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Beverley Arms Hotel
Beverley, Yorkshire
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Chimney House Hotel
Sandbach, Cheshire
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Crabwall Manor Hotel
Mollington, Chester
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Mollington Banastre
Mollington, Chester
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Honiley Court Hotel
Honiley, Warwickshire
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Red Lion Hotel
Colchester, Essex
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The George Hotel
Huddersfield, Yorkshire
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The Kingston Lodge
Kingston, Surrey
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The Merrion Hotel
Merrion, Leeds
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The New Bath Hotel
Matlock, Bath, Derbyshire
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The Whipper-In Hotel
Oakham, Rutland, Leics
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Royal Oak Hotel
Sevenoaks, Kent
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Whitehall Hotel
Stansted, Essex
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Marston Farm Hotel
Sutton Coldfield, Warks
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The Waterloo Hotel
Crowthorne, Berkshire
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Bank House Hotel, Golf & Country Club
Bransford, Worcester, Worcs
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Terms & Conditions
1. DEFINITIONS
"The Hotel" means "Brook Hotels or any associated companies represented in the agreement
". The "Client" means the individual, firm, company or other organisation with whom
the Hotel agrees to provide a function at the Hotel.
2. PAYMENTS
(i) Payment is due in advance, or the booking guaranteed by a valid credit card,
unless an approved credit account has been established prior to your arrival.
(ii) The client is liable for all charges incurred by the customer or its guests
for services supplied.
(iii) At the discretion of the hotel, a deposit schedule may be offered to the client.
In the event of non-conformance to the pre agreed deposit schedule, the hotel will
be entitled to cancel the function without notice to the customer, at which time
the client forfeits any
(iv) For approved credit accounts payment terms are thirty (30) days from the date
of invoice.
(v) In event of all or part of a function being cancelled, the hotel will be entitled
to make a cancellation charge the value of which is solely at there discretion without
liability the hotel will endeavour to re-sell the facilities in order to reduce
the cancellation charge.
3. DEPOSITS
(a) Deposits of the following percentages of the anticipated total cost to the Client
of the function as stated in this contract shall be paid by the Client to the Hotel,
unless otherwise agreed, at the following times:
(i) 20% on signature of this contract.
(ii) 50% to be paid at least 90 days before the event.
(iii) The remaining 30% at least 30 days before the event.
(b) The deposit figures are based on anticipated total revenue.
(c) Should the Client wish to apply for credit, an application form is available
on request. The Hotel reserves the right to research the client's credit status
and reserves the right to decline credit facilities without reason.
(d) Credit facilities may be withdrawn at anytime without cause or reason.
(e) Cheques are to be made payable to the hotel.
4. NUMBERS IN ATTENDANCE
(a) The client shall give details of final numbers attending the function when requested
by the hotel and, in any case, not less than three days beforehand. The acceptance
of any increase over the previously advised numbers will be at the hotel's discretion.
The hotel will levy additional charges at the agreed rate per guest, or per room
for such increased numbers.
(b) In the event that the number attending the Event is less than advised at the
time of booking, the hotel reserves the right, in addition to our rights in respect
of cancellation under paragraph Cancellation (see below), to move the Event from
the meeting room agreed at the time of booking, to a meeting room which is suitable
for the numbers attending.
(c) Where the booking includes bedroom accommodation, full details of the number
of persons staying together with their type of accommodation and the length of stay
must be stated, in writing (Rooming List), no less than 14 days prior to the date
of arrival or sooner if required.
5. ALLOCATION OF FUNCTION ROOMS
The Hotel reserves the right to reallocate a function to a room other than that
originally designated.
6. EXHIBITION AND DISPLAYS
The Client will not erect any exhibitions, stands or displays within or outside
the Hotel premises nor make any alterations thereto without the Hotel's prior written
consent. In certain instances it will be necessary for the Hotel to gain written
approval from the appropriate authority one month prior to the function. In such
instances the Hotel shall require detailed plans of exhibitions, stands or displays
to be erected at least one month prior to the function. The hirer's contractors
may not enter any area of the premises other than that provided for the use of the
hirer by the Company. It is the responsibility of the hirer to ensure that all contractors
receive a copy of these conditions and agree to abide by them. In the event of a
failure by the contractors in this respect, the hirer will be responsible.
7. MATERIALS AND DECORATIONS
If the client is supplying their own disco equipment, the use of smoke machines
and strobe lighting is prohibited. Showcases, stands, and other similar constructions
must comply with the Fire Prevention Standards. Consequently, the Hotel must be
supplied with complete details of all materials for approval, authorisation, or
special licence. Should they be refused, the Client shall not deliver the affected
items to the hotel. All materials and decorations must comply with the applicable
Fire Prevention Standards:-
(i) Decorations: In accordance with the standards: in cloth, stretched on a wood
frame, and treated with a fire retardant.
(ii) Cloth: Drapes, curtains and fabric decorations must be treated as in.
(iii) Fabrics: Woven Fabrics, canvas and muslin are particularly inflammable and
must be frequently treated with a fire retardant.
(iv) Paper and flexible Panels: May only be used as part of the decoration in exceptional
circumstances.
8. FIRE EXITS ETC
The Client shall ensure that all persons attending the function shall use such entrances
and exits as may be designated by the Hotel. The Client will obtain from the Hotel
and the Hotel will supply floor plans of the area or areas to be used for the function
and the Client will acquaint the guests, staff and any subcontractors with the same
at the commencement of the function and in particular with those entrances and exits
to be used in case of fire or other emergency and the fire alarm points which are
shown on the floor plans. Hotel exits and gangways must be kept free from obstructions
and fire exits must be clearly visible at all times.
9. SPECIAL EFFECTS
The use of Laser Beams, pyrotechnic effects, smoke, etc, shall be examined on a
case-to-case basis and no later than 28 days before the date of the event.
10. PUNCTUALITY
(a) Meeting rooms will be made available for the time shown on your contract and
you will be expected to vacate by the end of that period. If requested the hotel
will do its best to accommodate the client with any extension but this may not always
be possible. Where the hotel is able to accommodate the client with an extension
then additional reasonable charges may be made.
(b) If a meal is being provided by the Hotel as part of the function the Client
shall ensure that those attending the function are ready to be served at the time
agreed.
(c) The Client agrees to ensure that the meeting rooms reserved for the function
shall be cleared of all materials and equipment brought there (other than by the
Hotel) for the function within the time mutually agreed between the Client and the
Hotel. In default, a further charge shall be paid by the Client to the Hotel for
the excess period.
11. FOOD AND BEVERAGES
The Client will ensure that no food or beverages of any kind are brought onto the
Hotel premises by the Client or any of the Client's guests, invitees or any other
persons attending the function unless previously agreed in writing between the Hotel
and the Client.
12. DAMAGE TO HOTEL PROPERTY
(a) The Client shall take all reasonable precautions not to damage any Hotel property.
(b) The Client shall ensure that nothing shall be affixed to the floors, walls,
ceilings or columns of the Hotel accommodation reserved by the Client for the function
by nails, screws, drawing pins or other means or suspended from the roofs or ceilings
thereof unless previously agreed in writing by the Hotel.
13. DAMAGES
(a) The Client shall be informed as soon as possible after the conclusion of the
event of any loss or damages to Hotel property.
(b) The Client shall be debited for the total cost of repairing or replacing Hotel
property that may have been damaged, broken, lost, or stolen, even should the responsibility
for this be attributed to someone the Client may have subcontracted.
14. NOISE
The level of the noise produced by sound equipment shall be kept within reasonable
level at all times. Contracting of persons and/or equipment for the playing of recorded
music at dinner dances must be previously approved by the Hotel.
15. RIGHT TO EXCLUDE OR EJECT PERSONS
The Hotel reserves the right to exclude or eject, as it thinks fit and reasonable,
any persons from the function or the Hotel premises who it shall consider objectionable
including any engaged by the Client to provide entertainment or perform any other
duties at the function.
16. SUPPLY OF ADDITIONAL GOODS OR SERVICES
The Client agrees to pay the Hotel charges for any goods and services that have
been provided by the Hotel at the request of the Client or any person purporting
to act on behalf of the Client and having ostensible authority to do so.
17. FRUSTRATION OF THE CONTRACT
If the Hotel is prevented or hindered from carrying out its obligations hereunder
by circumstances beyond its reasonable control including government intervention,
strikes, labour disputes, accidents, Acts of God, national or local disasters or
war, then the Hotel's liability to the Client shall be no greater than the amount
paid by the Client to the Hotel in respect of the function. If for reasons beyond
the Hotel's reasonable control the accommodations so reserved cannot be made available
to the Client the Hotel reserves the right to substitute similar or comparable accommodation
for the function and such a substitution shall be accepted by the Client as satisfactory
performance by the Hotel of its obligation hereunder to provide the accommodation
so reserved.
18. WASTE
No waste material such as packaging shall be left in the corridors or elsewhere
on the Hotel premises and the Client must ensure that any such waste material is
immediately removed from the Hotel premises.
19. EVENT CANCELLATION/REDUCTION IN NUMBERS/MINIMUM NUMBERS
(a) The Hotel reserves the right to cancel the booking or reservation for the function
in the event of the Client failing to perform any of its obligations herein.
(b) Should the client have to cancel, or reduce the numbers for its booking, a charge
will be made calculated as a percentage of the total booking value, according to
the scale highlighted below:
Cancellation and Notification
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Cancellation / Notification Period
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Percentage
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Before 4 month prior to the event
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No charge
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4 month – 28 days prior to the event
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30%
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27 – 14 days prior to the event
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50%
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13 – 8 days prior to the event
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80%
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7 days or less prior to the event
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100%
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(c) All cancellations/reductions in numbers should be confirmed in writing by the
client.
(d) Any costs incurred for a particular event, that otherwise would not have been
incurred, will be charged in the event of a cancellation unless the hotel is able
to mitigate the cost. (eg. audio visual equipment, staff booked for the function,
food, printing, any floral decoration and any photographer(s), musicians(s) and
other entertainer(s) and toastmaster(s) etc. engaged.)
20. BEDROOM CANCELLATION/REDUCTION IN BEDROOMS
Should the client have to cancel, or reduce the numbers, for its booking, a charge
will be made, calculated as a percentage of the total booking value, according to
the scale highlighted below:
Cancellation and Notification
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Cancellation / Notification Period
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Percentage
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Before 4 month prior to the event
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No charge
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4 month – 28 days prior to the event
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30%
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27 – 14 days prior to the event
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50%
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13 – 8 days prior to the event
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80%
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7 days or less prior to the event
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100%
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21. ARRIVAL AND DEPARTURE TIMES
The bedroom accommodation is available from 2pm on the day of arrival, and must
be vacated by 11am on the day of departure, unless specific alternative arrangements
have been agreed.
22. LOGO
The hotel's name/logo may be used in publicity, once a proof of the promotional
material has been agreed with the hotel.
23. VAT
Prices quoted include VAT unless otherwise specified. This shall be at the rate
prevailing when the contract was prepared and is subject to alteration should the
rate change.
24. CIVIL LIABILITY
Subject to its liability under the Hotel Proprietors Act 1956 the Hotel will not
be liable or responsible for any jewellery, luggage, clothing or other property
of the Client brought onto the Hotel premises by the Client.
25. VARIATIONS
No oral representations or arrangements are recognised by the Hotel and the Conditions
of this contract can be modified only by a supplementary written contract.
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