CONFERENCE & EVENTS TERMS & CONDITIONS 1.Please Note: a.When used below, the term “smaller event” involves up to and including 20 delegates and the term “larger event” involves more than 20 delegates/guests. b.The hotel General Manager has the authority to amend these terms and conditions at his discretion. 2.Number booked: a.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. Final numbers must be confirmed 3 working days prior to the event (not including the day of the event) and subject to any minimum number. This will be the number you will be charged for. b.The hotel reserves the right to change a designated room after appropriate consultation if the minimum numbers are not to attend the event. This does not affect any minimum charge. 3.Payment: a.Full payment for all events is required 14 days prior to arrival, unless alternative arrangements have been agreed by the Hotel. b.Completed Credit Application Forms are required 14 days prior to arrival for all customers requesting credit facilities, a credit check will be completed and only on a satisfactory return will a credit facility be confirmed. The hotel is under no obligation to grant credit. If credit is granted then settlement must be made in full on receipt of the appropriate invoice. c.If payment is to be made by either credit or debit card, this must be made known to the hotel at the time of booking. Only recognised credit cards will be accepted and a pre-authorisation will be required to guarantee payment prior to the event. 4.Cancellation by the customer: a.Should you cancel your booking a charge may be made equivalent to any loss suffered by the hotel. Costs incurred for any equipment hired by the hotel will be added to any cancellation fee. b.The following % will be charged: -If cancellation occurs 0-4 weeks before a smaller event 50% -If cancellation occurs 0-2 weeks before a larger event 100% -If cancellation occurs 2-6 weeks before a larger event 90% -If cancellation occurs 6-12 weeks before a larger event 25% Cancellation charges will be based on the following elements – 70% of pre-booked food and liquor, 90% of pre-booked accommodation and room hire. These charges are based on elements within any inclusive delegate package or individual items. Sundry items will be charged at their full rate. c.Cancellation MUST be made in writing and be sent by registered post to the hotel. No other form of communication will be considered to be acceptable in the event of cancellation. c.NO CHARGE will be made in the following circumstance: -If the venue can be resold for the same date (s) at a similar fee. When calculating the above periods, the actual day (s) of the event will not be taken into account. 5.Cancellation by the Hotel: a.The hotel may cancel the booking at any time and without any obligation to you in any of the following circumstances: -If the hotel or any part of it is closed due to fire, alteration or redecoration, by order of any public authority, or otherwise through any reason beyond the hotels control. -If you become bankrupt or insolvent or enter into liquidation or have an administrator, administrative receiver or receiver appointed over all or a substantial part of your assets. -If you are more than 30 days in arrears with payments to the hotel or company for previously supplied services. -Within 3 days of the event (not including the event) the event may, in the General Managers reasonable opinion, prejudice the reputation of the Hotel. 6.Liabilities: a.Please safeguard your property. The hotel will not accept any liability for loss or damage to property or death or illness of or injury to persons unless caused by the hotel’s negligence. 7.General: a.Goods and services may not be bought or sold on the premises. No tickets whatsoever may be sold at the event. b.No signs, displays, posters or other material may be fixed to the walls of the hotel rooms without the prior authorisation of the hotel General Manager. The hotel will charge for any damage caused to fixtures and fittings, including carpets howsoever caused by the booker or anyone attending the event. c.The hotel reserves the right to refuse access to any contractor in appropriate circumstances.