TERMS OF BUSINESS for bookings and reservations, Meetings, Conferences, Corporate Events, Exhibitions, Banqueting, Weddings and Special Occasions (“FUNCTIONS”) including arrangements for accommodation (“room reservations”). In this TERMS OF BUSINESS which apply to all Function bookings and room reservations:-
‘Associate Hotel(s)’ means a hotel independently owned by a third party but marketed by Corus Hotels Limited;
‘Banqueting and Special Occasion booking(s)’ means bookings including room reservations relating to anniversaries, birthdays, Dinners, dinner/dances and activities and events related to special occasions;
‘Booking(s)’ means Corporate Bookings, Wedding Bookings, Banqueting and Special Occasion Bookings as the case may be;
‘Client’ means the person, firm or company making the booking or staying at the Hotel as a result of this agreement;
‘Corporate Booking(s)’ means bookings or room reservations made for meetings, conferences, corporate events and exhibitions and activities and events related thereto;
‘Corus hotel(s)’ means a hotel operated by Corus Hotels Limited or one of its. Subsidiaries;
‘Hotel’ or ‘Venue’ means a Corus hotel or Associate hotel at which a booking has been made;
‘Wedding Booking(s)’ means bookings or room reservations relating to weddings and activities and events related to that wedding.
1.0 Booking Confirmation
1.1 Any Booking is provisional until the Hotel receives a signed copy of this Terms of Business from the client, such Booking will be automatically released within 7 days from the date of Booking.
1.2 A signed copy of this Terms of Business duly sent (scanned and e-mailed, faxed or delivered) to the Hotel shall be accepted as a confirmed.
Booking upon receipt of the fax by the Hotel. Thereafter clause 5.2 shall apply.
1.3 Email confirmations are not deemed confirmed Bookings unless supported by full and valid credit card details
2.0 Prices
2.1 All price rates include VAT at the current rate.
2.2 Prices quoted are subject to variation up to 4 weeks prior to arrival, after which, except for variations due to Client requirements, the prices may vary due to changes in VAT, price fluctuations in food and beverage costs or other reasons outside the Hotel’s control, in which case, the Client will be immediately notified of such price variations. The Client may elect to cancel the Bookings within 7 days from the date of notification, without penalty, whereupon monies paid to the date of election shall be refunded to the Client. Failure to notify the Hotel within the stipulated time may subject the Client to the provisions of clause 7.
2.3 Notwithstanding clause 2.2 above, the Client acknowledges and accepts by the signing of this Terms of Business that there may be price fluctuations in food, wine and beverage costs and/or shortage of supply of particular foods. The Hotel shall advise the Client of such variations, if any, at any time prior to the event and:
(a) the Client together with the Hotel may agree on alternative menus whilst maintaining the Price where possible;
(b) the Client may elect to maintain the originally agreed menu in which case the Client shall be required to pay the difference in the price increase for such food, wine or beverage item; OR
(c) The Client may elect to cancel the Bookings within 7 days from the date of notification without penalty.
2.4 All prices are as quoted - no other discount, promotion or reward scheme may be applied in respect of the Booking.
3.0 Availability
3.1 All rooms, facilities and rates offered by the Hotel are subject to availability at the time of Booking and shall be at the discretion of the Hotel Manager or an authorised representative.
4.0 Numbers
4.1 The Client shall be required to provide the guest/ participant numbers attending at the time of Booking. The Hotel will also disclose the minimum number required of the Client for the facilities and venue reserved for the Client (the “Minimum Number”). The Hotel’s minimum charge for the facilities booked will be based on the Minimum Number. The parties agree that the Minimum Number shall be mutually agreed based on the Client’s guest/participant list and the Hotel’s cost of providing the service, reserving use of the facilities and venue(s) at the time of booking.
4.2 At least 35 days prior to arrival, the Client will provide the Hotel with up to date guest / participant numbers and, if appropriate, a rooming list.
4.3 At least 14 days prior to arrival (1 month prior to arrival for weddings), the Client will provide the Hotel with final guest/ participant numbers. The final charge to the Client will be calculated based on the Minimum Number as provided in Clause 4.1 above or the actual number attending, whichever is the higher ON CONDITION that such higher number shall not exceed 15% above the Minimum Number.
4.4 For Conferences, if any reduction is made by the Client to the final numbers less than 14 days prior to arrival (1 month prior to arrival for weddings), each non-attending guest/participant will be charged to the Client at the full price per head.
4.5 In the event of a reduction in the numbers booked, the Hotel reserves the right at any time up to
14 days prior to arrival to relocate the Booking to suitable alternative facilities or accommodation within the Hotel, without being liable to the Client for such changes.
5.0 Deposits
5.1 Deposits are payable for Bookings as shown in 6.7 unless otherwise varied or waived by the Hotel in writing:-
5.2 Failure to pay a deposit within 14 days of being requested to do so entitles the Hotel to treat the Booking as cancelled whereupon the Hotel shall not be held liable for any reason whatsoever.
5.3 The Hotel reserves the right, without further notice, to set off the deposit held (other than the non-refundable deposit) against cancellation charges.
6.0 Payment
6.1 Without prejudice to clause 5 above, all other payments or outstanding invoices must be made/settled prior to departure from the Hotel.
6.2 Payment may be made by cash, cheque, BACS or such credit or debit cards as are recognised by the Hotel. Vouchers issued by the Hotel cannot be used by the Client towards payment of any charges arising from the Booking without prior written agreement from the Hotel Manager or an authorised representative.
6.3 At least 3 working days are required to process credit and debit card payments, 5 working days to process cheque payments and 7 working days to process BACS. The Hotel reserves the right to refuse to accept credit /debit /cheque payments in the event the Client elects to pay on the day of departure.
6.4 Credit facilities with Corus Hotels Limited are available for corporate accounts, but not to private individuals. Details are available on request and are subject to credit checks.
6.5 All sums payable are due for payment on presentation of invoice. In the event of any query relating to the invoice, the Client must notify the Hotel immediately upon presentation of the invoice or in any case, in writing by recorded delivery, such notice to be received by the Hotel no later than 2 working days from the date of the invoice, failing which the invoice shall be deemed to be correct.
6.6 The Hotel may charge interest at the rate of 2% above the Bank of Scotland base lending rate, from time to time, on any outstanding balance, such interest to accrue after as well as before judgement.
6.7a Wedding/banquet/special event/celebration Deposit/Payments:
Deposit of £1.000 is required along with the signed contract to secure the day, 25% of the estimated final balance is required no later than 6 months prior to the event and the estimated final balance along with final numbers are required no later than 1 month before the event, failing to adhere to this policy may result in cancelling the whole event and retaining the deposit and any other payments.
6.7b For corporate events (conferences, meetings, etc) full pre-payment is required 14 days in advance od arrival, or on confirmation if within 14 days. Alternatively, a credit card guarantee, or credit facilities, may be acceptable subject to the required checks and in the approval of the Hotel Manager or authorised representative.
7.0 Cancellation or postponement
7.1 Cancellations by the Client must be in writing and will result in the charges below becoming due. In each case the percentage charge is based on the advance notice of cancellation given and applies to the estimated total cost of the Booking.
7.1a In the case of Wedding Bookings, Banqueting and Special Occasion Bookings:
· In excess of 26 weeks prior to the event the non-refundable deposit is retained by The Hotel.
· Between 26 weeks and 35 days prior to the event 50% of the estimated final total is chargeable
· Less than 35 days prior to the event 100% of the estimated final total is chargeable.
7.1b In the case of Corporate Bookings:
· Over 180 days prior to the event – no charge
· 91-180 days prior to the event - 25%
· Between 90 days and 36 days prior to the event - 50%
· Between 35 days and 15 days prior to the event – 75%
· Within 14 days prior to the event - 100%
7.1c In the circumstances of a Force Majeure incident occurs, as set out in Clause 14.5 hereunder, a full refund will be provided
7.2 The Hotel will try to re-let the allocated rooms and a reduction of the cancellation charge (excluding the non-refundable deposit) may be made if the Hotel is successful.
7.3 The Client will also be subject to the above rate of cancellation charges for bedrooms reserved by the Booking which are not taken up or cancelled. Unless the bedrooms are re-let, the Client will be charged the full rate of bedrooms vacated early for the remaining period of such Booking.
7.4 In the case of postponements the Hotel shall be at liberty to levy an administrative charge of 10% the estimated total cost of the Booking. The Client shall inform the Hotel of the alternative date(s) of the Booking, subject to availability, whereupon all deposits paid shall be credited to the alternate Booking date(s).
7.5 The Client also agrees to reimburse the Hotel for any costs incurred by it arising from the consequential cancellation or postponement of the Hotel’s arrangements with third parties.
7.6 VAT charges are not payable on cancellation charges levied.
8.0 Changes and cancellation by the Hotel
8.1 The Hotel may, without prior notice, change the Client’s assigned room(s) for one(s) of equal suitability without affecting any minimum or other charge.
8.2 The Hotel may cancel the Booking at any time and without liability to the Client where:-
(a) the Client is more than 14 days in arrears with payment to the Hotel or to Corus Hotels Limited or any of its’ subsidiaries or associate companies for previously supplied services;
(b) The Client is unable to pay its debts as they fall due whether to the Hotel, to Corus Hotels Limited or to any third parties;
(c) any part of the Hotel is closed or unable to operate for any reason beyond the Hotel’s control or by the occurrence of a force majeure event;
(d) the Hotel or any part thereof is disposed by way of assignment, transfer or sale; or
(e) The Hotel or any part thereof is designated for alternate use.
8.3 If the Hotel cancels the Booking for a reason other than as set out in clause 8.2 then it will use its reasonable endeavours (without obligation or liability) to provide alternative facilities at another hotel of similar or comparable standard subject to the Client not changing its’ Booking requirements.
9.0 Arrival and departure
9.1 Meeting rooms, conference facilities, event space, exhibition rooms, banqueting rooms and wedding reception rooms will be available as per the Client’s Booking requirements. Extensions for early arrival or late departure must be agreed with the Hotel prior to the event and a supplementary charge may be applied.
9.2 Bedrooms are usually available from 2pm local time on the day of arrival and must be vacated by 12 noon local time on the day of departure failing which further charges at the sole and absolute discretion of the Hotel Manager may apply.
10.0 Etiquette and controls
10.1 The Hotel reserves the right to judge acceptable levels of noise or behaviour of the Client, guests, Representatives or invitees and the Client must take all steps necessary for corrective action as requested by the Hotel. In the event of failure, refusal or neglect in complying with management requests, the Hotel may immediately terminate the Booking or stop any event without being liable for any refund or compensation.
10.2 It is the policy of the Hotel not to discriminate on the grounds of race, colour, nationality, creed, sex, marital status, ag , ethnic origin or disability. The Client, its employees, guests, representatives, invitees and all contractors engaged by or on behalf of the Client are expected to adhere to this policy and the Hotel may, without incurring any liability, remove from the Hotel any person(s) offending against this policy.
10.3 The Hotel and the event it hosts are subject to statutory controls including those relating to fire, licensing, entertainment, health and safety and hygiene. These must be strictly observed by the Client, its employees, guests, representatives, invitees and all contractors engaged by or on behalf of the Client.
10.4 Prior written consent of the Hotel must be obtained for any entertainment or services contracted by the Client or for any display to be affixed or placed within the Hotel or its premises. All displays must comply with statutory codes and regulations.
10.5 The Client will ensure that any third-party contractor reports to the Hotel’s duty manager to sign a contractor’s indemnity form. The Hotel may in its absolute discretion refuse access to any contractor.
10.6 The Client, if employing the services of any third-party contractor/entertainers, shall indemnify the Hotel against any loss of or damage to property or death or illness of or injury to any person(s) and against all claims, demands, proceedings and damages arising as a result thereto.
11.0 External purchases
11.1 No wines, spirits, beers or food may be brought into the Hotel or its premises by the Client, its employees, guests, representatives, invitees or contractors for consumption or sale on the premises without the prior express written consent of the Hotel and for which a charge may be made by the Hotel.
11.2 In the case of a Wedding Booking or Banqueting and Special Occasion Bookings, the Client may supply their own wedding cake, cakes or any other food and beverage for the occasion subject to the Hotel’s Food Health & Safety policies.
12.0 Liabilities
12.1 Other than for death or personal injury caused by the negligence of the Hotel, the Hotel’s liability to the Client, its guests, representatives and third-party contractors in the aggregate, is limited to the price of the Booking.
12.2 Unless the Hotel is liable under clause 12.1 the Client agrees to indemnify the Hotel from and against any and all liability and any claims, costs, demands, proceedings and damages resulting or arising from the Booking and/or caused by the Client, its employees, guests, representatives, invitees or contractors.
12.3 The Hotel will not be liable for failure to perform its obligations hereunder to the extent that such failure is caused by any factor beyond its reasonable control.
12.4 The Hotel does not accept responsibility for damage to, or theft from or theft of, vehicles parked on the Hotel premises.
12.5 The Hotel does not accept any responsibility for the Client’s personal property nor those of its guests, employees, representatives, invitees or contractors including gifts, presents, seminar, conference, exhibition, or other corporate presentation material or such other items brought by the Client, its employees, guests, representatives, invitees or contractors to the Hotel (cumulatively referred to as the “Client’s Property”) . The Hotel may, at the request of the Client, provide personnel to assist in carrying, directing, placing, installing or setting up (as the case may be) the Client’s Property. In such an instance, the Client acknowledges and accepts that the Client shall remain responsible for the Client’s Property and shall not hold the Hotel liable in any manner whatsoever.
12.6 The Client is responsible for any damage caused to the allocated rooms, its furnishings, utensils, fixtures and fittings and equipment in such rooms by any act, omission, default or neglect of the Client, its guests, employees, representatives, invitees or contractors and shall pay to the Hotel on demand the amount required to make good or remedy any such damage. In addition the Client is responsible to cover any consequential losses incurred by the hotel as a result of this damage.
13.0 Internet facilities Internet facilities are provided by third party providers. Where these facilities are made available in Hotels, the Client acknowledges that there may be disruption to the connection without prior notice and the Hotel shall not be liable whatsoever for such disruption. The Client further undertakes not to use the facility for any fraudulent purpose or in connection with any criminal offence or in contravention of any licence and will indemnify the Hotel and Corus Hotels Limited against any claim demand suit prosecution arising therefrom.
14.0 General
14.1 The Hotel’s name, telephone and facsimile numbers, logo, website address and the name CORUS and derivatives shall not be used in any advertising or publicity without the express prior written consent of the Director of Operations, Corus Hotels Limited.
14.2 The Booking is not assignable by the Client without the prior written consent of the Corus hotels, which consent may be granted or refused at the absolute discretion of the Corus hotels, with or without the imposition of an administrative fee.
14.3 The information provided by the Client may be processed by Corus Hotels Limited for the purposes it has notified to the Data Protection Registrar. By confirming the Booking, the Client consents to this processing of the information.
14.4 In the interest of safety of guests, food and drinks are strictly prohibited from the dance area. In the Event of any spillage of food or drinks on the dance floor, guests are to inform any member of the Hotel staff immediately.
14.5 Force Majeure: The performance of this Agreement is subject to acts of God, government authority, disaster, war, acts of terrorism, strikes or similar emergency beyond the parties’ control, any one of which make performance commercially impracticable, illegal or impossible. It is provided that this Agreement may be terminated for any one or more of such reasons by written notice from one party to the other without liability. The ability to terminate this Agreement without liability pursuant to this paragraph is conditioned upon delivery of written notice to the other party setting forth the basis for such termination as soon as reasonably practical – but in no event longer than ten (10) days – after learning of such basis.
14.6 The Hotel – may at any time and at its sole judgment and absolute discretion – cancel any Booking in deems to be impossible, illegal and/or impracticable considering the surrounding circumstances at the material time.
14.7 Consent and rights under the United Kingdom’s new General Data Protection Rules:
(a) By Booking at the Hotel the Client hereby expressly consents to be specifically contacted by Corus Hotels and Laura Ashley, an associate company of Corus Hotels, with its marketing and promotions;
(b) The Client may unsubscribe from a provided link or by notice at any time from receiving such material.
(c) Corus Hotels and Laura Ashley Hotels will not share your personal details with any other Third Party
14.8 Subject to prevailing rules and regulations, the Hotel reserves the sole and exclusive right to alter the terms of this Agreement and any Booking at its sole and absolute discretion.
14. 9 Claims and Disputes/Arbitration
(a) In the event of any controversy or claim arising out of or relating to this Agreement, or the breach, termination or validity of it, the parties shall first attempt to resolve the matter over a period of at least 30 days before resorting to arbitration as described in Section 14.9 (b) & (c) hereinbelow except that equitable remedies may be sought immediately.
(b) No representative of Hotel has been or is authorised to make any representation which varies from the express terms of this contract, though this Agreement may be supplemented or amended in writing. The Client may not assign any benefits arising under or associated in any way with this contract without prior written consent of hotel. The parties hereby agree that any dispute, suit or proceeding arising out of or relating in any way to this Agreement (except for those involving patents, trademarks, trade dress, copyrights, trade secrets, false advertising, false representation, unfair competition and/or infringement of intellectual property rights) shall be resolved by a single arbitrator in binding arbitration before solely and exclusively before the London Court of International Arbitration (LCIA) and pursuant to its rules, and that any such dispute will be governed by the United Kingdom’s Arbitration Act 1996. The parties further agree that in any arbitration proceeding they will make disclosures and may conduct reasonable discovery as allowed by the Hight Court Rules of Civil Procedure, during an expedited period to be determined by the arbitrator.
(c) The parties further agree that any arbitration award will be enforceable in any court within any jurisdiction in the world. The parties agree that they shall initially split equally the cost of all arbitration proceedings, though the prevailing party shall recover all arbitration costs from the non-prevailing party. In the event of arbitration or litigation arising from or associated with this Agreement, the parties agree that the prevailing party therein shall recover legal fees and costs incurred therein.
14.9 Any comment or complaint must be made at the Hotel at the time of the event so that the matter may be resolved immediately but, in any case, within 2 days from the date of the event, failing which, the Hotel is not obliged or liable to attend or remedy the complaint.
14.10 Any notice required to be sent under the terms of this TERMS OF BUSINESS must be in writing and must be sent by way of recorded delivery addressed to the Hotel at its trading address
14.11 These terms are deemed to incorporate the Corus Hotel Limited General Terms of Business, copies of which are available on request or which may be accessed through the Corus Hotel’s website at www.corushotels.com In the event of any inconsistency, the terms of this agreement shall prevail.
14.12 These terms will be construed in accordance with English law and the Hotel and client submit to the exclusive jurisdiction of the English Courts unless the Hotel is in Scotland where Scottish law applies, and the Scottish Courts will have non-exclusive jurisdiction. For Hotels outside the United Kingdom, these terms will be construed in accordance with the local law and the Hotel and Client submit to the non-exclusive jurisdiction of the local courts.
14.12 Data Protection & European General Data Protection Rules (“GDPR”) Compliance:
(a) The booking is subject to Corus Hotel’s Data Protection and GDPR Compliance as set out on Corus Hotel’s GDPR Portal on our website namely as follows:
i. GDPR Governance Statement - Corus & Laura Ashley Hotels;
ii. Data Privacy Policy - Corus Hotels & Laura Ashley Hotels
iii. Legal Basis for Processing Personal Data - Corus & Laura Ashley Hotels
iv. Data Processing & Retention of Personal Data - Corus & Laura Ashley Hotels and
v. Guests Access Rights
(b) The Client consent to the computer storage and processing of the Client’s anonymised or pseudonymised personal data by the Company in connection with this Agreement and to the transmission of this data across the company and its business partners for the purposes of the Company’s legitimate interests including statistical analysis and credit control.
(c) For the avoidance of doubt, Corporate and Commercial data, emails and all such related Corporate and Commercial information is expressly exempted from GDPR compliance.
(d) If the Client breaches this Terms of Business, the Client’s personal data may be disclosed or passed to third parties to the extent necessary to assist recovery procedures.
‘Associate Hotel(s)’ means a hotel independently owned by a third party but marketed by Corus Hotels Limited;
‘Banqueting and Special Occasion booking(s)’ means bookings including room reservations relating to anniversaries, birthdays, Dinners, dinner/dances and activities and events related to special occasions;
‘Booking(s)’ means Corporate Bookings, Wedding Bookings, Banqueting and Special Occasion Bookings as the case may be;
‘Client’ means the person, firm or company making the booking or staying at the Hotel as a result of this agreement;
‘Corporate Booking(s)’ means bookings or room reservations made for meetings, conferences, corporate events and exhibitions and activities and events related thereto;
‘Corus hotel(s)’ means a hotel operated by Corus Hotels Limited or one of its. Subsidiaries;
‘Hotel’ or ‘Venue’ means a Corus hotel or Associate hotel at which a booking has been made;
‘Wedding Booking(s)’ means bookings or room reservations relating to weddings and activities and events related to that wedding.
1.0 Booking Confirmation
1.1 Any Booking is provisional until the Hotel receives a signed copy of this Terms of Business from the client, such Booking will be automatically released within 7 days from the date of Booking.
1.2 A signed copy of this Terms of Business duly sent (scanned and e-mailed, faxed or delivered) to the Hotel shall be accepted as a confirmed.
Booking upon receipt of the fax by the Hotel. Thereafter clause 5.2 shall apply.
1.3 Email confirmations are not deemed confirmed Bookings unless supported by full and valid credit card details
2.0 Prices
2.1 All price rates include VAT at the current rate.
2.2 Prices quoted are subject to variation up to 4 weeks prior to arrival, after which, except for variations due to Client requirements, the prices may vary due to changes in VAT, price fluctuations in food and beverage costs or other reasons outside the Hotel’s control, in which case, the Client will be immediately notified of such price variations. The Client may elect to cancel the Bookings within 7 days from the date of notification, without penalty, whereupon monies paid to the date of election shall be refunded to the Client. Failure to notify the Hotel within the stipulated time may subject the Client to the provisions of clause 7.
2.3 Notwithstanding clause 2.2 above, the Client acknowledges and accepts by the signing of this Terms of Business that there may be price fluctuations in food, wine and beverage costs and/or shortage of supply of particular foods. The Hotel shall advise the Client of such variations, if any, at any time prior to the event and:
(a) the Client together with the Hotel may agree on alternative menus whilst maintaining the Price where possible;
(b) the Client may elect to maintain the originally agreed menu in which case the Client shall be required to pay the difference in the price increase for such food, wine or beverage item; OR
(c) The Client may elect to cancel the Bookings within 7 days from the date of notification without penalty.
2.4 All prices are as quoted - no other discount, promotion or reward scheme may be applied in respect of the Booking.
3.0 Availability
3.1 All rooms, facilities and rates offered by the Hotel are subject to availability at the time of Booking and shall be at the discretion of the Hotel Manager or an authorised representative.
4.0 Numbers
4.1 The Client shall be required to provide the guest/ participant numbers attending at the time of Booking. The Hotel will also disclose the minimum number required of the Client for the facilities and venue reserved for the Client (the “Minimum Number”). The Hotel’s minimum charge for the facilities booked will be based on the Minimum Number. The parties agree that the Minimum Number shall be mutually agreed based on the Client’s guest/participant list and the Hotel’s cost of providing the service, reserving use of the facilities and venue(s) at the time of booking.
4.2 At least 35 days prior to arrival, the Client will provide the Hotel with up to date guest / participant numbers and, if appropriate, a rooming list.
4.3 At least 14 days prior to arrival (1 month prior to arrival for weddings), the Client will provide the Hotel with final guest/ participant numbers. The final charge to the Client will be calculated based on the Minimum Number as provided in Clause 4.1 above or the actual number attending, whichever is the higher ON CONDITION that such higher number shall not exceed 15% above the Minimum Number.
4.4 For Conferences, if any reduction is made by the Client to the final numbers less than 14 days prior to arrival (1 month prior to arrival for weddings), each non-attending guest/participant will be charged to the Client at the full price per head.
4.5 In the event of a reduction in the numbers booked, the Hotel reserves the right at any time up to
14 days prior to arrival to relocate the Booking to suitable alternative facilities or accommodation within the Hotel, without being liable to the Client for such changes.
5.0 Deposits
5.1 Deposits are payable for Bookings as shown in 6.7 unless otherwise varied or waived by the Hotel in writing:-
5.2 Failure to pay a deposit within 14 days of being requested to do so entitles the Hotel to treat the Booking as cancelled whereupon the Hotel shall not be held liable for any reason whatsoever.
5.3 The Hotel reserves the right, without further notice, to set off the deposit held (other than the non-refundable deposit) against cancellation charges.
6.0 Payment
6.1 Without prejudice to clause 5 above, all other payments or outstanding invoices must be made/settled prior to departure from the Hotel.
6.2 Payment may be made by cash, cheque, BACS or such credit or debit cards as are recognised by the Hotel. Vouchers issued by the Hotel cannot be used by the Client towards payment of any charges arising from the Booking without prior written agreement from the Hotel Manager or an authorised representative.
6.3 At least 3 working days are required to process credit and debit card payments, 5 working days to process cheque payments and 7 working days to process BACS. The Hotel reserves the right to refuse to accept credit /debit /cheque payments in the event the Client elects to pay on the day of departure.
6.4 Credit facilities with Corus Hotels Limited are available for corporate accounts, but not to private individuals. Details are available on request and are subject to credit checks.
6.5 All sums payable are due for payment on presentation of invoice. In the event of any query relating to the invoice, the Client must notify the Hotel immediately upon presentation of the invoice or in any case, in writing by recorded delivery, such notice to be received by the Hotel no later than 2 working days from the date of the invoice, failing which the invoice shall be deemed to be correct.
6.6 The Hotel may charge interest at the rate of 2% above the Bank of Scotland base lending rate, from time to time, on any outstanding balance, such interest to accrue after as well as before judgement.
6.7a Wedding/banquet/special event/celebration Deposit/Payments:
Deposit of £1.000 is required along with the signed contract to secure the day, 25% of the estimated final balance is required no later than 6 months prior to the event and the estimated final balance along with final numbers are required no later than 1 month before the event, failing to adhere to this policy may result in cancelling the whole event and retaining the deposit and any other payments.
6.7b For corporate events (conferences, meetings, etc) full pre-payment is required 14 days in advance od arrival, or on confirmation if within 14 days. Alternatively, a credit card guarantee, or credit facilities, may be acceptable subject to the required checks and in the approval of the Hotel Manager or authorised representative.
7.0 Cancellation or postponement
7.1 Cancellations by the Client must be in writing and will result in the charges below becoming due. In each case the percentage charge is based on the advance notice of cancellation given and applies to the estimated total cost of the Booking.
7.1a In the case of Wedding Bookings, Banqueting and Special Occasion Bookings:
· In excess of 26 weeks prior to the event the non-refundable deposit is retained by The Hotel.
· Between 26 weeks and 35 days prior to the event 50% of the estimated final total is chargeable
· Less than 35 days prior to the event 100% of the estimated final total is chargeable.
7.1b In the case of Corporate Bookings:
· Over 180 days prior to the event – no charge
· 91-180 days prior to the event - 25%
· Between 90 days and 36 days prior to the event - 50%
· Between 35 days and 15 days prior to the event – 75%
· Within 14 days prior to the event - 100%
7.1c In the circumstances of a Force Majeure incident occurs, as set out in Clause 14.5 hereunder, a full refund will be provided
7.2 The Hotel will try to re-let the allocated rooms and a reduction of the cancellation charge (excluding the non-refundable deposit) may be made if the Hotel is successful.
7.3 The Client will also be subject to the above rate of cancellation charges for bedrooms reserved by the Booking which are not taken up or cancelled. Unless the bedrooms are re-let, the Client will be charged the full rate of bedrooms vacated early for the remaining period of such Booking.
7.4 In the case of postponements the Hotel shall be at liberty to levy an administrative charge of 10% the estimated total cost of the Booking. The Client shall inform the Hotel of the alternative date(s) of the Booking, subject to availability, whereupon all deposits paid shall be credited to the alternate Booking date(s).
7.5 The Client also agrees to reimburse the Hotel for any costs incurred by it arising from the consequential cancellation or postponement of the Hotel’s arrangements with third parties.
7.6 VAT charges are not payable on cancellation charges levied.
8.0 Changes and cancellation by the Hotel
8.1 The Hotel may, without prior notice, change the Client’s assigned room(s) for one(s) of equal suitability without affecting any minimum or other charge.
8.2 The Hotel may cancel the Booking at any time and without liability to the Client where:-
(a) the Client is more than 14 days in arrears with payment to the Hotel or to Corus Hotels Limited or any of its’ subsidiaries or associate companies for previously supplied services;
(b) The Client is unable to pay its debts as they fall due whether to the Hotel, to Corus Hotels Limited or to any third parties;
(c) any part of the Hotel is closed or unable to operate for any reason beyond the Hotel’s control or by the occurrence of a force majeure event;
(d) the Hotel or any part thereof is disposed by way of assignment, transfer or sale; or
(e) The Hotel or any part thereof is designated for alternate use.
8.3 If the Hotel cancels the Booking for a reason other than as set out in clause 8.2 then it will use its reasonable endeavours (without obligation or liability) to provide alternative facilities at another hotel of similar or comparable standard subject to the Client not changing its’ Booking requirements.
9.0 Arrival and departure
9.1 Meeting rooms, conference facilities, event space, exhibition rooms, banqueting rooms and wedding reception rooms will be available as per the Client’s Booking requirements. Extensions for early arrival or late departure must be agreed with the Hotel prior to the event and a supplementary charge may be applied.
9.2 Bedrooms are usually available from 2pm local time on the day of arrival and must be vacated by 12 noon local time on the day of departure failing which further charges at the sole and absolute discretion of the Hotel Manager may apply.
10.0 Etiquette and controls
10.1 The Hotel reserves the right to judge acceptable levels of noise or behaviour of the Client, guests, Representatives or invitees and the Client must take all steps necessary for corrective action as requested by the Hotel. In the event of failure, refusal or neglect in complying with management requests, the Hotel may immediately terminate the Booking or stop any event without being liable for any refund or compensation.
10.2 It is the policy of the Hotel not to discriminate on the grounds of race, colour, nationality, creed, sex, marital status, ag , ethnic origin or disability. The Client, its employees, guests, representatives, invitees and all contractors engaged by or on behalf of the Client are expected to adhere to this policy and the Hotel may, without incurring any liability, remove from the Hotel any person(s) offending against this policy.
10.3 The Hotel and the event it hosts are subject to statutory controls including those relating to fire, licensing, entertainment, health and safety and hygiene. These must be strictly observed by the Client, its employees, guests, representatives, invitees and all contractors engaged by or on behalf of the Client.
10.4 Prior written consent of the Hotel must be obtained for any entertainment or services contracted by the Client or for any display to be affixed or placed within the Hotel or its premises. All displays must comply with statutory codes and regulations.
10.5 The Client will ensure that any third-party contractor reports to the Hotel’s duty manager to sign a contractor’s indemnity form. The Hotel may in its absolute discretion refuse access to any contractor.
10.6 The Client, if employing the services of any third-party contractor/entertainers, shall indemnify the Hotel against any loss of or damage to property or death or illness of or injury to any person(s) and against all claims, demands, proceedings and damages arising as a result thereto.
11.0 External purchases
11.1 No wines, spirits, beers or food may be brought into the Hotel or its premises by the Client, its employees, guests, representatives, invitees or contractors for consumption or sale on the premises without the prior express written consent of the Hotel and for which a charge may be made by the Hotel.
11.2 In the case of a Wedding Booking or Banqueting and Special Occasion Bookings, the Client may supply their own wedding cake, cakes or any other food and beverage for the occasion subject to the Hotel’s Food Health & Safety policies.
12.0 Liabilities
12.1 Other than for death or personal injury caused by the negligence of the Hotel, the Hotel’s liability to the Client, its guests, representatives and third-party contractors in the aggregate, is limited to the price of the Booking.
12.2 Unless the Hotel is liable under clause 12.1 the Client agrees to indemnify the Hotel from and against any and all liability and any claims, costs, demands, proceedings and damages resulting or arising from the Booking and/or caused by the Client, its employees, guests, representatives, invitees or contractors.
12.3 The Hotel will not be liable for failure to perform its obligations hereunder to the extent that such failure is caused by any factor beyond its reasonable control.
12.4 The Hotel does not accept responsibility for damage to, or theft from or theft of, vehicles parked on the Hotel premises.
12.5 The Hotel does not accept any responsibility for the Client’s personal property nor those of its guests, employees, representatives, invitees or contractors including gifts, presents, seminar, conference, exhibition, or other corporate presentation material or such other items brought by the Client, its employees, guests, representatives, invitees or contractors to the Hotel (cumulatively referred to as the “Client’s Property”) . The Hotel may, at the request of the Client, provide personnel to assist in carrying, directing, placing, installing or setting up (as the case may be) the Client’s Property. In such an instance, the Client acknowledges and accepts that the Client shall remain responsible for the Client’s Property and shall not hold the Hotel liable in any manner whatsoever.
12.6 The Client is responsible for any damage caused to the allocated rooms, its furnishings, utensils, fixtures and fittings and equipment in such rooms by any act, omission, default or neglect of the Client, its guests, employees, representatives, invitees or contractors and shall pay to the Hotel on demand the amount required to make good or remedy any such damage. In addition the Client is responsible to cover any consequential losses incurred by the hotel as a result of this damage.
13.0 Internet facilities Internet facilities are provided by third party providers. Where these facilities are made available in Hotels, the Client acknowledges that there may be disruption to the connection without prior notice and the Hotel shall not be liable whatsoever for such disruption. The Client further undertakes not to use the facility for any fraudulent purpose or in connection with any criminal offence or in contravention of any licence and will indemnify the Hotel and Corus Hotels Limited against any claim demand suit prosecution arising therefrom.
14.0 General
14.1 The Hotel’s name, telephone and facsimile numbers, logo, website address and the name CORUS and derivatives shall not be used in any advertising or publicity without the express prior written consent of the Director of Operations, Corus Hotels Limited.
14.2 The Booking is not assignable by the Client without the prior written consent of the Corus hotels, which consent may be granted or refused at the absolute discretion of the Corus hotels, with or without the imposition of an administrative fee.
14.3 The information provided by the Client may be processed by Corus Hotels Limited for the purposes it has notified to the Data Protection Registrar. By confirming the Booking, the Client consents to this processing of the information.
14.4 In the interest of safety of guests, food and drinks are strictly prohibited from the dance area. In the Event of any spillage of food or drinks on the dance floor, guests are to inform any member of the Hotel staff immediately.
14.5 Force Majeure: The performance of this Agreement is subject to acts of God, government authority, disaster, war, acts of terrorism, strikes or similar emergency beyond the parties’ control, any one of which make performance commercially impracticable, illegal or impossible. It is provided that this Agreement may be terminated for any one or more of such reasons by written notice from one party to the other without liability. The ability to terminate this Agreement without liability pursuant to this paragraph is conditioned upon delivery of written notice to the other party setting forth the basis for such termination as soon as reasonably practical – but in no event longer than ten (10) days – after learning of such basis.
14.6 The Hotel – may at any time and at its sole judgment and absolute discretion – cancel any Booking in deems to be impossible, illegal and/or impracticable considering the surrounding circumstances at the material time.
14.7 Consent and rights under the United Kingdom’s new General Data Protection Rules:
(a) By Booking at the Hotel the Client hereby expressly consents to be specifically contacted by Corus Hotels and Laura Ashley, an associate company of Corus Hotels, with its marketing and promotions;
(b) The Client may unsubscribe from a provided link or by notice at any time from receiving such material.
(c) Corus Hotels and Laura Ashley Hotels will not share your personal details with any other Third Party
14.8 Subject to prevailing rules and regulations, the Hotel reserves the sole and exclusive right to alter the terms of this Agreement and any Booking at its sole and absolute discretion.
14. 9 Claims and Disputes/Arbitration
(a) In the event of any controversy or claim arising out of or relating to this Agreement, or the breach, termination or validity of it, the parties shall first attempt to resolve the matter over a period of at least 30 days before resorting to arbitration as described in Section 14.9 (b) & (c) hereinbelow except that equitable remedies may be sought immediately.
(b) No representative of Hotel has been or is authorised to make any representation which varies from the express terms of this contract, though this Agreement may be supplemented or amended in writing. The Client may not assign any benefits arising under or associated in any way with this contract without prior written consent of hotel. The parties hereby agree that any dispute, suit or proceeding arising out of or relating in any way to this Agreement (except for those involving patents, trademarks, trade dress, copyrights, trade secrets, false advertising, false representation, unfair competition and/or infringement of intellectual property rights) shall be resolved by a single arbitrator in binding arbitration before solely and exclusively before the London Court of International Arbitration (LCIA) and pursuant to its rules, and that any such dispute will be governed by the United Kingdom’s Arbitration Act 1996. The parties further agree that in any arbitration proceeding they will make disclosures and may conduct reasonable discovery as allowed by the Hight Court Rules of Civil Procedure, during an expedited period to be determined by the arbitrator.
(c) The parties further agree that any arbitration award will be enforceable in any court within any jurisdiction in the world. The parties agree that they shall initially split equally the cost of all arbitration proceedings, though the prevailing party shall recover all arbitration costs from the non-prevailing party. In the event of arbitration or litigation arising from or associated with this Agreement, the parties agree that the prevailing party therein shall recover legal fees and costs incurred therein.
14.9 Any comment or complaint must be made at the Hotel at the time of the event so that the matter may be resolved immediately but, in any case, within 2 days from the date of the event, failing which, the Hotel is not obliged or liable to attend or remedy the complaint.
14.10 Any notice required to be sent under the terms of this TERMS OF BUSINESS must be in writing and must be sent by way of recorded delivery addressed to the Hotel at its trading address
14.11 These terms are deemed to incorporate the Corus Hotel Limited General Terms of Business, copies of which are available on request or which may be accessed through the Corus Hotel’s website at www.corushotels.com In the event of any inconsistency, the terms of this agreement shall prevail.
14.12 These terms will be construed in accordance with English law and the Hotel and client submit to the exclusive jurisdiction of the English Courts unless the Hotel is in Scotland where Scottish law applies, and the Scottish Courts will have non-exclusive jurisdiction. For Hotels outside the United Kingdom, these terms will be construed in accordance with the local law and the Hotel and Client submit to the non-exclusive jurisdiction of the local courts.
14.12 Data Protection & European General Data Protection Rules (“GDPR”) Compliance:
(a) The booking is subject to Corus Hotel’s Data Protection and GDPR Compliance as set out on Corus Hotel’s GDPR Portal on our website namely as follows:
i. GDPR Governance Statement - Corus & Laura Ashley Hotels;
ii. Data Privacy Policy - Corus Hotels & Laura Ashley Hotels
iii. Legal Basis for Processing Personal Data - Corus & Laura Ashley Hotels
iv. Data Processing & Retention of Personal Data - Corus & Laura Ashley Hotels and
v. Guests Access Rights
(b) The Client consent to the computer storage and processing of the Client’s anonymised or pseudonymised personal data by the Company in connection with this Agreement and to the transmission of this data across the company and its business partners for the purposes of the Company’s legitimate interests including statistical analysis and credit control.
(c) For the avoidance of doubt, Corporate and Commercial data, emails and all such related Corporate and Commercial information is expressly exempted from GDPR compliance.
(d) If the Client breaches this Terms of Business, the Client’s personal data may be disclosed or passed to third parties to the extent necessary to assist recovery procedures.
