Arora International Crawley/Gatwick – Booking Terms and Conditions All events, functions or conferences contracted at the Arora International Hotel - Gatwick/Crawley shall be subject without exclusion to the following Terms and Conditions. In these Terms and Conditions, the following apply: “The Hotel” is the premises on Southgate Avenue, Crawley. “The Client” is the person, organisation, company or other body responsible for booking the event. The person signing these Terms and Conditions agrees that he or she is authorised to do so on behalf of the company or organisation that he or she is representing or acting for. 1. RESERVATIONS All bookings and reservations will be held on a provisional basis for a limited period of time only. It is the responsibility of The Client to confirm the event with the hotel. No event is confirmed without having received written confirmation from The Client. Whilst the hotel will endeavour to contact the client in order to receive a confirmation, the hotel reserves the right to release the reserved space at any time. In such events, The Hotel will advice The Client. 2. CONFIRMATION OF BOOKING The Client shall give written confirmation of the event together with estimated numbers attending the event as soon as possible after having reserved space. The Hotel shall allocate a meeting room that is considered consistent with the number of delegates attending the event and confirm the reserved space to the client and request for agreement of these Terms & Conditions. An event is only considered confirmed once these terms and conditions have been signed and received by The Hotel. The Client shall give written confirmation of numbers attending the event no less than 5 weeks prior to the function. Should these numbers be considerably less compared to those originally booked, then the then The Hotel reserves the right to allocate a different meeting room that is considered consistent with the numbers attending the event. The Client shall be informed of such decisions immediately. The final numbers, for which The Hotel will prepare, must be notified in writing to The Hotel not less than 3 working days (Monday to Friday excluding Bank Holidays) prior to the commencement of the first date of stay. The Hotel will raise charges based on the minimum number of delegates contracted, the final number of delegates confirmed or the number of delegates attending, whichever is the greater. 3. PAYMENT Unless otherwise agreed in writing: The Hotel reserves the right to seek payment of a deposit at any time prior to a function or event. The amount of which, will be determined by the Meetings and Events department and will be agreed on an individual basis. The Hotel may also require full pre-payment before any function and if this is the case, then a 40% deposit will be required with the confirmation of the booking. 50% of the estimated total value of the function or event to be paid one-month prior, and the balance is to be settled no less than seven days prior. The Hotel reserves the right to retain any payments received following the cancellation of a booking in accordance with the cancellation charges set out in paragraph four. Credit is only available with prior arrangements and is solely at the discretion of The Hotel. Should credit be granted, The Client agrees that the payment of all sums due to The Hotel shall be made within fourteen days of receipt of the final invoice. The Hotel may, without prejudice to its other rights, charge interest at the rate of 2% for each 28-day period or part thereof, on any outstanding balance. 3. CANCELLATION BY THE CLIENT If The Client cancels an event, conference or function, then The Hotel reserves the right to charge the following cancellation fees. For each cancellation, the percentage charged applies to the estimated total revenue for the event as outlined in the confirmation received from The Client. • For cancellations between 26 weeks & 12 weeks prior to the start date – 30% • For cancellations between 12 weeks & 8 weeks prior to the start date – 50% • For cancellations between 8 weeks & 4 weeks prior to the start date – 80% • For cancellations less than 4 weeks prior to the start date – 100% The hotel agrees to waive or refund all or a portion of the assessed cancellations fees, in the event that the lost revenue can be recovered by the sale of cancelled or released space to another client. 4. CANCELLATION BY THE HOTEL The Hotel may cancel the booking: If the Hotel, or any part of it is closed due to circumstances beyond its control; If the Client becomes insolvent or enters into liquidation, bankruptcy or receivership; If the Client is more than 30 days in arrears with any payment to The Hotel; If the booking might prejudice the reputation of The Hotel. In any such event The Hotel will refund any advance payment made but will have no further liability to The Client. 6. LICENSING AND STATUTORY REGULATIONS The Hotel, functions and conferences with in it are subject to statutory Regulations including those relating to fire precautions and entertainment. The regulations must be strictly observed and a copy is available from the hotel. 7. LIABILITY The Hotel does not accept liability for loss or damage to any object, equipment, furniture, stock or any other property brought on to the premises by The Client or persons authorised by The Client. The Hotel will endeavour to assist clients with the storage of their equipment and luggage but it excludes liability for the loss or damage of those items. The Hotel accepts no responsibility for the death, bodily injury or disease arising from any cause whatsoever to: • Persons visiting the Hotel and/ or the located rooms on behalf of, at the invitation of, or all requests of the client, whether such death, injury or disease occurs with in the allocated rooms or in any other part of the Hotel. • Persons employed by the client during the period or hire, whether such death, injury or disease occurs with in the allocated rooms or in any other part of the hotel. Except for legal liability arising due to negligence of the hotel, its employees, servants representative or agents. 8. ENGAGEMENT OF EXTERNAL CONTRACTORS The hotel reserves the right to refuse access or eject without prejudice any persons who it considers to be objectionable (including any persons engaged by the client to provide production, entertainment or perform any other duties at the function). All contractors and sub contractors must abide by the Terms and Conditions for the client and their external contractors as laid out by the Hotel. Failure to comply with said Terms and Conditions does not discharge the clients, contractors and sub contractors from the conditions and requirements contained therein. Clients and external contractors may not enter any area other than that necessary and designed for the function. Entry must be by prior arrangement with the Conference Manager concerned, and fire exit and automatic door closures must never be blocked, open or obstructed. 9. DAMAGE The Client shall be responsible for any damage caused to the allocated space of the furnishings, utensils and equipment therein by any act, default or neglect of The Client, its guests, agents and staff and shall pay to the Hotel on demand the amount required to make good or remedy any such damage. 10. INSURANCE No Responsibility whatsoever is accept in respect of theft, injury or disease to delegates or visitors, not for loss or damage to property of any kind, unless arising as a result of negligence by the Hotel, employees, representatives or agents. Clients should arrange their own insurance for the period of the Conference or Function. Special schemes are available. 11. CORKAGE No wine, beer or spirits may be brought in to the Hotel by the client or the client’s guests’ for the consumption on the premises, unless the prior consent of the hotel has been obtained and if the Hotel so requires an additional charge has been paid. 12. FINISH TIMES Functions and Conferences are required to finish at the time agreed when the booking is made. Extensions to this may be changeable and are at the sole discretion of the Hotel and are in any event subject to the Statutory Licensing Regulations referred to in clause 6. 13. ADVERTISING The Hotel reserved the right to refuse the use of its name, logo or telephone number in any form of advertising or publicity. 14. HOTEL PROPRIETORS ACT 1956 This agreement does not affect any rights, which The Client may have under the Hotel Proprietors Act 1956, where this act applies. Client Signature: ________________________ Date: ______________________ Client Name: ________________________________________________________ Company: ___________________________________________________________