Terms and Conditions

THE BELFRY Terms and Conditions
TERMS AND CONDITIONS FOR NON-CORPORATE AND INDIVIDUALS
GROUP ACCOMMODATION, EVENTS, CONFERENCES & FUNCTIONS
1.    CONFIRMATION
The Agreement must be returned by the Client and received by the Hotel within five working days of the date of issue or, if such time is not available prior to the date of arrival, within a maximum of 24 hours.  If the Hotel does not receive the Agreement within this period, the Hotel reserves the right to release the provisional booking and re-let the facilities.

2.    TERMS OF PAYMENT
i.    Deposits
The client must pay the deposit or full pre-payment(s) specified in the contract under ‘account instructions and charges’.  Should the client fail to pay the requested deposit or pre-payment within 7 days of the due date, the hotel may treat the booking as having been cancelled by the client.  Deposits are neither refundable nor transferable.

ii.    Credit Facilities
Where the events contracted spend is excess of £5000, credit facilities with The Belfry can be requested.  Applications must be received at least 21 days prior to your event and accounts cannot be forwarded without prior arrangement.

iii.    Final Payment
Clients not having credit facilities with The Belfry are required to make full prepayment of the total estimated charge at least 30 days prior to the event start date and settle any extras on departure.  If credit is granted, full payment of any outstanding balance must be made within 21 days – any queries will not affect the immediate payment of the remainder of the account.  Thereafter, we reserve the right to charge interest on the balance outstanding at the rate of 3% above the Bank of England base rate.  No allowance or refund can be made for meal or other elements not taken within the agreed package rate.

3.    AMENDMENTS AND CANCELLATIONS
i.    In the unfortunate circumstance that you have to cancel or postpone your confirmed booking at any time prior to the event cancellation charges will be made as follows:

Cancellation/Partial Cancellation/Postponements

Period of notice        Charge

366 days or longer        20% of rates quoted
Between 183 and 365 Days    25% of rates quoted
Between 113 and 182 Days    50% of rates quoted
Between 112 and less Days     100% of rates quoted
               
               
ii.    Any cancellation, postponement or partial cancellation should be verbally advised to the Hotel in the first instance and you will be advised of a cancellation reference number.  All cancellations must be confirmed in writing and the facilities you have reserved will not be cancelled until this is received and acknowledged.

Definitive cancellation charges due can only be confirmed to you after the intended date of your event.

Should the client make significant changes to the programme or the expected number of delegates, the Hotel reserves the right to amend the rates and/or facilities offered.

Any delegates who do not arrive, or who depart early will be charged at 100% of the delegate rate or rates quoted for nights of non-attendance.

iv.    Amendments or Cancellations by the Hotel
The Hotel reserves the right to cancel any booking forthwith or reserves the right to offer alternative facilities without any responsibility on its part in the event of:
a.    Any occurrence beyond the reasonable control of the Hotel which shall prevent it from performing its obligations in connection with the booking.
    b.     If the booking might, in the opinion of the Hotel, prejudice the reputation of the Hotel.
c.    If the client is more than 30 days in arrears of previous payment to The Belfry.
d.    If the Hotel becomes aware of any alteration in the Client’s financial situation.

v.    In the event that any works or any refurbishment works are taking          place at the location at which a booking is planned on or during the       booking, The Hotel reserves the right to relocate the location of a       booking to an alternative location provided that such location is within       The Hotel.
vi.    Should we need to make any amendments to your booking, we reserve the right to offer alternative facilities 

4.    SUPPLY OF INFORMATION
i.    A full rooming list/delegate list is to be supplied to the Hotel 15 working days prior to the event.  For the avoidance of doubt, the submission of this list only serves to provide names of delegates attending the conference and does not affect the number of rooms contracted with the Hotel.
ii.    Any amendments, including additions, cancellations, extension to stay must be notified in writing by the Client and confirmed by the Hotel.

5)    GENERAL
i.    The Clients shall be responsible for the orderly conduct of its delegates, and shall ensure that its delegates have regard to any regulations imposed by any competent authority, and that nothing shall be done which will constitute a breach of the law.  The Client shall fully indemnify the Hotel against any claims, or loss or damage arising as a result of breach of this clause.
Prior written approval must be obtained if you wish to fix items to the walls, floors or ceilings.  The Hotel will hold the Client responsible for any damage caused through negligence by the Client, the Client’s guests or the Client’s contractors.  An inspection of the premises before and after the event may be requested by contacting the Duty Manager.
ii.    Where any facilities or services are booked, the Hotel will not be liable to make any refunds should the delegates fail or refuse to use them for whatever reason and full payment must be made.
Where the Hotel is requested to book facilities and/or services on behalf of its clients or their delegates with third parties, it will do so in good faith but cannot be held liable should the standard of those services prove deficient, nor for the acts or omissions of such third parties.
iii.    Only food and beverage purchased from the Hotel may be consumed on the premises.  If food or beverages are brought into the Hotel for consumption, a charge will be made equal to the Hotel’s selling price for that or an equivalent product, which shall be in the absolute determination of the Hotel.
iv.    Bedrooms and meeting room space is offered to the Client for their exclusive use and for their affiliates and is not for resale to non-affiliated parties unless by prior arrangement with the Hotel.
v.    The event must start and finish at the times specified on the contract.  Changes to the times must be agreed with the Hotel.
vi.    It is strongly recommended that you take out event insurance.  Please contact your preferred broker.
vii.    Please ask for a copy of our Golfing terms and conditions (if applicable)
viii.    Neither party shall be in breach of this agreement nor liable for delay in performing, or failure to perform, any of its obligations under this agreement if such delay or failure result from events, circumstances or causes beyond its reasonable control. Such events shall include but not be limited to (a) acts of God, flood, drought, earthquake or other natural disaster; (b) epidemic or pandemic (as declared by the World Health Organisation); (c) terrorist attack, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off of diplomatic relations; (d) collapse of buildings, fire, explosion or accident.
ix.    All rates quoted are inclusive of VAT at the prevailing rate.