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Terms and Conditions For Using The Conference Facilities At Weetwood Hall Conference Centre And Hotel

Terms and conditions

Standard terms and conditions for conference facilities

1 . General
In these Terms and Conditions, the following terms shall have the following meanings:
'Client' means the Hotel's client as set out on the Hotel's confirmation or order,
'Contract' means the contract between the Client and the Hotel and is subject to these Terms and Conditions.
'Function' means the function, conference or other similar Event organised by the Client or such other person nominated by the Client and which shall be held at the Hotel's premises.
'Hotel' means Weetwood Hall Conference Centre and Hotel.
'Services' means the services, including the provision of accommodation by the Hotel to the Client as specified in the Hotel's standard confirmation form.

a) This Contract is made between Weetwood Hall Conference Centre & Hotel and the Client specified on the confirmation form.
b) The Client shall procure that any member of its staff placing a booking has authority to do so and the Hotel will take any such booking/enquiry on face value without obligation to check the authority of the individual concerned.
c) The Hotel is unable to guarantee that all of the many facilities at the Hotel will be available for use during your stay. The Hotel will take all reasonable steps to fulfil the reservation to the best of its ability and in accordance with the details provided. However the Hotel reserves the right to provide alternative services (which shall be to a standard equivalent to those as set out on the confirmation booking form) at no additional costs to the Client.
d) If you have any special dietary or other requirements please give full details before confirming the booking. The Hotel's normal scale of cancellation charges may apply if you cancel because we are unable to meet any requirements that you fail to disclose when making the booking.
e) The Client shall provide on request by the Hotel all such information that is available in relation to the Function as may be necessary to enable the Hotel to make a fully informed assessment of its obligation to provide the Services.
f) Should the Client become insolvent the Hotel reserves the right to terminate this agreement with no recourse from the Client.
g) The Client shall not be entitled to assign the booking to any third party nor utilise the Hotel's facilities other than for the purpose stated without the Hotel's prior written approval.
h) Whilst the Hotel has taken all reasonable steps to ensure that the information contained in its brochures, tariffs, leaflets and advertisements is accurate it reserves the right to alter, substitute or withdraw any Service facility or amenity without notice if necessary. The Hotel shall not be bound by any descriptions, prices or other information as set out in any such advertising literature except that nothing in this clause shall affect the Hotel's liability for fraudulent misrepresentation.
i) No variation of these conditions shall be effective unless in writing and signed on behalf of both the Hotel and the Client. All quotations, booking, orders and contracts are accepted by the Hotel subject to the following terms and conditions which shall override any terms, conditions or warranties stipulated, incorporated or referred to by the Client whether referred to in the Client's order, booking form or in any negotiations or correspondence or elsewhere.
j) These terms and conditions and the Contract shall be interpreted in accordance with English law and parties hereby submit to the exclusive jurisdiction of the English Courts.
k) The Client shall not be entitled to withhold payment of any invoice by reason of any right of set off or counterclaim which the Client may have or alleged to have for any reason whatsoever.
l) The Client may not assign or in any way dispose of its rights or obligations under these Conditions without the prior written consent of the Hotel. The Hotel shall be free to assign or otherwise dispose of its rights under these Conditions and shall be free to sub-contract any of its obligations under the Contract.
m) Any term of these Conditions, which may be void or unenforceable shall to the extent of such invalidity be severable and shall not affect the other provisions.
n) Failure by either party to enforce any of these Conditions shall not be construed as a waiver of such Conditions.
o) Any notice to be served under these Conditions shall be served on each party at such address as each party may from time to time notify to the other and may be served by first-class registered post, e-mail or facsimile. Any such notice served by post shall be deemed to have been served 2 days after the date of despatch in the case of service by facsimile when the addressee's machine acknowledges receipt thereof and in the case of e-mail when the e-mail is available in the recipient's inbox.
p) Except as otherwise provided in these Terms & Conditions, any person who is not a party to the Contract shall have no rights pursuant to the Contract (Rights of Third Parties) Act 1999 to enforce any terms of these Conditions or the Contract. Any right or remedy of a third party that exists or is available apart from the Act is not affected.
q) The Hotel shall comply with its obligations under the Data Protection Act 1998 in relation to the personal data which it controls and which is supplied to it by the Client. Where the Hotel is required during the proper performance of its obligations under this Agreement to supply personal data to the Client, the Client agrees that it will treat such personal data in accordance with the Data Protection Act 1998.


2. Deposits and charges
a) Any booking shall be provisional until a booking confirmation has been signed and dated by the Hotel. Notwithstanding the above, such acceptance by the Hotel shall be strictly conditional upon the payment by the Client of a deposit of 10% (of the total price payable by the Client as shown on the booking confirmation, such deposit to be paid within 14 days of the booking confirmation being sent to the Client). If the deposit is not paid within 12 days of the date the Hotel may in its sole discretion make other use of the facilities and the Hotel shall not be liable in any way to the Client.
b) Where credit has not been granted the balance of the payment is to be paid one month prior to the event.
c) If credit is allowed, the Client agrees to pay all of the Hotel charges within 30 days of the invoice date. A 2.5% per month interest chare will be added to amounts unpaid after this date.
d) If there are any queries on any part of an invoice the Client will pay the undisputed balance of the sum owing on the date due and the remainder on resolution of the query.
e) The Hotel reserves the right to withdraw credit facilities at any time without notice.
f) The granting of credit is at the sole discretion of Weetwood Hall. If credit is required a credit application form must be completed at least four weeks prior to the event. A credit search will be made.
g) All prices payable by the Client and Services to be provided to it shall be as set out on the confirmation booking form.
  3. Numbers attending
a) The Client shall give details of final numbers of delegates attending the Function when requested by the Hotel and in any case not less than 14 days before the first day of the Function. Where any amount payable by the Client is based upon the number of delegates attending, the minimum amount payable by the Client shall be calculated based upon such minimum number as supplied by the Client. The acceptance of any increase over the initially advised numbers will be at the Hotel's discretion.
b) Where the booking includes bedroom accommodation full details of the names of persons staying, together with the type of accommodation and length of stay must be stated in writing no less than 14 days prior to the date of arrival or sooner if requested. Please see cancellation charges if numbers differ to the inital contract.
c) The Hotel reserves the right to charge, in full, for any decrease from the final numbers given but in any case, the minimum chargeable number will apply.
d) In the event that the minimum chargeable number is exceeded the Hotel will make every reasonable endeavour to provide service and accommodation for increased numbers and will charge appropriately for this service. The Hotel cannot be held responsible for the failure to provide such accommodation or Service. This also applies to fluctuations in numbers prior to the 14-day deadline where the Hotel may have altered the Services being provided due to reduced numbers.
e) The Hotel may relocate the Function to a more appropriate room if a change in numbers occurs.


4. Advertising
a) The Client should not use the Hotel's name, trademark or any other of its intellectual property rights without the Hotel's prior written consent. Any posters or any other advertising material whatsoever to be used by the Client during the Function may only be used with the Hotel's prior written consent.

5. Clients use of the Hotel
a) Guest using the facilities of the Hotel must comply with all regulations concerning licensing, fire, health and safety.
b) Hazardous or dangerous items may not be brought into the Hotel without prior written permission.
c) The Client is advised that the computer facilities at the Hotel are made available on the strict understanding that the Client is responsible for compliance with any licensing conditions in relation to the use of such facilities. The Client will indemnify the Hotel against all costs, claims, damages, liabilities or expenses incurred by the Hotel as a result of any use of the computer facilities by the Client or its guests including corruption or other damage to the Hotel's hardware and/or licensed software of any breach of any third party rights arising from the Client's or its guests' use of the computer facilities.
d) The Client shall procure that any of its guests of its Function shall not act in an improper or disorderly way, leave promptly at the appropriate time and comply with reasonable requests by the Hotel's employees.
e) It is prohibited to consume food and drink on the premises not supplied by the Hotel.


6. Cancellation by the Hotel
The Hotel reserves the right to cancel an event under the following circumstances:
a) Insolvency by either you or the Hotel.
b) You are more than 30 days in arrears with any payment under this or any other contract between the Hotel and the Client.
c) The Hotel, or any part of it, is closed due to circumstances beyond our control. In this event a refund of any advanced deposit will be paid but the Hotel would have no other liability.

7. Cancellation by the Client
If the Client cancels in whole or in part a reservation less than 12 months in advance, the Hotel reserves the right to claim the following sums, but shall take into account any booking obtained for the same dates from a third party:
Cancellation between 6 and 12 months in advance - 10% of the total anticipated charges.
Cancellation between 3 and 6 months in advance - 30% of the total anticipated charges.
Cancellation between 31 days and 3 months - 50% of the total anticipated charges.
Cancellation between 15 and 30 days in advance - 70% of the total anticipated charges.
Cancellation between 8 and 14 days in advance - 85% of the total anticipated charges.
Cancellation less than 7 days in advance - 100% of the total anticipated charges.
Cancellation on the day i.e. non-arrival - 100% of the total anticipated charges.

8. Liability
a) Nothing in these Conditions or the Contract shall limit or restrict the Hotel's liability for death or personal injury caused as a result of the Hotel's negligence nor does the Hotel restrict its liability for fraudulent misrepresentation.
b) Under no circumstances whatsoever shall the Hotel be liable for losses special to the particular circumstances of the Client, indirect or consequential loss or loss of profit or wasted expenditure.
c) The Client shall indemnify the Hotel against all losses, actions, costs, claims, damages, demands, expenses and liabilities whatsoever which the Hotel may incur either at common law or by statute in respect of personal injury to or the death of any person or in respect of any loss or destruction or damage to property (other than as a result of any negligence or default of the Hotel or of any person for whom the Hotel is responsible) which shall have occurred as a result of the Client's use of any of the Services or Facilities provided by the Hotel under this Contract or which shall otherwise be attributable to the acts or omissions of the Client or as a result of any breach of this Agreement by the Client.
d) The Client agrees not to enter into any contract for music or other forms of entertainment or other services or accommodation in connection with the Function without prior written consent of the Hotel, such permission not to be unreasonably withheld.
e) The Client agrees to begin and end its Function at the scheduled times as stated on the booking confirmation and accepted by the Hotel. The Hotel reserves the right to charge and the Client agrees to reimburse the Hotel for any additional expenses incurred by the Hotel due to the Client using the Function space outside the scheduled time.
f) The Client agrees to pay the Hotel for any food, beverage or other service not provided for in this Contract, but made available on request of the Client unless the Hotel has been specifically instructed in writing to obtain cash settlement direct from the person receiving such services.
g) The Client shall not set up any display within the Hotel's premises (including the Car Park) without the written consent of the Hotel. Any display material used must confirm with Local Government and Fire Regulations.
h) All conditions are subject to the law of England and Wales.
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