Terms and Conditions of Business Booking Conditions: 1. The client hereby agrees to accept full responsibility for all damage to the premises or the hotel, whether to decoration, carpeting, other fixtures and fittings or otherwise which may occur or arise during the use and enjoyment of the premises by the client, its visitors, agents or servants. Such damage will be repaired (or cleaned or replaced, as appropriate) by and at the reasonable discretion of the hotel but at the sole cost of the client and will be promptly paid by the client at the hotels first demand. 2. VAT is included at the current rate on the date of the agreement (17.5%). Any change in the general rate of VAT will be reflected in a change in the rates referred to in the contract. 3. If for any reason accommodation of meeting rooms which have been guaranteed are not available at the Hotel, the hotel will supply alternative accommodation/meeting space at another hotel of equal or superior quality. The Hotel will pay the difference (if any) in the charge for the alternative accommodation/meeting space and the Clients agreed rate on the contract. The hotel will pay for and arrange transport to the alternative accommodation. 4. The client agrees not to arrange delivery of, or deliver any goods or materials to the hotel unless servants or agents of the client are available and ready to accept delivery thereof. 5. The client agrees not to store or place on the premises or in the hotel any flammable, combustible, or objectionable substance or liquid. 6. The client will make no claim for and the hotel will not be liable for any accident, loss or damage to any property of the client, its visitors, servants or agents or others. The client undertakes to be solely responsible for the safety of all property of its visitors, agents or servants, or others in and upon or about the premises and the hotel. 7. The client is responsible at all times for the safety and security of any items belonging to them and brought to the hotel and the hotel will not in any circumstances be liable to the client for any loss or damage to any such item howsoever arising. 8. Where the client is hiring electrical, computer, audiovisual or other equipment from the hotel, the client will remain responsible for this equipment throughout the period of their use and/or occupation of hotel facilities and beyond this unless a handover of the equipment is initiated by the client, and between the client and a responsible member of the hotels staff, prior to the clients departure from the hotel. 9. It is jointly agreed that the hotel has the right to remove and dispose of any goods or articles remaining on the premises upon the expiry of the period of the clients use and/or occupation of hotel facilities without any liability whatsoever. 10. The hotel reserves the right to change the allocated meeting room with prior written notice to the client. In all such cases the alternative meeting room shall be of a size and quality appropriate to the number or guests attending and the type of use required by the client. 11. It is jointly agreed that no food or alcoholic beverages may be brought into the hotel or the premises by the client, it’s visitors, agents or servants, or other persons for consumption upon the premises except by prior written agreement with the hotel and with the signing of an indemnity agreement produced by the hotel. 12. The hotel reserves the right to cancel any contract without notice, where no signed contract accepting terms and conditions of business exists or where deposit payments are not made within timeframes outlined in contract. 13. The client agrees to confirm, in writing, final required number of delegates or guests attending, at least 48 hours prior to the event. If within the period of 48 hours prior to the event, the required numbers of delegates or guests reduce then the client agrees to pay in full the cancellation unless agreed in writing to the contrary by the hotel. Where additional requirements are required within 48 hours of the event the client must receive written confirmation from the hotel accepting these changes. Where a charge is on a ‘per guest’ or ‘per delegate’ basis, whichever number is the greater, between the final number confirmed, the actual number attended or the minimum numbers on the contract, shall be the number upon which the client is invoiced. 14. The hotel’s name and logo can only be published by the client if the hotel has given written permission to the client to do so. Cancellation Policy: 1. For events where the minimum number is greater than 50 or the value of the reserved booking is greater than £1500, the following cancellation terms shall apply: (a) For cancellations made in writing more than 90 days prior to the date of the event there will be no cancellation charge. (b) Cancellations made in writing and received by the hotel between 60 and 90 days prior to the date of the event are subject to a cancellation charge of 50% on all agreed rates and requirements. (c) Cancellations made in writing and received by the hotel between 0 and 59 days prior to the date of the event are subject to a cancellation charge of 90% on all agreed rates and requirements. 2. For events other than those referred to above the following cancellation terms shall apply: (a) For cancellations made in writing and received by the hotel more than 60 days prior to the event there will be no cancellation charge. (b) Cancellations made in writing and received by the hotel between 30 and 60 days prior to the date of the event will be subject to a cancellation charge of 25% on all agreed rates and requirements. (c) Cancellations made in writing and received by the hotel between 15 and 29 days prior to the date of the event will be subject to a cancellation charge of 50% on all agreed rates and requirements. (d) Cancellations made in writing and received by the hotel within 14 days of the date of the event will be subject to a cancellation charge of 90% on all agreed rates and requirements. 3. Any reduction in numbers below the minimum numbers identified on the contract will be charged as though it is a cancellation. Any reduction in the length of a booking will also be treated as a cancellation. Payment Terms: 1. Unless a credit account is approved, payment for all events will be required in advance. Specific levels of deposits and their due dates will be identified on the contract. All deposits are non-refundable irrespective of cancellation terms set out above. 2. If the booking is confirmed less than 7 days prior to the event, and in the event of approved credit not being granted, a credit card guarantee will be required and may be pre-charged for the contracted amounts. 3. Any additional requirements subject to a charge will only be accepted during the event with a credit card guarantee, by cash payment or via the approved credit account. 4. In all circumstances, except where a credit account is approved, full payment for the event must be made prior to departure; otherwise credit card guarantees will be utilised without the client’s further agreement. 5. Payment will only be accepted by cleared funds received by cheque at least 10 working days prior to the event. 6. Credit account applications are subject to the hotel acceptance and must be submitted at least 30 days prior to the date of the event. The hotel reserves the right to withdraw the approved credit facility at any time without notice or explanation. Credit Terms are payment on receipt of invoice. Failure to issue payment within these terms may result in credit facilities being withdrawn. I have read and I accept the above terms and conditions and I am authorised to make such an acceptance on behalf of the client: Name _______________________________ Company _______________________________ Position __________Date:_________________ Signature _______________________________