This document is a written confirmation of the agreement between Quality Hotel Barrycourt hereafter referred to as ‘the Hotel’ or ‘the Hotel Management’ and yourselves as counter signatories to the document and hereafter referred to as ‘the Client’.
It is signed recognizing the contractual obligations between the afore mentioned parties arising from future engagement of the Hotel to provide conference, function & event facilities, goods and or services to the Client and to safeguard the interests and rights of both parties involved.
Deviations to any of the ‘terms and conditions’ as set out below must be arranged by the Client and will be approved in writing by and at the sole discretion of the Hotel Management.
Bookings, arrangements, amendments, confirmation of numbers and cancellation of bookings can only be made by phoning the Hotel Management on Auckland (09) 303 3789 Ext: 8783 or DDI (09) 303 9700 with subsequent written confirmation received by the Hotel c/- Conference Co-ordinator.
- Confirmation of Bookings :
1.1 The Client is required to provide written confirmation of their booking as soon thereafter as it is tendered or within seven (7) days of requesting the confirmation, then make arrangements for securing the reservation.
- Securing the Reservation :
2.1 To secure a wedding or banquet reservation with the Hotel, a non-refundable booking fee of $500.00 is required upon confirmation of the reservation and within thirty (30) days a $1000.00 food and beverage deposit paid. A further payment achieving a minimum of 50% of the total estimated function cost is required one (1) month prior to the day of the wedding (see 4.2). Final payment is due on departure.
2.2 The Hotel does not open credit accounts for weddings, banquets or any large-scale single event functions.
2.3 Advance bookings are not confirmed until the Hotel has received from the Client written confirmation and some form of surety in lieu of payment (see 2.1).
- Final Numbers :
3.1 An accurate estimation of numbers attending the event must be provided upon confirmation of the reservation, with the actual number of all participants expected, advised seven (7) working days prior to the date of the reservation and final numbers confirmed no later than 10 am, two (2) working days before this date. This confirmed number then constitutes the minimum charge.
- Final Payment :
4.1 For conferences functions or events, full and final payment is due upon departure and is payable by credit card, bank cheque, cash or EFTPOS.
4.2 For weddings & banquets, final payment of known expenditure will be due in full, seven (7) days prior to the date of the function, with any additional costs incurred by the Client thereafter, payable on departure.
4.3 It is agreed that in instances where prior credit facilities have not been arranged with the Hotel and where the Client’s guests, invitees or participants have incurred additional charges such as for meals, beverages, telephone charges, or laundry, these accounts must be settled on departure either by the individuals incurring the costs or by the Client as part of their final account.
4.4 Apart from food and beverage costs, room and equipment hire plus phone and Internet charges may be included in your account where applicable.
4.5 The Hotel reserves the right to vary the terms and conditions of payment and or deposits. The Client may be advised in writing up until thirty (30) days before the date of the reservation (see also 6.3).
- Cancellations :
5.1 Food & beverage functions cancelled up to a minimum of thirty (30) days before the event will receive no penalty charges.
5.2 For cancellations less than thirty (30) days before the due date of the function, a fee of up to 100% of the first day’s room hire may be charged.
5.3 Cancellations received within 7 days may incur charges for, in addition to those stated in clause 5.2, any expenditure incurred by the Hotel for catering goods or services.
5.4 All cancellations must be received in writing.
- Services, Food & Beverages :
6.1 The Hotel does not allow food and or beverage of any kind to be brought into the conference facilities for consumption, or any other purpose by the Client, or the Client’s guests and or invitees, unless written prior approval has been obtained from the Hotel Management.
6.2 The removal of any post function food or beverage from the property without express consent from the Hotel is prohibited.
6.3 Every effort is made to maintain prices at those quoted in menus chosen for advance bookings but these prices may be subject to alteration due to seasonal availability and or inflationary increases up to thirty (30) days before the due date of the booking. Advance written notice will be made by the Hotel.
6.4 All conference equipment and chattels belonging to the Hotel and provided to the Client as ‘Complimentary’ are for the use thereof only and remain exclusively the property of the Hotel.
6.5 The Hotel reserves the right to sole allocation of complimentary catering space required in conjunction with conference bookings and in some instances where there is no room hire charged in lieu of catering, unless otherwise confirmed in writing.
- Breakage / Damage :
7.1 Breakage, theft or damage of hotel property and chattels will be charged to the Client and or his guests and invitees at the discretion of the Hotel Management, dependant upon circumstances, accidental or malicious.
7.2 Breakage, theft or damage to property belonging to the Client and/or any of their participants, guests or attendees remains the sole responsibility of the Client unless the Hotel Management makes admission of liability and agrees negligence on their part.
- Accommodation :
8.1 Accommodation is provided at a discounted ‘corporate rate’ for the Client. This rate is also available to the Client’s facilitators, guests and invitees, provided they identify their association with the Client when making reservations.
8.2 In the event of accommodation being ‘group booked’ in conjunction with a Conference/Function, a complete list of room requirements is required within thirty (30) days prior to the dates being held.
8.3 Unless the Client is operating an account with the Hotel, bookings and group bookings must be part paid by at least 50% thirty (30) days in advance and in full when the Client and or their guests check in.
8.4 Advance bookings are not considered confirmed until the Hotel has received from the Client; the aforementioned list (see 8.2), written confirmation and some form of surety in lieu of payment (see 2.1).
8.5 The Hotel reserves the right to charge a cancellation fee of one (1) nights accommodation for any rooms cancelled less than thirty (30) days prior to arrival, or any subsequently unoccupied.
Please read this document carefully and return signed copy addressed to The Conference Coordinator.
Signed for and on behalf of:
Quality Hotel Barrycourt.
Conference Coordinator. On the _____day, of the _____month 20___.
Signed for and on behalf of:
(Please Print your Personal, Company, Organisation or Associations’ Name Above)
The Client. On the _____day, of the _____month 20___.
(Please Print your Full Name Above)