NEW FOREST HOTELS CONFERENCE TERMS & CONDITIONS All conferences, banquets and functions booked at any New Forest Hotels plc hotel by the client shall be subject to the following: 1. NUMBERS ATTENDING • The client shall give details of final numbers attending the function when requested by the Hotel and, in any case, not less than 7 days beforehand. The acceptance of any increase over the previously advised numbers will be at New Forest Hotels discretion. • Where the booking includes bedroom accommodation, full details of the number of persons staying, together with the type of accommodation and length of stay must be stated, in writing, not less than 14 days prior to the date of arrival or sooner if requested. The names of those occupying each room must be given, in writing, at least three days before the start of the booking. • New Forest Hotels reserves the right to charge, in full, for any decrease from the final numbers given but in any case, the minimum chargeable number as shown overleaf will apply. 2. INFORMATION • The client shall provide, on request by the Hotel, all such information which is available in relation to the function as may be necessary to enable New Forest Hotels plc to make a fully informed assessment of its obligations to provide the services. 3. PAYMENT • The client agrees to pay 25% of the total approximate cost for any confirmed event of £5,000.00-£10,000.00, 1 month before the date of the event. • The client agrees to pay 50% of the total approximate cost for any confirmed event of £10,000.00 and above, 1 month before the date of the event. • The above fees become payable upon receipt of a pro-forma invoice which will be forwarded to the client 6 weeks before the event – terms for pro-forma invoices are 14 days. 4. CHARGES • Account facilities will only be granted to those companies that have established credit facilities in advance. • The client agrees to pay all New Forest Hotels’ charges on the due date, failing which the Hotel reserves the right to add a credit charge of at 10% to overdue accounts. • Any function for which advance payment is overdue by more than 7 days may be cancelled by NF and the cancellation fees detailed in Clause 7 will become payable immediately. • If there are any queries on any part of an invoice, the client will pay the undisputed balance of the sum owing on the date due and the remainder on resolution of the query. • The company reserves the right to withhold or withdraw credit facilities at any time without notice. 5. ADVERTISING • If the general public is to be admitted to the function, the client should not use NF names or trademarks without its prior written permission and must show all tickets, posters and advertising material to the Hotel for its approval in writing. In all other circumstances this information should be provided is so requested by the Hotel. 6. CLIENTS USE OF THE HOTEL The Client and persons attending the function shall: • Comply with all licensing, health and safety and all other regulations relating to the Hotel; • Not carry out any electrical or other works at the Hotel, including amplification and lighting, without NF’s prior written consent; • Not bring any dangerous or hazardous items into the Hotel and remove any such items promptly when requested to do so by a member of the Hotel management or any other authorised person; • Not consume any food or drink at the Hotel not supplied by NF or its authorised caterers, without NF’s prior written consent; • Not act in an improper or disorderly manner, leave promptly at the appropriate time and comply with any reasonable requests by NF’s employees. Any person or item in breach of these conditions may be refused admission or be removed from the Hotel. 7. CANCELLATION BY NEW FOREST HOTELS PLC NF may cancel the bookings under the following circumstances; • If the Hotel or any part of it is closed due to circumstances outside of its control. • If the Client becomes insolvent or enters into liquidation or receivership. • If the Client is more than 30 days in arrears with any payment to NF • To avoid a breach of these conditions. • If it might prejudice the reputation of a cause damage to the Hotel, or NF Hotels plc. 8. CANCELLATION BY THE CLIENT If the Client cancels a reservation less than 12 months in advance, NF reserves the right to claim the following sums, unless a booking is obtained for the same dates from a third party on no less favorable terms: • Cancellations between 6 & 12 months in advance - 25% of the room hire fee. • Cancellations between 3 & 6 months in advance - 30% of the total anticipated charges. • Cancellations between 1 & 3 months in advance - 50% of the total anticipated charges. • Cancellations less than 7 & 30 days in advance - 85% of the total anticipated charges. • Cancellations less than 7 days in advance - 100% of the total anticipated charges. In all instances, notification of cancellation must be made in writing and will be effective on the date received by the Hotel. 9. LIABILITY • NF will be liable to the Client and/or persons attending the function for injury to persons or loss or damage to property only where and to the extent that it has been negligent but otherwise will be under no liability to them whatsoever. • The Client will be liable for any loss or damage to NF’s property including walls, light fittings and equipment (including items hired for their use) or injury to any person including NF staff and shall indemnify NF against loss or liability (other than NF’s liability in above clause) arising from the function. • PLEASE NOTE – It is prohibited to attach any material/s to the walls of the conference/function rooms by any means. • The Client is advised to consider arranging insurance for the function covering public liability and loss or damage to its property and that of persons attending the function. • The Client must ensure that all Entertainers employed by them at any NF Hotel must have Liability Insurance for a minimum of £3,000,000.00. 10. GENERAL • NF will take all reasonable steps to fulfil the reservation to the best of its ability and in accordance with the details provided. However, it reserves the right to provide alternative services of at least an equivalent standard at no additional costs to the Client. • The Client shall not be entitled to assign the booking to any third party nor utilise the Hotel’s facilities, other than for the purpose stated overleaf, without NF’s prior written approval. • NF reserves the right to pass on to the Client any additional costs incurred by them in respect of goods and services requested during the course of the function or caused by the Client not adhering to the agreed times for services. • Whilst the Company has taken all reasonable steps to ensure that the information contained in its brochures, tariffs, leaflets and advertisements is accurate, it reserves the right to alter, substitute or withdraw any service, facility or amenity without notice if necessary. • Notwithstanding anything contained in these Terms, the Company will not be liable for any failure to perform its obligations to the Client in whole or part as a result of any of the following circumstances: a) Strikes. b) Other industrial action(s) c) Fire at or near the Hotel d) Flood at or near the Hotel e) Civil unrest, dispute or commotion f) Act of God g) Legal action against the company, not resulting from its negligence, preventing the supply of services. h) Electricity Cut. i) Loss of Water • No variation of these conditions shall be effective unless in writing and signed on behalf of NF and the Client. • This agreement shall be subject to the law of the country in which the Hotel is situated. 02/08