Conference Booking Form Conference Booking Form (optional) Before completing this form, we would ask you to check your required availability directly with the hotel. Please note: The Hotel must be informed of final delegate numbers 7 days prior to your event (see terms and conditions). Name/Company Name Contact Name Address Post Code Invoice Address (if different from above) (optional) Telephone Number Email Please enter your email address (required) Date of Event Day 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Month January February March April May June July August September October November December Year 1919 1920 1921 1922 1923 1924 1925 1926 1927 1928 1929 1930 1931 1932 1933 1934 1935 1936 1937 1938 1939 1940 1941 1942 1943 1944 1945 1946 1947 1948 1949 1950 1951 1952 1953 1954 1955 1956 1957 1958 1959 1960 1961 1962 1963 1964 1965 1966 1967 1968 1969 1970 1971 1972 1973 1974 1975 1976 1977 1978 1979 1980 1981 1982 1983 1984 1985 1986 1987 1988 1989 1990 1991 1992 1993 1994 1995 1996 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 Number of Delegates This field is required please estimate if numbers are unknown. Type of Event (optional) Contact On The Day (optional) Rooms Required Select all Wainscott Room Orchard Room Breakout Room Package Required (optional) Premier £29.95 Classic £24.95 Standard £19.95 Bespoke Package Required 36 Hours (optional) Premier £170.00 Classic £150.00 Standard £130.00 Including Accommodation Package Required 24 Hours (optional) Premier £145.00 Classic £130.00 Standard £115.00 Including Accommodation First Day Arrival Time : Period AM PM Second Day Arrival Time (optional) : Period AM PM First Day Start Time : Period AM PM Second Day Start Time (optional) : Period AM PM First Day Lunch Time (optional) : Period AM PM Second Day Lunch Time (optional) : Period AM PM First Day Finish Time (optional) : Period AM PM Second Day Finish Time (optional) : Period AM PM Disability Access Required Yes No Seating Plan Required Boardroom Banquet U-Shape Classroom Theatre Cabaret Other (Please Specify) Other Seating Plan Required (optional) Equipment Required (optional) LCD Projector Screen Speakers Wireless Mic Lectern Flip chart & Pens Extra Flip chart Delegate Pads & Pens Food Requirements Finger Buffet (available on Premier/Classic/Bespoke Packages only) Hot Buffet (available on Premier/Bespoke Packages only) Soup, Sandwiches and Chips (Standard Package) Additional Dietary Requirements (optional) Accommodation Requirements (optional) How did you hear about us? (optional) Terms & Conditions (optional) Bookings are accepted by the hotel on the basis that the Client/Agent have accepted and signed the Conditions of Trading listed below; All Bookings are provisional until the relevant signed confirmation paperwork has been received. Should we not receive a signedcopy of these conditions we reserve the right to cancel all arrangements without further contact. The numbers confirmed at the time of booking will be allowed to fall by up to 5% without financial penalty. If the numbers fallby more than 5% then we reserve the right to charge for the shortfall, i.e. you will be charged 95% of the original confirmednumbers. The client/agent must inform the hotel of the final number of guests it wishes to be catered for at least 7 working days before the event. Accommodation booked in conjunction with a conference may be cancelled up to 14 days prior to commencement of the booking.If numbers fall by more than 5% then we reserve the right to charge for the shortfall at the contracted rate. The hotel willendeavour to re-let any such shortfall and a reduction in charges equivalent to the re-letting value will be made in the event ofsuccessful re-letting. Please note that if the originally agreed numbers alter by more than 5% then the hotel reserves the right to re-allocate the eventto another room or rooms which in the hotel’s reasonable opinion are more appropriate for the numbers to be catered for butwithout prejudice to the hotel’s right to charge for the contracted minimum guaranteed numbers. Payment – all accounts incurred will be payable on the day of the event unless previous credit facilities have been arranged.Payments are due for all credit accounts on presentation of invoice or within 7 days unless extended facilities have beenarranged with our accounts department. Queries should be referred to the hotel within 7 days of receipt of invoice. Payment willbe expected by Cash, Cheque or BACS transfer. Credit facilities for your company may be obtained on application to the hotel. Credit facilities must be finalised at least 2 weeks prior to the event. Cancellation – if the client wishes to cancel a booking or cancel some or all bedrooms reserved either as a block booking or inconjunction with an event, such cancellations must be advised to the hotel in the first instance verbally followed by written notice ofcancellation. Cancellation shall be effective, final, and binding on the working day on which the hotel receives written notice ofcancellation (the “Cancellation Date”). Cancellation notice 48 hrs or less Full Payment. 30 Days or Less 50% Payment. 30 to 60 Daysor Less 10% Payment. Please Note: The 24 hour packages allow for 1 days use of the conference room preceded/followed by an over night stay. The 36 hourpackages allow for 2 days use of the conference room with an overnight stay between them. This is regardless of the start and finishtimes for the event. We would recommend that you always consider insuring against cancellation. If you are forced to cancel, cancellation charges as outlined above will be charged. If we do not receive signed conditions within 14 days of making your booking it will be deemed that you have accepted the above conditions. I accept the terms and conditions.