Banquet
Function Covering Letter | Booking Agreement | Deposit Policy Template
Banquet
Booking Covering Letter
Dear Mr/ Mrs [Guest Name]
Sub: Group Dinner on Monday 28th February 2021
I would like to thank you very much for
confirming the above event in [Hotel Name].
Please find enclosed the relevant agreement
which includes the details of the arrangement.
I would appreciate if you could sign on each
page inclusive of the last page and stamp it before sending it back to us for
our records by the 23rd February 2021 at the latest.
I look forward to welcoming your guests to our
[Hotel / Resort] and
assure you of our utmost personalized service and attention at all times.
Yours
sincerely,
Banquet
Sales
[Hotel
Address]
[Contact
Details]
Banquet
Booking Agreement Sample
This agreement is made on 22nd February 2021
between [Hotel Name and Address], and, [Host Name and Address] and the particulars
of who are set out
below:
[Mention Hotel Name] is pleased to confirm the
Client’s reservation as
stated below:
Name of Group: Mr Thomas
Type of function: Group Dinner
Date of function: 28th February 2021
Number of guests: 100 minimum guaranteed
Charges: USD
2500.00 per net (minimum guaranteed)
International Buffet $25 * 100 = $2500.00
The
above package is per person and it includes the following:
- Dinner International Basic buffet menu,
- Welcome drink (non-alcoholic)
served on arrival
- Branding options – pop up’s,
tabletops, etc.
- Background Music for the duration
of the cruise ETC.
- All applicable taxes and service charges are
included.
An original copy of this agreement should be
signed and returned as confirmation of your acceptance of the terms &
conditions in this document. Failure to do so will result in the
above-mentioned arrangements becoming invalid and space reserved being
released.
Contract to be returned by Tuesday 23rd February 2021
Banquet Seating
requirements:
[Hotel Name] should receive details of the
group’s requirements, containing the following information no later than 5 days
prior to the event:
- Name of host/ group leader/
president of the company.
- Type of set up
- Seating plan if
applicable
- Special dietary requirements
(vegetarian etc.) if applicable
- VIP requirements
if applicable
- Other special requirements (i.e.
flowers, decoration)
Banquet
Rate Terms and Conditions:
- Rate includes 10% Govt. Taxes and
10% service charge and we reserve the right
to amend the rates for any change.
- Rates are non-commissionable.
- The rates are quoted in USD per
person.
- The rates quoted are specifically
for [Mention Host or Company name] and are confidential. They are applicable
for this specific function only.
- The guaranteed minimum number of
persons must be indicated at the time of booking. In the event that the
number of persons falls below the contracted number, for whatever reason,
[Hotel Name] reserves the right to charge for the minimum number of guests
as per the reservation.
- All unsigned bills relevant
to this contract will be deemed to be collectable by [Hotel Name] and
shall be billed and settled by the client within 14 days.
- All accounts are payable in USD
(Mention your local currency here).
- All accounts must be checked and
signed as correct by the Authorized person from the Client.
- The client shall forward the name
of the responsible person to [Hotel Name] prior to the function.
Banquet
Deposit and Payments Policy:
- Deposit based on the total amount
of USD 2500.00
- Initial deposit 50% to be paid
upon signing of the agreement.
- Balance 50% to be paid on the day
of the event by P D C along with any additional charges (ie beverages).
- Note: Credit facilities do not
apply for group reservations unless
prior authorization is given in writing by [Hotel Name]. Payment terms
must be made according to the timetable given above to guarantee the
booking. Space is subject to be released if there is any default in
deposits.
- All deposits to be credited to the
account of [Hotel Account Name], as per the following details: Account No.
1234 456 7890, [Bank Branch and Address] Alternatively, a bankers draft in favor of the "[Hotel Account Name]" can be sent by courier to
the office directly.
Banquet
Cancellation Policy:
- If a banquet function cancels prior to
30 days deposits paid will be refunded.
- If a banquet. function cancels 29
days to 15 days before the function. 25 % of the total revenue cost will
be incurred.
- If a banquet function cancels 14
days to 7 days before the function, 50% of the total revenue cost will be
incurred.
- If a banquet function cancels less
then 6 days before the function, 75% of the total revenue cost will be
incurred.
- In any case of group cancellation, the 10%
deposit is non-refundable.
Banquet
Event General Terms and Conditions:
1. [Hotel Name] shall not be responsible for
any breach of these terms and conditions due to an act of God or other causes
beyond its control.
2. No alteration to these terms and conditions
shall be binding unless specifically confirmed by both parties in writing.
3. This agreement is governed by and construed
in accordance with the laws of Dubai and the federal laws of the United Arab
Emirates as from time to time applicable in Dubai.
4. In accordance with the Hotel policy and in
observing local laws and health regulations. no outside food & Beverage
will be permitted inside the Hotel Premises for consumption at the banquet
function being catered by the hotel.
5. For banquet function held outside the hotel
a mutual agreement can be reached between the Client and the Hotel to allow
Food & Beverage items to be provided by other suppliers. A written
statement has to be signed by both parties.
6. Only [Mention Hotel Name] promotional
materials may be used during the function by the Client.
7. It is the Hotel's policy that no banners or
promotional materials are to be displayed at the Hotel's entrance or inside the
Hotel lobby.
However, banners may be displayed within the function room utilized by the
Client with the Hotel Manager's
approval, which must be obtained at least one week prior to the function.
8. The Client acknowledges that he has or will
obtain the necessary permits/approvals required by the City Administration/Municipality.
The' Hotel will not be liable for any consequences due to the Client's failure
to do so.
9. The Client assumes responsibility for any
damages caused by itself or any of its guests, whether inside or outside the
banquet function rooms reserved, to any Hotel equipment used, or any other pan
of the Hotels premises'.
10. The Client shall indemnify the Hotel
(their servants, agents and contractors) from and against all liability,
damages and claims, due to or incidental to, the conduct and security '01'
the guests at the function" whilst within the Hotel and any property loss
or damage of the Hotel or any function guest. The Client shall pay the Hotel
(upon demand) the amount equivalent to the cost of any such Hotel property loss
or damage.
Signed By
Banquet
Sales Manager
Signed
by
Guest /
Booker
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