Hire of Conference Facilities Standard Terms and Conditions


1.	“The Hotel” shall mean The Esplanade Hotel, The Esplanade, Whitley Bay, Tyne and Wear.

2.	At the time of placing the provisional booking, a deposit of 10%(non-returnable) of the estimated value of
	the Function is payable to the Hotel. Unless the client has an authorised credit account with the Hotel then
	a further deposit representing 90% of the estimated value of the Function is payable to the Hotel not less
	than 14 days prior to the Function date. In the event of late payment the Hotel may treat the booking as
	having being cancelled. Any additional charges must be paid and any credit balance will be adjusted within 7
	days of the Function.

	VAT will be charged at the rate prevailing on the date of the Function.

3.      In the event of the Client cancelling the Function and the Hotel failing to substitute an equivalent Function
	on the date booked then the Client will pay a cancellation fee based upon the period of time between receipt
	of the notice of cancellation and the date of the Function cancelled according to the following scale:

	Cancellation Fee	Notice Received   
							  

		Nil	-	more than 12 weeks prior to the Function                                                       

		25%	-	less than 12 weeks but more than 8 weeks prior to the Function                    

		50%	-	less than 8 weeks but more than 4 weeks prior to the Function                      

		75%	-	less than 4 weeks but more than 2 weeks prior to the Function                       

		100%	-	less than 2 weeks prior to the Function

	(The Cancellation Fee is worked out as a Percentage Of Estimated Function Value)                                                        

	Clients are reminded that it is possible to take out cancellation insurance to cover such charges.

4.	The Client must notify the Hotel, not less than 7 days prior to the Function, the anticipated Number of
	persons attending together with final details of menus, table plans and all other matters. Final numbers
	required must be confirmed by the Client not less than 48 hours prior to the Function. These details will
	form the basis of the minimum charge to be made to the client. Should numbers exceed these figures
	additional charges will be made. 

5.	The Hotel reserves the right to charge for all bedrooms reserved in conjunction with the Function, whether
	taken up or not.

6.      The Client will indemnify the Hotel for any loss or damage to the Hotel premises or contents caused by the
	client, his guests or paid servants.

7.      The Hotel does not accept liability for loss or damage to property brought onto the Hotel premises by/or on
	behalf of the Client, however caused.

8.	The Hotel will not be liable for failure to provide agreed facilities in the event of it being prevented from
	doing so by causes beyond its control, including, but not, limited to, fire, flood, storm, riot industrial
	action or Act of God.

9.      The Function must end on the time agreed. Any over run may result in an additional room charge.

10      The Client and all persons attending the Function must comply with the requirements of all Competent statutory
	authorities including Fire and Health and Safety and must ensure that the rights of the Performing Rights
	Society are not infringed. The Client will indemnify the Hotel against any loss or damage arising from any
	failure to comply.

11.	Where the Client wishes to bring electrical equipment into the Hotel, this must be by prior arrangement and
	a charge may be made in respect of electricity consumed by equipment utilising heavy loads.
  
12.	The Client agrees to pay the cost of food, beverages or other services incurred by the Client And/or guests 
	in addition to those included in the booking, unless prior to the Function the Client has instructed the Hotel
	to obtain cash settlement for such charges direct from the person(s) concerned.

13.	Any complaint arising out of the Function must be made in writing to the Hotel within 7 days of the Function.
	The Hotel reserves the right not to give consideration to such complaints unless received in such a manner
	and within such time limit.

14.	All prices are subject to change without notification. All quotations are guaranteed for 90 days from the date
	of the confirmation.

15.	Variations to these Standard Terms and Conditions must be agreed in writing by the Hotel, no oral
	representations or arrangements will be considered.