the full amount corresponding to guest rooms and breakfast for all of the days reserved. POLICIES ON REDUCTIONS IN FOOD AND BEVERAGE SERVICES Any cancellation or reduction in a food and beverage service or in meeting rooms must always be reported to the hotel in writing. For cancellations, if the menu has not yet been chosen, the amount will be calculated based on the least expensive menu. · 30 days or more before the arrival, without penalty. · From 29 to 15 days before the date of arrival, if the cancellation affects more than 50% of the participants, 20% of the contracted food and beverage services will be charged for the number of people cancelled. · From 14 to 10 days before the date of arrival, if the cancellation affects more than 25% of the participants, 40% of the contracted food and beverage services will be charged for the number of people cancelled. · From 9 to 3 days before the date of arrival, if the cancellation affects more than 10% of the participants, 60% of the contracted food and beverage services will be charged for the number of people cancelled. · From 3 days before the date of arrival until the day of the arrival, all of the contracted services will be charged. POLICIES ON REDUCTIONS IN MEETING ROOMS · 45 or more days before the date of arrival, without penalty. · From 44 to 20 days before the date of arrival, 25% of the amount due for all of the cancelled meeting rooms will be charged. · From 19 to 10 days before the date of arrival, 50% of the amount due for all of the cancelled meeting rooms will be charged. · From 9 days before the date of arrival until the day of arrival, the full amount due for all of the cancelled meeting rooms will be charged. DEPOSIT AND PAYMENT CONDITIONS PAYMENT CONDITIONS (Delete if not applicable) The charge per guest room and person will be automatically invoiced to the group master account. Extra charges incurred by guests (mini-bar, telephone, ...) will be added to each of their accounts and paid in full on departure from the hotel. Any extra charges incurred by guests that are not paid in full on their departure will be immediately added to the group master account. If the company decides to assume payment of the extra charges incurred by guests, this should be communicated to the hotel in writing prior to the guest check-in, regardless of whether such decision applies to the entire group or only to certain members of the group. In the latter case, please indicate this on the rooming list. 1. DEPOSIT POLICY (Delete the option that is not applicable) Deposit Policy for Agencies or Companies with Credit · First deposit of 15% of the pro forma invoice as confirmation of the event on signature of the contract (include date, example 15 November 2003) · Second deposit of 35% of the pro forma invoice two months before the date of the event (include date) · Third deposit of 20% of the pro forma invoice 15 days before the event (include date) · Payment of the rest of the services contracted on credit under the terms of the agreement with Sol Meliá Deposit Policy for Agencies or Companies without Credit · A first deposit amounting to 10% of the total programmed services is required upon agreement of the Contract. · A further 20% deposit of the total bill must be in our possession 4 months prior to the group’s arrival. · A third deposit corresponding to 25% of the total amount is to be received 2 months prior to the arrival of the Group. · An additional 30% of the total programmed services is to be received 1 month prior to the Group’s arrival. · The remaining 15%, plus any other expenses, is to be paid upon the group’s departure from the hotel. All deposits are non refundable. The hotel reserves the right to cancel or modify the agreement should the above deposit schedule not be applied. Please provide a credit card number as guarantee of this final payment. If the payment is made by bank transfer, the dates indicated correspond to the date by which the hotel must have received the transferred amounts. If there is a cancellation, the deposits made will not be refundable and will be applied to any balance that may be outstanding due to the cancellation. The hotel retains the right to request new deposits or to increase the amount of any deposits already requested in accordance with any increase in the services requested. BANK DETAILS All of the payments in advance and other payments made due to this contract may be made by sending a bankers cheque in the name of Comunidad de Propietarios Apartotel Melia Castilla CB to the hotel or through a bank transfer to the following account: Hotel / Account holder: Comunidad de Propietarios Apartotel Melia Castilla CB Bank: BANCO DE CASTILLA International Banking Account – IBAN: ES41 0082 5785 19 06 0004 0111 Bank indetification Code (BIC): CASTES2S Address: Paseo de la Castellana, 15. 28046 Madrid. Spain. Note: When issuing the bank transfer, please indicate clearly the name of the person or entity issuing the transfer and a reference to the group. Please also send a copy by fax of the transfer document to the hotel sales department. (Fax number: 00.34.91.567.50.66) We would be grateful if you would indicate the data required for invoicing and the address to which the final invoice should be sent. VAT /TAXES Applicable VAT and/or taxes may be subject to modification without prior warning due to possible changes in government regulations with regard to tax rates. DAMAGES Any damages caused on hotel property (furniture, plants,...) will be charged to the group invoice to an amount equivalent to the cost of their repair or replacement. The hotel does not allow the display of posters, signs or stickers on the hotel walls, floors, ceilings or pillars nor flipcharts nor any handwritten posters in the lobby unless specifically authorised. ADVERSE CONDITIONS In the case of adverse conditions including, but not limited to war, riot, civil commotion, labour strike, orders by government authorities, natural disasters, fire, flood, explosion, lightning, acts of God, etc..) the hotel is not responsible for providing the above mentioned services. ACCEPTANCE This document may not be modified without the approval and signature of both parties. Once the document has been signed, please send it to the hotel before ______________(include day and date) so that the group reservation may be considered confirmed. SIGNATURE SIGNATURE HOTEL COMPANY NAME NAME POSITION POSITION DATE DATE