1.To secure your booking To confirm your reservation and to ensure that we have the correct information for your course/event, you are requested to return our booking form within 7 days* as alternatively the space may be released. Bookings remain provisional until this contract is signed by both parties. 2.Delegate numbers When confirming numbers on the booking form, please ensure that they are realistic in relation to your course/event. The delegate numbers for which you contract will be used as the basis for your final account and will be subject to our cancellation policy as detailed below. We do, however, understand that numbers can reduce and with this in mind we allow for a 10% variance in delegate numbers if notified to us in writing more than 14 days prior to the course/event. 3.Cancellations or amendments In the unfortunate event that you cancel or reduce your numbers, cancellation fees will be charged in accordance with this clause. We will endeavor to re-sell your space and, if successful, any payments received for such space sold will be taken into account, based on the applied percentage, when calculating your cancellation fee. All cancellations and amendments must be confirmed to us in writing and a cancellation number obtained from the venue. On receipt of this confirmation the notice period becomes effective and excess space will be released for re-sale. Fees for cancellations/reductions in numbers are calculated as detailed below and are based on the total value of the confirmed booking. Period of notice given before course/event arrival date: Cancellation fee: 12 months or longer 10% of rates quoted Between 6 & 12 months 25% of rates quoted Between 4 & 6 months 50% of rates quoted Between 2 & 4 months 75% of rates quoted Between 8 days & 2 months 100% of rates quotes 4.Final confirmation of attendees To enable us to organise your event successfully, please send to us your final numbers, delegate rooming list and information on any visitors/guests no later than 14 days prior to the course/event. Should the client make significant changes to the programme or the expected number of delegates, the hotel reserves the right to amend the rates and / or facilities offered. The event must start and finish at the times specified on the contract. Changes to the times must be agreed with the hotel. 5.Minimum numbers at weekends - Details upon request 6.Training/event rooms and facilities – Full details with signed confirmation Amendments or Cancellations by the Hotel The hotel reserves the right to cancel any booking forthwith or reserves the right to offer alternative facilities without any responsibility on its part in the event of: a. Any occurrence beyond the reasonable control of the hotel which shall prevent it from performing its obligations in connections with the booking b. If the booking might, in the opinion of the hotel, prejudice the reputation of the hotel c. If the client is more the 30 days in arrears of previous payment to De Vere Hotels & Leisure d. If the hotel becomes aware of any alternation in the clients financial situation. 7.Damage - Full details with signed confirmation 8.Liability - Details upon request 9.Statutory legislation De Vere Venues is subject to statutory regulations including, without limitation, Liquor Licensing, Fire Regulations, Health, Safety and Environment. Clients, their employees, their guests and associated third parties must therefore comply with these requirements as may be directed and enforced by De Vere Venues. 10.Credit facilities - Full details with signed confirmation 11.Invoicing and payment -Full details with signed confirmation 12.Late payment – Full details with signed confirmation 13.Use of grounds - Upon request 14.Termination – Full details with signed confirmation 15.General No failure or delay by us in exercising any of our rights under this contract shall be deemed to be a waiver of that right. In the event of circumstances beyond our control resulting in us being unable to provide our services, we shall have no liability in respect of any losses or damages arising directly or indirectly from such circumstances. Should the client contract with De Vere Venues through an agent, the agent acts in that capacity for the client and not De Vere Venues. The client therefore accepts full responsibility for payment of the account. This contract shall be governed by the laws of England. The company reserve the right to change any hire agreement at any time should any stadium event / Sports fixture / Football match be scheduled or rearranged, after the Company has confirmed the hire in writing. Sports events / Football / Matches / Stadium events will have priority. The Company will give the hirer such notice as is practical or possible, and endeavour to offer suitable alternatives Where any facilities or services are booked, or requested, the Hotel will not liable to make any refunds should the delegates fail or refuse to use them for whatever reason and full payment must be made Where the hotel is requested to book facilities and / or services on behalf of its clients or their delegates with third parties, it will do so in good faith but cannot be held liable should the standard of those services prove deficient, nor for the acts or omissions of such third parties Only food and beverage purchased from the hotel may be consumed on the premises. If food or beverages are brought into the hotel for consumption, a charge will be made equal to the hotel’s selling price for that or an equivalent product, which shall be in the absolute determination of the hotel Bedrooms & Meeting room space is offered to the client for their exclusive use and for their affiliates and is not for resale to non-affiliated parties unless by prior arrangement within the hotel It is strongly recommended that you take out event insurance. Please contact your preferred broker Virus Security – Details to be confirmed with signed confirmation