Terms and Conditions for Conferences and Events 1. Confirmation a) Bookings will be treated as provisional until the signed contract (the Confirmation) is returned by the client, which should be within 14 days of the original booking. b) All bookings must be confirmed in writing and signed by the client, preferably by fax or letter. c) Final numbers must be given a minimum of 10 days prior to the function. The amount payable by the client will be calculated on this final number or the number who actually attended which ever is greater. If the client’s booking is accepted by Hawkwell House Hotel on the basis that a minimum number of persons will attend the function, the amount payable by the client shall be calculated on such minimum number or the number actually attending, which ever is greater. 2. Cancellations a) Should you have to cancel your booking, a charge will be made, calculated as a percentage of the total booking value, according to the scale highlighted below. Cancellation Period Percentage From 3-6 Months prior to the Event 25% Between 1-3 Months prior to the event 30% 1 month – 15 days prior to the event 50% 14-7 days prior to the event 80% Less than 7 days prior to the event 100% b) All cancellations must be confirmed in writing by the client. c) Any costs incurred for a particular event, that otherwise would not have been incurred, will be charged in the event of cancellations unless Hawkwell House Hotel are able to mitigate their loss. d) Cancellation charges will only be Levied to the extent that Hawkwell House Hotel Fails to mitigate its Loss in this respect, having used reasonable endeavours to do so. It is possible to take out insurance cover for cancellation charges incurred with certain types of conference. 3. Reduction in numbers a) The Hotel reserves the right to set a minimum number to be charged for an event. b) Any reduction in numbers in the last 28 days, prior to the event, will be charged at 50% of the agreed individual rate, unless the “minimum number to be charged” is applicable. 4. Deposits and Payments a) Hawkwell House Hotel reserves the right to require payment of a deposit at any time prior to the holding of a function. The amount of which will be determined by the Hotel. Should the client fail to pay such deposit within 7 days of being requested to do so, and never later than 10 days before the beginning of the function, the Hotel may treat the booking as having been cancelled by the client and the deposit shall be non-refundable. b) In certain circumstances full payment may be required prior to the event (i.e. Wedding receptions). c) Where full payment is required prior to the event, the amount invoiced must be received 10 days prior to the event. 5. Credit Credit facilities with Hawkwell House Hotel may be obtained on application to the Hotel. Credit facilities must be agreed prior to the commencement of the function. All accounts incurred against this agreement will be invoiced immediately after the function. All invoices are due for payment upon the receipt of the invoice. Any queries raised will not affect the immediate payment of the outstanding balance. 6. Interest Interest on overdue invoices shall accrue form the date when the payment becomes due from day to day until the date of payment at a rate of 4% above Lloyd’s bank PLC’s base rate from time to time in force and shall accrue at such a rate after, as well as before any Judgement. 7. Damage The Client is responsible to Hawkwell House Hotel for any damage caused to the allocated rooms or the furnishings, utensils and Equipment therein or to the Hotel generally by any act, default or neglect of the client, subcontractor, employee or guests of the client and shall pay to Hawkwell House Hotel the amount required to make good or remedy any such damage. 8. Corkage No wines or Spirits may be brought into the allocated rooms by clients or guests for consumption on the premises unless prior written consent of Hawkwell House Hotel has been obtained and for which a charge will be made. This includes the use of miniature bottles for favours or table decorations and raffle prizes. 9. Postponements Any postponements of confirmed and contracted business will be considered as a cancellation in accordance with condition 2 above. 10. Non-Arrival Charges/ Early Departures Bedrooms reserved in conjunction with functions are regarded as being guaranteed bookings and in the event of non-arrival a charge will be levied on the client for one night’s accommodation and breakfast, unless notified at least 24hrs before 15.00 on day of arrival, otherwise the remainder of the reservation will then be cancelled and appropriate cancellations charges will be levied. Similarly Hawkwell House Hotel reserves the right to charge for early departures as above. Early check in and late departures charges apply. 11. Agents Should the client contract with the hotel through an agent, they act in that capacity for the customer, and not Hawkwell House Hotel. The Client therefore accepts full responsibility for payment of the Hotel’s Account. 12. Access and Finishing Times Functions are required to finish at the time agreed when the booking is made. Extensions to this time may not be possible unless previously agreed with the hotel Manager. Access into a function or conference room is allowed no earlier than one hour before the starting time of an event or conference unless previously agreed. 13. Price Variations In the event of circumstances beyond Hawkwell House Hotel’s control (i.e. increase in the standard rate of VAT). Hawkwell House Hotel reserve the right to vary the prices quoted to an extent which reflects such change in circumstance. 14. Health and Safety All clients running or organising a conference or banquet at Hawkwell House Hotel are responsible for, and must ensure full compliance with, the hotels health and safety policy, a copy of which is available on request. 15. Licensing and Statutory Regulations Hotels are required to comply with the regulations regarding Fire Precautions Act 1971 and London Government Act 1963 relating to music, dancing and entertainment covering all functions held in the hotel. Clients shall maintain free access to fire exits at all times. The provisions of the Licensing Act 1964 (as amended) must be observed by the clients in England. 16. Guests Clothing and Personal Property Hawkwell House Hotel does not accept any responsibility for the property of clients or their guests. Cloakrooms are provided for the convenience of clients and guests but any goods deposited in the cloakrooms or left unattended on hotel premises are deposited at owner’s risk and without any liability on the part of Hawkwell House Hotel. Insurers can be recommended to cover any function. 17. Equipment Storage The Hotel will assist Clients, where reasonably possible, with the storage of equipment etc, Hawkwell House Hotel does not accept any liability for loss or damage of to any item of equipment, furniture, stock or the like. Any conference resources or correspondence delivered to the Hotel must be delivered no earlier than 1 day prior to the event. If the resources are received by the Hotel more than one day prior a storage fee may be charged. 18. Professional Bodies and Performing Rights Hawkwell House Hotel reserve the right to object to the employment by clients and guests of any photographer, toast master, band, musician or other person in connection with any functions and will without obligation be pleased to give clients and guests the benefit of their advice to recommendations in this connection. It shall be the responsibility of the client to ensure that were applicable, performing Rights Society forms and Phonographic Performance Limited forms are completed by any band or musicians employed by the client. 19. Third Party Personal Insurance Clients may like to consider taking out an insurance policy to cover cancellations, damage, third party liability and other eventualities beyond their control. 20. General Liability a) Subject to condition 19 Hawkwell House Hotel shall not be liable, whether in contract, tort or otherwise for any indirect, consequential or economic losses or loss of profits howsoever arising (including negligence). b) In no event will Hawkwell House Hotel’s liability for any loss or damage in contract or tort (including negligence) or howsoever otherwise, exceed the total amount paid by the client for the function. c) Hawkwell House Hotel does not hereby exclude or restrict its liability in respect of death or personal injury resulting from its negligence. d) Hawkwell House Hotel shall not be liable for any breach of the terms and conditions or delay or failure in providing its services as a result of causes beyond its reasonable control including but not limited to fire, floods, strikes, embargoes, delays in transportation, failure of services or inability to obtain necessary information or regulations of any authority. 21. Assignment This contract shall not be assignable by the client, but may be assigned by Hawkwell House Hotel. 22. Governing Law This contract shall be governed by and construed in all respects in accordance with the laws of England and this and this contract does not affect any rights which the client may have under the Hotel Properties Act 1956 where that act applies. 23. Time of the Essence For all time scales imposed by these conditions time shall be of the essence. 24. Alterations It is Hawkwell House hotel’s aim to provide the client with the service they have requested for their function, but in the unlikely event that Hawkwell House Hotel for any reason need to change any aspect of the function (Including the function room) they reserve the right to do so at any time. Hawkwell House Hotel will notify the client immediately this happens and will use their reasonable endeavours to provide alterations to an equal or higher standard. Hotel Signatory (Print Name): ____________________________ Signature: _____________________________________ Date: _____________________ Organiser Signatory (print Name):_________________________ Signature: _____________________________________ Date: _____________________