Standard Terms and Conditions for Conference and Banqueting The hotel asks clients to be aware that these conditions apply to all contracts for the provision of goods and services for conferences and banquets to the exclusion of all other terms and conditions including any which the client may purport to apply or which may appear in promotional literature. 1. Confirmations a) Bookings will be treated as provisional until written confirmation is sent by the client to the hotel, which should be within 7 days of the original booking. The hotel will then acknowledge receipt of confirmation. b) The hotel shall be entitled to treat the number of guests detailed in the client’s confirmation as the contractual number of guests to be charged and catered for. Any reduction in these numbers in excess of 10% will incur the cancellation charges as detailed in Clause 2. c) Anticipated numbers for conference and banqueting events must be given at least 7 days prior to the function. At not less than 48 hours prior to arrival, the client shall provide the final numbers attending. The amount payable by the client will be calculated on the contracted number (see Clause 1b) or the number actually attending, whichever is greater (see clause 2d). 2. Cancellations / Reduction in Numbers. a) Should you have to cancel, or reduce numbers for your booking a charge will be made, calculated as a percentage of the total booking value, according to the scale highlighted below. Cancellation/Notification Period Percentage Up to 14 days prior to the event 50 % Less than 14 days prior to the event 100 % b) All cancellations/reductions in number should be confirmed in writing by the client. c) Any costs incurred for a particular event, that otherwise would not have been incurred, will be charged in the event of cancellation unless the hotel is able to mitigate it’s loss. d) Certain function rooms can only be reserved on the basis of a minimum number of guests. The hotel will notify you of such minimum numbers. If at any time your function falls below the notified numbers required, the hotel reserves the right to charge for not less than the full value of the function for the stated number of minimum guests. e) Charges for cancellations/reduction in numbers will only be levied to the extent that the hotel concerned fails to mitigate its loss in this respect, having used reasonable endeavours to do so. It is possible to take out insurance cover for cancellation charges incurred with certain types of conference. If function is within seven days of booking, payment may be due immediately. N.B. For the purpose of these conditions a day shall mean Monday to Friday only between the hours of 9.00am and 5.00pm. Any cancellation made out of these hours will be deemed made on the next working day. 3. Deposits and Payment a) The hotel reserves the right to require payment of a deposit at any time prior to the holding of a function, the amount of which will be determined by the hotel. Should the client fail to pay such deposit within 7 days of request the hotel may treat the booking as cancelled by the client. b) All deposits are non-refundable. c) For larger events the hotel may request that a schedule of payments be made. d) In certain circumstances full payment may be required prior to the event (e.g. Wedding Receptions). e) Where full payment is required prior to the event, the amount as invoiced must be received within 7 days of request. 4. Credit Credit facilities with the hotel may be obtained on application to the hotel (subject to the agreement of the hotel and a credit check). Credit facilities must be agreed at least 2 weeks prior to the function. All accounts incurred against this agreement will be invoiced immediately after the function. All invoices are due immediately from the date of invoice. Any queries raised will not affect the immediate payment of the outstanding balance and must be put in writing to the hotel within 7 days of receipt of invoice, otherwise full payment is payable. 5. Interest Interest on overdue invoices shall accrue from the date when payment becomes due, from day to day, until the date of payment at a rate of 4% above HSBC base rate. 6. Damage The client is responsible to the hotel for any damage caused to the allocated rooms or the furnishings, utensils, and equipment therein or to the hotel generally by any act, default or neglect of the client, subcontractor, employee or guests of the client and shall pay to the hotel on demand the amount required to make good or remedy any such damage. 7. Corkage No wines, spirits or food may be brought into the allocated rooms by clients or guests for consumption on the premises without prior agreement; otherwise all beverages must be purchased from the hotel. Any beverages allowed will incur a corkage fee. 8. Postponements Any postponements of confirmed and contracted business will be considered as a cancellation in accordance with Clause 2 above. 9. Non-Arrival charges/Early Departures Bedrooms reserved in conjunction with functions are regarded as guaranteed bookings and, in the event of non-arrival, any additional nights reserved will then be cancelled and appropriate cancellation charges will be levied as detailed in Clause 2. Similarly, the hotel reserves the right to charge for early departures. 10. Agents Should the client contact with the hotel through an agent, the agent acts in the capacity for the customer, and not the hotel. The client therefore accepts full responsibility for payment of the hotel’s account. 11. Finishing Times Functions are required to finish at the time agreed when the booking is made. Extensions to this time may not be possible unless previously agreed with the hotel manager. 12. Price Variations In the event of circumstances beyond the hotel’s control (e.g. increases in the standard rate of VAT), the hotel reserves the right to vary the prices quoted to an extent, which reflects such changed circumstances. 13. Health & Safety All clients running or organising a conference at the hotel are responsible for, and must ensure full compliance with the hotel’s Health and Safety policy, a copy of which is available on request. 14. Licensing & Statutory Regulations The hotel is required to comply with the regulations regarding the Fire Precautions Act 1971 and London Government Act 1963 relating to music, dancing and entertainment covering all functions held in the hotel. Clients shall maintain free access to fire exits at all times. The provision of the Licensing Act 1964 (as amended) must also be observed by clients in England. 15. Guests’ Clothing and Personal Property The hotel does not accept responsibility for the property of clients or their guests left unattended on the hotels premises and are deposited at the owners risk and without any liability on the part of the hotel. 16. Equipment Storage The hotel will assist clients where possible with the storage of equipment etc. The hotel does not accept any liability for loss or damage to any item of equipment, furniture, stock or the like. 17. Alterations It is the hotel’s aim to provide the client with the service they have requested for their function, but in the unlikely event that the hotel, for any reason need to change any aspect of the function they reserve their right to do so at any time. The hotel will notify the client immediately if this happens and will use their reasonable endeavours to provide alterations to an equal of higher standard.