TERMS & CONDITIONS
 

 

WEDDING RECEPTION / DINNER DANCE / PRIVATE DINNERS / MEETINGS AND CONFERENCES

Holiday Inn Camden Lock hereinafter known as “The Company”

The contract and its contents form an agreement between the Client and the Company; the conditions shall come into effect once a booking
has been confirmed in writing to the hotel whereby the Client has agreed to the arrangements which have been made on its behalf.

 

1.   1. CONFIRMATION
 

All bookings are considered as provisional until the Contract is signed by both the Client and the Company. Once the agreement is signed by both parties, such provisions reserved on your behalf will be subject to the Conditions of Sale of the Contract. The Contract must be returned by the Client and received by the Company within seven days of the date of issue or, if such time is not available prior to the date of arrival, within a maximum of 48hrs. If the agreement is not received by the Company within the period, the Company reserves the right to release the provisional booking and re-let the facilities.

 

2.   2. PAYMENT

Deposits: An initial 10% deposit based on the total estimated cost is required to secure the booking with a further 40% payable one month prior to the event. The second deposit amount may be increased subject to credit approval. Deposits are neither refundable nor transferable.

Credit Facilities: It is the policy of the Company for all accounts to be settled on departure. Credit facilities from the Company may be obtained from the Company for events with an estimated spend in excess of г500.00. Applications must be received at least two months prior to the event.

Final Payment: Clients not having credit facilities with the Company must settle the account in full on departure by cash or credit card. If credit is granted full payment of any outstanding balance must be made on presentation of bill – any queries will not affect the immediate payment of the remainder of the account.

3. AMENDMENTS AND CANCELLATIONS
 

In the unfortunate circumstances that you have to cancel or postpone your confirmed booking at any time prior to the event, the Company will make every effort to re-sell the facilities on your behalf. Any cancellation, postponement or partial cancellation should be verbally advised to the Hotel in the first instance. All cancellations must then be confirmed in writing and the facilities you have reserved cannot be released for resale until this is received and acknowledged. Definitive cancellation charges due can only be confirmed to you after the intended date of your event when we may reduce the charge by any alternate business we have been able to secure on your behalf. In the event of the Company being unsuccessful in reselling the cancelled or amended booking, cancellation charges will be made as follows:

 

Period of Notice

12 Calendar Months                                                        No charge

Between 6 – 12 Months                                                   25% of the total estimated bill

Between 2 – 6 Months                                                     50% of the total estimated bill

2 Calendar months or under                                              75% of the total estimated bill

The Company will use its best endeavours to resell a cancelled event to the same estimated value and if successful in doing so may waive cancellation charges. Should you be able to re-book a similar event in the General Manager’s opinion at the same value within 14 days, 25% of the cancellation charge will be credited to the re-booking; the re-booked event must take place within 2 months of the cancelled date.

Four weeks prior to the event we require a meeting to establish your final arrangements. Absolute final numbers for catering are required 72hrs before the event. Please note that these will be the minimum number charged to your account. Should the Client make significant changes to the programme or the expected number of delegates, the Company reserves the right to amend rates and/or facilities offered. Catering and charging will be based on such number notwithstanding that the number of attendees may be less. If more than the guaranteed minimum number attend the function, the client will be charged according to the total number attending, but the Company cannot be held responsible for service to a number in excess of 10% above the guaranteed minimum number. If any dispute arises as to the number of those who attend the function, the Company shall determine the number and such determination shall be final and binding to the parties

 

4. AMENDMENTS OR CANCELLATIONS BY THE COMPANY
 

The Company reserves the right to cancel any booking forthwith or reserves the right to offer alternative facilities without any responsibility on it’s part in the event of:

a) any occurrence beyond the reasonable control of the Company which shall prevent it from performing its obligations in connection with the booking

b) if the booking might in the opinion of the Company prejudice the reputation of the Company

c) if the Client is more than 30 days in arrears of previous payments to the Company

d) If the Company becomes aware of any alterations in the Client’s financial situation.
 

 

5. CLIENT LIABILITY
 

a) The Client shall be responsible for the orderly conduct of the 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 law. The client shall fully indemnify the Company against any claims, or loss or damage arising as a result of breach of this clause. Furthermore, the Client should ensure that the behaviour of their guests or contractors will not render possible forfeiture or endorsement of any licences held by the Company.

b) Prior written approval must be obtained if you wish to fix items to the walls, floors or ceilings. The Company 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 requesting by contacting the Duty Manager. The client shall reimburse the Company for any costs incurred through wilful damage or negligence, by the client or their guests which results in damage to the Company’s property or its business relationship with other guests.

 

c) Where any facilities or services are booked, the Company 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 by the Client. Where the Company 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. The Client shall be responsible for any charges arising from the cancellation of entertainment, car hire, equipment or otherwise made on its behalf by the Company.
 

 

6. PRICES
 

All prices are subject to change.  The Company reserves the right to alter prices or other details shown on tariffs and other publications without notice. We cannot guarantee that there will be no increase between now and the date of your event. However, prices at the time of the written confirmation by us are guaranteed for three months, thereafter, they are subject to review and confirmation (exception if paragraph 3 applies).

The Suffolk Wharf Suite for Friday and Saturday will require a minimum of ___ guests and a minimum meny price of гннн___
 

7. BEDROOM ACCOMMODATION

The final numbers of bedrooms for the event will be confirmed to the Hotel no later than 30 days prior to the date of the event or no later than the date shown on the contract and this will be the number charged for. The rooming list for the guests staying will be confirmed to the hotel no later than 14 days prior to the date of arrival or as shown on the contract   

 

 

8. COMPANY LIABILITY

a) The Company shall not be liable for any delay in performing, its duties as a result of causes beyond our control.

b) The hotel does not accept any liability for loss or damage to property, death or illness or injury to persons and against any and all claims, costs and demands, proceedings and damages arising there-from as a result of the event. Furthermore, the Client assumes responsibility for any damage caused by him/her-self or any of the attending guests, whether in rooms reserved, or any parts of the hotel. You are advised to consider your insurance cover in respect of the above and for cancellations. – WHAT ABOUT THE HOTEL PROPRIETORS ACT 1956? HAS THIS BEEN AMENDED RECENTLY?

9. GENERAL
 

a)   We reserve the right to restrict noise levels throughout the event. Dry ice or smoke machines cannot be used.

b)   Only food and drink purchased by the Company may be consumed on the premises. Under no circumstances are guests permitted to bring any       beverages or food into the Hotel without the prior written consent of the Company; any such consent will involve an additional charge.

C) Goods and services may not be brought and sold on the premises – no tickets whatsoever may be sold at the event unless authorised by the hotel.

d) The Hotel name, logo telephone number, and the name of Holiday Inn may not be used in advertising or other publicity without the prior written consent of the General Manager

e) If the contract includes you employing the services of an outside contractor, then you will indemnify the hotel against any damage to property or death, illness, or injury to any persons and against all claims, costs, demands, and proceeding damages arising there-from. Any outside contractor employed by you must report to the Duty Manager at the Hotel. The Company reserves the right to refuse access to any contractor in appropriate circumstances.

f) The Company reserves the right to change agreed conference rooms with appropriate discussions and will keep the customer informed.

g) The Client shall provide, on request by the Company, all such information which is available in relation to the function as may be necessary to enable the Company to make a fully informed assessment of its obligations to provide the services.

h) The Client shall not carry out electrical or other works at the Hotel including amplification and lighting, without the Company’s prior written consent.

i) The contract is non-assignable by the Client and shall be governed in all respects by English law. Only the contractual parties to this Agreement shall have any recourse under the terms of this contract.