Terms and Conditions - Conferences Bookings are only accepted on the understanding that all conditions listed below form the basis of our contractual obligations. Failure to comply with any of these conditions will be deemed to make our obligations null and void. We reserve the rights to waive all or part or to change or add to these conditions at our discretion. Confirmation & Final Details 1 All bookings are considered as provisional until the Contract is signed by both the Client and the Hotel. Once the contract is signed by both parties, all such provisions reserved on your behalf will be subject to the terms and conditions of the Contract. 2 All agreements made by this hotel are made with the organiser of the event/function/conference and therefore we cannot be held responsible for any misleading information or misinterpretation of information, which an organiser passes to other persons. It is the responsibility of the organiser to make all those attending their event aware of all conditions herein detailed. 3 The Contract must be returned by the Client and received by the Hotel within 7 working days of the date of issue or, if such time is not available prior to the date of arrival, within maximum of 48 hours. If the Contract is not received by the Hotel within this period, the Hotel reserves the right to release the provisional booking and re-let the facilities. 4 Numbers must be advised to the Hotel at the time of verbal confirmation and will be identified as contracted numbers on the contract. 5 Amendments to guest numbers and/or arrangements must be confirmed to the Hotel in writing. 6 All details relating to all events, i.e. menus & drinks requirements, timings, internet connections, equipment etc. must be given not less than 14 days prior to the event, and in writing. 7 Reductions in the duration or contracted value of the booking shall be subject to the Hotels cancellation policy. 8 No charges will be made for any reductions in numbers if less than 10% from those stated on the Contract, providing they are received in writing by the Hotel at least 7 working days prior to arrival. Anything over 10% will be charged at the agreed ‘per guest or delegate rate’ according to the cancellations charges below. Prices /Charges 9 All prices are guaranteed provided this is done in writing. However, we reserve the right to amend charges at our discretion. Notice of this is given at least 90 days prior to an event. 10 The only time prices will be amended in less than 90 days will be when a situation arises beyond the control of the management, e.g. when a particular food or beverage item is either no longer available or where the market price increases by more than 10%. At such times a supplementary charge may be levied or an alternative product offered. 11 Prices quoted/stated in conference packages do not include syndicate rooms, storage rooms, three-phase electricity or pre-conference/exhibition setting up. All such prices will be separately quoted. 12 We reserve the right to charge for any damage to decorations, structure, grounds, equipment or hotel property no matter how minimal or whether accidental or willfully done, to the full value of the replacement/repair plus the cost of labour to rectify any such damage and/or breakage. 13 We reserve the right to charge supplementary fees for the following; excessive clearance of rubbish, additional porterage/labour, particularly when large amounts of equipment and display materials are required to be brought into the building for exhibitions, trade shows etc. 14 Prices quoted include VAT at the rate prevailing when the Contract was prepared and are subject to alteration should the rate change. Rooms 15 The bedroom accommodation is available from 2pm on the day of arrival, and must be vacated by 11am on the day of departure, unless specific alternative arrangements have been agreed with the hotel. The meeting rooms are available for the time shown on your Contract. Payments 16 We reserve the right to levy/seek deposits 17 Credit facilities will be granted at the company’s discretion providing a credit application form is completed and supplied together with banker'’ and trade references 21 days prior to an event being held. 18 Personal cheques will only be accepted with a valid bankers cheque guarantee card and up to the value stated thereon. Invoices are payable net within 14 days of presentation. We reserve the right to charge interest at 4% above Barclays Bank Base Rate on any invoices exceeding the 14-day terms. 19 Accommodation accounts will be presented weekly for settlement. All charges will be based on the final numbers given 7 days in advance of an event. Cancellation Charges 20 In the event of you having to cancel or postpone your confirmed booking at anytime prior to your event, the following cancellation charges will apply and are based on the total expected value of your booking; 24 – 16 weeks 10% 15 – 9 weeks 25% 8 – 5 weeks 50% 4 weeks – 15 days 80% 14 days and under 100% 21 Any cancellation, postponement, or partial cancellation should be advised to the management of the Hotel in the first instance verbally. You will be advised at the stage, of a cancellation reference number. We also request that cancellations are put in writing by the client. 22 The management will not accept lack of support for an event as a valid reason for cancellation, nor will consideration to waive cancellation fees be based on a booking being rescheduled. 23 Definitive cancellation charges due can only be confirmed to you after the intended date of your event, the Hotel will make every effort to re-sell your space and therefore reduce your final cancellation charge. Amendments or Cancellations by the Hotel 24 (a) Should the Hotel for reasons beyond our control, need to make any amendments to your booking, we reserve the right to offer an alternative choice of facility. (b) In the unlikely event that the Cedar Court has to cancel your booking, you’ll receive all advance payments, although Cedar Court will not have any other liability. (c) Should the clients make significant changes to the programme in the expected number of guests, this may result in amendments in the applicable rates and/or facilities offered by the Hotel. General Facilities 25 Under the hotel Proprietors Act of 1956, a hotel proprietor may, in certain circumstances be liable to make good any loss of or damage to a guests property, even though it was not due to any fault of the proprietor or his agents/staff. The liability however, a) extends only to the personal property of guests who have engaged sleeping accommodation at the Hotel b) Is limited to £50 for any one article and a total of £100 (one hundred) in the case of any one guest, except in the case of personal property which has been deposited or offered for deposit for safe custody. c) Does not cover motor cars or other vehicles of any kind or any property therein or live animals This does not constitute an admission either that the Act applies to this Hotel or that liability there under attaches to the proprietor of this Hotel in any particular case. 26 All equipment or goods brought into the Hotel for use in an exhibition or any equipment provided by any organisation other than ourselves is not covered for any insurance purposes within the Hotel’s insurance policies or liability. 27 Companies or organisations, if they wish, should take out their own insurance cover for their own equipment or for equipment they have arranged to be provided by their agents. 28 The Hotel will not accepts claims for loss or damage or goods delivered in advance or left pending collection after an event. Unless a charge is made for such handling, storage of the said equipment or goods. 29 The Hotel will not be held responsible for the quality of food if not served at the scheduled time as agreed in the final arrangements or due to late arrival of guests. 30 The Management reserve the right at all times under all circumstances to refuse admittance or service to any person or persons considered by the management as undesirable. 31 Under no circumstances will any person/organisation be permitted to provide food, alcoholic or non-alcoholic beverages on these premises whether or not intended for sale, other than the license. 32 The hotel reserves the right to approve any externally arranged entertainment, services or activities that you have arranged and cannot accept liability for any resultant cost. 33 The Client is responsible for ensuring that any band or musician employed by them complies with statutory requirements and requirements of the management. 34 The hotel must comply with certain licensing and statutory regulations and requires the Client to fulfill their obligations in this respect. 35 We are concerned for your health and safety and that of our Hotel. You are required to obtain prior written approval if you wish to fix items to the walls, floors or ceilings. 36 The Management reserve the right to control the volume levels of all music played within the Hotel and/or call a halt to any music or entertainment or disturbance which is either considered unnecessary or causes discomfort to other Hotel Users. 37 Should any of you delegates or guests be unable to correct any aspect of poor behavior or activities unacceptable to the hotel, the hotel reserves the right to terminate your stay or event. Should this occur, no monies will be refunded to you. The Managers decision is final. 38 The Hotel’s name/logo may be used in publicity, once a proof of the promotional material has been agreed with the Hotel. 39 Under no circumstances is anyone qualified or partially qualified to install or interfere with any electrical equipment or wiring without full consultation with, and supervision by the Hotel engineer or electrical contractor appointed by the Hotel. The Management reserve the right to disconnect the supply of electricity at any time at their discretion when it is believed to be dangerous or overloading our circuits. Insurance (a) If Hotels wish to offer the client the option of insurance – Insurance can be arranged to protect you and your event against cancellation or abandonment with a minimum sum insured based on the anticipated income to the Hotel Insurance can also cover non appearance of speakers or delegates, property damage at or to the venue or its contents, third party bodily injury and third party damage. The Hotel does not accept liability for these. (a) Insurance – if hotels wish to require the Client to take out compulsory insurance – We require insurance to be arranged to protect your event against cancellation or abandonment with a minimum sum insured based on contents and public liability to minimum of £1,000,000 (any one occurrence). The Hotel does not accept liability for these unless required by statute.