Corporate event contract

The following terms and conditions apply to all bookings made at [Hotel]. [Hotel] refers to the designated hotel chosen in conjunction with the contract.

Crest Corporate Booking Contract | Terms & Conditions

The following terms and conditions apply to all bookings made at [Hotel].

These terms and conditions (“Terms”) apply to the Agreement made between [Hotel] (“the Hotel”) and its clients and apply to all reservations, bookings and agreements for accommodation, dining, function room hire and use of all facilities at the Hotel.

Booking

Any booking that you make will be treated as provisional and will be automatically released within 7 days from the date that the provisional booking was made unless the booking has been confirmed by the Hotel receiving from you a signed copy of this booking, as well as the deposit if required.

Availability

All the rooms, facilities and rates offered by the Hotel are subject to availability at the time of the booking. The Hotel reserves the right to relocate the Event to an alternative hotel or room of a similar standard in the same locality or within the same Hotel, should the Hotel not have a room available on the dates of the Event.

Prices Quoted

Please note all prices quoted are confirmed based on the above requirements and are inclusive of VAT at 20%. Where a bedroom rate is quoted, these are based per room, per night single occupancy unless otherwise specified. If at any point the government amends the rate that VAT is charged over the period of your booking; the hotel will recalculate the prices in accordance.

Arrival & Departure

The Hotel’s facilities will be available as per your confirmed booking requirements, 30 minutes prior to and after the scheduled start and finish times. Extensions for early arrival or late departure must be agreed with the Hotel prior to the Event, in writing and a supplementary charge maybe payable.

Check In/Check Out Times Check-in is to be after 15.00pm on day of arrival and check-out before 11.00am on day of departure unless otherwise agreed by the Hotel

Minimum Numbers

We will agree with you at the time of your booking the “Minimum Numbers” for your Event, this is usually 10% of your confirmed numbers.

At least 14 days prior the arrival, you will provide the Hotel with final guest/participant numbers. If you provide less than 14 days’ notice, the contracted numbers will be charged. If numbers are reduced, the Hotel reserves the right to re-allocate the room, to one more relevant to the size of your Event.

If you wish to increase numbers at your Event this will be entirely at the discretion of the Hotel, and you will pay the Hotel such an amount of the price as is due in respect of the increased numbers.

Cancellation

For all meetings and events, our ‘Cancellation Policy’, is as follows:

· More than 90 days, loss of Non-Refundable Deposit

· Within 90 days of the date the Event is scheduled to take place 50% of the total booking value will be raised as a cancellation charge.

· Within 60 days of the date the Event is scheduled to take place 75% of the total booking value will be raised as a cancellation charge.

· Within 30 days of the date the Event is scheduled to take place 90% of the total booking value will be raised as a cancellation charge.

· Within 7 days of the date the Event is scheduled to take place 100% of the total booking value will be raised as a cancellation charges.

Bookings made within 28 days, or 1 calendar month are liable for full pre-payment, and therefore a Non-Refundable Deposit is also full pre-payment.

You will also be subject to the above rate of cancellation charges for all bedrooms reserved within the same booking, which are not taken up or are cancelled. Unless we are able to re-let the bedrooms, at the same value, you will be charged the full rate of bedrooms for the full period of time they were reserved for.

The client will not be entitled to cancel, suspend, or otherwise amend the event booking date, outside of an agreed window, of one calendar month, if applicable, unless conflicting with force majeure.

Cancellation by the Hotel

In the unlikely event that the Hotel must cancel your booking, you will receive all your advance payments, although the Hotel will not have any other liability.

However, the Hotel may only cancel if:

· Any part of the Hotel is closed or unavailable due to events beyond our control.

· If you, or we, become insolvent, or in the case of an individual, becomes subject to a bankruptcy petition and/or you are unable to pay your debts as they fall due to the Hotel or to any third parties.

· The booking, the persons associated with the booking and / or the purpose of the meeting might damage the reputation of the hotel or the company.

No Transfer

You are not allowed to assign or transfer the booking, nor to sublease or license or otherwise give use the contracted facilities to any third party. If the hotel establishes this has occurred the hotel reserves the right to immediately cancel this event and retain all pre-paid deposits. Where the hotel will suffer any loss of revenue this will be raised as a cancellation charge that match the cancellation charges noted within this agreement.

Force Majeure

The Hotel will be entitled to cancel, suspend, or otherwise amend the event booking in whole or in part as a result of force majeure incident, including but not limited to war, riot, fire, natural disaster, strike, acts and advice of government and health authorities and organizations, terrorism, epidemics, pandemics, civil disorder, and any other causes beyond its control. The Client accepts such amendments to the event booking, will not be entitled to any form of compensation and will in the event of cancellation be reasonable and cooperate to reschedule the event. If the event has been moved or postponed to new dates from the original contract, the cancellation policy of the contract for the original dates are applicable.

Payment Terms

You are required to pay a Non-Refundable Deposit of 20% of the total booking value. 90% of the total value of the booking must be paid 28 days prior to the event date. Full pre-payment is required within 28 days of the event day unless you have arranged credit facilities with the hotel. Credit is not available for private parties.

At the Hotels sole discretion, a credit facility maybe available upon request up to 28 days prior to the Event, using our ‘Credit Application Form’. Confirmation must be sought by you after completion of the ‘Credit Application Form’. The Hotel reserves the right to amend or withdraw credit facilities at any time. Credit is not available for wedding parties, social events for associations.

Without prejudice to the above all other payments and outstanding invoices must be settled prior to departure from the Hotel.

If you fail to pay any amount due under this Agreement on the due date, the Hotel may charge interest at a rate of 8%, every 30 days that the payment is outstanding, until full payment is received.

Liability and Insurance

You the Client are liable to pay any damages, caused by, or at the event or those in attendance. The Hotel and the company “Crest Hotels Group” will seek full payment for losses caused as a result of the damages, including any loss of revenue or disruption in service to other guests.

Other than for death or personal injury caused by the negligence of the Hotel, the Hotel’s liability to you, your guests, representatives, and third-party contractors is limited to the price of the booking. The Hotel does not accept responsibility for loss of, damage to, or theft of your, your guests and your representative’s personal property including gifts, equipment, presentation material and vehicles parked on the hotel premises. The Hotel is not liable for failure to perform its obligations to the extent that the failure is caused by any factor beyond its reasonable control.

The Hotel reserve the right to evacuate the Hotel in the event of a Fire Alarm or other emergency irrespective of whether it is a genuine emergency or not in order to protect all guests and staff and in this event, and the Hotel does not accept any liability for any consequent delay, disruption refund or compensation whatsoever to the event.

Law and Jurisdiction

This Agreement is subject to the laws of the country where the hotel is located. All disputes, conflicts, and claims

arising from or in connection with this agreement shall be settled amicably between us. Should we fail to reach an

amicable settlement, the matter shall be submitted to the competent court at the hotel’s domicile.

Conversely, disputes shall not be settled out of court by a private consumer arbitration board. Participation in

such a dispute settlement procedure is therefore explicitly excluded.

Special requirements or needs

If you have any special request, you must make this known at the time of booking. Although we will endeavour to meet the request, we regret we cannot guarantee any request will be met. Failure to meet any special request will not be a breach of contract on our part. If you or any member of your party has any medical problem or disability which may affect your event, please make this known before you confirm your booking. If we reasonably feel unable to properly accommodate the needs of the person concerned, we must reserve the right to decline their reservation or, if full details are not given at the time of booking, cancel when we become aware of these details.

General

Please obtain written permission from the Hotel in advance of your arrival if:-

I. You intend to bring electrical equipment to the venue (these must be PAT tested and certificated)

ii. There is a safety risk associated with anything you want to bring to the Hotel.

iii. You wish to stick or attach anything to the walls, floors, or the ceiling of any rooms in the Hotel.

iv. You wish to consume wines, spirits or foods not supplied by the Hotel (additional charges will apply).

v. Third party agents or suppliers are to be utilised.

The Hotel reserves the right to refuse any request at their discretion. The Hotel reserves the right to cancel bookings if they consider in their absolute discretion that it may be poor business practice to proceed with the booking.

a) The Hotel reserves the right to object to the employment by you of any photographer, toastmaster, band musician, entertainer, or other person in connection with any event. It is your responsibility, where appropriate to comply with all requirements of the Performing Rights Society in respect of any music played or musician employed. Noise limitations may apply.

i. If the contract includes your employing the services of an outside contractor you will indemnify the hotel against any loss or damage to property to death or illness or injury to any persons and against all claims, costs, demands, proceedings, and damages arising there from. Any outside contractor employed by you must report to the duty Manager at the hotel and sign the hotel’s standard Contractors Indemnity Form. The hotel reserves the right to refuse access to any contractor in appropriate circumstances.

b) The hotel name, logo and telephone number and the name “Crest Hotels Ltd“or [Hotel] may not be used in any advertising or other publicity without the prior written consent of the Hotel Manager.

c) The Hotel must comply with certain licensing and statutory regulations and required you to fulfil their obligations in this respect.

d) Meeting rooms are available for the time shown on the event schedule.  Additional charges may be made if that time is extended.

e) The bedroom accommodation is available from 15.00 on the day of arrival and must be vacated by 10.00 on the morning of departure unless specific alternative arrangements have been agreed and are confirmed within the booking details that forms part of this contract.

f) We are unable to guarantee that all the facilities at the Hotel will be available for use during the event. The Hotel is unable to make refund or reduction in the charges if any facility is unavailable.

g) Adequate insurance is recommended. Details of a policy offered are available from the Hotel.

h) It is the policy of the Hotel not to discriminate on the grounds of race, colour, creed, sex, marital status, age, ethnic, origin or disability.  The client, its employees, guests, and all sub-contractors engaged by, or on behalf of the client are expected to adhere to this policy and the Hotel may, without incurring any liability remove from the Hotel any person offending against this policy.

i) You accept responsibility for any damage or loss caused by you or any member of your party.  Full payment for any such damage or loss must be paid direct at the time to the Hotel.

j) We both agree that the Law and local jurisdiction of the country in which the Hotel is situated will govern your contract and agree that any dispute, claim or other matter of any description which arises between us will be dealt with by the Courts of the relevant country.

k) Goods and services may not be bought or sold on the premises without the hotel Manager’s prior written consent in which case additional terms and conditions will apply which you must sign.