TERMS AND CONDITIONS – THE BEST WESTERN PARKWAY HOTEL
1. DEFINITIONS:
‘The Client’ refers to the person, company or organisation, making the booking and ‘The Hotel’ refers to the Parkway Hotel.
2. CONTRACT:
When booking is confirmed by the Hotel in writing, a contract is deemed to exist.
3. CHARGES AND PAYMENT:
3.1 The Hotel requires at least 21 days notice prior to arrival date to arrange any credit facilities. Credit accounts must not exceed their credit limit. Credit references will be required before agreement.
3.2 Payment is due for credit accounts 28 days following the event date. Payment must be made payable to the Parkway Hotel by cash or cheque. Credit cards are accepted with a 3% commission charge.
3.3 In the event of payment becoming overdue interest at 2% per month as at date of invoice will be added to your account.
3.4 Wedding receptions are subject to a deposit of £500. 50% of balance due 4 months prior and balance due 1 month before the event. Buffer charge of £200.00 to be paid, returnable after the event if unused.
3.5 Dinners and dinner dances are subject to a deposit of £500. Full payment of the balance is due 14 days before the event. Buffer Charge of £200.00 to be paid, returnable after the event if unused.
3.6 Wedding ceremonies are subject to a deposit of £100.00. 50% of the balance due 4 months prior and balance 1 month before the event.
3.7 Dinners under 20 are subject to a deposit of £100.00. Full payment of the balance is due 14 days before the event.
4. NUMBERS:
Final numbers are required 72 hours prior to the date of the function.
4.1 Banquets
If the numbers fall below the minimum number in your suite, the Hotel reserves the right to allocate a more suitable room.
4.2 Conferences
Day and residential conference packages are based on a minimum of 10 persons. Below this number, services will be charge individually (room hire, beverages, accommodation and lunch). The final number of delegates attending must reach the Hotel at least 48 hours prior to the date of the function. This will be the minimum charged for.
5. CANCELLATION BY THE CLIENT:
In the unfortunate circumstances that you have to 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. All cancellations must be advised to the Management of the Hotel in the first instance verbally. Cancellations must then be received in writing from the Client to the Hotel immediately. The date when written cancellation is received will be classed as the ‘cancellation’ date.
6. CANCELLATION CHARGES FOR BANQUETING,
DINNER /DANCES, WEDDINGS ETC:
Any cancellation or postponement must be confirmed in writing.
The terms are:
6.1 Over 6 months notice, deposit refunded if date re-sold for similar numbers.
6.2 Under 6 months notice deposit retained by hotel.
6.3 Under 4 month’s notice of cancellation, client is liable for 50% of anticipated facilities.
Under 2 months the Client is liable for 60% of the anticipated facilities booked, the Hotel will endeavour to find a replacement booking and if successful, will offset in whole or part of the above charges. This calculation will be made at the discretion of the Hotel.
6.4 2-6 weeks notice, Client is liable for 80% of the anticipated facilities booked.
6.5 Under 2 weeks notice, Client liable for 90% of the anticipated facilities booked.
6.6 1 weeks notice or less, Client is liable for 100% of the anticipated facilities booked.
7. CANCELLATION CHARGES FOR DAY CONFERENCES:
7.1 All cancellations or postponement must be confirmed in writing (see section 5)
7.2 Under one month, Client is liable for 50% of the anticipated facilities.
7.3 2 weeks notice or less, Client will be liable to 100% of the anticipated facilities.
8. CANCELLATION CHARGES FOR RESIDENTIAL CONFERENCES
All cancellation or postponements must be confirmed in writing (see section 5)
8.1 Cancellation over 3 months, no charge.
8.2 Cancellation 1-3 months client liable for 50% of anticipated facilities
8.3 1 week – 1 month, Client will be liable for 75% of the anticipated facilities
8.4 1 week or less, Client will be liable for 100% of anticipated facilities.
NAME
DATE OF FUNCTION
FUNCTION SUITE RESERVED
Signature: ……………………………….
Print Name: ………………………………...
Date: ………………………………..
8.5 Cancellation 1-3 months client liable for 50% of anticipated facilities
8.6 1 week – 1 month, Client will be liable for 75% of the anticipated facilities
8.7 1 week or less, Client will be liable for 100% of anticipated facilities.
9. CANCELLATION CHARGES FOR OVERNIGHT STAY
9.1 24 hours or less, Client will be liable for full payment on room only basis
FOR THE PURPOSES OF SECTION 5,7,8&9
The Hotel will endeavour to find a replacement booking and if successful will offset these charges in whole or part. This calculation is at the discretion of the Hotel.
‘Anticipated facilities’ includes room, meals, Delegate Packages and all other usual services provided to the guests. The rate to be charged shall be the full rate charged by the Hotel for the time being and the appropriate percentage cancellation charge shall be of that full rate but limited to the profit element.
10. HEALTH AND SAFETY:
The Client agrees to take ‘reasonable’ precautions to ensure that no damage occurs or injury to any person. The Client is also responsible for the actions of all guests and contractors for any damage or injury caused within any part of the hotel.
A minimum charge of £50 will be made per incident.
It is the Clients responsibility to ensure that children attending the function remain within their function room and are under the constant supervision of an adult.
11. FOOD AND BEVERAGES:
The Client will ensure that no food or beverage of any kind is brought into the Hotel premises by any person for consumption on the Hotel premises, except wedding cakes, or with the Hotel’s agreement. Corkage will be charged for any alcohol that is brought on to the premises.
12. EQUIPMENT:
12.1 Equipment must comply with all current regulations including PAT. The Client will be liable for any damage or injury, which arises out of the use of such equipment.
12.2 The Hotel cannot accept responsibility for the Client’s equipment.
12.3 All equipment brought into the hotel is at the Client’s own risk. The Hotel insurance does not cover any losses or breakages.
12.4 No incendiary or explosive devise may be activated under any circumstances within the Hotel or its grounds.
13. PRICES:
Prices in writing are confirmed. Fluctuations in VAT will affect the price.
14. AGREEMENT GOVERNED BY ENGLISH LAW:
This contract shall be governed in all respects by English Law
15. SMOKING:
The hotel operates a strict non smoking policy (including bedrooms).Guests are expected to adhere to this rule and failure to adhere in public areas/function rooms may result in the cancellation of the function with immediate effect with no refunds payable (or penalty charges being made to bedroom accounts).
16. GENERAL:
Any communication from the client regarding these terms and conditions must be put in writing.
The proprietors of the hotel reserve the right to alter any aspect of hotel policy or terms and conditions for the security and safety of all guests and staff members.
Any decisions made by the proprietors of the hotel will be final regarding all aspects of this agreement.
17. INSURANCE:
After all this, you might well consider it worthwhile arranging insurance. This can be done for a very small premium and can cover the cost of cancellation and other liabilities. Please note any contract of insurance would be made by the Client direct with the insurance company.
Signature: ………………………………
Print Name: ……………………………….
Date: ……………………………….