Novotel Sydney on Darling Harbour Conference and Events Terms and Conditions

Darling Harbour Hotels

The Hotel will use every effort to ensure your event runs smoothly and to offer you any information or service we are able to provide. To enable us to offer a high quality service and to ensure the satisfaction of all of the Hotels guests, the following terms and conditions are applicable to your event. Please read these carefully and if you have any questions please contact one of our function assistants.

Definitions

In these terms and conditions the following definitions apply.

Event Order means the event order attached to these terms and conditions setting out the details of your event.

Deposit means the amount specified in the Event Order or if no amount is specified then 20% of the Estimated Event Charge including all accommodation, food and beverage and associated charges;

Estimated Event Charge means the estimate of the Event Charge specified in the Event Order including any accommodation bookings;

Event Charge means the total of the room hire, food and beverage account, delegate and organiser, accommodation, any surcharges payable and any other amounts payable by you for the event;

Event Date means the time and date of your event specified in the Event Order;

Booking and Deposit

In order to confirm your booking:

The non-refundable Deposit (equal to 20% of the Estimated Event Charge, including all accommodation, food and beverage, room and equipment hire costs unless otherwise specified in the Event Order) must be paid to the Hotel within 14 days of your booking (the Hotel may require payment of the Deposit within 48 hours if other tentative bookings are received); and you must return the signed Event Order and a signed copy of these Terms and Conditions to the Hotel.

The Hotel may request another non-refundable deposit up to 100% of the total anticipated cost of the event and associated accommodation for larger events, or events booked during various periods of high demand. These conditions will be detailed in the Event Order.

Payment

You must pay the Estimated Event Charge in full (less the amount of any deposit already paid) at least five (5) Business Days before the event and pay the differential between the Estimated Event Charge and the actual Event Charge prior to departure from the Hotel. Any overpayment will be refunded to you.

The Hotel may approve a credit arrangement for you but you should apply for such an arrangement at the time of booking. If the Hotel approves the credit arrangement, an invoice will be provided to you at the end of your event or shortly afterwards detailing the Event Charge which must be paid within 14 days of the issue of the invoice. If the Resort accepts a credit arrangement, you will be required to provide a signed unlimited credit card authorisation or other form of security acceptable to the Hotel to cover the full amount of the Event Charge. If the invoice for the Event Charge is not paid within 14 days of the issue of the invoice, the Event Charge will be debited to the credit facility you have provided to us.

Charges and GST

The Event Charge will be based on the rates quoted in the Event Order unless you require any changes to your event in which case the Hotel will advise you of any change to the charges. The Estimated Event Charge has been provided to you as an indicative figure only of the likely Event Charge.

All rates are given in Australian dollars and are inclusive of Goods and Services Tax as defined in A New Tax System (Goods & Services) Tax Act 1999.

If any additional or increased taxes or levies are introduced after the date of the Event Order, the Hotel reserves the right to require payment of the relevant additional amount.

Surcharges

Additional surcharge costs may apply to your event. If applicable these will be detailed in your Event Order.

Benefits

Frequent Flyer Points and Advantage Plus Privilege benefits do not apply to payment of the Event Charge or any accommodation charges.

Function Cancellation

All deposits paid are non refundable.

In addition, the following cancellation fees apply if you cancel the event:

More than 30 days notice- unless otherwise specified in the Event Order the Deposit will be forfeited.
Between 7 and 30 days notice - in addition to the Deposit (which will be forfeited) you must pay an additional 20% of the Estimated Function Charge (unless the function room is rebooked in which case the Hotel, in its discretion, may waive part of the cancellation fee). Less than 7 days notice - in addition to the Deposit (which will be forfeited) you must pay the total balance of the Estimated Event Charge (unless the function room is rebooked in which case the Hotel, in its discretion, may waive part of the cancellation fee).

Rooming lists, Guest Numbers and Charges for Reduced Numbers

(a) The Hotel will state the expected number of guests and number of Hotel rooms booked in the Event Order.

(b) Once the booking is confirmed by your Deposit, the Hotel allows a reduction of up to 20% of the number of originally booked guests and accommodation detailed in the Event Order to occur without penalty. Any reduction in excess of 20% of the original booking will be treated in the same manner as cancellations (clause 7) and charged accordingly unless special arrangements have been made in advance with the Hotel.

Function Details

Preliminary event details (including accommodation) will be outlined in the Event Order. You need to confirm all details as soon as possible, but no later than 30 days prior to the event.

The Hotel will complete a final event programme and detailed rooming list and forward it to you fourteen days prior to your event. You need to sign and return this sheet to the Hotel as final confirmation of all event details within 7 days of receipt or 7 days before your event, whichever is the earlier.

The prior approval of the Hotel is required for:

All plans and designs for any exhibitions or displays that you propose to stage or present during your event which must be provided to the Hotel for approval at least 10 Business Days before your event; Displays of any kind intended to be located outside the designated event room; Attaching anything by nails, screws or adhesive in any way to any wall, door or other part of the Hotel; Advertising in relation to the event which includes reference to the Hotel; and the use of smoke machines, special balloon effects and/or pyrotechnics due to the effect on the Hotel smoke detectors. Should the Fire Brigade respond to an alarm in the event room, which has been set off by an unauthorised use of smoke machines, special balloon effects and/or pyrotechnics, you will be liable for any charges incurred by the Hotel.

You are responsible for costs involved in ensuring set-up and breakdown time of the event room. All deliveries to the Hotel must be advised to the Hotel before delivery and must be delivered to the Hotel booked and marked with the name and date of the event.

Conduct of the Function

Unless otherwise agreed by the Hotel, your event must finish at the time specified in the Event Order.

Your event must be conducted in an orderly and lawful manner. The Hotel reserves the right to end your event if the Hotel reasonably believes that your event is not being conducted in an orderly and lawful manner. The Hotel has no responsibility to you for any costs, damages or expenses that you may incur in relation to the Hotel s termination of your event.

The Hotel may remove or deny entry to anybody being disruptive or acting in a disorderly manner.

No food or beverages of any kind, other than those provided by the Hotel will be permitted onto the Hotel s property without the consent of the Hotel.

The Hotel practices principles of responsible service of alcohol. Intoxicated persons will not be served alcohol and may be removed from the premises.

You are not permitted to exceed any noise levels, which, in the opinion of the Hotel, may disturb other guests of the Hotel or disrupt the normal operations of the Hotel.

You must ensure that you and your guests and invitees at your event do not breach any statutes, by-laws, or regulations including the Hotel's liquor licence and fire regulations.

Substitution of Function Room

The Hotel may assign an alternative function room for your event if the appointed function room is unavailable for any reason or the Hotel believes the appointed function room is no longer appropriate. The Hotel will, where possible, consult with you before making any changes.

Circumstances Beyond the Control of the Hotel

If the Hotel is unable to provide the facilities or any other arrangements for your event or any part of it or cannot otherwise perform the terms of the Event Order due to circumstances beyond the Hotel's control, the Hotel is not responsible for any costs, damages or expenses that you may suffer or incur.

No Responsibility

The Hotel is not responsible for:

The theft, damage or loss of any goods brought into the Hotel; or any introduction of food to the event and the effect of it afterwards.

The car park under the Hotel is a public car park. The Hotel is not responsible for any theft, damage or loss to any goods that may occur within the car park.

Indemnity

You are responsible for and must indemnify the Hotel for:

loss or damage to the Hotel arising out of your use, or any person attending the event and/or room accommodation;

any additional cleaning requirements which the Hotel considers to be in excess of general cleaning; and claims by any person for loss, injury, death or damage of any kind arising from your use, or any persons attending the event and/or room accommodation, which is caused or contributed to by your negligence or that of persons attending the event.

Agency

Unless otherwise agreed, the party which signs these terms and conditions will be the party responsible for payment of the Event Charge.

If the event is being booked by an agent on behalf of a third party, the third party must also sign these terms and conditions. Alternatively, the agent must provide to the Hotel written authorisation from the third party which:

confirms the agent is authorised to sign these terms and conditions;
confirms the third party will be liable to the Hotel (in addition to the agent) for payment of the Event Charge (including any cancellation fees) notwithstanding that they have not personally signed these terms and conditions; and acknowledges that a commission, incentive or fee may be payable or being paid by the Hotel to the agent.

Important Note

Please read these terms carefully. If you do not understand any of the terms or have any questions, please discuss them with our representative. If you have read and understood the terms set out above and accept them, please sign the terms. In signing the terms, they are binding upon you.

These terms and conditions are accepted.

This work is copyright. Apart from any use permitted under the Copyright Act, no part may be reproduced by any process, or any other exclusive right exercised, without the permission of Accor Hotels worldwide 2001.