CONFERENCE & CATERING TERMS & CONDITIONS We wish to ensure that your function is a complete success, therefore certain terms and conditions have been established. 1. Tentative Bookings - Will be held for a period of 10 days only, after which time, the space will be released. 2. Security Deposit - The scheduled deposit of £100.00 will be requested at the time of reservation to confirm the booking. 3. Function Cancellations - Written notification received 30 to 60 days prior to the date will be reimbursed 50% of the full deposit. Functions cancelled less than 30 days prior to the date, will forfeit the total deposit. 4. Final Details - Menus, beverage arrangements, entertainment, Audio Visual requirements, room set ups, starting and finishing times must be confirmed in writing 7 days prior to the function. 5. Commencement & Vacating of Rooms - The organiser agrees to begin the function and vacate the designated function space at the scheduled times agreed upon. In the event a function should go beyond the agreed finishing time, the Hotel reserved the right to impose a labour charge for each hour and part hour the function space is occupied. 6. Surcharges - Please note the following surcharges apply: Should your function extend past midnight, a surcharge of £3.00 per person per hour or part there of, will also apply. A surcharge also applies for alternate serving menus (£2.00 per person). 7. Guaranteed numbers - Are required two (2) working days prior to the function and charges will be based on these, or on final head count, whichever is greater. Should your numbers change, please advise us as soon as possible. Please be advised that an additional Room Hire charge may be applicable when catering numbers reduce dramatically. 8. Payment - All function accounts to be paid for in full prior to the event unless alternative arrangements have been made with the Hotel by way of a credit facility. All approved credit arrangements require full payment within seven (7) days of the function. Payment By Cheque Payment needs to be received by the Hotel seven (7) days prior to the function commencing. Should there be any outstanding charges, credit details will be required to settle any additional expenses. Payment By Credit Card The Client agrees to take full responsibility for all payments associated with the event. All charges pertaining to the event, shall and will be charged to the credit card that is authorised for payment. Established Accounts Should your company have pre-arranged credit with the Hotel for the settlement of your account, it must be settled within seven (7) days of receiving the invoice. 9. Prices - Will be confirmed in writing along with final function details. Every endeavour is made to maintain prices as printed, but these may be subject to increase without notice. 10. Room Hire - Is subject to period required, numbers of guests in attendance and overall catering requirements. Our catering staff will discuss room hire along with your requirements. 11. Security – Rydges Kensington Plaza Hotel will not accept responsibility for the loss or damage to any equipment or merchandise left on the premises prior to, during, or after the function. We will be pleased to discuss security arrangements with you. 12. Outside Contractors - For all events, plans must be approved by the Hotel General Manager in all matters of delivering, set up and break down. 13. Compliance - Clients will be responsible to ensure the orderly behaviour of their guests and the Hotel reserves the right to intervene where it sees fit. As part of the Responsible Service of Alcohol Law, the Hotel reserves the right to refuse service to anyone suspected of being intoxicated. 14. Displays & Signage - No items are to be attached, pinned, nailed, screwed, stapled or glued to the wall, door or other surfaces of any area in the Hotel. All banners/signage should arrive at the Hotel ready for hanging eg. With rods, fishing line/rope, eyelets, etc. Signage in the Hotel public areas are to be kept to a minimum and must be approved in advance by the Hotel General Manager. 15. Damages - Clients will assume responsibility for any and all damages caused during the function by any of their guests or any other persons attending the function, whether in the rooms reserved or in any part of the Hotel. 16. Other Functions - The hotel reserves the right to book other functions in the same function room up to one hour before the scheduled function commencement time and one hour after the scheduled function finishing time. Additionally the Hotel reserves the right to book other function in adjoining rooms at any time. 17. Foyer Area - As the foyer areas are open plan, no client has the sole right to the total foyer area and each client is limited to the area immediately within the function room. At all times flow spaces must be left clear for ease of movement of all clients. 18. Fire, Life, Safety - The hotel retains the right to adjust any set up to ensure fire, life, safety codes are not breached. 19. Delivery & Collection of Goods - The Hotel will only accept delivery of goods one working day prior to an event, and all goods must be collected within one (1) working day after the event. All goods are to be addressed to the Hotel General Manager and delivered to the Hotel between 9:00am and 4:00pm Monday to Friday. The Hotel will not accept responsibility for any items delivered or left for collection outside of these times. 21. Insurance - It is the client’s responsibility to take out their own insurance for all items belonging to them for the period those items are in the Hotel. The hotel will take all care to ensure the safety of equipment and property, however will accept no responsibility for damages or theft. 22. VAT – All charges for goods and services supplied include VAT. I have read and understood the above. _______________________________ ______________________________________ _____________________________________ Client’s Name Company Name Client’s Signature ____________________________________________________________________________ _______________ _________________ Company Address Today’s Date Date of Function (Please sign & return these Terms & Conditions on Fax 0207 584 8100 to indicate you’ve understood & are agreeing to them). Thank you