GENERAL TERMS AND CONDITIONS

1 FINAL NUMBERS

1.1 The number expected to attend the event must be advised seven working days prior to the commencement of the event, with final confirmation no later than 10am three working days prior to the event. If numbers decrease on the day you will be charged for the original
number.

2 FUNCTION ROOM HIRE

2.1 It is agreed that the event will commence at the scheduled time and the function room allocated will be vacated at the nominated time. The Hotel reserves the right to apply a charge for each additional hour exceeding the agreed specified time.

2.2 In the event that a designated room cannot be made available, the Hotel reserves the right to substitute comparable facilities and where possible will give the Client prior notification of the substitution.

2.3 Room hire charges, if applicable, are subject to the period required, number of guests in attendance and overall catering requirements.

3 CONFIRMATION

3.1 Confirmation of a booking must be made by way of this signed contract by the Client within 14 days of the original reservation otherwise the Management of the Hotel reserves the right to cancel the booking and allocate the venue to another client.

4 DEPOSIT

4.1 To secure a conference reservation with the Hotel, a minimum deposit of $500.00 or 20% of the estimated function cost (whichever is greater) may be required at the time of confirmation.

4.2 To secure a wedding or stand-alone banquet reservation with the Hotel, a minimum nonrefundable deposit of $500.00 is payable at the time of reservation and a further payment of 50% of the estimated function cost is required at least three months prior to the function.

4.3 The Hotel reserves the right to vary the deposit amount.

5 FINAL PAYMENT

5.1 For conferences, final payment will be due on departure by credit card or bank cheque unless prior credit facilities have been approved by the Credit Manager.

5.2 For weddings and stand-alone banquets, final payment of all known expenditure will be due in full seven (7) days prior to the function and the balance payable at the conclusion of the event prior to departure.

6 CANCELLATION

6.1 Food and beverage functions may be cancelled in writing up to 30 days prior to the function commencement without penalty to the Client.

6.2 For cancellations between 30 days and 14 days prior to the function, 50% of the deposit may be retained.

6.3 For cancellations between 14 days and 7 days prior to the function, the deposit may be nonrefundable. For cancellations less than 7 days prior to the function, a fee of 50% of the estimated total revenue may be charged. ALL CANCELLATIONS MUST BE RECEIVED BY THE HOTEL IN WRITING.

7 FOOD & BEVERAGE

7.1 The hotel will not allow food and/or beverage of any kind onto the premises for consumption or any other purpose for the Client or the Client’s guests or invitees, unless prior arrangements have been made with the Hotel Management.

7.2 If specified, liquor in the amount specified will not be supplied until an authorisation is signed by the Client or a duly authorised representative present at the event.

7.3 The Hotel reserves the right to discontinue the supply of liquor at any time, pursuant to the Sale of Liquor Act and Maori Community Development Act 1962.

8 ACCOMMODATION

8.1 In the event that rooms are reserved in conjunction with a food and beverage booking, a completed rooming list will be required 30 working days prior to the commencement of the function.

8.2 The Hotel reserves the right to charge a cancellation fee of one night’s accommodation for any rooms cancelled less than 30 days prior to the arrival or any rooms subsequently unoccupied.

9 HOTEL DAMAGES/INSURANCE

9.1 The Client is financially responsible for any damage, breakage or pilferage sustained to the Hotel premises or equipment by the Client, the Client’s guests, invitees, outside contractors or other persons attending the function, whether in the room reserved or any area part of the Hotel, prior to, during or after the event.

9.2 The Hotel will take all necessary care of the Client’s property but will take not responsibility for damage to or loss of property or merchandise left in the Hotel prior to during or after the function.

9.3 The Client will be responsible for the removal of the property after the conclusion of the event and any goods left in the Hotel after the function without prior arrangements will be deemed abandoned.

9.4 The Client should conduct their function in an orderly manner, in full compliance with all applicable laws at a minimum disruption to other guests of the Hotel. The Hotel reserves the right to exclude or remove any objectable persons from the function or Hotel premises without liability at any time during the function.

10 PRICING

10.1 Prices contained within quotations are binding on the hotel upon receipt of the deposit requested.

10.2 Good and Services Tax is included in the quoted rates, unless otherwise stated.

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AGREEMENT

Made on the _____________________________________day of _________________________ 200_

BETWEEN

Airport Gateway Hotel

AND
___________________________________________________________________________________

CONFERENCE CHARGEBACK CONFIRMATION
I hereby confirm that
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
(name/address/contact numbers of business) will be responsible for the following charges relating all members attending a conference from ___________2007 to ____________2007 at the Airport Gateway Hotel
(Please circle Yes or No)

Accommodation Room Charges	Yes	No
Breakfast	Yes	No
Morning Tea	Yes	No
Lunch	Yes	No
Afternoon	Yes	No
Dinner	Yes	No
Bar/Liquor Purchases	Yes	No
Conference Room Hire	Yes	No
Phone Calls	Yes	No
Faxes	Yes	No
Photocopying	Yes	No
Secretarial Services	Yes	No
Laundry/Drycleaning	Yes	No
Room Service	Yes	No
Sundry Purchases	Yes	No
Other ……………………………………	Yes	No
……………………………………	Yes	No

Signed _______________________________ Designation __________________
Name _______________________________ Date __________________