BOOKING TERMS AND CONDITIONS OF BUSINESS CONFERENCE/GROUP BOOKINGS
Provisional Bookings
We are delighted to hold a provisional booking for you for a maximum of 10 working days, unless otherwise agreed by the Hotel.
During this time, should a further enquiry be received, we reserve the right to ask for immediate confirmation.
Confirmation
All bookings are considered provisional until the client has signed an Agreement or confirmation has been received on headed notepaper agreeing to the Terms and Conditions. Once the Agreement is signed, both parties will agree to the Terms and Conditions of the Agreement. If the Agreement or written confirmation is not returned to the Hotel within 10 working days then the Hotel reserves the right to release the provisional reservations.
Credit facilities
It is the policy of the Hotel for all accounts to be settled on departure. Accounts cannot be forwarded without prior arrangement.
Final Payments
Clients not having credit facilities with the Hotel must settle all outstanding charges in full prior to departure. If credit has been granted, full payment of any outstanding balance must be made within 28 days – any queries will not affect the immediate payment of the remainder of the Account. After this date, we reserve the right to charge interest on the outstanding balance, at the rate of 6% above Bank of England base rate.
Amendments, Cancellations and Reductions in numbers
- In the unfortunate circumstance that you have to cancel your confirmed booking at any time prior to the event, the Hotel will make every effort to resell the facilities on your behalf. Any cancellations or partial cancellation must be confirmed in writing and the facilities you have reserved cannot be released for resale until this is received and acknowledged.
- Definitive cancellation charges due can only be confirmed to you after the intended date of the event, when we may reduce the charge where alternative business has been secured.
- In the event of the Hotel being unsuccessful in re-selling the space created by the cancelled or amended booking, cancellation charges will be made as follows:
| Period of Notice | Charge (of original booking value) |
|---|---|
| Over 90 Days | 20% |
| 28-90 Days | 50% |
| 14-27 Days | 75% |
| Less than 14 days | Full charge |
Non-Arrival charges
Any delegates/guest who fail to arrive will be charged at the full rate for the duration of the stay. N.B The hotel will make every effort to re-sell rooms’ released/cancelled and will only charge for those, which remain unsold.
Amendments or Cancellation by the Hotel
The hotel reserves the right to cancel any booking forthwith or reserves the right to offer alternative facilities without any responsibility on its part in the event of
- Any occurrence beyond the reasonable control of the Hotel, which shall prevent it from performing its obligations in connection with the booking.
- If the booking might, in the opinion of the Hotel, prejudice the reputation of the hotel
- If the Client, is more than 30 days in arrears of previous payments to the Hotel.
- If the hotel becomes aware of any alteration in the Client’s financial situation.
Supply of Information
A full rooming list/delegate list is to be supplied to the Hotel 14 working days prior to the event. For the avoidance of doubt the submission of this list only serves to provide names of delegates attending the conference and does not affect the number of rooms contracted with the Hotel.
Any amendments including additions, cancellations, and extension to stay must be notified in writing by the client and confirmed by the Hotel.
Charge/ Payments
The Client must always sign charge dockets presented – queries received where dockets are not signed will not be accepted.
Finishing Times
Functions are required to finish at the time agreed when the booking is made, as extensions to this time on the day may not be possible. The Hotel reserves the right to levy additional charges where the client fails to vacate the room at the contracted time.
Damage
The Client shall be responsible for any damage caused to the allocated rooms or the furnishings, utensils and equipment or any part of the Hotel or grounds, there in by any act, default or neglect of the client, subcontractor or guest of the client and shall pay to the company on demand the amount required to make good remedy any such damage and for nay loss of business caused a result.
Valuables
Please be advised that the hotel regrets that it cannot accept liability for goods lost or stolen.
Car Parking
All cars are parked at the owners risk and the hotel accepts no responsibility for loss or damage or theft caused to vehicles parked at the hotel’s premises.
Electricity Failures & Other Issues Outside the Control of the Hotel
The hotel accepts no responsibility for the failure of electricity or power outside of its control. There may be other issues, which are outside the control of the hotel, for which the hotel bears no liability.
Third Parties
Where the client employs sub-contractors or third parties to assist them with their Conference or Event, it is their responsibility to ensure that they comply with all Terms and Conditions laid down by the Hotel and any current Health & Safety legislation.
Where the Hotel is requested to book facilities and/or services on behalf of the client or its delegates, with third parties, it will do so in good faith but cannot be held liable should the standard of those services prove deficient, nor for the acts of omissions from such third parties.
Professional Bodies and Performing Rights
The company reserve the right to object to the employment by clients and guests of any photographer, toastmaster, band, musician or other persons in connection with any function and will, without obligation, be pleased to give clients and guest the benefit of their advice or recommendation in this connection.
It shall be the responsibility of the client to ensure that where applicable, Performing Rights Society Forms are completed by any band or musicians employed by the client.
Corkage
Only food and beverages purchased from the Hotel may be consumed on the premises, except wedding cakes. A corkage facility is in place for those guests wishing to bring their own wine. The cost is £9 per still bottle, and £15 per sparkling bottle.
Miscellaneous
- The Hotel reserves the right to change the client’s events to a different room in the Hotel if numbers fall from those originally contracted for.
- The client must obtain prior consent for all signs, exhibitions and displays inside and outside the Hotel. The Hotel reserves the right to remove signs, which are unauthorised, unlawfully displayed or which may be deemed to cause offence.
- The Hotel will not be liable for clients or any person claiming through their clients, for any loss or damage caused by, or arising from, its failure to carry out any obligations under this agreement, due to anything beyond the control of the hotel.
- The client accepts liability for any extra charges incurred.
- All prices quoted are inclusive of Service and VAT at the current rate, unless otherwise stated. We reserve the right to change prices due to increase in supplier’s costs, tax duty and any changes in VAT.
- All bookings made arising out of this Agreement will be deemed subject to the above conditions.