General Terms & Conditions
1. Scope
These general terms and conditions (“T&C’s”) govern the agreement entered, between you and the Hotel for our services to be provided to you, on the date(s) set out in the Contract Proposal. The Contract Proposal becomes a legally binding contract when signed by both parties. The Contract Proposal cannot be transferred to a third party without our prior consent, and we reserve the right to amend rates and conditions in case of transfer. The applicable law is Irish law, and the applicable jurisdiction is Ireland.
2. Bookings
1. A provisional booking for space and services will be held for 5 working days only, after which time a written confirmation must be received from the client. Following receipt of the written confirmation, the hotel will issue the Client with a contract and payment schedule.
2. This booking will only be considered as definitive once this contract, signed for approval, and any associated deposit payment have been received by the Hotel.
3. After 5 working days, should the hotel not receive such confirmation, the booking shall be released automatically without notice. The hotel is under no obligation to extend the booking, unless so confirmed in writing by both parties. No liabilities are incurred if the hotel cancels the booking.
4. Numbers must be advised to the Hotel at the time of booking and should be identified in the confirmation. Final timings and any special requests must be confirmed to the Hotel at least 14 days prior to arrival. All contracts are subject to minimum numbers. These will set at the end of the contract separately for your event. Please note that these minimum numbers are legally binding and the minimum revenue the Hotel requires to enter this contract.
3. Quotations
1. All rates stipulated are in EURO, including VAT. All taxes and duties will be charged at the prevailing rate at time of invoicing. Future changes to taxes and dues will affect rates accordingly.
2. The Hotel is only bound by its written confirmation. Verbal agreement cannot be accepted to the hotel.
3. All proposals are subject to alteration without notice, unless contracted in writing and duly signed by the Client and Hotel.
4. Service charge is not included in rates and is at the guest discretion.
4. Confirmation Deposits
1. Payment will be outlined in the contract issued to the client following written confirmation of the booking. The deposit will be non-refundable in the event of a cancellation.
5. Payment
1. All bookings must be prepaid by bank transfer, recognised credit card, Bankers Draft or Certified Cheque. Personal Cheques will only be accepted with a current banker's card and all cheques must be cleared by the hotel prior to the event.
2. Credit Card Details are required to guarantee against additional charges, damages and costs, which may be incurred during the event by the guests of the event. The card must be produced by the signatory prior to the event. Amount outstanding after the event will be charged automatically to the credit card.
3. Completed credit application forms are required at the time of contracting, and at least 21 days prior to the event for all customers requesting credit facilities. The hotel is under no obligation to grant credit. If credit is granted, then settlement must be made in full on receipt of the appropriate invoice. If the credit is not granted, the payment of the full function must be settled 14 days prior to the event.
4. If no payment has occurred, then the event will be deemed to have been cancelled by the Client's act or omission and all cancellation cost outlined in point 5. will be charged to the guest.
5. The Client shall be held liable for payment any additional services (provision of food and Drinks, telephone calls, laundry etc.) provided to the Client, their contractual partners and/or guests accommodated in the Hotel under the terms of this contract.
6. Unless suitable credit limits have been established with The Keadeen Hotel the payment terms apply as follows, unless otherwise specified in the contract:
i. At the signing of the contract 25% of services booked, deemed as deposit.
ii. 90 to 60 days before the event an additional 25% of services booked.
iii. 59 to 30 days before the event an additional 25% of services booked.
iv. 29 to 7 days before event remaining 25% of services booked.
7. The term indicates the date at which the payment must be received by the Keadeen Hotel
6. Cancellation Fee
1. The following cancellation fee applies:
2. If the cancellation is received, the cancellation fee will be the following:
i. Prior to 3 months from arrival date deposit in required
ii. 90 to 60 days before the start of the event 10% of services booked or deposit whichever is higher
iii. 59 to30 days before the start of the event 35% of services booked or deposit whichever is higher
iv. 29 to 14 days before the start of the event 75% of services booked or deposit whichever is higher
v. 4 days to the start of the event 100% of services booked
3. Where an event has a combination of services and part of such services are cancelled the above cancellation fees will apply.
4. All notices of cancellation must be in writing.
5. The date of receipt of the notice by the Keadeen Hotel defines the date of the cancellation.
6. The settlement terms for the payment of cancellation fees are on presentation of invoice. In case refund is due by the Hotel, the client will confirm to the hotel the bank details of where to pay the refund.
7. Attrition policy for bedrooms provided by room list and guaranteed by booker

8. The hotel agrees to either clause 1. or 2. but cannot agree to both being used for the same contracted group.
a. Eighty-nine (89) days to sixty (60) days prior to arrival, group reservations can be reduced by 20% of contracted rooms without charge.
i. Any more than 20% will be subject to cancellation fee at the number of cancelled room nights multiplied by contracted partner rate per cancelled and/ or release room.
b. Fifty-nine (59) days thirty (30) days prior to arrival, group reservations can be reduced by 10% of contracted rooms without charge.
i. Any more than 10%will be subject to a cancellation fee at the number of cancelled room nights multiplied by contracted partner rate per cancelled and/ or release room.
c. Twenty-nine (29) days to fourteen (14) days prior to arrival, group reservations can be reduced by 5% of contracted rooms without charge.
i. Any more than 5% will be subject to a cancellation fee at the number of cancelled room nights multiplied by contracted partner rate per cancelled and/ or released room.
9. Final Rooming list is due 14 days prior to arrival.
10. Attrition policy for Meeting rooms / Delegate numbers:
a. Up to the 30th day before the start of the event, the capacity booked can be reduced by 10%without a fee applying, more than this percentage the difference will be charged the above cancellation fee rates.
b. From the 30th day to 7 days before the event, the final number of guests, menu and equipment must be specified. This is the final number giving. a +/-5%roomnumber deviation up or down to allow for final changes.
c. If the capacity used is higher than the capacity booked, the Hotel will invoice the actual capacity. Any increase is subject to availability, but the Hotel cannot be held responsible in the unplanned additional volume.
d. Payment must be made prior to departure for guests attending the function more than the final numbers contracted and for additional charges incurred during the event.
7. Cancellation by the Hotel
1. The hotel may cancel the event for any of the following reasons:
2. If the hotel or any part of it is closed due to a force majeure including but not exclusively fire, dispute with employees, alteration/refurbishment or by order of any public authority. b) If the client or representative/agent becomes insolvent or enters liquidation or receivership.
3. If the client or representative/agent is in arrears with any payment to The Keadeen Hotel
4. Within 3days or more of the event, if the event in the General Manager's reasonable opinion, may prejudice the reputation of the hotel.
5. The hotel cannot be associated with any event which may tarnish its reputation or may be deemed offensive.
6. Should this be the case, the hotel will refund the deposit and will give assistance in relocating. This assistance will begiven on best effort basis. The
7. Hotel strongly advise the Client to review its own insurance policy, to cover the eventuality of cancellation.
8. Menu Choice
1. One set menu is required per function. Special dietary substitutes can be made available upon request. Menu selections must be submitted to the client account manager in writing no later than 10 working days prior to the date of the event. Should the menu not be submitted by the client by this time indicated then the hotel would select menu on the Clients behalf.
2. Menu selection must be submitted to your Hotel Contact Person 10 working days prior to the event date. Should the menu not be submitted by the Client, the Hotel’s Executive Chef will select the Menu on the Clients behalf.
9. Alternative Location and alteration of the program
1. Should the number of guests attending the event differ from the original number quoted, the hotel reserves the right to provide an alternative function room best suited for the event.
2. Significant changes to the programme or the expected number of guests may result in amendments in the rates and/or facilities offered by the hotel.
3. This must be of a professional nature and is restricted to certain areas of the property. All signage to be approved in advance by the hotel.
10. Damages
1. Liability for damages to the premises will be charged accordingly. The booker or the customer shall be liable for any damage caused to the Hotel, or any furnishings, utensils or equipment there in by the negligent or will fall to default to the customer, by a guest or an attendee to an event, including mounting materials by means of adhesive tape, blue tape, drawing pins articles etc. to the doors, walls and windows of a suite, The hotel will not be responsible for damage or loss of any personal property and equipment left on premises prior to or following any function. The client will pay to the Hotel on demand the amount required to make good or remedy such damage, including compensation for loss of business whilst such damage is being repaired It will be the Client's responsibility to get are fund from his guests/attendant to the event.
2. The hotel requires the client to provide an indemnity from any third-party claims that may arise out of the use of the conference room during the term of the event.
3. The client is obliged to abide by and comply with the reasonable rules and regulations of the hotel and or Duty Manager on the day of the event.
11. Advertisement
1. For events such as Auctions, Exhibitions, Concerts etc., the client cannot place external advertisements on public display bearing the Name of The Keadeen Hotel without first seeking full permission in writing from the hotel management. The Keadeen Hotel will not accept responsibility for any advertisement/posters etc. that are displayed in areas which contravene The Litter Pollution Act 1997.
2. Any fines received by the hotel because of a breach of the Act will be passed directly to the client who must agree to settle immediately.
12. Third Parties
1. All contracts are subject to minimum numbers. These will be stated on the contract separately for your event. Please note that these minimum numbers are legally binding and the minimum revenue the Hotel requires enter into this contract.
13. Delivery of Conference Material
1. The client must advise their Hotel Contact Person of any packages they are sending to the Springfield Hotel for their event. The packages must be clearly labelled with the Contact Persons Name, the Clients Name, the date of the event and the allocated Meeting Room.
2. If displays, exhibits or products are to be used, arrangements for their arrival, unloading and departures must be made with the client’s account manager one working week in advance of the event date. The Client is responsible for the removal of materials, displays and collateral after the event. Due to business demands the meeting room must be cleared immediately after the event, unless the room is reserved on a 24hours basis.
3. The Hotel takes no responsibility for loss or damage of delivered items. If the meeting is more than a one-day event the client must securely store and safeguard their materials
4. Materials not removed after the event shall be deemed unwanted and disposed of accordingly.
5. Should the client wish for The Keadeen Hotel to post any material following their event then the client will accept and pay for any charges resulting from this.
14. Finishing Times
1. The Keadeen Hotel will always operate according to the current licensing laws. A bar extension may be requested two months prior to the event which shall be subject to the current application fees. The hotel gives no guaranteed extensions will be granted.
15. Health and Safety
1. All fire exits must be kept clear from obstructions. Instructions of security and management regarding’s must be adhered to.
2. No food or beverages may be served or consumed on the premises unless same are supplied by the hotel.
3. Special security arrangements are available on request at an additional cost. The hotel reserves the right to insist on security when it deems necessary.
16. Limitation of Liability
1. The Client shall indemnify and hold harmless the Company against all third-party actions or claims and costs arising from any act or omission pursuant to this agreement.
2. The client shall be liable for all damage to the hotel caused by the client and its employees, visitors and its third-party service providers. Furthermore, the client agrees to indemnify the hotel for all damages suffered by then hotels because of the wrongful or negligent behaviour of the client, its visitors and third-party providers.
3. Without prejudice to the Hotel Proprietors Act 1963, the liability of the Company in contract or tort or otherwise, in connection with this agreement or any reservations made pursuant to this agreement, shall not exceed the total cost of the services and accommodation provided hereunder and in no event will the Company be liable for loss of profits, opportunity, revenue or profit by the Client and/or indirect or consequential loss whatsoever.
4. The Company shall be released from its obligations under this agreement where it fails to meet its obligations including but not limited to any of the following: Act of God, fire, flood or subsidence, equipment failure, power failure, threats or acts of terrorism or similar acts, World Health Organization or Government Travel Restrictions, civil disorder, non-availability of food / beverage or other supplies or curtailment of transportation services, work stoppage or other industrial action by the Company or any third party which is, whether directly or indirectly, beyond the Company’s control.
5. Occurrence of any of the enunciated events in clause 17 (d) above shall not obviate the Client from meeting its obligations under this agreement.
17. Contract
1. All clients must complete, sign and return their Contract and Event schedule and associated down payment to confirm the Client's details and the Client's acceptance of the Hotel’s terms and conditions.
2. Failure to adhere to the payment schedule within the client's contract will result in the booking being released automatically at the Client responsibility. This Agreement is subject to the laws of the country where the hotel is located. All disputes, conflicts and claims arising from or in connection. with this Agreement shall be settled amicably between us. Should we fail to reach an amicable settlement, the matter shall be submitted to the competent court at the hotel’s domicile.

I have read and I agree with the above terms and conditions:

SIGNATURE
Signed: Signed_____________________________
Position: _ Position: ___________________________
On Behalf of: The Keadeen Hotel on Behalf of:

Date: ____ Date: ______________________________