All bookings made by customers in respect of any functions at The Nottingham Gateway Hotel(Hereinafter called "The Company")are accepted upon the following Terms and Conditions: 1. In the event of cancelalation of any booking or non-arrival by a customer, the customer shall pay to the Company a cancellation/non-arrival fee. However the Company will do its upmost to re-let the accommodation but if having used their best endeavours the Company are unable to do so, the customer will then be liable for this charge. 2.Cancellations Conference/Meetings, Exhibitions and Associated Events: -Less than 8 weeks notice 50% of the toal business lost -Less than 4 weeks notice 75% of th total business lost -less than 2 weeks notice 100% of the total business lost Accommodation with Conference/Meetings, Exhibitions and Associated Events: Company Cancellation Policy *5-10 rooms: Up to 48 hours prior to arribal date. Within this period of time cancellations will be charged at 100% *11-30 rooms: If cancellation occur within 21 days notice, no cancellation charge willapply. If cancellations occur within 21 days of arrival, a 25% cancellation charge will apply;if cancellations occur within a 1 week of arrival, a 75% cancellation charge will apply and cancellations within 48 hours or less of arrival, a 100% cancellation charge will apply. *31 and above rooms: If cancellations occur within 56 days notice, no charge will apply. If cancellations occur within 56 days of arrival, a 25% cancellation charge will apply:if cancellation occurs within 42 days of arrival, a 50% cancellation charge will apply: if cancellations occur within 28 days of arrival , a 75% cancellation charge will apply and if cancellation occurs within 14 days of arrival a 10% cancellation charge will be applicable. Allocation release dates will be negotiated and confirmed in writing to you on receipt of written confirmation of your booking. Non Arrival Conference/Meetings, Exhibitions and Associated Events -100% of Ttoal Business Lost 3. All cancellations must be made in writing and sent by recorded delivery or facsimile with the receipt of posting or faxing retained as proof of sending. 4.Rebooking the event Should you be able to rebook a simliar value event at a time acceptable to the Company Manager, a 25% of any cancelllation charge will be credited to the rebooked event 5.All meetins must terminate by 5.00pm unless a later time is specifically agreed by the Company at the time the booking is made. Confirmation of the agreed time will be out in writing to you by the Company 6.Provisional numbers will be asked for at the time of booking and the Compnay reserves the right to set a minimum number to be charged for the event 7. The customer shall notify the Company in writing not less than 3 working days prior to the event the final numbers attending. If a customer's booking is accepted by the Company on the basis that a minimum number of persons will attend the event for which the booking is made, the amount payable by the customer shall be calcualted on usch minimum numbers attending the meeting, whichever is greater. 8.The Company can accept no responsibility for the property of customers or guests of The Nottingham Gateway Hotel. Facilities are provided for the convience of customers and guests but any goods deposited in these areas are deposited at the ownwers risk and without obligation on part of the Company. 9. The Company reserves the right to require a payment of a deposit at any time prior to the holding of the event, the amoount of which will be determined by the Company. Should the customer fail to pay such a deposit within the agreed time, the Company may treat the booking as having been cancelled by the customer. in this event any previous deposit paid to the Company will be forfeited. 10. The outstanding balance of the account is paybale by the customer on completion of the event unless alternative arrangements have been agreed with the Company. The customer is responsible for checking and settlement of all accounts. 11.If payment is to be made either by credit card this request must be made at the time of booking. the card must be produced by the card signatory prior or at the function. Payment by cheque/cash must be made on receipt of invoices. 12.Credit references are required for all customers requiring credit facilities , but does not guarantee credit being granted. 13.Where the Company's General Manager judges the degree of protection afforded by this policy is insufficient for the degree of risk, he/she undertakes when contracting a specified piece of business, he/she may seek agreement in writing to different terms at the outset of the contract. 14.Cancellation by the Company The Compnay 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 Company for previously supplied services d)If it might prejudice the reputation of the Company. In such event, the Company will refund any advance payment made, but will have no further liability to the customer 15.The customeer assumes responsibiliy for any or all damage caused by him/her or any his/her guests or other persons attending whether in rooms reserved or in any part of the hotel 16.Affixing signs, displays and posters to the wall may only be carried out with the authorisation of the Hotel 17.The Company reserves the right to change the agreed conference rooms if indiacted numbers do not materialise and will keep the cutomer informed 18. Should you wish to employ the service of any outside contractor other than those arranged by the Company to your event, you must undertake to indemnify the Company 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, thsi indemnity is also to include cover under the Health and Safety at Work Act 1974. Any outside contractor employed by the customer miust report to the Duty Manager and must comply with the appropraite legislation including the Fire Precautions Act. We reserve the right to refuse access without prejudice to any contractor. 19. The Company name, logo and telephone number cannot be used in any advertising or publicity, without the consent of the Geneeral Manager 20. Due to local council regulations , no banners may be placed on the railings at the front of the Hotel 21. Nottingham City Council 2003 Occupatioanl Sales: Under Section 10 of the above legislation the occupier of the premises where an occasional sale is planned must give 21 days notice to Trading Standards. This includes slaes where a room is hired for one or more days to conduct a temporary sale. The organiser must display their full name and business address in a prominent place in the premises where the sale is taking place for the duration of the sale