Contract Between Marston Hotels specifically The Oxford Belfry, Near Oxford and ………………………………………………… event date…………………………………………… All confirmed bookings made by customers in respect of suites or rooms are accepted by Marston Hotels (hereinafter called the Company) upon the following terms and conditions. 1) GENERAL POINTS In the event of cancellation of any confirmed booking or non arrival by the customer, the customer shall pay to the Company a cancellation or non arrival fee. However, the Company shall do its utmost to re-let the accommodation, but if having used their best endeavors, the Company are unable to do so, the following cancellation charges will apply. 2) CHARGES Where a cancellation of event, or reduction in numbers for a conference, accommodation or pre-booked facilities is made, the following charges will apply: If the booking is for less than 50 % of the Hotels total number of bedrooms or in the case of room hire bookings only: 91 - 120 days before date of arrival 20% of anticipated revenue 61 - 90 days before date of arrival 40% of anticipated revenue 31 - 60 days before date of arrival 60% of anticipated revenue 15 - 30 days before date of arrival 80% of anticipated revenue 0 - 14 days before date of arrival 100% of anticipated revenue For bookings of half or more than half of the Hotel bedrooms 120 - 150 days before date of arrival 25% of anticipated revenue 91 - 120 days before date of arrival 50% of anticipated revenue 31 - 90 days before date of arrival 75% of anticipated revenue 0 - 30 days before date of arrival 100% of anticipated revenue 3) CANCELLATION NOTIFICATION All cancellations must be made in writing, by registered post, otherwise 100% charge will be made for total business lost. 4) The Company reserves the right to cancel any booking forthwith, without any liability on its part in the event of damage or destruction to The Hotel by fire or any other causes, any shortages of labour or food suppliers, strikes, walkouts or industrial unrest or any other cause beyond the control of the Company, which shall prevent it from performing its obligations in connection with any booking. In these circumstances, every effort will be made to accommodate the booking in another similar hotel of equal standard. 5) The customer shall notify the Company in writing not less than five clear working days prior to a function or event of the final number attending. If a customer's booking is accepted by the Company on the basis that a minimum number will attend the function for which the booking is made, the amount payable shall be calculated on such minimum numbers or the numbers actually attending, whichever is the greater. 6) If the number of persons attending is reduced by 10% or more from the original number guaranteed, the hotel reserves the right to change the booking to a different suite, or room (as best fits the numbers involved). 7) The Company reserves the right to require payment of a deposit and/or full payment at any time prior to the holding of the function, the amount of which is determined generally as follows : Wedding receptions and private functions a non refundable deposit of £1000. Full payment of the expected balance is due 10 days prior to the day of the wedding/function. Balance of extras due prior to departure. Exhibitions - Full payment required one month prior to the event. Schedule of Conditions Continued 8) Deposits are not refundable. 9) AIR CONDITIONING Many of our hotels have air conditioning in selected conference and meeting rooms as well as bedrooms. If this facility fails for reasons beyond our control, the hotel or company cannot be held responsible or accept a claim. We will, however, in the event of this failure, still be able to provide all the other facilities as contracted. 10) ACCOUNT AND SETTLEMENT CONDITIONS Customers may request direct billing by filling out a credit request form and returning it to The Hotel at least 21 days prior to the event. With credit approval by the hotel, the hotel will open a customers account, to which all authorised charges will be billed directly. Credit facilities will only be extended to approved account holders. Our settlement terms are strictly 14 days after the date of invoice. Presentation of any queries should not affect immediate payment of any other outstanding amounts, or the balance of the bill. In view of the high cost of financing, interest will be charged to the customers. 11) The Company cannot accept responsibility for the property of customers or guests of The Hotel. Cloakrooms are provided for the convenience of customers and guests but any goods deposited in the cloakrooms are deposited at the owners risk and without obligation on the part of the Company. We refer to the Innkeeper Liability Act 1956, a copy of which is available for inspection at the reception desk. 12) The customer shall be responsible for any damage caused to The Hotel or the furnishings, utensils and equipment therein in by the wilful act or default of the customer or guests of the customer and shall pay to the Company on demand the amount required to make good or remedy such damage. 13) The customer shall not deliver or arrange for delivery of any goods or materials to the hotel unless on hand to accept the delivery or have made prior arrangement with the hotel. The hotel can not accept responsibility for the property of customers or guests of the hotel. 14) The customer shall not store or place or in the hotel or other buildings on the site or in the grounds any inflammable, combustible or objectionable substance or liquid. 15) We cannot allow food or drink other than that purchased on the premises to be consumed within the hotel. 16) On the day of arrival bedrooms are not retained after 18.00 hours unless one nights terms have been paid in advance or a confirmation has been received in writing of the expected time of arrival. Check in time is 15.00 hours or later. Guests arriving prior to 15.00 hours may leave luggage in reception if their room is not ready. Check out time is 11.00 hours on the morning of departure. 17) All meetings must terminate by 17.00 hours unless a later time is specifically agreed by the Company at the time the booking is made. 18) The conference rooms and exhibition space or any part thereof shall not be sublet by the customers to any third party without prior consent of the hotel. 19) Customers booking a corporate hospitality or team building event must ensure they have read and accepted the special terms and conditions relating to such events. SIGNED:....................................................... SIGNED:................................................... on behalf of MARSTON HOTELS on behalf of................................................ NAME(CAPS).....KIRSTY IRELAND.... NAME(CAPS)........................................... POSITION.......C&B CO-ORDINATOR POSITION................................................. DATE.…………………….. A:\Schedule of Conditions.