Conference Booking Terms and Conditions:
DEFINITIONS
HOTEL and US means the property for which a contract is agreed, which is owned and managed by Fuller, Smith & Turner P.L.C. registered in England & Wales under number 241882 and whose registered office is at Pier House, 86-93 Strand-on-the-Green, London, W4 3NN
CLIENT and YOU means the organising person or persons, body or company responsible for bookings and/ or payment of accommodation, conference and banqueting facilities and other events under the Contract.
CONTRACT means the agreement between US and YOU for a specific booking or a series of bookings. These Terms and Conditions will form part of the Contract together with the Conference Planner.
EVENT means any conference, function, banquet or other residential or non-residential group business for which accommodation at the hotel has been booked.
PAYMENT
1. All accounts are payable in £ sterling to “Fuller, Smith & Turner P.L.C.”. All major credit cards are accepted.
2. If you are an approved credit account customer payment shall be made within 14 days of invoice.
3. If You are not an approved credit account customer a credit application form will be forwarded to You on request. This must be completed and returned to Us not less than 30 days before the date of arrival. It must be returned by return of post if the time before arrival is less than 30 days. If the application is refused, You will be notified in writing. Unless we receive cleared funds from You for the total projected charges at least 14 days prior to the date of arrival, the reservation made for You will be cancelled. If there are less than 14 days until arrival, only immediate cash payment will preserve the booking.
4. Payment shall be made to the hotel.
5. Payment will only be deemed to have been made upon the receipt by Us of cleared funds of cash.
6. If you become insolvent or fail to pay any sum when due any of the following may apply at the sole discretion of the hotel;
6.1 the hotel may treat any breach by You as repudiation of the Contract
6.2 all sums owed to Us on any account whether invoiced or not will become immediately due with VAT
6.3 the hotel may suspend its obligations under the Contract until all sums have been paid
6.4 any discount given or offered may be withdrawn
7. You will pay Us interest from the date of invoice or broach (whichever is the earlier) to the date of payment, both before and after judgement, at the rate of 2.5% per annum above Barclays base rate from time to time compounded with monthly costs.
8. You will pay Us on a full indemnity basis all costs, charges and expenses incurred by us in consequence of any breach by You and in collecting or attempting to collect any sums due from You or anyone else liable for payment.
9. You shall not be entitled to withhold any payment because of any dispute or claim by You against Us in respect of this contract or any other and nor shall You be entitled to set-off any sum claimed from Us by You.
CONFIRMATION BY THE CLIENT
10. Provisional bookings can be released at the discretion of the hotel after 10 working days if the client has not requested a contract.
11. All bookings are considered provisional until You sign the Contract.
12. The signed Contract must be returned by You and received by the hotel within 10 working days of the day of issue. If the agreed date of arrival falls inside that 7 day period the Contract must be returned within a maximum of 48 hours of issue. Otherwise the hotel reserves the right to release the provisional booking and re-let the facilities.
13. Numbers must be advised at the time of initial enquiry and minimum numbers will be confirmed on the Contract.
CANCELLATIONS BY THE CLIENT
14. We request that all cancellations are notified to Us in writing by the client. Any final booking below the minimum numbers agreed on the contract will be subject to a cancellation fee of x% (as set out in the table below) of the value of any booked and cancelled facilities.
NO. OF WEEKS WRITTEN NOTICE GIVEN CANCELLATION FEE
8 weeks or more Nil
6 - 8 weeks 25%
4 - 6 weeks 50%
2 - 4 weeks 75%
Up to 2 weeks 100%
AMENDMENTS OR CANCELLATION BY THE HOTEL
15. The hotel reserves the right to amend any booking made by You and offer You alternative facilities if necessary. The hotel will use its reasonable endeavours to inform You about any such amendments and alternative facilities as well as the reasons therefore in writing at the earliest opportunity.
16. The hotel reserves the right to cancel the booking if in the opinion of the hotel management it could prejudice the reputation of the hotel, if You are more than 30 days in arrears on other payments due to the hotel, or if the hotel becomes aware of any alteration in the Client’s financial situation. The hotel will advise You of the cancellation in writing giving reasons therefore and return all monies paid by You less any expense incurred by Us in relation to the booking.
17. The hotel shall not be in breach of these terms and conditions if compliance is hindered prevented or delayed by fire, action of any government or government agency, storm, explosion, flood, or act of god or any other cause beyond the hotel’s reasonable control.
ARRIVAL AND DEPARTURE
18. Accommodation booked will be available from 14.00 hours on the agreed day of arrival and must be vacated by 11.00 hours on the day of departure unless specific arrangements have been agreed with Us in writing.
EVENTS – GENERAL
19. You are referred to the “function access and vacate times” of the hotel as agreed in the Contract. Any extension of these times must be agreed with Us in advance and is subject to an additional function room charge.
20. Any alterations to the function room décor requiring for example the fixing of drawing pins, signage, blue tack to the walls etc. will require the prior consent of the hotel.
21. Any audio-visual or other equipment to be provided by the hotel for the event must be booked at least 7 days prior to the event. Cancellation of a booking for such equipment must be made in writing to the conference and banqueting department of the hotel not less than 24 hours before the event. Otherwise a cancellation charge will be levied according to the amount and type of equipment cancelled.
22. Any equipment not provided by Us and brought on to the hotel premises for use at the event must comply with BSI or other approved standards. If any of these requirements are not fulfilled, the use of such equipment shall not be permitted at the event.
23. The client shall do its utmost to ensure the orderly conduct of the event. In particular, nothing shall be done or allowed to be done that could constitute a nuisance or other breach of the law (including illegal betting or gambling of any kind), that shall render
possible forfeiture, that may result in endorsement of any license or breach any statu tory requirement with which the hotel must comply. You shall be liable for any consequential loss or damage arising from breach of these terms.
24. Any use of the hotels name or logo on any advertising material or other publicity for the event requires our prior written approval which is obtained by submitting to Us at least 7 days before the event a proof and all details of the materials to be used.
INDEMNITY AND EXCLUSIONS
25. The client shall reimburse liability or expenses, whatsoever which may be suffered or incurred by the hotel directly or indirectly in connection with any booking.
26. The hotel shall not be liable for any loss or damage to any property suffered or incurred by guests and/or any third party.
Please note that any reduction below the minimum detailed above will result in a cancellation charge in accordance with our booking terms and conditions