Terms and Conditions 1. Should you have to cancel your booking a charge may be made equivalent to any loss suffered by the Hotel as explained in the following conditions. 2. Any costs incurred for a particular event that otherwise would not have been incurred will be charged in the event of cancellation. 3. For accommodation and venue hire charges NO CHARGE will be made in any of the following circumstances, other than those stated in paragraph 2 above. a) Up to 25 Customers: No charge if cancelled more than 6 weeks out. 26-99 Customers: No charge if cancelled more than 12 weeks out. Over 100 Customers: No charge if cancelled more that 24 weeks out. b) A booking is made after the above time frame 3 (a) and notice of cancellation is received by the Hotel within 7 days of making the booking and at least 7 days prior to the event. c) We are able to subsequently re-let the accommodation for the same dates at a similar value. 4. Otherwise the amount of any cancellation will be calculated as a % of the total booking value according to the following notice period given. Up to 25 Customers: 50% Cancellation charge if cancelled 1 to 6 weeks out. 90% Cancellation charge if less than 1 week out. 26-99 Customers: 50% Cancellation charge if cancelled 6 - 12 weeks out. 90% Cancellation charge if less than 6 weeks out. Over 100 Customers: 50% Cancellation charge if cancelled 12-24 weeks out. 90% Cancellation charge if less than 12 weeks out. 5. Rebooking of the event. Should you be able to rebook a similar event value at a time acceptable to the Hotel Manager 25% of any cancellation charge will be credited to the rebooked event. 6. Numbers to be charged. Provisional numbers will be asked for at the time of booking and the Hotel reserves the right to set a minimum number to be charged for the event. See minimum number on booking form. Final numbers must be confirmed 5 working days prior to the event. 7. Reduction in numbers of delegates. There will be no charge for a reduction in numbers attending in the following circumstances. All changes are notified prior to the time scales set out in paragraph 3(a) and do not result in a number less than any agreed minimum number if applicable. Any cancellations after final numbers are agreed will be charged at 90% of the agreed individual rate, unless minimum number charge is applicable. 8. Credit references are required for all customers requiring credit facilities. This does not guarantee credit being granted. 9. Variation to the policy. Where the Hotel's General Manager judges that the degree of protection afforded by this policy is insufficient for the degree of risk he undertakes when contracting a specified piece of business, he may seek agreement in writing to different terms at the outset of the contract. 10. If payment is to be made either by a credit or charge card this request must be made at the time of contract. The card must be produced by the card signatory prior to or at the function. Payment by cheque or cash must be made on receipt of the invoice. If a deposit has been taken and no cancellation charge is due, the deposit will be refunded in fill. If a charge is due then the deposit will be held until the meeting date has passed and the charge can be assessed. 11. Cancellation by the Hotel. The Hotel may cancel a booking: a) If the Hotel or any part of the its closed due to fire, dispute with employees, alteration, decoration or by order of any public authority. b) If the customer becomes insolvent or enters into liquidation or receivership. c) If the customer is more than 30 days in arrears with payment to the Hotel for previously supplied services. d) If it might prejudice the reputation of the Hotel. In such event, the Hotel will refund any advance payment made, but will have no further liability to the customer. 12. The outstanding balance of the account is payable by the customer on completion of the conference, unless alternative arrangements have been agreed with the Hotel. The customer is responsible for the checking and settlement of all accounts. 13. The customer assumes responsibility for any and all damage caused by him or any of his guests or other persons attending, whether in rooms reserved or in any part of the Hotel. 14. Affixing signs, displays and posters to walls may only by carried out within the authorization of the Hotel. 15. The Hotel reserves the right to change agreed conference rooms with appropriate discussion if indicated numbers do not materialise, and will keep the customer informed. 16. It is a term of letting those goods and services cannot be bought or sold on the premises, and no tickets may be sold at the door. 17. Should you wish to employ the services of any outside contractor other than those arranged by the Hotel at your function, you must undertake to indemnify the Hotel against any claims made against them resulting from an act or default by any of your servants or caused by any equipment supplied by yourselves; this indemnity is also to include cover under the Health & Safety at Work Act 1974. Any outside contractor employed by the customer must report to the banqueting manager or Hotel engineer and contractors must comply with appropriate legislation including the Fire Precaution Act. We reserve the right to refuse access, without prejudice to any contractor. 18. The Hotel name, logo and telephone number cannot be used in any advertising or publicity, without the prior knowledge and consent of the General Manager. Signed:………………………….................. Date:…………….. Company:……………………………………………………………………