TERMS AND CONDITIONS (CONFERENCE, EVENTS & GROUPS) 1. Should you have to cancel your booking, a charge may be made equivalent to any loss suffered by the hotel, as explained in the following conditions. 2. Any costs incurred for a particular event that otherwise would not have been incurred will be charged in the event of cancellation. 3. For venue hire charges NO CHARGE will be made in any of the following circumstances, other than those stated in paragraph 2 above: a) Up to 25 Customers No charge if cancelled more than 6 weeks before 26 to 99 Customers No charge if cancelled more than 12 weeks before Over 100 Customers No charge if cancelled more than 24 weeks before b) A booking is made after the above time frame in 3(a) and notice of cancellation is received by the hotel within 7 days of making a booking and at least 7 days prior to the event. c) We are unable to subsequently re-let the accommodation for the same dates at a similar value. d) Should you book bedrooms on behalf of the attending delegates or undertake a booking whereby the delegates call Park Inn Heathrow to book a bedroom off allocation, then the company in question booking the event is solely responsible for any cancellations/non arrival charges that may occur in relation to these delegates. 4. The amount of any cancellation will be calculated as a % of the total booking value according to the following notice period given. Up to 25 Customers 50% Cancellation charge if cancelled 1 – 6 weeks before 90% Cancellation charge if less than 1 week before 26 to 99 Customers 50% Cancellation charge if cancelled 6 – 12 weeks before 90% Cancellation if less than 6 weeks before Over 100 Customers 50% Cancellation charge if cancelled 12 – 24 weeks before 90% Cancellation charge if less than 12 weeks before 5. Numbers to be charged Provisional numbers will be asked for at the time of booking and the hotel reserves the right to set a minimum number to be charged for the event. See minimum number on booking form. Final numbers charged will be the number advised 48 hours prior to the event. 6. Reduction in number of delegates There will be no charge for a reduction in numbers attending in the following circumstances: a) All charges are notified prior to the time scales set out in paragraph 3(a) and do not result in a number less than any agreed minimum number applicable. b) Any reduction in numbers after the appropriate timescale in 3(a) and prior to the final numbers will be charged at 50% of the agreed individual rate unless a minimum number charge is applicable. Any cancellations after final numbers are agreed will be charged at 90% of the agreed individual rate unless minimum number charge is applicable. 8. Credit references are required for all customers requiring credit facilities, but it does not guarantee credit being granted. 9. Variation to the policy a) Where the hotel’s General Manager judges that the degree of protection afforded by this policy is insufficient for the degree of risk he undertakes b) When contracting a specified piece of business, he may seek agreement in writing to different terms at the outset of the contract. 10. If payment is to be made either by credit or charge card, this request must be made at the time of contract. The card must be produced by the card signatory prior to or at the function. Payment by cheque or cash must be made on receipt of the invoice. If a deposit has been taken and no cancellation charge is due, the deposit will be refunded in full. If a charge is due then the deposit will be held until the meeting date has passed and the charge can be assessed. 11. Cancellation by the hotel The hotel may cancel the booking: a) 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 b) If the customer becomes insolvent or enters into liquidation or receivership c) If the customer is more than 30 days in arrears with payment to the hotel for previously supplied services d) If it might prejudice the reputation of the hotel. In such an event the hotel will refund any advance payment made, but will have no further liability to the customer. 12. The outstanding balance of the account is payable by the customer on completion of the conference, unless alternative arrangements have been agreed with the hotel. The customer is responsible for the checking and settlement of all accounts. 13. The customer assumes responsibility for any and all damage caused by him or any of his guests or other persons attending, whether in rooms reserved or in any other part of the hotel. 14. Affixing signs, displays and posters to walls may only be carried out within the authorisation of the hotel. 15. The hotel reserves the right to change agreed conference rooms with appropriate discussion if indicated numbers do not materialise, and will keep the customer informed. 16. It is a term of letting that goods and services cannot be brought or sold on the premises, and no tickets may be sold at the door. 17. Should you wish to employ the services of any outside contractor other than those arranged by the hotel at your function you must undertake to indemnify the hotel against any claims made against them resulting from an act or default by any of your servants or caused by any equipment supplied by yourselves; this indemnity is also to include cover under the Health and Safety at Work Act 1974. Any outside contractor employed by the customer must report to the banqueting manager or hotel engineer, and contractors must comply with appropriate legislation including Fire Precautions Act. We reserve the right to refuse access, without prejudice to any contractor. 18. The hotel name, logo and telephone number cannot be used in any advertising or publicity, without prior knowledge and consent from the General Manager. 19 Should the above Terms and Conditions be inappropriate please contact the hotel for our ‘10% Deposit Terms and Conditions’, whereby 10% of the total value of the booking must be prepaid to confirm the booking. Car parking is charged at £4.00 for the first three hours, and £10.00 per car per day thereafter. This rate applies to residents as well as non-residents. Park Inn Heathrow cannot guarantee any car parking spaces to an individual group or company. Signed: ….…………………………………………… Date: ………………………………... NAME : Hotel Contact Rose Whittle Telephone – 0115 9359988 E Mail - conference.nottingham@rezidorparkinn.com