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Conference and Events Terms and Conditions

Conference Terms and Conditions

The legal and conditional bits...

1. The following terms and conditions govern your relationship with The Coniston Hotel for the event that you are holding with us. Please read our terms and conditions before signing any documentation for any conferences, banquets/dinners and functions booked by the client.

2. Definitions:

In these terms and conditions the following expressions can be defined as shown below:

“the Company” or “the Hotel”: The Coniston Hotel

“the Client”: is the individual, company or association specified in the booking details

“the Contract”:  is the agreement between the Company and the client in relation to the booking, incorporating the Terms and Conditions as specified below and any amendments agreed in writing

“the conditions”: Means these general Terms and Conditions plus any special conditions contained in the booking.

“the scheduled date”: Means the first date upon which the property is used in relation to the booking and any subsequent days if the event will take place over more than one day.

“minimum numbers”: Means the minimum number of guests which the property will hold space for and the minimum number of guests the Client will be asked to pay for

“final numbers”: Means the final number of guests who will be attending the Client event and the number of guests the property will prepare and cater for

3. Numbers in attendance

The numbers for which the Client has booked are set out in the event order. Minimum contracted numbers will be the final number agreed, less 10%. The Client needs to advise the hotel of final numbers at least 7 working days before the scheduled start date of the event. The Client must also advise the hotel of any menu choices, wine and beverage choices and any other relevant or requested information by the hotel at least 7 working days before the scheduled start date of the event, otherwise the hotel cannot guarantee that the choices will be available. Under such circumstances, the Company will offer the most appropriate alternative.

4. Reduction in numbers

Any reduction in numbers below the minimum number agreed between the Client and the Hotel will result in cancellation charges being raised (please see cancellation charges table in under section 5 of this document). An increase in numbers must be communicated to the hotel at the earliest possible date and is subject to availability. The hotel will endeavour to accommodate an increase in numbers and this new number will become the new minimum number of guests to be charged for. On this basis, definitive cancellation charges can only be confirmed after the event has taken place. Any significant change in numbers by the client may require that the event be relocated to a more suitable space within the same hotel and in these circumstances the Client may incur an additional room hire charge or amended rates to reflect the value of the original room allocated. Should the need arise, the hotel reserves the right to relocate your event to a meeting space of similar specifications to that originally agreed.

5. Cancellation charges

    5.1 Cancellations by the Client

This booking becomes binding on receipt of a signed copy of our terms and conditions by the Client.

In the event that Client should cancel the booking the following charges will apply:

Notice between 27-52 weeks: 25% of original booking value payable

Notice between 13-26 weeks: 50% of original booking value payable

Notice between 5-12 weeks: 90% of original booking value payable

Notice between 0-4 weeks: 100% of original booking value payable

    5.2 Cancellations by the Hotel

In the unlikely event that the Hotel cancels the booking the Client will be refunded any payments already made but the Hotel will not have any other liability. The hotel reserves the right to cancel a booking if:

  1. Any part of the property is closed or unavailable due to circumstances beyond the hotel’s control.
  2. There is a force majeure event which prevents the hotel from carrying on its business
  3. The Client, or the Hotel become insolvent or, in the case of an individual, a bankruptcy petition.

6. Allocations of bedrooms

Allocations of bedrooms are given generally for 30 bedrooms; if the client requires a higher allocation, this can be discussed with the hotel at any time. All bedrooms must be named 4 weeks prior to the arrival date by the client. Any unnamed bedrooms will be automatically released into inventory by the hotel with no prior warning. If the client requires an increase to the number of bedrooms after this time, the best available rate at the time of enquiry will be applied. Any cancellations of named bedrooms 4 weeks prior to the arrival date; the cancellation terms from 5.1 of these terms and conditions will be applied.

7. Payment Terms

Please note, credit is not an automatic facility and all bookings must be fully pre paid 7 working days before the scheduled start date of the event. A bill back facility must be requested at the time of booking and are authorised at the hotel’s discretion.

  1. Bill back facilities will only be granted to those Clients who have established credit facilities.
  2. Any function for which advance payment is overdue by more than 7 working days may be cancelled by the hotel and the cancellation charges detailed in clause 5 of this legally binding document will become payable immediately.
  3. If there are queries on any part of an invoice, this must be brought to the Hotel’s attention within 7 working days of the event end date. The Client must pay the undisputed balance of the sum owed by the due date and the remainder on resolution of the query.
  4. The Hotel reserves the right to apply interested against late payments, at 4i over base rate.

Please note our rates are quoted as Nett and non commissionable. Value Added Tax at the current rate will apply as appropriate.

8. Deposit Policy

An initial deposit of 25% is required upon confirmation of the booking and the remaining 75% is due no later than 7 working days prior to the event start date, providing no bill back facility has been authorised. Should the Hotel need to book third parties, in the case of hiring equipment, activity services and/or suppliers for the Client’s event, full pre payment is required by the client within 2 weeks of the confirmation date. Should the client cancel the event, the cancellation charges detailed in clause 5 of this contract will be applied.

9. Clients’ use of the hotel

The client, its representatives or any persons attending the event at the clients request or invitation must:

  1. Comply with all licensing, health and safety and other regulations relating to the hotel
  2. Not carry our any electrical or other works at the hotel including amplification and lighting without the Hotel’s written consent.
  3. Not bring any dangerous or hazardous items to the hotel and remove any such items promptly when requested to do so by a member of the hotel’s management or any other authorised person.
  4. Not consume any food or drinks at the hotel which were not supplied by the hotel.
  5. Not act in any improper or disorderly manner and comply with the property’s reasonable regulations and instructions, including abiding by any dress code requirements, search policies and entry procedures.
  6. The client is responsible and liable for any breakages and damages caused to the hotel. The client must report the incident as soon as it occurs. The hotel reserves the right to charge for any repair, or making good if the damage is significant. The hotel will charge for additional cleaning should this be required. The hotel will charge the Client’s account with these charges.

The client must obtain prior written permission from the hotel if providing their own entertainment, services or activities at the event.

10. Liability

  1. The hotel will be liable to the client and/or persons attending the function for injury to persons or loss/damage to the hotel only where damage is caused by negligence on the hotel’s behalf but otherwise will be under no liability whatsoever.
  2. The client will be liable for any loss or damage to the hotel including walls, light fittings and equipment or injury to any person including hotel staff and shall indemnify the company against any loss or liability.
  3. The hotel, where possible, can store equipment for the client with prior notice and with a written request; the hotel will not take responsibility for any damage or loss at the hotel, unless proven to be caused by a negligent act by the hotel or hotel employees.
  4. In the event of “Force Majeure”, meaning any circumstance beyond the control of the hotel, including, but not limited to, acts of God, fire, explosions, adverse weather conditions, flood, earthquake, local terrorism, riot, civil commotion, war, hostilities, strikes, work stoppages, lack of power and materials shortages nothing shall excuse the client from any payment obligations under the contract. The deposit shall be retained and the client’s event shall be rescheduled to a mutually agreeable, alternative date.

11. Assignment

  1. This agreement cannot be assigned to another group or provider of event services without the prior consent of the client
  2. This event booking cannot be assigned to any other client unless approved in advance by the hotel.

12. Variation to the Terms and Conditions

  1. No variation to these terms and conditions will be accepted unless agreed in writing between both parties.
  2. Any variation to these terms and conditions will only be valid if signed by a duly authorised representative of the hotel and the client

13. Jurisdiction

This Agreement shall be governed and construed in accordance with the Laws of England and the Parties irrevocably submit to the exclusive jurisdiction of the English courts

14. CCTV

In the public areas of the hotel and some staff areas CCTV is in operation and video recordings may be made for safety and security purposes.

15. Electronic Signature

By completing the below, you have agreed to our terms and conditions

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By sending this form you agree that you've read and accepted our terms and conditions.