Conferences and Meetings Terms of Business In order to avoid any misunderstanding in respect of your booking, the following Terms of Business apply to all bookings related to Classic Lodges conferences and meetings. We’ve tried to make our terms of business as clear as possible, however, if you have any questions, please call us before you sign them. 1. Booking Confirmation Any booking made is considered provisional until the hotel receives a signed copy of these terms back from you. Receipt of which will be deemed to be your acceptance of these terms. 2. Delegate Numbers and Accommodation Provisional numbers are required at the time of booking and the hotel’s minimum charge for the services booked will be based on those numbers. (i) To allow us to plan your meeting properly, you will need to provide us with final delegate numbers 14 days prior to your event. Final charge payable will be based on this number or the actual number attending, whichever is the greater and provided that the minimum charge has been exceeded. (ii) If your numbers go down, cancellation charges will be applied. However, if you give us more than 14 days notice, you can reduce your numbers by up to 10% without charge. (iii) If you provide less than 14 days notice, the contracted numbers will be charged. If the numbers are reduced below the minimum numbers required for your room, we may have to re-allocate the room. To one more appropriate to the size of your conference or meeting. (iv) Subject to agreement, bedrooms can be held for your delegates, however, these rooms will be released 14 days prior to the event if the numbers have not been confirmed. However, 7 days prior to the meeting, delegate names for bedrooms must be received by the hotel or the rooms will be released. 3. Availability All rooms, rates and facilities offered are subject to availability at the time of booking and the discretion of the hotel. 4. Payment and Credit Facilities If you are not a credit customer a Credit Facilities Application Form is available on request. Separate conditions apply to credit facilities, which can be found on this form. Credit is not automatic, and confirmation must be sought after completion of the Credit Application Form. Where credit is extended, full payments should be made to the hotel within 28 days of the date of invoice. Unless you have arranged credit facilities with the hotel. Unfortunately, credit facilities are not available to private individuals. 5. What happens if I cancel? No one wants to have to cancel, however sometimes circumstances are beyond your control. Although we will do everything within our ability to help you in the unfortunate event that you need to cancel, there needs to be an agreed ‘Cancellation Policy’. Here’s how ours works: More than 24 weeks before the meeting is scheduled to take place non-refundable deposit is retained. Between 24 and 12 weeks before the meeting is scheduled to take place 25% of the total booking value Between 12 and 4 weeks before the meeting is scheduled to take place 75% of the total booking value Less than 4 weeks before the meeting is scheduled to take place 90% of the total booking value We will try to re-let the allocated room/s and a reduction of the cancellation charges will be made if we are successful. 6. Cancellation by us. In the unlikely event that the hotel has to cancel your booking, you’ll receive back any pre-payments, although the hotel will not have any other liability. However, the hotel may only cancel if: (i)The hotel or any part of the hotel is closed or becomes unavailable due to events beyond our control. (ii)If you, or we become insolvent, or in the case of an individual, become subject to a bankruptcy petition. (iii)The booking, the persons associated with the booking and/or the purpose of the event might damage the reputation of the hotel or the company. 7. Etiquette and Conduct For the comfort, enjoyment and safety of all our guests, it is important that members of your event maintain acceptable levels of behaviour and noise on the hotel premises. In the unlikely event that you are requested to by the hotel management, you must take the necessary steps to ensure that members of your group adhere to this. In the event of your failure to comply with this request, the hotel management may stop an event, without being liable for refund or compensation. 8. Your own equipment/materials We can provide most equipment, however, should you wish to bring your own equipment into the hotel, you must ensure that it has been tested and is safe to use. Delivery of any materials and/or equipment can be made within 24 hours of your meeting, however, the hotel reserves the right to dispose of any materials not collected within 48 hours of the completion of your meeting. All deliveries must be clearly marked with the organiser and company name. The hotel accepts no liability for any equipment you bring to the hotel, and w ask you to comply with the rules set out in the Health & Safety at Work Act 1974. Any third party contractors visiting the hotel under your instruction must ensure they have current and adequate ‘Public Liability Insurance’ in place. Copies of electrical testing certificates and their insurance policies must be made available at the time that final details are confirmed. 9. Other notes Just a couple of points: (i) Should any damage occur to the hotel or hotel property during your event you will be deemed as liable for any costs incurred. (ii)In the unlikely event that you are unhappy with any aspect of your event, this should be brought to the attention of the hotel at the time so that the matter can be resolved immediately. 10. Insurance You may well consider it worthwhile arranging insurance. This can usually be done for a small premium to cover the cost of cancellation and other liabilities. Please bear in mind that your insurance contract will be between the insurance company involved and yourselves. Now that you’ve read the ‘Terms of Business’, please sign and return these to confirm that you’ve received and agreed with them so we can confirm your booking. We advise you to retain a copy of these terms for your own record. Signed: Print Name: Company Name: Telephone Number: Date of Meeting: