The Birch Hotel Conference & Meetings Brochure

TERMS & CONDITIONS FOR MEETINGS AND CONFERENCES 1.0 DEFINITION “The Hotel” The Birch Hotel, Lewes road, Haywards Heath, West Sussex RH17 7SF; “You” or “Your” means the organizing body/company, agent, representative or individual responsible for commissioning and/or payment of the event. “Contract” means the agreement between “The Hotel” and You “Group Leader” The person making the booking. “Meeting” The meeting or conference booked by the Client “Client” The person(s) or organisation making the booking for the Event; 2.0 CONTRACT These terms & conditions govern the Contract between You and The Hotel. Variation of these must be agreed in writing. 3.0 BOOKINGS All bookings are considered provisional until You return an email to events@birchhotel.co.uk confirming that all details of Your meeting are correct and that You have read, understood and accepted the terms and conditions. In order to confirm Your booking, we require a debit or credit card to take payment for the deposit which is agreed between The Hotel and Lead Booker. In the event of a no show we reserve the right to charge the card given, with a cancellation charge (please refer to clause 5.0 for fees). 3.1 Final numbers must be put in writing by email to events@birchhotel.co.uk no later than 72 hours before the date of the meeting. 3.2 Alterations to numbers or catering is required 72 hours’ notice before the date of the meeting. 3.3 All other amendments must be put in writing via email to events@birchhotel.co.uk . 4.0 PAYMENT 4.1 Company account: For regular users of the Hotel we are able to set up a credit account following completion of our credit application form. 4.2 For booking confirmation a deposit is required equivalent to the room hire charge 4.3 Payment on the Day - If a company does not have a credit arrangement with The Hotel the outstanding balance for the meeting room is payable upon departure. The Hotel does not provide bill back facilities for non-account holders. 4.4 Booking via third Parties – travel agents are required to pay a deposit to confirm the booking equivalent to the room hire charge. Payment for all other services are due upon departure (point 4.3). Card details must be provided to allow for the balance to be paid; these must be pre-approved by the lead booker in writing. 5.0 CANCELLATION CHARGES Cancellation charges will be made in respect of room hire, audio visual equipment and catering on the following scale: Cancellation Date Cancellation Charge No show or cancellation withinin 48 hours 100% Between 48 hours and 1 week 50% More than 1 week prior to the Meeting NIL 6.0 AMENDMENTS OR CANCELLATION BY THE HOTEL 6.1 Should the Hotel, for reasons beyond its control, need to make any amendments to your booking, The Hotel will endeaver to offer an alternative choice of facilities The Birch Hotel ____ HAYWARDS HEATH ____