TERMS AND CONDITIONS - MEETING AND EVENTS The Company = The Company or Client booking the Meeting or Event GOLDEN LANE The Hotel = Luxor Leisure Limited trading as Radisson BLU Royal Hotel DUBLIN 8, IRELAND 1. Confirmation 1.1 All Meeting and Event bookings are deemed Provisional, until the relevant Meeting/Events Contract has been signed by the Company and returned by fax or scan/email to the Meeting & Events Sales Office at the hotel for the attention of the relevant contact. 1.2 If the hotel has not received the duly authorised signed Meetings & Events Contract within 7 days or days agreed with the Meeting & Events Sales Co-Ordinator or Manager, of making a Provisional booking, the Hotel reserves the right to automatically cancel any space holding by the Company without notice in order to resell to another company. 1.3 The hotel is only bound by written confirmation. Verbal agreement can not be accepted by the hotel. 1.4 Numbers must be advised to the hotel at the time of booking. Total numbers should be identified in the confirmation. Final timings and any special requests must be confirmed to the hotel at least 14 days prior to arrival. 2. Charges and Payment Meetings, Events, Accommodation Payment can be made to the hotel for any meeting or event in any one of the following methods: Please note that for certain Meetings or Events, the Hotel may require an Advance Deposit, terms and details of which will be confirmed with the Company on confirmation of the booking. 2.1 Payment by Credit Card: A valid credit card number is given at the time of confirming the booking to guarantee all charges in relation to the booking. A Pre-Authorisation is then preformed on this card 5 working days prior to the start of the meeting or event in order to hold funds for the particular meeting or event. If there are insufficient funds on the credit card at the time of Pre-Authorisation, then the hotel reserves the right to cancel the meeting or event with notice to the Company. The Company is responsible to pay the full final account prior to departing the hotel on the end date of the particular meeting or event. In the event that the Company does not settle the account with the hotel on the day of departure, the hotel reserves the right to charge the card in full for the remaining balance on the account. The Company must also furnish the Hotel with a photocopy of the credit card, front and back and provide written declaration that the credit card given is duly authorised to be charged by the Company. 2.2 Payment by Invoice: The Company must first establish credit facilities with the hotel. A valid Credit Application Form must be received by the hotel no later than 4 weeks prior to arrival, in order to process and approve the account. Invoice facilities will only be available for meetings or events with total spend over 1000.00 where credit has not previously been established. The hotel will then invoice the Company directly for all agreed charges directly after the end of the meeting or event. When credit has been established, payment is due no later than 30 days after the invoice date. If payment is outstanding after the due date, an interest rate of 1.5% per month will be charged on the outstanding balance. Please note that the hotel will only set up Credit Facilities on completion of a satisfactory review of the companies credit rating for companies registered in Ireland or the UK. Credit facilities may be withdrawn at the discretion of the hotel where operation of a credit account is deemed to be unsatisfactory. 2.3 Payment by Bank Transfer: The Company must pay the full account prior to arrival. The hotel will issue a Pro-Forma Invoice at the time of confirming the booking which will detail the total amount of monies owing to the hotel for the intended meeting or
event. The Company must also provide credit card details. This is in the case of the total amount of the meeting or event, exceeding the total amount paid via the Bank Transfer. The hotel reserves the right to charge this card for any additional expenses on the account. Payment by Bank Transfer should include a description, which clearly identifies the Payer and the Item being paid to: Account Name: Luxor Leisure Limited Account No: 19817049 Bank Name: Allied Irish Bank Sort Code: 93-10-47 Bank Address: 100/101 Grafton Street IBAN: IE68-AIBK-9310-4719-817049 Dublin 2 Swift Code: AIBKIE2D 3. Cancellations Accommodation Cancellation of Entire Block of Accommodation Between 90 and 60 days prior to arrival 25% of total cost is charged Between 59 and 30 days prior to arrival 50 % of total cost is charged Between 29 days and arrival date 100% of total cost is charged 3. Cancellations Accommodation - contd Attrition Policy The hotel agrees to either/or clause 1. or 2. and cannot agree to both clause 1. and 2. being used for the same contracted group 3.1 60 days or more prior to arrival group reservations can be reduced by 25% of contracted rooms without charge. Anymore than 25% will be charged at 50% of the room cost above. 3.2 59 30 days prior to arrival group reservations can be reduced by 10% of contracted rooms without charge. Anymore than 10% will be charged at 50% of the room cost above. 3.3 29 days to date of arrival or in case of no-shows any reduction in group numbers will be charged at 100% of the room cost above 3.4 Presentation of guest list must be received a month prior to arrival. Any unnamed rooms will automatically be released 7 days prior to arrival. Upon presentation of list of guest, any rooms cancelled there after will be charged. 3.5 Any notices of cancellation by the Company must be notified by letter or fax to the hotel and will be effective on the day of receipt. 3.6 If the Company fails to return the signed contract within 2 weeks, the Hotel reserves the right to release any rooms booked by the company without notice. 4. Cancellations Meetings & Events For Meetings & Events which are booked 31 days or more from arrival date: Prior to 4 months from arrival date No Charge From 4 months to 60 days from arrival date 10 % of services booked From 59 days to 30 days to arrival date 35% of services booked From 30 days to 14 days from arrival date 75% of services booked Within 14 days of arrival date 100% of services booked For Meetings & Events which are booked 30 days or less from arrival date: 30 days to 21 days from arrival date No Charge 20 days to 14 days from arrival date 25% of services booked Within 14 days of arrival date 100% of services booked For Meetings & Events which are booked 14 days or less from arrival date:
14 days to 72 hours from arrival date No Charge Within 72 hours of arrival date 100% of services booked * Where an event has a combination of services and part of such services are cancelled the above cancellation fees will apply. **Services booked denote the total amount of revenue that the Company has signed on the Meeting/Event Contract. ***In the event of any cancellation, the hotel will endeavor to resell any cancelled space in order to minimise the cost to the Company. 5. Reduction/Increase of capacity & minimum numbers booked: 5.1 Up to the 30 days before the start of the event, the capacity booked (numbers of guests, numbers and type of.) can be reduced by 10% without a fee applying, in excess of this percentage the difference will be charged at the above cancellation fee rates. 5.2 From 30 days to 7 days before the event, the final numbers of guests, menu and equipment must be specified. These final numbers, providing it remains in the 10% limit define in 5.1 above; will be invoiced as a minimum. 5.3 If the capacity used is higher than the capacity booked, the hotel will invoice the actual capacity. Any increase in volume will be dealt with on the best effort subject to availability, but the hotel cannot be held responsible in case the consistency of service cannot be kept due to the unplanned additional volume. 6. Cancellation by the Hotel The Hotel may cancel, at any time prior to commencement, the event for any of the following reasons: 6.1 If the hotel or any part of the it is closed due to a force majeure including but not exclusively fire, dispute with employees, alteration/refurbishment or by order of any public authority 6.2 If the client or representative/agent becomes insolvent or enters into liquidation or receivership 6.3 If the client or representative/agent is in arrears with payment to the Radisson BLU Royal Hotel, Dublin. 6.4 Within 3 days or more of the event, if the event in the General Managers reasonable opinion, may prejudice the reputation of the hotel. The hotel cannot be associated with any event which may tarnish its reputation or may be deemed offensive. Should this be the case the hotel will refund the deposit and will give assistance in relocating. This assistance will be given on a best effort basis. The hotel strongly advises the client to review its own insurance policy, to cover the eventuality of cancellation. 7. Alternative Location and alteration of the programme: The hotel reserves the right without prior notice to change the Company s assigned Meeting or Event room for one of equal suitability if the Hotel has reasonable commercial or operational reason for doing so. Significant changes to the programme or the expected number of guests may result in amendments in the rates and/or facilities offered by the hotel. 8. Meeting & Events - General 8.1 If any dispute arises as to the number of those who attend the meeting or event, The Hotel shall determine the number and such determination shall be binding and final to parties. 8.2 The Company agrees that The Hotel may accept verbal amendments to the arrangements given during the course of the meeting or event or its preparation by the Company or by anyone acting or purporting to act on the Company s behalf and the Company agrees to pay for any additional services so provided. 8.3 The Company will undertake the responsibility to begin the Meeting or Event at the agreed time and to ensure that its guests, invitees and other persons vacate the premises at the finishing time as indicated on the Meeting or Event contract.
8.4 The Company assumes responsibility for any damage caused by them or any of their guests, invitees or other persons attending the Meeting or Event, whether in rooms reserved or in any other part of The Hotel and undertakes to make good or pay full restitution for the making good of any material damage to furniture, fixtures and equipment however caused by persons working on their behalf during set-up or dismounting of equipment used by them. Nothing shall be affixed to the floors, walls, ceilings or columns of the allocated rooms by nails, screws, drawing pins, tape or any other means or be suspended from the room or ceiling of the room. The hotel will not be responsible for damage or loss of any personal property and equipment left on premises prior to, or following an event. 8.5 The hotel requires the client to provide an indemnity from any third party claims that may arise out of the use of the conference room during the term of the event. 8.6 No advertisement, notice, sign, decoration, flag, emblem or device referring to the function may be attached to or displayed in or about the interior of The Hotel without prior approval of The Hotel. The same conditions apply to external advertisements. 8.7 The Company undertakes to conduct the function in an orderly manner in full compliance with rules of The Hotel management and with all applicable legislation. 8.8 Under the Fire Precautions Act, the Rules of Conduct in force with regard to the management of places of entertainment licensed by the Dublin City Council the means of escape provided for all persons on the premises shall be maintained, unobstructed and immediately available. 8.9 If for any reason beyond its control, The Hotel fails to make available the rooms reserved for the Company or to provide any of the agreed goods or services, it shall not be liable for any resulting loss or damage suffered by the Company; and, without prejudice to the generality of the foregoing, The Hotel shall in no event be liable to loss or damage caused by labour disputes, power failure, government regulations, force majeure or act of God. 8.10 If the Client wishes to deliver Meeting or Event materials to the hotel prior to arrival, they must label them clearly with the Company name, Meeting or Event Date, Meeting or Event Room and Company contact. If displays, exhibits or products are to be used, arrangements for their arrival, unloading and departure must be made with the clients account manager one working week in advance of the event date. Such displays exhibits or products must be removed from the event room at the end of each day unless the room is booked on a 24 hour basis. In such cases, The Hotel, at the customers request will arrange for the room to be locked but can not be held liable for the items in the room and the company should ensure adequate insurance is held for same. Materials not removed after the event shall be deemed unwanted and disposed of accordingly. Should the client wish The Hotel to post any material following their event, the client will accept and pay for any charges resulting from this. 8.11 The Radisson BLU Royal Hotel, Dublin will at all times operate according to the current licencing laws. A bar extension may be requested two months prior to the event which shall be subject to the current application fees. The hotel gives no guarantee extensions will be granted. 8.12 All fire exits must be kept clear from obstructions. Instructions of security and management regarding same must be adhered to. 8.13 No food or beverages may be served or consumed on the premises unless same are supplied by the hotel. 8.14 Car parking at the hotel is strictly on subject to availability. The hotel cannot reserve any car parking spaces. The Hotel shall in no event be liable to loss or damage to vehicles or items in the car park, this is at the owners risk. 9. Brand Protection Rezidor BLU Hospitality and the Hotel grant a limited, royalty free license for the use of the Radisson BLU Brand and Marks subject to prior written approval by Rezidor and/or the Hotel for use in printed media only. Use of the Brand and Marks is strictly prohibited in connection with any radio, television or internet marketing or advertising including the use of the Brand in conjunction with paid listings in search engines, Meta tags, keywords, links and any other means intended to influence search engine results for internet searches invoking the Brand. The Hotel reserves the right to terminate this agreement on ten (10) days notice on any breach of this clause.
10. Third Party Where the Company requests the Hotel to arrange for the provision by third parties of goods and services on the Company s behalf, the Hotel shall do so as the Company s agent and the Company shall be liable for all charges and liabilities in respect there of and fully indemnify the Hotel of the same. The Company shall not be entitled to assign the Agreement to any third party nor utilise the accommodation for any group other than stated in the Agreement without the Hotels prior written consent. The Agreement is between the Hotel and the Company, and the Company undertakes that it is not entering into the agreement on behalf of any other third party. No variation to the agreement shall be effective unless in writing and signed on behalf of both the Hotel and the Company. These conditions shall prevail over any standard conditions, which might otherwise apply. Any waiver, breach, declaration of invalidity of any of these terms and conditions does not constitute waiver, breach or invalidity of any of the other term, which shall continue in full force and affect. Your signature below constitutes acceptance of these terms and conditions and this agreement supersedes the terms of any previous agreement made between us relating to the same subject matter. Irish law governs this contract and the parties submit to the non-exclusive jurisdiction of the Irish courts. On behalf of Luxor Leisure trading as Radisson BLU Royal Hotel For the Company/Client Meeting & Events Sales Manager Organisation Authorised Signature Print Name Date Date