Express by Holiday Inn…….. Meeting Room Contract Contact Name: Business Name: Address: Telephone: E-mail: Further to your recent meeting room booking at the Express by Holiday Inn ……, please see below your booking details and the Meeting Room Contract which we ask you to check, sign and return by ………to avoid cancellation by the Hotel. GROUP DETAILS Name of Company: Date of Meeting: Name of Meeting Room: Number of Delegates: Time: Layout: Equipment Required: Lunch requirements: Room Hire / Day Delegate Rate: All meeting rooms are air conditioned and are fully equipped with all of the audio visual facilities you would expect – TV & Video, OHP & Screen, Flipcharts etc, all of which are included in your rate. Tea & coffee facilities are also provided free of charge. MEETING ROOM DETAILS 1. All of the above rates quoted are inclusive of VAT. These rates are net non-commissionable unless agreed otherwise. 2. Total Number of delegates and any lunch arrangements to be confirmed 72 hours prior to arrival. 3. The amount of £……. Is due on departure 4. If the meeting room date is changed/cancelled, the rate quoted is subject to amendment by the hotel. See Terms and Conditions overleaf.) 5. Guests are to pay any additional spend on departure 6. Please read cancellation charges overleaf 7. If you have any queries please call the hotel direct and speak to the General Manager TERMS and CONDITIONS AGREEMENT These Terms and Conditions together with the information overleaf, shall constitute the contract between morethanhotels Limited (“the hotel”) and the Client (identified overleaf). Such contract shall come into effect upon the last of the dates when signed by the Client and the Hotel, and the Hotel shall have no obligation to the Client before that date. BOOKING and TIME OF STAY a. All bookings are subject to availability and must be confirmed in writing. b. Overnight accommodation is available from 2.00pm on the first day of booking and must be vacated by 11.00am on the day of departure. c. Conference or daytime accommodation is available from 8.00am to 6.00pm on each day. d. Prior to acceptance of any booking the Hotel may require a deposit or full payment in advance. e. If you provide details of a valid credit card from which the hotel can take payments due under these terms and conditions, we will guarantee that the accommodation will be reserved. If not the Hotel may release overnight accommodation if your guests have not arrived before 4.00pm on the first day of the stay. PAYMENT a. The Client will be liable to pay all charges incurred by, on behalf of, or at the request of the Client, its guests, agents or employees for any goods or services provided by the Hotel. b. The balance of all sums due from the Client to the Hotel (after taking into account any Deposit and/or any prepayment) shall be paid by the Client on departure from the Hotel, except where the Client has a credit account (see below). c. Any queries on the account must be raised in writing to the Hotel within fourteen days of receipt of the invoice. d. If the Client has a credit account, an invoice will be rendered immediately after his departure and payable within fourteen days of the date of the invoice. e. Interest will be charged on all accounts outstanding 21 days after the date payment was due at a rate of 3% per month calculated on a daily basis. CREDIT ACCOUNTS Application for a credit account with the Hotel must be received not less than 28 days prior to the Date of Arrival and must be made on the Hotel’s application form (available on request). This facility is available at the Hotel’s sole discretion and for UK based companies only. CANCELLATION FEES If the reservation of a room or rooms is cancelled confirmation must be given by the Client to the Hotel in writing (post, email or facsimile). The cancellation will be effective from the date of receipt of such notice. The Client will then become liable to pay the Hotel a cancellation fee as follows:- A cancellation of the event would result in a considerable loss for the hotel. This is why we have set up the following cancellation: If I cancel: My cancellation charge will be: Between 7 and 14 days before the scheduled 50% of the total amount of my booking date of my meeting. Less than 7 days before the scheduled date 100% of the total amount of my booking of my meeting. If in either case the Hotel is able to re-let the meeting room where no other meeting is available, an appropriate allowance will be made against the cancellation fee. (The Client is advised to consider insuring against the potential cost of cancellation by the Client of its reservation.) Cancellation by Hotel The Hotel will not be liable for failure to comply with any terms or conditions of this contract to the extent such compliance is prevented, hindered or delayed by any cause beyond its control including but not limited to fire, storm, explosion, flood Act of God, action of any Government or Governmental Agency, shortage of materials or goods, strike or lock-out. The Hotel may at its sole discretion cancel the Meeting (and return any Client’s deposit) if the Hotel considers that the Meeting will adversely affect the smooth operation of the Hotel or disturb its guests. CLIENT RESPONSIBILITY You and Your Guests :- a. MUST Comply with all fire, health and safety, and licensing regulations applicable to the Hotel. b. MUST act in a proper and orderly manner in the Hotel and its grounds and comply with Hotel management’s reasonable requests. c. MUST obtain the consent of the Hotel management before fixing any signs or displays to walls and before using any specialist electrical equipment. d. MUST [ay for any damage caused. e. MUST NOT bring into the Hotel or its grounds any explosive dangerous or hazardous items. You and Your Guests Property. a. Your guests are responsible for safekeeping of their property. The Hotel is not liable for damage or loss unless either it is caused by its negligence or a statute requires that it has a restricted liability whether or not negligent. Safe deposit boxes are available at Reception. b. You indemnify the Hotel for any claim in respect of loss or damage caused by you or any of your guest’s to any part of the premises, to any equipment and any injury caused to third parties and their property. Name: ____________________________ Name: _________________________________ Position: __________________________ Position: ________________________________ Signature: _________________________ Signature: _______________________________ Date: _____________________________ Date: ___________________________________ On behalf of Express by Holiday Inn ………. On behalf of ………………………………….