Venues
BWH Events Team act only as an intermediary in respect of all bookings taken and/or made on your behalf. BWH Hotels GB have negotiated standard terms and conditions that will apply to all bookings made at BWH Hotels via BWH Events Team, the Instant Book program in Gratis, and online at bestwestern.co.uk/MeetingGood.
Terms may differ when booking directly at some BWH Hotels.
Please note these terms supersede any terms and conditions previously issued.
Definitions:
- Attendees- mean the guests/delegates attending the event/
- Agreement- signed copy of the contract
- Arrival- First day of Event/Meeting
- Client/You/Your- the person/company who is responsible for organising and paying for the event
- Venue- the legal entity operating the event/meeting
- We/Our/Us- The BWH Venues team
- Event Subcontractor: Third parties hired by you, including but not limited to, florists; photographers etc
- Instant Book- a meeting booked and paid using the ‘instant book’ functionality, online at bestwestern.co.uk/MeetingGood, via the gratis functionality or online at BWH property directly.
1. What are your obligations?
- To accurately give us all the information we request at least 10 working days prior to the start of your event, where applicable.
- To sign the event contract within 5 working days of receipt to confirm that you agree to the information detailed on it and to these terms and conditions. Failure to do so may result in the meeting space being released for general sale by the venue. If the meeting room has been booked online (via ‘Instant Book’), there is no requirement to sign a contract. Completing the booking indicates that you accept the terms and conditions as outlined here.
- To advise us of any inaccuracies made on the event contract and any other document within 48 hours of receipt of it. We regret we cannot accept any liability if we are not notified of any inaccuracies in any document in accordance with this clause.
- Once the event contract has been signed, any changes need to be made and agreed directly with the venue
- In the unlikely event that you or any member of your party have any reason to complain, you must inform the venue. Any verbal notification must be put in writing and given to the venue as soon as possible. No liability can be accepted if you fail to notify the problem according to this procedure.
- If you remain dissatisfied, you may write to BWH Hotels Customer Services giving your booking reference and full details of your complaint. Please note however that BWH Hotels will not accept liability for the complaint but will assist you in obtaining a suitable response from the venue.
- Any disputed invoiced item must be raised in writing with the venue within 7 days of date of invoice. Disputed items will be dealt with separately from the remainder of the monies due which must still be paid when due.
- If you intend to bring electrical equipment to the venue, these must be PAT tested and certificated and you must advise the hotel in writing.
- If you wish to consume wines, spirits or foods not supplied by the venue you must advise the venue. Additional charges may apply.
2. Attendee Numbers
The agreement will specify the anticipated, maximum and minimum attendee numbers that the event will require to be viable.
You will notify us of final numbers 10 working days prior to arrival where applicable. This includes any guest requirements, e.g., allergies or known disabilities. The venue will use reasonable efforts to accommodate late changes; however, the chargeable amount will be the number confirmed 10 working days prior, or the higher of the figures given after the 10-day deadline.
If you have any special requests, you must make this known at the time of booking. Although we will endeavor to meet the request, we regret we cannot guarantee any request will be met. Failure to meet any special request will not be a breach of contract on our part.
If you or any member of your party has any medical problem or disability which may affect your event, please make this known before you confirm your booking. In any event, you must give full details in writing at the time of booking. If we reasonably feel unable to properly accommodate the particular needs of the person concerned, we reserve the right to decline their reservation or, if full details are not given at the time of booking, cancel when we become aware of these details.
3. Event Details
The facilities allocated are dependent on numbers. If the anticipated or final numbers drop below the minimum numbers, the venue reserves the right to change the facilities.
4. Accommodation
Any guest bedroom allocations: room types and or rates are subject to a release date, which will be confirmed by the hotel. A final rooming list should be submitted with final details direct to the venue, 10 working days prior to the arrival. Failure to do so may result in rooms/rates no longer being available or in some cases the room blocks being released.
For any amendment to total bedroom numbers please see Cancellation by the client. Non-arrivals will be charged at 100% of the rate confirmed and will be shown as “no show” on invoices.
5. Cancellation & Substantial Change by the client
Instant Book:
Events booked online (via ‘Instant Book’) have the following cancellation policy, applicable from the date the confirmation has been issued:
| Length of time prior to the event | Cancellation charge (% of total cost) |
|---|---|
| 15 + days | 0% (no charge) |
| 14 -7 days | 50% |
| 6 days or less | 100% |
*All cancellation charges are INC VAT
All other bookings made via the BWH Events desk:
For all other bookings (i.e. aside from those made using Instant Book), the following table outlines the cancellation policy, which is applicable from the date that the agreement is signed:
A “substantial change” means a change of date, a change to duration or a reduction in the number of delegates by 25% or more of the originally booked. Any substantial change to, or cancellation of a booking must be notified to BWH Hotels verbally and then in writing. Notice of cancellation or substantial change will only be effective on the working day that it is received in writing by BWH Hotels. For all cancellations and substantial changes notified within 19 weeks of arrival, the hotel is entitled to charge the cancellation charges as below. The hotel will recalculate the cost of the any changes or cancellations and re-invoice accordingly.
| Length of time prior to the event | Cancellation charge (% of total cost) |
|---|---|
| 20+ weeks | 0% (no charge) |
| 12-19 weeks | 25% |
| 7-11 weeks | 50% |
| 15 days – 6 weeks | 75% |
| Less than 15 days prior to the event | 100% |
*All cancellation charges are INC VAT
Accommodation only for up to 8 bedrooms:
If your booking is for accommodation only for up to 8 bedrooms, the following terms and cancellation policy will be applicable from the date the confirmation has been issued:
**All cancellation charges are INC VAT
6. What if the hotel must make significant changes or cancel?
- We may cancel the event if you are in breach of the agreement, including failure to make payment
- In the exceptional circumstances where the venue must cancel or significantly change the arrangements for any reason, suitable alternative facilities will be provided or if this is not possible a full refund will be given. It is the venue’s responsibility to arrange this.
- The venue will accept any claim for compensation, expenses, costs or losses incurred by the client as a result of the change or cancellation.
7. What are the payment terms?
- For bookings made online (using ‘Instant Book’) a payment card is used to secure the booking and payment will be taken 2 days prior to arrival
- For all other bookings:
- Credit facilities must be pre-arranged, requested at the time of booking and are provided at the venue’s discretion.
- Unless credit is agreed, the venue could request a deposit for the event
- Credit accounts must be paid within 30 days of date of invoice or interest will be charged at 2% above base rate per month or part-month thereafter.
- In some circumstances (such as, but not limited to large events, weddings, block bookings, prime time bookings) deposits or pre-payments may be required. Any such payments required will be requested at the time of booking by the venue and will be non-refundable.
- We are very happy to pay agency commissions if your event is booked through a legitimate 3rd party agency, however we reserve the right to send the account to the end user only and not to any intermediaries.
- Commission will only be paid to UK agencies providing an IATA or TIDS reference number
- Commission will be paid direct from BWH Events Team, and not the hotel, commission is paid on any pre -booked items.
- All extras requested during the event will be charged to your account / payment card unless you instruct the venue in writing and in advance not to do so.
- By signing this contract, you agree to the venue’s payment terms, which were set out to you in writing prior to this contract.
8. Does Force Majeure apply?
- Except where otherwise expressly stated in these conditions, we cannot accept liability or pay any compensation where the performance or prompt performance of contractual obligations is prevented or affected by, or you otherwise suffer any damage or loss as a result of ‘force majeure’. In these conditions, ‘force majeure’ means any event which we could not, even with all due care, foresee or avoid.
- Such events may include war or threat of war, riot, civil strife, terrorist activity or actual threatened terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire, and all similar events outside our control, including pandemic regional restrictions
- In the event where “Force Majeure” occurs the Venue will directly work you, to seek alternative viable options.
9. Indemnity & Insurance
- You will indemnify us (together with our employees, agents and suppliers or sub-contractors), for any loss or damage we may suffer because of any actions, lawsuits, demands, claims, liabilities, taxes, losses, settlements from any
- (i) breach and agreement
- (ii) unlawful acts
- (iii) negligent acts or omissions or
- (iv) will misconduct, caused by you, your agents or Event subcontractors.
- For Corporate events only. You must at your cost and expenses, obtain and maintain, in full force and effect during the agreement and for the duration of the event, insurance covering the risks in section 9 as well as public liability and third part liability insurance for at least £5,000,000 (five million pounds) per occurrence.
10. What is the venue’s liability to me?
The venue will not be responsible for any injury, illness, death, loss, damage, expense, cost or other sum or claim of any description whatsoever which results from:
- the fault of the person(s) affected or any member(s) of their party or
- the fault of a third party not connected with the provision of the event which they could not have predicted or avoided or
- an event or circumstance which the venue could not have predicted or avoided even after taking all reasonable care.
- 3rd party suppliers brought into the venue by the client
The venue excludes liability to the fullest extent permitted by law. They do not accept any liability for any loss of profit, economic loss, or other indirect loss or for any loss suffered by any third party. In any event the liability of the venue shall not exceed the price payable by you. Where they are found liable for loss of or damage to luggage or personal possessions (including money), they are entitled to rely on the limitations of liability contained in the Paris Convention on the Liability of Hotel Keepers concerning the property of their guests.
Nothing in these terms excludes or limits any liability for death or personal injury caused by the negligence of the venue or its employees.
You are subject to the venue’s standard liabilities in relation to health, safety, and security. These terms do not affect any rights you may have under the Hotel Proprietors Act, where that Act applies.
11. Conduct
- BWH Venues Team reserve the right to refuse any request at their discretion.
- BWH Venues Team reserve the right to cancel bookings if they consider in their absolute discretion that it may be poor business practice to proceed with the booking
- The venue reserves the right to object to the employment by you of any photographer, toastmaster, band, musician, entertainer, or other person in connection with any event. It is your responsibility, where appropriate, to comply with all requirements of the Performing Rights Society in respect of any music played or musician employed. Noise limitations may apply at some venues.
- The venue’s name/logo may be used in publicity only once; a proof of the promotional material has been agreed directly with the venue.
- The venue must comply with certain licensing and statutory regulations and requires you to fulfil their obligations in this respect.
- Meeting rooms are available for the time shown on the event schedule. Additional charges may be made if that time is extended.
- The bedroom accommodation is available from 14.00 on the day of arrival and must be vacated by 10.00 on the morning of departure unless specific alternative arrangements have been agreed.
- We are unable to guarantee that all the facilities at the venue will be available for use during the event. The venue is unable to make refund or reduction in the charges if any facility is unavailable.
- It is the policy of the venue not to discriminate on the grounds of race, colour, creed, sex, marital status, age, ethnic origin, or disability. The client, its employees, guests, and all sub-contractors engaged by, or on behalf of the client are expected to adhere to this policy and the venue may, without incurring any liability, remove from the venue any person offending against this policy.
- You accept responsibility for any damage or loss caused by you or any member of your party. Full payment for any such damage or loss must be paid direct at the time to the venue.
- You and the Venue both agree that the Law and local jurisdiction of the country in which the venue is situated will govern your contract and agree that any dispute, claim or other matter of any description which arises between you and the venue will be dealt with by the Courts of the relevant country.
12. BWH Events Team Responsibilities
BWH Events team act only as an intermediary in respect of all bookings taken and/or made on your behalf. BWH Events team accept no liability in relation to any contract you enter into or for any hotel services or arrangements you purchase or for the acts or omissions of any venues or other supplier(s).
If you have any complaints concerning any services BWH Events team provide, you must inform them straight away in writing and in any event within 28 days of the end of any arrangements booked through them. BWH Events team regret they cannot accept any liability if they are not so notified.
BWH’s Events team maximum liability to you if they are found to have been at fault in relation to any service they provide (as opposed to any service provided by any venue or other supplier for whom they are not responsible) is limited to the commission they have earned or are due to earn in relation to the booking in question.
BWH Events Team do not exclude or limit any liability for death or personal injury which arises as a result of its negligence or that of its employees whilst acting in the course of their employment.
13. Brochure and Website accuracy
Please note, the information shown on bestwestern.co.uk/MeetingGood s website may have changed by the time you come to book your arrangements. Regrettably errors do occasionally occur. You must therefore ensure you check all details of your chosen arrangements with the hotel or your agent at the time of booking.