BOOKING CONDITIONS 1. TO COMPLETE YOUR BOOKING: 1.1 To complete the contract, you need to sign the contract and pay any Deposit stated on that contract by the date shown on the contract. We may cancel your booking if the contract is not returned by the due date. 1.2 The contract will state when you must make any other pre-payments. We may cancel your booking if you do not make these pre-payments by the dates shown. 1.3 You must give us details of final timings, menus, rooming lists and any special requests at least 14 days before your event date. You must tell us how many delegates will be attending at least 48 hours before the event starts or as shown on the contract. 1.4 If the final arrangements or numbers of delegates attending differ significantly from the details entered on your contract, you must telephone us and we will send you an amended contract. If you require extra facilities, we will do our best to try to accommodate you, but we can give no guarantee. If you require fewer facilities, or you reduce the numbers of delegates below the guaranteed minimum number on the contract, you will have to pay us cancellation charges for the cancelled facilities or numbers in accordance with paragraph 4.3 below. 2. PAYING FOR YOUR BOOKING 2.1 We will send you invoices for the charges as set out on the contract. You must pay all the charges, including VAT at least 14 days before your conference or function starts (unless you agree credit terms with the hotel beforehand) 2.2 Credit facilities may be obtained with the hotel by completing the Credit Application Form enclosed with this contract. Credit applications must be received at the time of contracting and accounts cannot be forwarded without prior arrangement. If credit had been agreed, our invoices must be paid in full within 14 days of their date. If you are late in making payment to us, we have the right to charge interest at 2.5% above HSBC Plc base rate on all of the overdue monies until payment is received in full. 3. WHEN CAN WE ARRIVE AND WHEN SHOULD WE DEPART? 3.1 Bedroom accommodation is available from 1500 on the day of arrival and must be vacated by 1100 on the day of departure, unless specific arrangements have been agreed. 3.2 Meeting rooms are available for the time stated on your contract. If you require extra facilities on the day we will do our best to accommodate you, but these will be subject to additional charges 4. WHAT HAPPENS IF YOU NEED TO CHANGE OR CANCEL YOUR BOOKING? 4.1 If you need to cancel your booking, you must tell us by telephone and confirm in writing as soon as possible. 4.2 If you need to reduce the facilities or minimum delegate numbers set out on the contract we will send you an amended contract. 4.3 If you do cancel, or reduce facilities or minimum delegate numbers, you will have to pay us cancellation charges as follows depending on your Total Booking Value:- Applicable cancellation period before the event start date Total Booking Value £5,000 (including VAT) or less £5,001 to £20,000 (including VAT) £20,001 (including VAT) or more 366 or more days prior to arrival N/A N/A N/A 365 – 182 days prior to arrival N/A N/A 60% of Total Booking Value 192 – 29 days prior to arrival N/A 60% of Total Booking Value 80% of Total Booking Value 28 days or less before arrival 80% of Total Booking Value 80% of Total Booking Value 80% of Total Booking Value 4.4 We will try to re-hire the event facilities that you have cancelled. If we are able to re-hire these facilities, we will deduct any revenue we receive from the cancellation charges you must pay. 5. WHAT IF WE WANT TO CHANGE OR CANCEL YOUR BOOKING? 5.1 We will be entitled to cancel your booking without any liability to you at any time if:- (i) your booking might, in our reasonable opinion, damage our reputation; or (ii) the hotel becomes aware of any deterioration in your financial situation such that the Hotel reasonable considers that you may not be in a position to fulfill your obligation under the terms of the contract. 5.2 The Hotel may charge the event cancellation charges detailed in paragraph 4 in the event of a cancellation under paragraph 5.1. 5.3 If we have to alter or cancel your booking (unless this is caused by the events set out in paragraph 5.1 above, or you fail to comply with paragraph 1.2), we will do our best to assist you in finding a reasonable alternative choice of facilities. 5.4 If the alternative facilities offered by us are unacceptable to you, we will refund to you all payments which you have made to us, and we will have no further liability to you. 6. OTHER IMPORTANT MATTERS YOU NEED TO KNOW: 6.1. We must give our prior approval to any external suppliers including bands or entertainers, which you want to use in connection with your booking. We may refuse approval for any reason. 6.2. You must not fix anything to the walls, floors or ceilings of the hotel without our prior permission. 6.3. If any members of your party or any of your external suppliers behave badly, we may ask you and/or the relevant people to leave the hotel. You must ensure that these people leave the hotel as soon as possible and we will have no further liability to you. 6.4. You will be responsible for the cost of repairing any damage to the hotel caused by any of your party or external suppliers. 6.5. No alcohol or food may be brought into the hotel unless you have our prior permission. 6.6. We will have no liability to you if we are unable to perform any of our obligations if the delay or failure is due to any cause beyond our reasonable control. 6.7. You may use the hotel’s name or logo once you have our prior written permission and we have seen a proof of your promotional material. 6.8. You must ensure that you and any suppliers comply with any statutory requirements and you must comply with our reasonable instructions regarding noise level restrictions. 6.9. We have to comply with various licensing and statutory regulations when running our hotel. You agree to assist us in complying with such regulations, rules and requirements. 6.10. Although nothing in this agreement excludes or limits our liability for death or personal injury caused by our negligence, we will have no liability to you for any consequential loss or damage of any kind. 6.11. This contract is governed by the law of England and Wales and subject to the non-exclusive jurisdiction of the Courts of England and Wales.