TERMS AND CONDITIONS OF BUSINESS for Conference Facilities and Meetings The following conditions will constitute a contract between Browns Hotel and the client making the reservation. 1. DEPOSIT AND PAYMENTS: a. To guarantee your provisional booking a Contract must be completed and signed, stating all conference food & beverage requirements. This must be received within seven days, with appropriate payment details; otherwise the booking will be released. b. The hotel should be informed of any special dietary/physical requirements at least 2 weeks prior to the function. 2. CANCELLATION The following cancellation charges will apply once a booking has been confirmed together with the non-refundable deposit. If cancellation is received before Percentage of charge More than 30 days No charge Between 30-21 days 25% of the contracted amount. Between 21-14 days 50% of the contracted amount. Between 14-7 days 75% of the contracted amount. 7 days or less Full contracted amount. 3. ADDITIONAL CHARGES : a. The Client shall pay the Hotel any charges incurred by the Client or its Guest for any food, beverage or other services supplied in addition to this agreement. b. All beverages must be purchased on the premises unless prior arrangements have been made. Corkage for 70 cl bottles of Wine and Sparkling Wine/Champagne will be charged at £4.95 and £6.95 respectively, based on quantities brought, chilled and/or stored on the premises. 4. LIABILITY OF CLIENT : a. Browns Hotel is legally bound not to serve alcohol to persons under the age of 18 years or to any persons intoxicated by alcohol. It is the organiser's responsibility to ensure that all guests are over the age of 18. b. The client will be liable for any misconduct by their guests that results in damage to property of the Hotel or its associated assets. c. Any decorations supplied by the client must be removed by the client, otherwise the client will be liable for any "clean up charge" at a minimum of £15 per hour or part thereof. d. The client shall not use the Hotel's name or trademarks without the Hotels prior permission and shall show all external advertising material for the Event to the Hotel in advance for the Hotel's approval. e. The Client shall be liable to the Hotel for any damage to the Hotel's reputation that may be caused by the Client, the persons attending the Event or the Event. f. If the Client requests the Hotel to arrange for third parties to provide goods or services to the Client, the Hotel shall do so only as the Clients agent. The Client shall be liable for all charges, payable directly to the Hotel, and liabilities in respect thereof and fully indemnify the Hotel against the same. 5. ACCOMMODATION: All accommodation booked at the specially negotiated rate must be pre-paid at the time of the booking, and is non-refundable and non-transferable. Browns Hotel therefore reserves the right to charge for bedrooms that are booked but subsequently not occupied. Please inform all guests intending to reside at the Hotel of these terms & conditions. 6. LIABILITY OF HOTEL: The Hotel has no liability to the Client or any Guest (other than liability for death or personal injury resulting from the Company's negligence or any other liability which by statutory enactment or regulation cannot be excluded) for any loss or damage of any nature howsoever caused arising out of or in connection with the Conference or Meeting. 7. HOTEL'S AUTHORITY a. The Hotel will endeavour wherever possible to accommodate bookings at Browns Hotel, but reserve the right to use another Hotel, of the same standard or higher, at its sole discretion upon the same terms. b. The Client agrees to be bound by all reasonable instruction of authorised representatives of the Hotel in relation to conduct of any conference and will further ensure that any Guest/s attending will follow the same instructions. c. The Hotel reserves the right to request any Guest to leave the Hotel's premises if in the opinion of the Hotel's Duty Manager, the Guest is behaving in a dangerous, unreasonable or disruptive manner. The Client agrees to ensure that such a request will be complied with by each and every Guest. In such circumstances the Hotel will be under no liability to the Client or the Guest in respect of any refund of compensation for any costs or damage which may be incurred by the Client or Guest. 8. GENERAL: a. If you alter your booking, we will send you a new Booking Contract to sign, so that you know what you have booked and what you are responsible for. b. Each new Booking Contract signed by you and us will replace any previous Booking Contract. The contract shall be subject to English Law, and disputes settled in the English Courts. Could you please read and return a fully signed copy for our files keeping a copy for your future reference. Accepted by the Client Company Name Address Signature Date