Meeting and Events Terms

General

1.1. The client shall not use the Hotel’s name or trademarks without its prior written permission and all material bearing such Hotel

information must be approved in writing by the Hotel prior to publication. This includes the use of any material on the internet.

1.2. Signage within the Hotel premises is to be agreed prior to the event.

1.3. The client undertakes to dismantle and remove all signs, branding or advertisement erected and affixed in or about the Hotel at the

close of the event, unless prior written agreement by the Hotel. 1.4. The Client and persons acting on their behalf and attending the event

shall;

1.4.1. Not act in an abusive manner to other guests or staff, arrive and leave promptly at the appropriate times as detailed in the event

contract and obey any reasonable requests from employees of the Hotel.

1.4.2. Not bring live animals into the Hotel without prior written consent of the Hotel.

1.4.3 The client is responsible for ensuring that any band or musician employed by them complies with statutory requirements and the requirements of the management of te hotel and holds public liability insurance. A copy of the liability insurance from performances or bands is required 4 weeks prior to the event. The hotel must comply with certain licensing and statutory regulations and requires the client to fulfil their obligations in this respect. Please note that in order to comply with the requirements of our public entertainment license; levels of noise must be controlled at all times by noise limiters. Any entertainment must always adhere to maximum levels of 85 decibels. The management, who are the sole arbitrators of what may be deemed to be a public nuisance may require noise levels to be lowered. Refusal to do so by you or your appointed agent could result in the electrical supply being cut off to the band/disco and music being discontinued for the duration of the function. Such an action will not constitute a breach of contract between the client and the hotel.

1.4.4. Use access doors and lifts as indicated by the employees of the Hotel.

1.4.5. Not carry out any electrical or other works at the Hotel, including the installation of audio visual equipment without the Hotel’s prior written consent.

1.4.6. Comply with all licensing laws and other regulations relating to the Hotel.

1.4.7. Pay for any damage to the fabric of the Hotel, including carpets and walls where such damage is caused by the Clients guests, its agents and staff which will be charged at the full replacement value.

2. Payment Terms

2.1. The following shall be payable by the Client: a) 25% of the total estimated invoice to confirm the booking b) 50% of the total estimated invoice 8 weeks prior to arrival c) Final balance of the total estimated invoice 4 weeks prior to arrival d) All outstanding extras to be paid on departure.

2.2 – A credit card authorisation form will be required prior to the event as a guarantee for any extra cost incurred.

2.3. Payments to:

REF: SUNBORN INTERNATIONAL (UK) Ltd

SORT CODE: 09-02-22

ACCOUNT NUMBER: 10979174

Santander Commercial & Corporate Bank, Santander UK, Bridle Road, Bootle, L30 4GN

2.4. All prices are quoted in pounds sterling and may be subject to an increase should there be any change in law affecting the price such as, but not limited to, an increase in VAT

3. Confirmation by Client

3.1. The client is requested, after review of the contract and terms and conditions, to sign and return to the Hotel by the requested date.

3.2. The Hotel reserves the right to release all event space or bedrooms being held if a confirmation is not received within 48 hours of the contract issue unless otherwise agreed. 3.3. The event, meeting space and bedrooms are not considered as a confirmed reservation until the contract signed by the Client is received by the Hotel and only then will all the Clients requirements reserved on the Clients behalf be confirmed and subject to the terms and conditions of the contract

3.4. The facilities contracted in the contract are for the exclusive use of the client and its subsidiaries, and resale or rehire of the facilities is not permitted without prior written consent of the Hotel.

3.5. The meeting contract is based is based on the Clients requirements at the time of confirmation by the client and will form part of the meeting contract. Any request by the client wishing to amend part of the meeting contract must be made in writing to the Hotel.

3.6. Any additional requirements the client wishes to add to the meeting contract must be confirmed in writing with at least 48 hours prior to the start of the event. If the Hotel approves the amendment, it will only become binding once the Hotel confirms its agreement in writing. This agreement will form a part of the meeting contract

4. Room Set Up

4.1. The Client agrees that the setup of contracted meeting space is as described in the meeting contract. Should the client ask to make substantial amendments to the set up whilst on site, the Client will be responsible for any subcontractors’ costs.

5. Minimum Numbers

5.1. Minimum numbers for each event are agreed at the time of contracting and will form part of the meeting contract.

5.2. If there is a reduction in numbers by the client, the Hotel reserves the right to change the event space and meeting space allocated.

6. Banqueting

6.1. Full details of the function rooms and other features applicable to the functions will be finalised between the Hotel and Client in writing.

6.2. Final numbers, timings and special dietary requirements must be confirmed to the Hotel at least 10 working days prior to the event or arrival date. The final number may be increased up to 48 hours prior to the event subject to the capacity of the event space contracted or alternative space being available.

6.3 The client will ensure that neither they, nor any of their guests, bring any food or beverage into the hotel, unless previously agreed in writing by the hotel. A corkage charge will be made for any consumption of wines agreed in advance.

7. Accommodation

7.1. Hotel check in time is after 3:00pm on the day of arrival.

7.2. Hotel check out time is at 11:00am on day of departure. Check out after this time will incur additional charges details of which can be obtained from the Hotel reception desk.

7.3. Rooming lists detailing names of all delegates staying overnight must be received at the Hotel no later than 10 working days prior to arrival.

7.4. All non-arrivals will be subject to cancellation clause 9.1.

8. Cancellation by the Client

8.1. In the event of cancellation of events and/or accommodation, charges will be applied to the Client, based on guest numbers and rates contracted in the event contract.

8.2 All notices of cancellations must be received in writing from the client and will take effect from the date of receipt of the Hotel.

8.3 Cancellation charge percentages will be calculated on the total event revenue, but any payments previously made in relation to the event will be accounted for in the cancellation charges owing.

8.4 Cancellation charges are exempt of VAT.

8.5 The Hotel will make all reasonable endeavours to resell the cancelled event space and accommodation. If the event space or accommodation is resold, the Hotel will take this into consideration when calculating the cancellation charge.

8.6 Please refer to 8.7 for cancellation charges.

8.7 Cancellation charges will be incurred as follows:

1. a) Up to 12 weeks written notice 25% cancellation charges will apply to the total booking for both meeting rooms and accommodation
2. b) Up to 8 weeks written notice 50% cancellation charges will apply to the total booking for both meeting rooms and accommodation
3. c) Up to 4 weeks written notice 75% cancellation charges will apply to the total booking for both meeting rooms and accommodation
4. d) Within 4 weeks 100% full cancelation charges will apply to the total booking for both meeting rooms and accommodation
5. Non- arrivals (non-cancelled rooms):

9.1. In case of a no-show where the client fails to show up for the hotel room in accordance with the booking – the room will be charged in full.

10. Liability:

10.1. Nothing in these conditions shall limit or exclude the Hotels liability for:

10.1.1. Death or personal injury caused by its negligence, or the negligence of its employees, agents or subcontractors;

10.1.2. Fraud or fraudulent misrepresentation; or 10.1.3. Breach of the terms

implied by section 2 of the Supply of Goods and Services Act 1982 (title and quiet possession).

10.2. Subject to condition

10.3. The terms implied by sections 3 to 5 of the Supply of Goods and Services Act 1982 are, to the fullest extent permitted by law.

11. Force majeure:
12. (a) The Hotel shall under no circumstances whatever be liable to the client, whether in contract, tort (including negligence), and breach of Statutory duty, or otherwise, for any loss of profit, or any indirect or consequential loss arising under or in connection with this booking and (b) The Hotel does not accept responsibility for the property of the clients or of its guests. Any goods or personal items deposited in cloakrooms or left unattended on Hotel premises are deposited at the owner’s risk and without liability to the Hotel. (c) the Hotel’s total liability to the client in respect of all other losses arising under or in connection with this booking, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, shall in no circumstances exceed the amount paid by the client under this booking.

The Hotel cannot accept responsibility or pay any compensation where the performance or prompt performance of the contract is prevented or affected by reason of circumstances which amount to “force majeure”. Circumstances amounting to “force majeure” include any event which we could not, even with all due care, foresee or avoid. Such circumstances include the destruction or damage of the Hotel accommodation (which cannot reasonably be remedied to a satisfactory standard before the start of your stay) through fire, flood, explosion, storm or other weather damage, break-in, criminal damage, riots or civil strife, industrial action, natural or nuclear disaster, fire, adverse weather conditions, war or threat of war, actual or threatened terrorist activity, epidemic and all similar situations beyond our control.

I confirm that I have read and understood and accept the terms and conditions and I enclose an initial deposit of £__________ made payable to Sunborn London in accordance with condition 3. of this agreement.

Contracts are only definite when confirmed with signature to the Hotel and contracts will be governed by English law.