TERMS & CONDITIONS - EVENTS All bookings made for events are subject to the regulations of the hotel and the following conditions: Quotations · The quotation herein may be subject to a proportionate increase to meet increased costs of food, beverages and other costs of the operation existing at the time of performance by reason of increases in commodity prices, labour costs, taxes or currency values · In exceptional circumstances it may be necessary to increase prices herein quoted or to make reasonable substitutions to the menu - the client agrees to pay the increased prices or accept the substitutions · All prices quoted are inclusive of VAT Minimum & Final Numbers · The client will supply the hotel with the ‘final number’ of guests/delegates at least 72 hours prior to the scheduled time of the event - the final number will be the minimum number of meals and/or drinks packages for which the client guarantees payment · Extra meals/drinks packages may be served if conditions permit but without guarantee or obligation by the hotel to provide them - any such meals/drinks packages will be charged at the quoted price · The hotel reserves the right to move an event to another room or space if guest/delegate numbers fall below the minimum number required Food · Only food that has been prepared and supplied by the hotel maybe consumed on the premises, with the exception of a wedding or other celebratory cake - in this instance, the client must complete and sign a liability waiver form · A liability waiver form will also need to be completed and signed if the client or guests want to take any food, including a wedding or other celebratory cake, off the premises · Menu prices are based on food that is served before 10.30pm · Menu prices may be subject to an increase of up to 10% per annum · Final confirmation of menu choice is required three weeks prior to the event Beverages · No beverages [alcoholic or non alcoholic] may be brought on to the premises or consumed on the premises by the client or the client’s guests without explicit written permission from the hotel · Where written permission is granted, the hotel reserves the right to make a charge for the service of such beverages Accommodation · Special rates for accommodation and parking are offered to guests attending an event at the hotel, subject to the availability of rooms and parking spaces · If the client requires six or more rooms for guests, these must be booked as a block when the function deposit is paid · Any unsold rooms will be automatically released one month prior to the event and rate thereafter is not guaranteed · The cancellation policy on guestrooms is 4.00pm one day prior to arrival · In the event of a no-show or late cancellation the client/guests will be charged for the first night’s stay, subject to the guarantee made for rooms at time of booking Entertainment · A resident DJ, band or other entertainment may be supplied by the hotel when required at a standard cost · The client must obtain approval from the hotel for all entertainment that is not booked by the hotel · The client must provide evidence that the entertainer holds the relevant public liability insurance, at least three weeks prior to the event · The hotel reserves the right to control sound levels of DJ’s, bands and other entertainment Conduct · The client is responsible and liable for the conduct and discipline of all persons attending the event · The hotel reserves the right to refuse service and the right to ask guests to leave or to terminate an event, without refund, if there is any failure to correct (when asked) any aspect of poor behaviour or unacceptable activities on the part of any guest - the decision of the hotel manager on duty is final Damage · The client is responsible for any damage caused to the allocated rooms or furnishings, utensils, 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 Incident Reporting · The hotel will provide an incident report form for the purpose of recording any incident or accident that occurs during the course of the hire period · It is the duty of the client to report such an incident to the manager on duty and furnish an account of such accident or incident together with names and addresses of all or any witnesses thereto and to sign the incident book in support thereof Guests Property · The hotel does not accept any liability for loss or damage to any item of guest property while on the premises Other Events · The hotel reserves the right to hold two or more events on the same day Fire Exits · Fire exits are to be kept clear at all times Installations & Displays · All stands and display notices must be entirely self-supporting · Nails, screws, drawing pins, adhesives and sticky tapes must not be used on the floors , walls, doors or partitions of the meeting rooms, banqueting suites or public areas Performance · Performance of this agreement is contingent upon the ability of the hotel management to complete the same, and is subject to labour trouble, disputes or strikes, accidents, government requisitions and restrictions upon travel, transportation, foods, beverages or supplies: and other causes whether enumerated herein or not beyond the control of management preventing or interfering with performance DEPOSITS, PAYMENTS & CANCELLATION CHARGES Deposits · Rooms/dates may be held provisionally for one week but are not guaranteed until a deposit has been paid · A deposit of £500 is required to secure a booking – this deposit is non-refundable and non transferable · Payment of a deposit indicates acceptance of terms and conditions · The hotel reserves the right to refund a deposit and cancel an event, when a booking is made under false pretences or is in breach of any of the terms and conditions listed Payments Schedule The following schedule of payments applies to all events, unless credit facilities have been established: Amount Date Due At time of booking Holding Deposit First payment Six months prior to event date:25% of total balance Second payment Three months prior to event date:25% of total balance Third payment One month prior to event date: 25% of total balance Final payment One week prior to event date:Outstanding balance Payments by cheque are required seven working days prior to the due date Cancellation Charges & Refunds · Cancellations will only be accepted in writing – post, fax and email are acceptable · All cancellations will result in the forfeiture of any deposit paid, minus the following cancellation charges · More than six weeks but less than 12 weeks notice 25% · Between 6-5 weeks notice 40% · Between 4 -3 weeks notice 50% · Between 2-1 weeks notice 75% · Less than one weeks notice 100% · Cancellation charges will be invoiced where credit facilities are established Disputes · Only the items in dispute maybe withheld from payment Should any clause in this contract be held to be inoperative or unlawful for whatever reason, it shall not render ineffectual the remainder of the agreement. The Laws of the United Kingdom shall govern this agreement. By signing below, I accept the terms and conditions as outlined above. Name:___________________________________________Signature: ________________________________________ Event:_______________________________Date:________________________________ Event Date: _________________ ADDENDUM - EXHIBITIONS Consigning · No goods or exhibits may be consigned to the hotel · The hotel will not receive them or be responsible for any charges for freight, carriage or delivery - the hotel is not responsible for any loss or damage to such goods Delivery & Removal of Exhibits/Stands · No vehicle will be permitted to block the thoroughfare, car park or entrances while delivering or removing goods · All goods should be delivered and removed through the exit door specified by the management · No deliveries are to be made through the front of the hotel Installations & Displays · Fly posting on any part of the building is strictly prohibited · Exhibition organisers and contractors must not tamper with any structural elements of the building · The hotel reserves the right to remove any display or notice that is not installed appropriately Noise Level · It is assumed that no exceptional noise levels will be created by any exhibitors or visitors Distribution of Publicity Matter/Litter · No publicity material or leaflets may be distributed to hotel guests in the main lobby or public area of the hotel · No posters, flyers or other publicity matter can be displayed or distributed in such a manner as to contravene any litter or advertising standards laws Empty Cases · All loose cases, packaging, cardboard boxes, and display material must be removed from the hotel premises before, during and after display · In no circumstances may the organisers of an exhibition or trade show leave such material lying around the area or outside in the hotel grounds · In the event of materials being left behind, charges will apply to the organizer of the exhibition to cover the cost of removing the materials Damage · An inspection of the area should be made by the organiser prior to set-up, accompanied by a hotel manager · On departure, a similar inspection should be repeated to assess any damages · The organisers shall be responsible for any damage, which may have occurred to the fittings, walls, floors or carpet during the exhibition or event · The organiser shall pay to the hotel on demand the amount required to make good or remedy any such damage Housekeeping · The cleaning and maintenance of stands shall be the responsibility of the organisers · The organiser must advise the hotel of any glass or other breakage, spillage or other damage or nuisance which may occur on the premises during the period of hire and supervise its removal · The area is to be returned to the hotel cleaned and cleared of all rubbish - a cleaning deposit maybe requested by the hotel Accounts · Exhibitors must pay for any hotel service requested upon receipt unless account facilities are established Name:___________________________________________ Event:_______________________________ Event Date: _____________ Signature: ________________________________________ Date: _______________________________