All bookings made for events are subject to the regulations of the Company and the following conditions. Please note that additions and/or changes to these can be made under mutual agreement between the Company and Client subject to event type and specific requirements. Definitions In these terms & conditions the following expressions shall mean: “the Company” is the operating company, Clayton Hotel Leeds “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 & Conditions as specified below and any amendments made in writing. Quotations • The quotation herein may be subject to a proportionate increase to meet increased costs of food, beverages and other costs of the operation existing at the time of performance by reason of increases in commodity prices, labour costs, taxes or currency values. • In exceptional circumstances it may be necessary to increase prices herein quoted or to make reasonable substitutions to the menu - the Client agrees to pay the increased prices or accept the substitutions • Prices quoted are subject to change should menu changes be made by the Client at any stage. • All prices quoted are inclusive of VAT. Minimum & Final Numbers
Minimum numbers will stand as agreed during the quotation stage of the booking and prior to the signing of this Contract.
This minimum number will be the lowest amount charged to the Client. The Company reserves the right to move an event to another room or space if guest/delegate numbers fall below the minimum number required and with prior notice to the Client.
The Client will supply the Company with the ‘final number’ of guests/delegates at least 7 days prior to the scheduled date of the event - the final number will be the minimum number of meals and/or drinks packages for which the Client guarantees payment, unless this final number falls below the minimum number previously agreed which then the minimum number will be charged. Extra meals/drinks packages may be served if conditions permit but without guarantee or obligation by the Company to provide them - any such meals/drinks packages will be charged at the quoted price. Food • Only food that has been prepared and supplied by the Company may be consumed on the premises, with the exception of a wedding or other celebratory cake - in this instance, the Client must complete and sign a liability waiver form. • A liability waiver form will also need to be completed and signed if the Client or Guests want to take any food, including a wedding or other celebratory cake, off the premises. • Menu prices are
based on food that is served before 10.30pm • Menu prices may be subject to an increase of up to 10% per annum • Final confirmation of menu choice is required three weeks prior to
the event. Beverages • No beverages [alcoholic or non-alcoholic] may be brought on to the premises or consumed on the premises by the Client or the Client’s guests. • Exceptions can be made however only with explicit written permission from the Company. • Where written permission is granted, the Company reserves the right to make a charge for the service of such beverages. Accommodation • Special rates for accommodation are offered to guests attending an event at the Company, subject to the availability. • If the Client requires six or more rooms for guests, these must be booked as a block during the quotation stage and secured by deposit on the signing of the Contract. • Cancellation and release of these rooms will be agreed during quotation stage and will vary on each booking subject to length of stay and the number of rooms required. • A specified cutoff date for any unsold rooms will also be applied in line with the above. • In the event of a no-show or late cancellation the Client/guests will be charged for the first night’s stay, subject to the guarantee made for rooms at time of booking. Entertainment • A resident DJ, band or other entertainment may be supplied by the Company when required at a standard cost. • The Client must obtain approval from the Company for all entertainment that is not booked by the Company. • The Client must provide evidence that the entertainer holds the relevant public liability insurance, at least three weeks prior to the event. • The Company reserves the right to control sound levels of DJ’s, bands and other entertainment. Conduct • The Client is responsible and liable for the conduct and discipline of all persons attending the event. • The Company reserves the right to refuse service and the right to ask guests to leave or to terminate an event, without refund, if there is any failure to correct (when asked) any aspect of poor behaviour or unacceptable activities on the part of any guest - the decision of the Company manager on duty is final. Terms and Conditions • Any alcohol brought onto the property without notifying the Company to be consumed by guests attending the event will result in the event being terminated with immediate effect. • Underage drinking is not tolerated by the Company and will also result in the termination of an event should any underage guests consume alcohol on the property, whether it is bought by another guest on site or from outside the property. Damage • The Client is responsible for any damage caused to the allocated rooms or furnishings, utensils, equipment therein or to the Company generally by any act, default or neglect of the Client, subcontractor, employee or guests of the Client and shall pay to the Company on demand the amount required to make good or remedy any such damage. Incident Reporting • The Company will provide an incident report form for the purpose of recording any incident or accident that occurs during the course of the hire period. • It is the duty of the Client to report such an incident to the manager on duty and furnish an account of such accident or incident together with names and Addresses of all or any witnesses thereto and to sign the incident book in support thereof. Guests Property • The Company does not accept any liability for loss or damage to any item of guest property while on the premises. Other Events • The Company reserves the right to hold two or more events on the same day. Fire Exits • Fire exits are to be kept clear at all times. Installations & Displays • All stands and display notices must be entirely self-supporting • Nails, screws, drawing pins, adhesives and sticky tapes must not be used on the floors , walls, doors or partitions of the meeting rooms, banqueting suites or public areas. Performance • Performance of this agreement is contingent upon the ability of the Company management to complete the same, and is subject to labour trouble, disputes or strikes, accidents, government requisitions and restrictions upon travel, transportation, foods, beverages or supplies: and other causes whether enumerated herein or not beyond the control of management preventing or interfering with performance • If it transpires that the Company was misled at time of booking and the actual event to be held is not the one agreed/approved, the Company reserves the right to cancel the event without notice and retain any monies paid. In this instance the standard refund schedule does not apply. Provisional Bookings • The Company reserves the right to release any provisional booking without this signed Contract after five working days if the Client has made no contact. • Provisional bookings with no Contract will be held for a maximum of 7 days as a good will gesture and released if no further agreement has been made via the Company in writing Deposits • Rooms/dates may be held provisionally for one week but are not guaranteed until a deposit has been paid • A deposit of
£500 is required to secure a booking – this deposit is non-refundable. • Transfer of this deposit can be agreed, subject to availability and at the discretion of the Company. • Payment of a deposit indicates acceptance of terms and conditions • The Company reserves the right to refund a deposit and cancel an event, when a booking is made under false pretenses or is in breach of any of the terms and conditions listed Payments Schedule The following schedule of payments applies to all events, unless credit facilities have been established: • Deposit on booking to secure date of event - £500 (may differ depending on total cost of booking) • First payment – 3 months prior to event date - 25% of total balance • Second payment – 1 month prior to event date - 25% of total balance • Final payment – 2 weeks prior to event date – outstanding balance • Payments by cheque are required 14 working days prior to the due date 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 hotel shall assess a Cancellation Fee against the guest as to compensate the hotel for its loss of earnings ('the Cancellation Fee'). Deposits paid by the guest will be applied against the Cancellation Fee owing. The following Cancellation Fees will apply: Notice % of Original Booking Value Payable Between 27 - 52 weeks 25% Between 13 - 26 weeks 50% Between 5 - 12 weeks 75% Between 1 - 4 weeks 100% Disputes • Only the items in dispute maybe withheld from payment • Should any clause in this Contract be held to be inoperative or unlawful for whatever reason, it shall not render ineffectual the remainder of the agreement. The Laws of the United Kingdom shall govern this agreement. Parking • Parking on site is available, subject to availability on a first come first serve basis. • No spaces can be reserved in advance of arrival. • All parking is chargeable at current rates • Cars are parked at owners own risk. The Company does not accept liability for any theft or damage to cars while on the premises By signing below, I accept the terms and conditions as outlined above.