MEETING TERMS & CONDITIONS Definitions 1. 2. 3.
4. 5.
‘The Hotel’ means Grove WP Limited the Hotel and premises known as Fairmont Windsor Park. ‘The Client’ means the organising body/company responsible for commissioning and payment of the Event. The ‘Event Contract’ means the agreement between ‘The Hotel’ and ‘The Client’ for a specific booking or a series of bookings (each ‘An Event’). These terms and conditions will form part of the ‘Event Contract’, together with any other specific terms stated in the ‘Event Contract’. An ‘Event’ means any type of booking made by The Client that is using any area of The Hotel event and public space, accommodation and all other facilities. “Grove WP Ltd” – trading as the Fairmont Windsor Park.- which is part of the Arora Group.
Confirmation by Client 6. 7.
8. 9.
The Client is requested, after review of the Event Contract and terms and conditions, to sign and return to The Hotel within 7 days of the Event Contract Issue Date as defined in the Event Contract. The Hotel reserve the right to release any event space or bedrooms being held, if the confirmation referred to in clause 6 is not received by the date stated. No cancellation fee shall apply in these circumstances. If other enquiries are received by The Hotel for the same dates, we may contact you earlier for confirmation, at the sole discretion of The Hotel. The event space and any bedrooms are not considered a confirmed reservation until the signed Event Contract and Terms and Conditions is received by The Hotel. The facilities contracted in the Event Contract are for the exclusive use of The Client and its subsidiaries, and resale of the facilities is not permitted without prior consent from The Hotel.
Amendment of Event Contract 10. The Event Contract is based on The Client’s requirements at the time of confirmation by The Client and will form part of the Event Contract. Any request by The Client wishing to amend part of the Event Contract must be made in writing. 11. Any additional requirements The Client wishes to add to the Event Contract, once signed, must be confirmed in writing at least 5 working days prior to the start of the event. The Hotel will issue The Client an amendment to contract, which will form a part of the Event Contract (upon signature of the Event Contract, any request by The Client to amend part of the Event Contract, thus reducing the overall revenue contracted by means of reducing minimum number of guests and/or accommodation and/or minimum catering price and/or access and vacate times, The Hotel reserves the right to amend the Event Contract and its prices to compensate against loss of revenue incurred from the original Event Contract. Terms of Payment 12. Unless otherwise agreed, all events are to be pre-paid in full or valid credit card details to be provided. 13. For any guaranteed blocks booked and paid individually by guests client will be required to prepay 30% of the bedroom revenue as a guarantee of that block. That amount can then be used as additional deposit towards the event should all the guaranteed rooms been picked up by the individual guests. Any money left after the event will be credited back to the client upon the approval of the final invoice 14. Should any payment for pre booked AV equipment be facilitated by client’s AV production company directly with the Hotel, client is required to confirm such instructions in writing. Payment for pre booked AV equipment must be cleared 10 days prior to the event date by the third party company. In the event the invoice is not cleared by the agreed time, Client will be liable as per contractual terms to cover the rigging costs which will be billed to main conference event paymaster. 15. BACS details are available on request. Schedule of Payment 16. Please refer to the payment schedule noted in the summary of costs section of your contract. 17. All balances to be settled prior to the event. 18. Payment of any additional requirements that have been added as part of the Event Contract falls into the schedule, here above mentioned. 19. The Hotel reserves the right to charge The Client interest on late payments, at a compound rate of 2% for each month, or part month that the payment is overdue. 20. If The Client is likely to incur additional charges on the day(s) of the event, such charges must be paid by a preauthorised credit card prior to departure. Details of any such card must be supplied to The Hotel a minimum of 7 days prior to the event, by completing a ‘Credit Card Details Form’. 21. All amounts invoiced must be settled within 14 days of event departure. Failure to do so will result in interest charges being applied at a rate of 2% per annum above the base rate charged by Nat West Bank Plc at that time. 22. All questions relating to the final invoice should be addressed to the Accounts Manager at The Hotel within 14 days of the event departure date. Please be advised that the hotel allows for 14 days for any queries or amendments from the invoice date for necessary resolution. After this date, the invoice will be treated as final for settlement. Room Set Up 23. The Client agrees that the set up of contracted meeting space is as described in the Event Contract. Should The Client ask to make amendments to the set up whilst on site and such amendments are deemed by The Hotel as being extensive, an additional charge will be applicable, according to the need of The Hotel to bring additional manpower to meet The Client’s demand.