The Caledonian Hotel Conference & Banqueting Terms & Conditions The following terms and conditions of contract apply from the day of this confirmation letter. Written confirmation of a booking, or failure to contest any of the points raised within one working day, by the client implies acceptance of these terms and conditions. In these terms and conditions the expression ‘the hotel’ refers to the Peel Hotel specified overleaf and the expression ‘the client’ refers to the person, firm or company booking the function at the hotel. 1. Payment Payment shall be by cash, bankers draft or such credit cards as are accepted by the hotel. Credit facilities are available and an application form is available from the hotel. The hotel reserves the right to require a payment of a deposit at any time prior to the holding of a function or conference, the amount of which will be determined by the hotel. Should the client fail to pay such a deposit within seven days of being requested to do so, the hotel may treat the booking as having been cancelled by the client. Full pre-payment of all charges including VAT must be made or credit terms agreed with the hotel at least 14 days prior to the commencement of the function or conference. All sums pursuant to this agreement are due for immediate payment on presentation of an invoice. Any query concerning the agreement or the charges made shall not affect the client’s obligation to pay all outstanding balances immediately. The hotel reserves the right to charge interest at the rate of 2% for each 28-day period, or part thereof, on any outstanding balance. 2. Cancellations If the client cancels a conference or function, the following charges will be due. In each case, the percentage applies to the estimated total account for the event. a) Residential and non-residential conferences For cancellations between 52 weeks and 12 weeks prior to the start date – 50% For cancellations between 12 weeks and 4 weeks prior to the date – 80% For cancellations less than four weeks prior to the start date – 100% b) Functions For cancellations between 10 weeks and 8 weeks prior to the start date – 50% For cancellations between 8 weeks and 4 weeks prior to the start date – 80% For cancellations less than four weeks prior to the start date – 100% The hotel will endeavor to re-let the allocated space and any related bedrooms, and a reduction of the cancellation charge will be made if the hotel is successful. 3. Non-Arrival charge Bedrooms reserved in conjunction with a conference or function and subsequently cancelled or not taken up will be subject to the cancellation policy set out in paragraph 2. 4. Licensing and Statutory Regulations The hotel, functions and conferences within it, are subject to Statutory Regulations including those relating to fire precautions and entertainment. The regulations must be strictly observed and a copy is available from the hotel. The provisions of the Licensing Act 1964 as amended must also be observed in England Wales and Scotland, the provisions of the Scottish Licensing Act 1976. 5. Third Party Injury Insurance The hotel accepts no responsibility for the death, bodily injury or disease arising from any cause whatsoever to: a) Persons visiting the hotel and/or the allocated rooms on behalf of, at the invitation of, or at the request of the client, whether such death injury or disease occurs within any part of the hotel. b) Persons employed by the client during the period of hire, whether such death, injury or disease occurs within the hotel, except for legal liability arising due to negligence of the hotel, its employees, servants, representatives or agents. 6. Cloaks and Personal Property The hotel accepts no responsibility for loss of or damage to the property of clients or guests. Cloakrooms are provided for the convenience of clients and guests but any property deposited in it is strictly at owners risk except for legal liability arising due to negligence of the hotel, its employees, servants, representatives or agents. 7. Equipment and Storage The hotel will assist clients, where reasonably possible, with storage of equipment etc. The hotel does not accept any liability for loss or damage to any item of equipment, furniture, stock or the likes of. 8. Professional Bodies The hotel reserves the right to object to the employment by clients and guests of any photographer, toastmaster, band musician or other persons in connection with any function or conference and will, without any obligation be pleased to give customers and guests the benefit of their advice or recommendation in this connection. 9. Corkage No wines or spirits may be brought to into the allocated rooms by the client or guests for consumption on the premises, unless prior consent of the hotel has been obtained for which a charge will be made. 10. Finishing Times Functions and conferences are requested to finish at the time agreed when the booking is made. Extensions to this time may be chargeable and are at the sole discretion of the hotel and are in any event subject to Statutory Licensing Regulations referred to in paragraph 4. 11. Re-Confirmation The client shall notify the hotel no less than 7 days prior to the function or conference the anticipated number of guests attending. The size of the function space allocated is based on the number of attendees and, should this figure be less than 90% of the number first booked, the hotel reserves the right to change the allocated function space or charge a surcharge. The final number must be notified to the hotel no less than 48 hours prior to the function or conference. The amount payable by the client shall be calculated on those numbers or the number actually attending, which ever is greater. 12. General Liability The hotel will not be liable for any failure to provide the services contracted in the following circumstances i) Industrial action by the hotels employees ii) Industrial action by the staff of a major supplier iii) Fire, lightning, aircraft impact, explosion, riot and civil commotion, malicious damage, storm, tempest, flood, burst pipes, impact and earthquake. iv) Postal bookings that do not reach the hotel. v) Breakdown of plant, or any failure to supply the hotel with gas electricity, water services etc. Without prejudice to the foregoing and without interfering and liability against them, the hotel undertakes all possible action to alleviate any such inconvenience. The contact shall not be assignable. The contact shall not be governed by, and constructed in all respects, in accordance with the law of the country in which the hotel for which the booking is made is situated and the client submits to the exclusive jurisdiction of the courts of such country. 13. Damage The clients shall be responsible for any damage caused to the allocated space or the furnishing, utensils and equipment therein by any act, default or neglect of the client including by any sub-contractor or guests of the client and shall pay the hotel on demand the amount required to make good or remedy any such damage. 14. Advertising Clients wishing to print details of the hotel or its telephone number in any publication or advertisement must obtain written permission from the hotel prior to doing so. 15. Hotel Proprietors Act 1956 This agreement does not affect any rights, which the client may have under the Hotel Proprietors Act 1956 where the act applies. 16. Insurance No responsibility whatsoever is accepted in respect of theft, injury or disease to delegates or visitors nor for loss of or damage to property of any kind unless arising as a legal liability for negligence by the hotel, employees, representatives or agents. Clients should arrange their own insurance for the period of the conference or function. Special schemes are available. 17. Residential Conferences The hotel may agree to allocate a number of bedrooms for a conference or function being held within the hotel dependant on availability. The client must confirm the actual number and type of rooms required no less than 14 days prior to the conference or function, any rooms not booked by this time will be released from allocation.