Ramada Birmingham East A42 Conference Contract Terms and Conditions The following terms and conditions form an agreement between Ramada Birmingham East A42 and yourselves. They are here to provide a clear understanding of what we offer, and to make things as easy as possible for you. We/Us: Ramada Birmingham East A42 The Organiser: XXXX Date/s of Conference: General These terms apply to all services we can provide for you or those you book with us. They also apply to any arrangements made in connection with your booking. We reserve the right to review all bookings at any time. The terms and conditions of the organiser, whilst respected, do not supersede those of Ramada Birmingham East A42, unless agreed in writing by us. Conclusion of Contracts/Parties to the Contract/Liability Once both parties have signed they become contractual partners. Changes can only be agreed with due notice – and must be made in writing between Samantha Protheroe (Conference Co-Ordinator) and XXXX (Organiser). Any third party, as an individual, or commissioned by the organiser, adding to or changing the terms of the agreement becomes liable for all further payments arising from the changes. Withdrawal of the Hotel Should we be subject to any other events beyond our control, including force majeure, an Act of God or if there is a fire or flood, we may withdraw from this agreement. We will also reserve the right to withdraw from a contract without notice should the booking be deemed to prejudice the reputation of the hotel eg adverse media publicity. In the event of any cancellations due to the above reasons, the hotel will refund all advance payments, but will have no liability to the Organiser or its clients for any additional costs etc incurred. We may withdraw from a contract if any payments from the Organiser, or the Company are in excess of 28 days of the due date, or if the company becomes insolvent. Provisional Bookings: Provisional bookings may be made and will be held by us, without charge for 7 days. After this time a booking must either become confirmed, or cancelled. If you confirm the booking we will send out a copy of the contract. This will need to be signed and returned within 7 days of the date of the contract. If the booking is made within 14 days of the conference, then it will automatically become a confirmed booking, and will be subject to all the terms of a confirmed booking. Payment Terms When making a confirmed booking you will need to pay a deposit of 30% of the total cost of the conference within 7 days of signing this contract. Should you book and confirm the conference within 7 days of the event, then there will be no deposit required, however you will be liable for the full amount of money due. All monies will be required to be paid on departure, or invoiced and payable within 28 days from the date of the invoice (only applies if you have credit facilities direct with the hotel prior to the event). If you have a credit agreement with the hotel then you will be invoiced immediately following the conference for the total amount. Payment terms are strictly 28 days from the date of invoice. Should you fail to meet this deadline, this will affect your credit status in the future. Should you wish to apply for credit facilities, then please request details from the hotel direct. The granting of credit is not automatically implied, and the final decision always rests with us. Credit will not be given in advance of checks being completed, and will only be offered should the hotel believe it to be in the interests of the hotel. The offering of credit will be based on an estimated amount of annual business from the Organiser, and this may be reviewed at any time. Withdrawal of the Organiser (Cancellation) This is important, as it can affect both our business and your budget. We want at all times to be able to provide the service you want for your booking. As the service we provide has a lead time, we reserve the right to protect our ability to re-book any cancelled accommodation or conference space. The cancellation date is the date that the hotel receives notification in writing. We have indicated below our cancellation policy. Please take note. Full Cancellation Policy 28 to 56 days prior to arrival - 25% cancellation fee 15 – 27 days prior to arrival – 50% cancellation fee 08 – 14 days prior to arrival – 75% cancellation fee 00 – 07 days prior to arrival – 100% cancellation fee Changes to your arrangements Charges may be re-assessed according to the Organiser’s change of arrangements. Please confirm any of these in writing as it affects our contract with you. If numbers go up, you will need to check with us as soon as possible that we can accommodate these numbers. If numbers go down significantly, (usually more than 20% of the booked numbers), the above cancellation charges will apply on the cancelled numbers. Loss and damage of Organiser’s Property It is the Organiser’s responsibility for bringing any equipment or personal belongings onto the hotels premises. In the event of loss of this property, Ramada Birmingham East A42 shall only be held liable up to the limit set by the Hotel Proprietor’s Act. A copy of the Act is displayed at Reception. Organiser’s Liability for Damages For any damage to the fabric, fittings or equipment within the hotel, the Organiser will be held liable for these costs. The hotel will charge the Organiser the amount required to cover the cost of repairing the damage. Final Terms and Conditions Any agreement that deviates from, or is in addition to these terms and Conditions must be in writing. Any unilateral changes made by the Organiser will be null and void. Messages sent via facsimile or email are regarded as received only as per the hotel’s records. Individual terms or conditions may be replaced through discussion between the Organiser and Ramada Birmingham East A42, only and at Ramada Birmingham East A42’s discretion when confirmed in writing. The same procedure must be applied to any circumstances not covered by the contract. Where a particular condition is not present, the law in the operating country will be held applicable. Please read carefully this document before signing below. The terms and conditions are set out to indicate the operating rights of Ramada Birmingham East A42, and those of the Organiser or third party. By signing this contract you (the Organiser) agree to abide by the terms set out above, You also agree that you have read and agree with the attached Conference Schedule. ORGANISER: Name________________________ Signature____________________________ Position______________________ Date________________________________ RAMADA BIRMINGHAM EAST A42: Name:______________________ Signature____________________________ Position______________________ Date________________________________ Ramada Birmingham East A42 Conference Schedule Date of Arrival: Name of Company: Name as to appear on Conference Board: Name of Conference Room Allocated: Conference Room Layout: Number of Delegates inc Cost Per Delegate: Tea & Coffee Serving Times: Lunch Time: Lunch Location: Finger Buffet or Hot & Cold Lunch inc Cost if Seperate: Other Refreshments Ordered inc Cost: Other Refreshments Times: Equipment Hire inc Cost if applicable: Individual Room Hire Cost (if applicable): Other Comments & Requirements: Total Cost: Deposit Amount (if applicable): Deposit Due Date (if applicable) Balance Amount: Balance Due Date: