Terms and Conditions
The following terms and conditions
govern your relationship with Principal Hayley Group Properties for
the event you will be holding with us. You must read these terms
and conditions before signing all conferences, banquets and
functions booked by the client shall be subject to them.
Definitions
In these terms and conditions the
following expressions shall mean:
‘’the Company’’ is the operating
company of the hotel you book which operates under Principal Hayley
Ltd.
‘’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 & 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 who 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.
Numbers in attendance
The numbers for which the Client has booked are set out on the
event order. Minimum contracted numbers must
be provided 28 working days in advance
but cannot be less than 90% of the initial booked number. The
Client needs to advise the hotel of final numbers at least 14
working days before the scheduled start date of the event.
The Client must also advise the property of any menu choices,
wine and beverage choices and any other relevant or requested
information at least 7 working days before the scheduled start date
of the event otherwise the property cannot guarantee that the
choices will be available. Under such circumstances the Company
will offer the most appropriate alternative.
Reduction in Numbers.
Any reduction in numbers below the minimum numbers agreed
between the Client and the property will result in cancellation
charges being raised. An increase in numbers must be communicated
to the property at the earliest possible date and is subject to
availability. The property will make reasonable endeavours to
accommodate any increase in numbers and this new number will become
the minimum number of guests to be charged. 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 more suitable
space within the same property 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.
Cancellation Charges
This booking becomes binding on
receipt of a signed copy of our Terms and Conditions by both
parties.
In the event that the Client should
cancel the booking the following charges will apply:
Notice % of Original Booking
Value Payable
Between 27 – 52 weeks 25%
Between 13 – 26 weeks 50%
Between 5 – 12 weeks 90%
1 – 4 weeks 100%
Cancellation by the Company
In the unlikely event that the Company
cancel the booking the Client will be refunded any payments already
made but the Company will not have any other liability. The Company
reserves the right to cancel if:
i) Any part of the property is closed
or unavailable due to circumstances beyond the Companies
control.
ii) There is a force majuere event
which prevents the Company from carrying on its business
iii) The Client, or the Company,
become insolvent or, in the case of an individual, becomes subject
to a bankruptcy petition.
iv) In the view of the Company it is
deemed that the booking, or any persons associated with the booking
might damage the reputation of the property or the Company.
v) Any deposits or agreed advance payments have not been
received by the Company from the Client by the due date.
Payment Terms
Credit facilities must be requested at
the time of booking and are authorised at the property’s
discretion. A Credit Application Form is available on request and
any credit offered will be confirmed after the completed form has
been returned to the Company. Please note that credit is not
automatic and is not available for wedding parties.
i) Account Facilities will only be
granted to those companies who have established credit facilities
in advance.
ii) Any function for which advance
payment is overdue by more than 7 days may be cancelled by the
Property and the cancellation charges detailed in clause 5 will
become payable immediately.
iii) If there are queries on any part
of an invoice the client will pay the undisputed balance of the sum
owed by the due date and the remainder on resolution of the
query.
iv) The Company reserves the right to
apply interest against late payments, at 4i over base rate.
Value Added Tax at the current rate will apply as
appropriate.
Deposit Policy
An initial deposit of 50% is required upon confirmation of the
booking and the remaining 50% is due no later than 14 days prior to
the event, providing no credit facility has been given.
Clients’ Use of the Hotel
The Client, it’s representatives or
any persons attending the event at the Clients request or
invitation must:
i) Comply with all licensing, health
and safety and other regulations relating to the Property.
ii) Not carry out any electrical or
other works at the Property including amplification and lighting
without the Company’s prior written consent.
iii) Not bring any dangerous or
hazardous items to the Property and remove any such items promptly
when requested to do so by a member of the The Company’s Management
team or any other authorised person.
iv) Not consume any food or drinks at
the Property which were not supplied by the Property
v) 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
Obtain prior written permission from the property if providing
their own entertainment, services or activities at the event
Liability
i) The Company will be liable to the
Client and/or persons attending the function for injury to persons
or loss/damage to property only where damage is caused by
negligence on the company’s behalf but otherwise will be under no
liability whatsoever.
ii) The Client will be liable for any
loss or damage to Company property including walls, light fittings
and equipment or injury to any person including hotel staff and
shall indemnify the Company against any loss or liability.
iii) In the event of ‘’Force Majeure’’ meaning any circumstance
beyond the control of the property 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.
Assignment
i) This agreement cannot be assigned
to another group or provider of event services without the prior
consent of the Client.
ii) This event booking cannot be assigned to any other Client
unless approved in advance by the Company
Variation to Terms & Conditions
i. No variation to these terms will be
accepted unless agreed in writing between both parties
ii. Any variation to these term and conditions will only be
valid if signed by a duly authorised representative of the Company
and the ClientJ
Jurisdiction
This Agreement shall be governed by
and construed in accordance with the Laws of England and the
Parties irrevocably submit to the exclusive jurisdiction of the
English Courts.
Now that you have read our Terms &
Conditions, please sign and return this copy to confirm that you
have received and agreed to our terms of business so we can proceed
with your booking.