Terms and Conditions For Conference Business at Barnsdale Hall Hotel
1. Barnsdale Hall Hotel
(a) Barnsdale Hall Hotel ("Barnsdale") is a division of Penwise
Properties Limited.
(b) You are contracting with Barnsdale on the terms set out in these Conditions
which may only be amended with the agreement in writing of Barnsdale's General
Manager.
2. What Barnsdale will provide
(a) You may be given brochures, price lists and other written information
such as menus on booking an event or making enquiries. These documents are
examples only, current when provided and do not form part of any contract
with Barnsdale.
(b) The actual detail of what is to be provided by Barnsdale in. respect of
each event including the menus, provisional number of delegates/guests, any
equipment needed and the prices/price structure will be agreed with you within
a responsible period before the event. Barnsdale will hold a provisional booking
for a maximum of 3 weeks. After this time the booking will be released. Provisional
bookings made within 6 weeks of the date of the event will be held for a maximum
of 7 days. Written confirmation is required within 3 weeks/immediately to
secure a provisional booking. Terms and conditions along with a contract will
then be issued. Bookings will only be confirmed once Barnsdale receives the
signed contract which must be returned within 48 hours of issue.
(c) Final details are required a minimum of 10 days prior to the event.
(d) If a booking has bedrooms attached then a rooming list is required 10
days prior to the event for up to 15 rooms and 20 days prior for rooms of
15 and over. Bedrooms cancelled after this time may be charged if the hotel
is unable to resell those rooms. Any rooms cancelled 48 hours prior to the
start of the conference will be charged in full.
(e) The hotel must be advised of the final delegates/guests attending the
conference/meeting 48 hours prior to the start of the event. In the event
of the customer varying the number of persons attending or if the number of
persons attending on the day is reduced from those given 48 hours prior, the
customer will be charged for the original numbers given 48 hours prior or
the actual number of persons attending on the day - whichever shall be the
higher.
(I) The hotel reserves the right to charge the room booked if it is deemed
necessary.
(g) Whilst Barnsdale will use all reasonabie endeavours to provide all the
items agreed with you and In accordance with the agreed prices/price structure,
Barnsdale reserves the right to make changes to any Item which is necessary
due to circumstances beyond its reasonable control such as a food scare/ban
and to increase its prices to reflect any increase to Barnsdale due to such
circumstances. Barnsdale will give reasonable notice of any changes and will
try to find substitute goods or services of the same standards and prices
wherever possible.
(h) Once the detail of what is to be provided has been agreed with you, then,
If you wish to make any changes to any item, then Barnsdale will try to accommodate
you If it is reasonable to do so in the timeframe but this may result In an
increase In the prices agreed.
3. Payment
(a) Credit facilities are only available if agreed with Barnsdale Hotel prior
to the commencement of the conference/meeting. Credit references may be requested
and taken up. Where credit is agreed, payment is required 7 days after receipt
of the Invoice.
(b) If any payment is not made to Barnsdale on the due date, then Barnsdale
will have the right: (i) To charge interest on the sum outstanding at the
rate of 2% for each month or part month in which it is overdue; and (ii) to
cancel or suspend any booking or event.
4. Your Obligations/Liability
(a) You must ensure that you, your delegates/guests and any contractors comply
with all the health and safety laws, licensing laws and other relevant laws,
rules and regulations of Barnsdale and reasonable requests made by Barnsdale
and its employees in the use of Barnsdale's premises and facilities. You must
ensure that all guests/delegates act in an orderly manner.
(b) You and your delegates/guests and any contractors must not bring onto
Barnsdale's premises any dangerous or hazardous or illegal items or substances
without the prior consent of Barnsdale.
(c) Permission to fix any Items such as posters onto Barnsdale's premises
and to use Barnsdale's names, logos or marks in respect of the event will
be required in writing from Barnsdale.
(d) You must notify Barnsdale of any special requirements, dietary or otherwise
of anyone attending the event which Barnsdale may reasonably need to know.
(e) No food or beverages of any kind are permitted to be brought onto Barnsdale
Estate by the organisers or delegates without prior permission.
(I) Unless Barnsdale is liable under paragraph 5 below, then you will be held
responsible for and must indemnify Barnsdale from and against all liability
for and claims arising from;- (i) any loss or damage to any property of Barnsdale
or any other person on Barnsdale's premises; and (ii) any death or injury
or illness of any person; arising from or caused by the event or persons attending
the event or engaged by you in respect of the event.
(g) You should ensure that you have appropriate insurance to cover your liability
under paragraph 4 (I).
5. Liability of Barnsdale
(a) Barnsdale accepts liability for and will indemnify you from and against
liability for and claims arising from death, injury or illness to any person
caused by the negligence of Barnsdale, its employees or agents and paragraphs
5 (c) and 5 (d) do not apply and do not limit this liability.
(b) Subject to paragraphs 5 (c) and 5 (d), Barnsdale also accepts liability
for and will indemnify you from and against any liability for and claims arising
from any loss or damage to any property of any person who is authorised to
be on Barnsdale's premises in respect of the event which is caused by the
negligence of Barnsdale, its employees or agents.
(c) Barnsdale will have no liability under these Conditions or generally (for
negligence or otherwise) for any indirect or consequential loss, of business,
revenue or loss of profit or financial loss.
(d) Any liability which Barnsdale has in respect of any event (including any
liability due to negligence) is limited to the total amount payable by you
for the event.
(e) Barnsdale will not be liable for failing to do anything or delaying in
doing anything because of something beyond its reasonable control such as
fire, flood, power failure or industrial disputes. However, Barnsdale will
take any such circumstance into account in looking at the charges payable
and endeavour to act reasonably.
(I) Each part of paragraph 5 operates separately. If any part is disallowed
or ineffective, the other parts will continue to apply.
6. Cancellation by Barnsdale
(a) Barnsdale may cancel a booking/an event upon giving, where practical,
reasonable notice in writing; (i) If it is unable to hold the event on the
required date due to circumstances beyond its reasonable control and it is
not reasonable for the event to be postponed to a mutually agreeable new date;
or (II) if, in the reasonable opinion of Barnsdale, the event may prejudice
Barnsdale's reputation or damage its property; or (iii) if you, the client,
become insolvent or bankrupt, cease trading, go into receivership, liquidation,
administration or enter into an arrangement with your creditors; or (iv) in
the circumstances set out in paragraph 3 (b) or (v) if Barnsdale does not
think that it can provide an adequate service for whatever reason.
(b) On Barnsdale cancelling under paragraph 7 it will refund any sums pre-paid
to Barnsdale in respect of the cancelled event. The making of any refund due
to termination under paragraphs 7 will be at Barnsdale's reasonable discretion.
7. Cancellation by you, the client
You must give reasonable written notice of cancellation, where practical.
On cancellation, Barnsdale may, at its reasonable discretion and depending
upon the circumstances and the time of cancellation, retain all pre-paid charges
unless a booking can be effected with a third party for the same event on
the same date on no less favourable terms or Barnsdale agrees to the event
being postponed to a later date (being not more than 6 months from the original
cancellation date). Cancellation charges applied are based on the total based
anticipated revenue and are as follows;
12-14 weeks 45% of total business
6-12 weeks 60% of total business
2-6 weeks 75% of total business
Less than 2 weeks 100% of total business
8. General
(a) You cannot transfer your rights or obligations under these Conditions
to anyone else without the consent of Barnsdale.
(b) Barnsdale reserves the right to transfer its rights and obligations under
these Conditions to another division of Penwise Properties Limited or to a
holding company or subsidiary of Penwise Properties Limited (as such terms
are defined in section 736 of the Companies Act 1985 as amended or re-enacted
at any time) but will give reasonable notice of any such transfer. Any other
transfer will require your consent.
(c) Any contract with you will be governed by English law.