Terms & Conditions
|The Hotel means the Millennium or Copthorne hotel, where the event will take place.
The Estimated Price means the minimum price to be paid by the Client based on the detailed supply of services as stated on the Contract.
The Client means the organising body/company or individual authorised and responsible for the commissioning and payment for the event.
The Contract means the signed event contract for a specific booking or series of bookings. These terms and conditions form part of the Contract together with any other terms specifically referred to in the event contract.
The Event means the event described in the event contract.
Charges and Payment Terms
1.The Hotel reserves the right to charge a deposit on confirmation of the Event. Should a deposit or pre-payment be required for any event, this will be specified on the Contract. N.B. If payment terms are not complied with, the Hotel may cancel the Event without liability, and retain the deposit.
2.A final account for the balance of all charges incurred will be rendered immediately after the Event and be due for full settlement after 14 days. In this respect the Client is responsible for all charges incurred by or on behalf of, or at the request of the Client, its guests, agents or employees for any accommodation, food, beverage or any other goods or services provided by the Hotel. If the Client fails to pay all or any part of the account due to the Hotel under this Contract on the due date for payment, the Client will pay to the Hotel interest on any overdue sum from the due date to the date of payment at the prevailing current Bank of England base rate plus 2%.
3.Credit is granted at the Hotel's sole discretion. Applications for a credit account with the Hotel must be received no later than 28 days prior to the date of the Event and must be made on the Hotel’s application form.
4.Accounts are payable in Sterling or Euro (from 1.1.99) by cheque or can be settled in cash or by major credit card.
5.The prices quoted in the Contract are inclusive of VAT at the current rate and will be subject to alteration should the rate of VAT change before the date of the Event. Prices are also inclusive of a Service Charge.
Confirmation by the Client
6.All bookings are considered as provisional until the Contract is signed by both the Client and the Hotel. Once both parties sign the Contract, all such facilities and services reserved by the Client will be subject to the terms and conditions of the Contract.
7.The signed Contract must be returned by the Client and received by the Hotel within 5 working days of the date of issue or, if such time is not available prior to the date of arrival, within a maximum of 48 hours. If the Hotel does not receive the Contract within this period, the Hotel reserves the right to release the provisional booking and re-let the facilities.
8.Numbers must be advised to the Hotel at the time of verbal confirmation and will be identified on the Contract. Final timings, menus and any special requests must be confirmed to the Hotel at least 7 days prior to the arrival. Final numbers must be notified to the Hotel at least 48 hours prior to arrival, and will be the minimum number for which the Client will be charged.
Amendments by the Client
9.Any amendments to the arrangements listed in the Contract must be notified verbally to the Hotel at the earliest opportunity and immediately confirmed in writing.
10.Should the number of guests attending, or the duration of the Event be less than the contracted number or duration, the Hotel reserves the right to levy a charge to compensate for any additional costs incurred based on the Estimated Price in respect of the contracted number or duration.
11.Should the Client wish to increase the number of guests attending the Event to in excess of the contracted number, the Hotel will use all reasonable endeavours to comply with such request subject to availability of accommodation, facilities and services but will not be liable should it fail to do so.The Hotel may increase its charges in accordance with the increased number of guests attending.
Cancellation by the Client
12.In the unfortunate circumstances that the Client has to cancel or postpone the confirmed booking at any time prior to the Event, the Hotel will make every reasonable effort to resell the facilities on the Client’s behalf. The Hotel's Cancellation Policy is to levy a charge of 90% on contracted accommodation and room hire revenue and 65% on contracted food and beverage revenue, being the Hotel's loss of profit.
13.Any cancellation, postponement or partial cancellation should be advised to the management of the Hotel in the first instance verbally. The Client will be advised at that stage of a cancellation reference number. The Client should confirm cancellations in writing within 24 hours.
14.Definitive cancellation charges due can only be confirmed to the Client after the intended date of the Event, when the charge will be reduced by the profit on any alternative business that the Hotel has been able to secure on the Client's behalf.
Amendments or Cancellation by the Hotel
15.Should the Hotel, for reasons beyond its control, need to change the Event arrangements then it will use all reasonable endeavours to offer the Client alternative comparable facilities at no additional cost or liability. In these circumstances the Client may accept the alternative facilities or decide to cancel the contract and accept the return of the deposit and any other monies paid in advance of the Event. This is the limit of the Hotel’s responsibility.
16.The Hotel may cancel the Event only in the following circumstances:
The Hotel, subsequent to the signing of the Contract, has reason to believe the booking might
prejudice the reputation of the Hotel.
The Hotel receives evidence of any adverse alteration in the Client's financial situation.
Should any guests attending the Event behave in any way considered to be detrimental, offensive, and
contrary to normal expected standards of behaviour. In such instances, the Hotel will retain all monies
paid to date and render an account to the Client for all additional charges incurred.
17.The Hotel will not be liable for any failure or delay in providing facilities, services, food or beverages as a result of events or matters outside its control, (including but not limited to fire, storm, explosion, flood, Act of God, action of any Government or Governmental agency, shortage of materials or goods, strike or lock-out.)
General
18.The Client is responsible for the cost of any externally arranged entertainment, services or activities and ensuring that any necessary statutory obligations and requirements specified by the Hotel’s management are complied with. The Hotel reserves the right to approve all such arrangements. In addition the Hotel must comply with certain licensing and statutory regulations and expects the Client to fulfil their obligations in this respect.
19.No beverages or food may be brought into the Hotel for consumption.
20.The Hotel is concerned for the Client's Health and Safety and that of the Hotel. The Client is asked to consult with the management before fixing items to walls, floors and ceilings, or using any form of electric equipment. Should the Hotel be required by the Client to supply mechanical/electrical equipment to use at the Event, then the Client shall indemnify the Hotel against any claims resulting from damage to property or from death or injury to any individuals appointed by the Client, or the Client’s contractor in using the said equipment, unless such damage, death, or injury is caused by the negligence or wilful act or omission of the Hotel or its employees.
21.The Client shall indemnify the Hotel, its employees, agents and guests against any loss or liability incurred by the Client, its agents, guests or employees, arising as a result of the Event or any entertainment, services or activities organised by the client (or the Hotel on its behalf) in connection with the Event.
Guest Property
22.The hotel is not liable for any loss or damage to property owned by, or in the custody of the Client or its guests, employees, agents or others. The Client is advised to arrange adequate insurance cover. Safe deposit boxes may be available for the Client's use.
23.The Contract may not be assigned and is governed by the laws of England in the event of a dispute.
The following contract terms apply to contracts for Millennium Hotels and Copthorne Hotels located in the United Kingdom. For terms and conditions for Hotels inside the United States, or for a sample contract, please communicate directly with us at info@mhrmail.com or with the Sales and Marketing Department of any Millennium Hotel or Copthorne Hotel.
