1. CONFIRMATION
All bookings are considered as provisional until both the Client and the Hotel sign the conference contract. Once the contract is signed by both parties, such provisions reserved on your behalf will be subject to the terms and conditions of the contract.
The Contract must be returned by the Client and received by the Hotel within seven days of the date of issue or, if such time is not available prior to the date of arrival, within a maximum of 48 hours. If the Hotel does not receive the contract within this period the Hotel reserves the right to release the provisional booking and re-let the facilities.
2. TERMS OF PAYMENT
Credit Facilities
It is the policy of the Hotel for all accounts to be settled on departure. Credit facilities with the Hotel may be obtained from the Hotel for events with an estimated spend in excess of £500. Applications must be received at least one month prior to your event and accounts cannot be forwarded without prior arrangement.
Final Payment
Clients not having credit facilities with the Hotel must settle the account in full on departure. If credit is granted, full payment of any outstanding balance must be made within 21 days – any queries will not affect the immediate payment of the remainder of the account. Thereafter, we reserve the right to charge interest on the balance outstanding.
3. AMENDMENTS & CANCELLATIONS
In the unfortunate circumstance that you 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.
Any cancellation, postponement or partial cancellation should be verbally advised to the Hotel in the first instance. 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 may reduce the charge by any alternative business we have been able to secure on your behalf.
In the event of the Hotel being unsuccessful in the reselling 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 & 12 months 25% of rates quoted
Between 4 & 6 months 50% of rates quoted
Between 2 & 4 months 75% of rates quoted
2 months & under 100% of rates quoted
Should the Client make significant changes to the programme or the expected number of delegates, the Hotel reserves the right to amend the rate and/or facilities offered.
Any delegates who do not arrive, or depart early will be charged at 100% of the delegate rate or rates quoted for nights of non-attendance.
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:
a) Any occurrence beyond the reasonable control of the Hotel which shall prevent it from performing its obligations in connection with the booking.
b) If the booking might, in the opinion of the Hotel prejudice the reputation of the Hotel.
c) If the Client is more than 30 days in arrears of previous payment to the Hotel.
d) If the Hotel becomes aware of any alteration in the Client’