Confirmation: The agreement must be returned by the client and received by the hotel by the date/s specified by the Co-ordinater or, if such time is not available prior to the date of arrival, within a maximum of 24 hours. If the hotel does not receive the agreement within this period, the hotel reserves the right to release the provisional booking and re-let the facilities.
Terms of payment: A 20% deposit is required to secure the booking, and the outstanding balance of the account is payable 30 days prior to the event start date. Should the client fail to make the requested payments within 7 days of the due date, the hotel may treat the booking as having been cancelled by the client. Deposits are neither refundable nor transferable.
Amendments and cancellations: In the unfortunate circumstance that you have to cancel or postpone your confirmed booking at any time prior to the event, the hotel will make every effort to re-sell the facilities on your behalf. In the event of the hotel being unsuccessful in re-selling the cancelled or amended booking, cancellation charges will be made as follows:
Period of notice - Charge
- 12 months or longer - 10% of rates quoted
- Between 6 and 12 months - 25% of rates quoted
- Between 4 and 6 months - 50% of rates quoted
- Between 2 and 4 months - 75% of rates quoted
- Between 8 days and 2 months - 100% of rates quoted
The charges apply to: 90% of the contracted accommodation, packages and room hire revenue, 100% of any other costs e.g. equipment hire, entertainment and 70% of the contracted food and beverage revenue. Value added tax is deducted from cancellation charges. Where a cancellation is made 7 days or less, the above is not applicable and 100% of the loss of revenue will apply. Any cancellation, postponement or partial cancellation should be verbally advised to the hotel in the first instance and you will be advised of a cancellation reference number. All cancellations 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 your event, when we shall reduce the charge by any alternative business we have been able to secure on your behalf. Should the client make significant changes to the programme or the expected number of delegates, the hotel reserves the right to amend the rates and/or facilities offered. Any delegates who do not arrive, or who depart early will be charged at 100% of the delegate rate or rates quoted for nights of non-attendance, unless the hotel is able to re-let the accommodation. If the hotel is unsuccessful the cancellation policy will be applied.
Amendments or cancellations 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 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 10 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, extension to stay must be notified in writing by the client and confirmed by the hotel.
General: The clients shall be responsible for the orderly conduct of its delegates, and shall ensure that its delegates have regard to any regulations imposed by any competent authority, and that nothing shall be done which will constitute a breach of the law. The client shall fully indemnify the hotel against any claims, or loss or damage arising as a result of breach of this clause. Prior written approval must be obtained if you wish to fix items to the walls, floors or ceilings. The hotel will hold the client responsible for any damage caused through negligence by the client, the client’s guests or the client’s contractors. An inspection of the premises before and after the event may be requested by contacting the Duty Manager. Where any facilities or services are booked, the hotel will not be liable to make any refunds should the delegates fail or refuse to use them for whatever reason and full payment must be made. Where the hotel is requested to book facilities and/or services on behalf of its clients or their 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 or omissions of such third parties. Only food and beverage purchased from the hotel may be consumed on the premises. If food or beverages are brought into the hotel for consumption, a charge will be made equal to the Hotel’s selling price for that or an equivalent product, which shall be in the absolute determination of the hotel. Bedrooms and meeting room space is offered to the client for their exclusive use and for their affiliates and is not for resale to non-affiliated parties unless by prior arrangement with the hotel. The event must start and finish at the times specified on the contract. Changes to the times must be agreed with the hotel. It is strongly recommended that you take out event insurance. Please contact your preferred broker. Unnamed bedroom allocations for weddings are released 4 weeks prior to the event start date.