Our Terms & Conditions Definitions In this agreement: ‘Booking Contract’ means the attached booking contract which sets out your requirements and the price payable ‘Booking Value’ means the total price payable as shown on the Booking Contract ‘Booking Value Difference’ means the difference between the Booking Value and the Revised Booking Value (less the permitted 10% reduction, if applicable in accordance with clause 2.2.1) ‘Contracted Numbers’ means the number of delegates as shown on the Booking Contract; ‘Event’ means the event as set out in the Booking Contract ‘Hotel’ means the The Bromsgrove Hotel ‘Revised Booking Value’ means the total price payable following a reduction in Contracted Numbers; 1. CONFIRMATION OF YOUR BOOKING Confirmation of booking shall only be accepted once the Booking Contract is signed by you and returned to the Hotel, until this date your reservation remains provisional. For private events (non corporate) and weddings, a non refundable, non transferrable deposit is required. Confirmation of a private booking shall only be accepted when the signed Booking Contract, signed Terms & Conditions and the agreed deposit are received by the hotel. Until this date your reservation remains provisional. For details of the deposit required for your event and any subsequent pre-payments, please consult your Event Coordinator. 2. CANCELLATION OF EVENT In the unfortunate circumstances that you need to cancel or postpone your confirmed booking you must tell us by telephone and confirm in writing within 3 working days. 2.1 Total Cancellation by you In the event that you need to cancel or postpone your entire booking the following cancellation charges will be levied: Over 121 days before the first day of the Event: 25% of the Booking Value 91-120 days before the first day of the Event: 50% of the Booking Value 32-90 days before the first day of the Event: 75% of the Booking Value 31 days or less before the first day of the Event: 100% of the Booking Value We will make every effort to re-let the space and will deduct this from any cancellation charges levied. 2.2 Reduction in Contracted Numbers or required facilities 2.2.1 If you give us at least fourteen days notice before arrival you can reduce your original Contracted Numbers by up to 10% without charge. 2.2.2 If there is a drop of more than 10% in Contracted Numbers any time after your booking has been confirmed cancellation charges will apply as follows: Over 121 days before the first day of the Event: 25% of the Booking Value Difference 91-120 days before the first day of the Event: 50% of the Booking Value Difference 32-90 days before the first day of the Event: 75% of the Booking Value Difference 31 days or less before the first day of the Event: 100% of the Booking Value Difference 2.2.3 Should Contracted Numbers fall below 10, room hire prices together with individual prices (details of which can be provided on request) will replace the delegate package prices. 2.2.4 If you make any reductions in your Contracted Numbers or facilities booked (including AV equipment or Conference Room hire) less than fourteen days prior to arrival the Booking Value will still be payable . 2.2.5 If Contracted Numbers are reduced the Hotel reserves the right to re-allocate the room for your Event to one of a more appropriate size. 3. CANCELLATION OF BEDROOMS 3.1 Total Cancellation of Bedrooms If you cancel your contracted numbers of bedrooms 60 days or more before the arrival date – no charge will be made. If you cancel your contracted numbers of bedrooms 30 days or less before the arrival date – full charges will apply. 3.2 Reduction in Contracted Numbers or required facilities 30 days or more prior to the arrival date – contracted bedrooms can be reduced by 10% of the contracted number without charge Between 30 and 7 days prior to the arrival date any cancelled bedrooms will be charged 50% cancellation charge 7 – 1 days prior to the arrival date any cancelled bedrooms will be charged in full. Cancellations or no-shows on the arrival dates will also be charged in full 4. PAYMENT TERMS 4.1 All accounts are to be prepaid in advance. 4.2 If you have credit arrangements the account settlement is required 14 days from the date of invoice (which will be sent to you following your event). 4.3 We reserve the right to charge 2% interest per month (pro rata) on overdue accounts once our credit terms have been exceeded. 4.4 Credit facilities can be arranged after duly completing the necessary credit application forms. The process takes approximately two weeks and must be in place prior to the start of the event. 4.4 If you have a query on the final bill, the balance should be paid on the due date, the part queried will be due as soon as the problem has been resolved. 5. AMENDMENTS OR CANCELLATION BY THE HOTEL 5.1 The Hotel may cancel your booking in the following circumstances: 5.1.1 If the Hotel, or part of it, is closed due to circumstances beyond our control; 5.1.2 If you become insolvent; 5.1.3 If you are more than 30 days in arrears with payment to the Hotel for previous events; 5.1.4 If, in our reasonable opinion, we consider that the Event or the persons associated with it might damage the reputation of the Hotel or otherwise cause damage to the Hotel; In the event of cancellation for any of the reasons specified in clauses 4.1.1 to 4.1.3 the Hotel will refund any advance payments, less any costs already incurred in organising your Event. In the event of cancellation in accordance with clause 4.1.4 the Hotel will refund any advance payments in full. The Hotel shall not have any further liability to you. 5.2 Should the Hotel, for reasons beyond its control, need to make any amendments to your booking we reserve the right to offer an alternative choice of facilities within the Hotel and of a similar standard. Any amendments to your booking will be undertaken after discussion with you and the Hotel will offer the option of a refund at its discretion. 6. REQUIREMENTS AND RESTRICTIONS 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 prior permission. 6.3 No food or alcohol may be brought into the Hotel unless you have prior permission. 6.4 If any member of your party or any external suppliers behave in an inappropriate manner, we may ask you and/or the relevant people to leave the Hotel. 6.5 We have to comply with various licensing and statutory regulations when running our Hotel; you agree to act in accordance with our reasonable instructions in complying with such regulations, rules and requirements. 7. EXCLUSION OF LIABILITY 7.1 Although nothing in this agreement excludes or limits our liability for death or personal injury caused by our negligence we shall be under no liability to you for any indirect loss or expense (including loss of profit, loss of business, depletion of goodwill, loss of goods, loss of contract, loss of use or any special, indirect, consequential or pure economic loss, costs, damages, charges or expenses) arising out of a breach by the Hotel of this contract. 7.2 The maximum liability of the Hotel shall be no greater than the amount paid by the client in respect of any booking. 8. INDEMNITY You will indemnify the Hotel from and against any and all liability and claims, costs, demands, proceedings and damages resulting or arising from the Event, you, your delegates or any outside contractor. 9. DAMAGE It is the policy of the hotel to charge for any damage caused to its property by any activity undertaken as part of the Event. Where necessary the Hotel will call upon the services of an independent arbitrator to undertake an evaluation of any damage. 10. THIRD PARTIES This contract is made for the benefit of the parties to it and (where applicable) their successors and permitted assigns and is not intended to benefit, or be enforceable by, anyone else. 11. SEVERANCE 11.1 If any clause (or part of a clause) of this agreement is found by any court or administrative body of competent jurisdiction to be invalid, unenforceable or illegal, the other provisions will remain in force. 11.2 If any invalid, unenforceable or illegal provision would be valid, enforceable or legal if some part of it were deleted, that provision will apply with whatever modification is necessary to make it valid, enforceable and legal. 12. ENTIRE AGREEMENT This agreement constitutes the entire agreement and understanding of the parties to it and supersedes any previous agreement between the parties relating to the subject matter of this agreement. 13. GOVERNING LAW This agreement shall be governed by and construed in accordance with the law of England and Wales. Each party irrevocably agrees to submit to the sole jurisdiction of the courts of England and Wales over any claim or matter arising under or in connection with this agreement or the legal relationships established by this agreement. I agree to abide by these terms & conditions of booking. On behalf of the Client On behalf of the Hotel Name Name Signature Signature Position Position Date Date