The Windsor Hotel
69 Great Pulteney Street
Bath
BA2 4DL
www.bathwindsorhotel.com
Telephone 44 (0)1225 422100
Terms and Conditions for Conferences and Associated Events
Definitions
- 'The Hotel' and 'We' means the property for which a contract is agreed. The property is The Windsor Hotel, 69 Great Pulteney Street, Bath BA2 4 DL, owned and managed by Sachiko and Cary Bush.
- 'The Client' and 'You' means the organising body/company and organiser responsible for commissioning of and payment for the event.
- The 'Contract' means the agreement between The Hotel and The Client for a specific booking or series of bookings. These Terms and Conditions will form part of the Contract, together with any other terms stated in the Contract.
Charges and Payment
- 1. The Hotel requires at least 14 days' notice prior to arrival date to arrange any credit facilities. Credit accounts must not exceed their credit limit at any time.
- 2. Payment is due for credit account 21 days following the date of invoice. Payments must be made in pounds sterling (£) payable to the Windsor hotel.
- 3. In the event of payment becoming overdue, interest at 5% above the current payable Bank base rate, as at the date of invoice, will be added to your account.
- 4. Should a deposit or pre-payment be required for any event, this will be specified on the Contract.
Confirmation by the Client
- 5. All bookings are considered as provisional until the contract is signed by both the Client and the Hotel. Once the contract is signed by parties, all such facilities and services reserved on your behalf will be subject to the terms and conditions of the Contract.
- 6. The Contract must be returned by the Clients and received by the Hotel within five 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 Contract is not received by the Hotel within this period, the Hotel reserves the right to release the provisional booking and re-let the facilities.
- 7. 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 arrival.
Amendments by the Client
- 8. Amendments to guest numbers and/or arrangements must be confirmed to the Hotel in writing.
- 9. Reduction in the duration or contracted value of the booking should be subject to The Hotel's Cancellation Policy.
- 10. No charges will be made for any reductions in numbers of less than 10% from those stated on the Contract, providing they are received in writing by the Hotel at least 7 days prior to arrival.
- 11. Should a reduction in numbers of 10% or more be made at any time prior to the event, the Hotel will first endeavour to re-sell any facilities and services released to a similar value. In the event that the released facilities and services cannot be re-sold, then any reductions of 10% or more shall be subject to the Cancellation Policy, as detailed in clauses 13-15 below.
- 12. Final numbers, within the terms stated in clauses 10 and 11, must be notified to the Hotel at least 48 hours prior to arrival. These will be the minimum number for which the Client will be charged.
Cancellation by the Client
- 13. In the unfortunate circumstances that you have to cancel or postpone your confirmed booking at any time prior to the event, the Hotel will make every effort to re-sell the facilities on your behalf. The Hotel's Cancellation Policy is 90% on contracted accommodation and room hire revenue and 65% on contracted food and beverage revenue, being our loss of profit.
- 14. Any cancellation, postponement or partial cancellation should be advised to the management of the Hotel in the first instance verbally. You will be advised at that stage of a cancellation reference number. We also request that cancellations are put in writing by the Client.
- 15. Definitive cancellation charges due can only be confirmed to you after the intended date of your event, when we shall reduce the charge by the profit on any alternative business we have been able to secure on your behalf.
Amendments or Cancellation by the Hotel
- 16. (a) Should the Hotel for reasons beyond its control, need to make any amendments to your booking, we reserve the right to offer an alternative choice of facilities.
(b) Should the Client make significant changes to the programme or the expected number of guests, this may result in amendments in the applicable rates and/or facilities offered by the Hotel. - 17. The Hotel may cancel the booking
(a) If the booking might, in the opinion of the Hotel, prejudice the reputation of the Hotel
(b) If the Client is more than 30 days in arrears of previous payments to the Hotel
(c) If the Hotel becomes aware of any alteration in the Client's financial situation.
Arrival/Departure
- 18. The bedroom accommodation is available from 15.00hrs on the day of arrival, and must be vacated by 12.00 hrs on the day of departure, unless specific alternative arrangements have been agreed.
- 19. The meeting rooms are available for the time shown on your Contract. Any extension may incur additional charges.
General
- 20. The Hotel reserves the right to approve any externally arranged entertainment, services or activities that you have arranged and cannot accept liability for any resultant cost.
- 21. Should any of your delegates be unable to correct any aspect of poor behaviour or activities unacceptable to the Hotel, the Hotel reserves the right to terminate your stay. Should this occur, no monies will be refunded to you. The Manager's decision is final.
- 22. The costs of repairing any damage caused to the property, contents or grounds by any of your guests must be reimbursed to the Hotel by the Client.
- 23. No wines, spirits or foods brought into the Hotel may be consumed.
- 24. The Hotel will not be liable for any failure to provide or delay in providing facilities, services, food or beverages as a result of events or matters outside its control.
- 25. The Hotel's name/logo may be used in publicity, once a proof of the promotional material has been agreed with the Hotel.
- 26. The Client is responsible for ensuring that any band or musician employed by them complies with statutory requirements and the requirements of the management.
- 27. The Hotel must comply with certain licensing and statutory regulations and requires the Client to fulfil their obligations in this respect.
- 28. We are concerned for your health and safety and that of our Hotel. You are required to obtain prior approval if you wish to fix items to the walls, floors or ceilings.
- 29. Prices quoted include VAT at the rate prevailing when the Contract was prepared and are subject to alterations should the rate change.
- 30. We require insurance to be arranged to protect you and your event against cancellation, or abandonment with a minimum sum insured based on the anticipated income to the Hotel. You are also required to insure against damage at or to the venue and its contents and public liability to a minimum of £l,000,000 (any one occurrence). The Hotel does not accept liability for these unless required by statute.
