Portland Spa Conference & Banqueting Centre Terms and Conditions

Reservations:
All bookings are provisional, until such time as we have received your official order, and the appropriate deposit, at which time it will be confirmed. A provisional booking will be held for 7 days (within 24 hours if less than 7 days before the event) and then released, unless otherwise agreed in writing. Should this not be forthcoming, The Portland Spa Ltd (thereafter referred to as The Spa) shall be entitled to treat the provisional verbal booking as cancelled. Confirmation constitutes a valid contract between The Portland Spa Ltd and you and assumes your acceptance of our company terms and conditions unless clearly stated and agreed by us prior to receipt of order confirmation. The Portland Spa terms and conditions over rides those of the customer or supplier without exception.

Payment Terms:
On confirmation: Agreed Deposit (non-refundable)
Please note: No booking is guaranteed until receipt of agreed deposit / payment.
14 days before the event date: Final payment required (The full amount due, less the agreed deposit, unless for wedding, party, banquet etc. For such events the payment requirements as stated in the quotation should be adhered to)
Cheques should be made payable to The Portland Spa Ltd

Cancellations:
In the event of cancellation, The Spa must be notified in writing. The following cancellation conditions apply, based on the full amount payable to The Spa including any 3rd party services booked through us.
Cancellation more than 90 days before the event – loss of deposit
Cancellation less than 90 days before the event – 75% of the total amount will be due
Cancellation less than 45 days before the event – 100% of the total amount will be due.
If The Spa is able to re-hire the venue or recover any costs incurred for a cancelled event we shall refund these to you.
The Spa strongly recommends that you take out cancellation insurance.

Cancellations by The Spa:
The Spa reserves the right to cancel bookings for reasons outside its control. In such a situation, we will refund the deposit, and any monies paid to us by you, but shall have no further or additional liability to you including any losses, costs and expenses incurred by you, unless they were reasonably foreseeable.

Prices:
All prices (excluding weddings) are exclusive of VAT unless otherwise specified in the quotation, which will be charged at 17.5%, unless the rate has been changed at the time of the event. The Spa reserves the right to change any prices without notice. The charges applicable to your booking will be those in force at the time your booking is confirmed unless we have to increase them due to circumstances beyond our control.

Final numbers:
Should the actual number of delegates / guests exceed those originally agreed between you and The Spa then an additional charge will be issued. Any amendment to numbers should be agreed in writing prior to the event. Any amendments to numbers must be received and authorised by us at least 5 working days before the event. The Portland Spa will charge for ‘no show’ delegates unless previously agreed in writing.

Additional services:
Please note any additional food or refreshments ordered above those included in the agreed and paid for delegate rate will require payment at time of order (on the day of purchase). In addition, any office services such as photocopying, faxing etc will be charged extra and will require payment at the end of each session. The Portland Spa Ltd will accept cash, cheque with guarantee card, debit or credit cards, receipts will be issued. Please note we will be unable to invoice for such items.

Pets:
No animals are permitted on the premises / grounds unless written authorisation is obtained prior to the event.

Damage / Loss:
By issuing us with your purchase order you accept full responsibility for the rooms under hire, their furnishings and equipment, and the behaviour of your guests, agents, employees, contractors etc. Any damage caused to these will result in an additional charge to rectify such damage, and additional charges may be raised to cover any loss of business incurred as a result of the damage. We reserve the right to escort from our premises any guests who, in our opinion, are causing excessive noise, disruption or actual damage. No bolts, nails, tacks, screws or any other objects are to be driven into the interior or exterior of The Spa. Nor is any adhesive substance, including “blue tak” to be attached to any surface.
The Spa will not accept responsibility for any loss or damage to guests’ property on our premises unless directly caused by our negligence.

Audio Visual equipment:
The Spa will not allow any 3rd party audio visual equipment in any of our function rooms unless, arranged / agreed by us prior to the event.

Health and Safety:
You are responsible for ensuring that all third parties providing services (such as discos, trainers, entertainment etc) are fully covered by public liability insurance, and can provide all health and safety documentation reasonably required by us. The Spa is a strictly NO SMOKING building, although guests are permitted to smoke in a pre-designated area of the grounds (outside). Any persons caught ignoring this rule will be asked to leave the premises immediately and without discussion.
Any third party involvement (entertainment, speakers, trainers etc) must first be authorised in writing by The Spa.
Candles, pyrotechnics, smoke machines, or any form of naked flame can only be used with our written permission, at least one month in advance of the event.
If the client has been authorised by The Spa to use the grounds for any Team Building Physical Activities written authorisation must first be obtained from The Spa. The client is expected to furnish The Spa with the details of that activity and, where appropriate a safe system of work in writing to allow The Spa to assess the Health and Safety implications of such activities. The Spa reserves the right to refuse such activities.

Access & Timing:
Any access to The Spa and its grounds prior to the date of the event must be arranged in advance with The Spa. Please note that such access may not be possible should other events be in progress. On the day of your event, access is permitted from 8.00am, unless otherwise agreed in advance with us. Please note if no prior agreement has been made there may not be staff available to enable access. An extra charge for early access may be chargeable.
Events must finish at the time agreed when booking; extensions of time may not be possible.

Complaints:
In the unlikely event of any complaint, you should raise any issues with the Management on duty at the time and we will do our best to address them. More serious complaints should also be confirmed in writing. Unfortunately, problems cannot be rectified after the event.

Warranties:
The Spa does not warrant and is not responsible for the accuracy of any verbal information given or statements made by its employees or agents

Right of Entry:
The Spa reserves the right of entry to any room at all reasonable times for the purposes of inspection or to carry out any necessary repairs or maintenance.