Terms and Conditions

Accommodation

Special Offers

1. Numbers relating to the booking MUST be quoted at the time of enquiry
2. Offers are for two people sharing a twin or double room
3. Minimum night stay may be required (see individual offer)
4. All bookings are to be paid at the time of booking for the full booking
5. Bookings are non refundable unless Refund Insurance was purchased at time of booking
6. Cancelled bookings cannot be transferred to another service within the Hotel
7. Bookings cannot be transferred to any date out with the special offer period
8. Special Offers are subject to limited availability

Leisure Breaks

1. Payment for the first night will be required at the time of booking to confirm the reservation
2. Rooms cancelled after 4:00pm the day before arrival will incur a cancellation charge – this being the cost of the first night of stay
3. Reservations are subject to availability
4. Where dinner is included, the allocation is £18.00 per person

Short Break Refund Insurance

1. Short Break Refund Insurance will be available for our 2 and 3 night special offers and will be offered at the time of booking
2. The insurance payment must be paid at the time of booking and is non-refundable
3. A full refund of the break value (excludes the insurance payment) will be refunded should you wish to cancel
4. Cancellations must be done before 4pm the day before arrival in order for a refund to be given

Corporate & Agency

1. Confirmation will be accepted in writing on Company letterhead otherwise payment for the first night will be requested at the time of booking to confirm the reservation
2. Rooms confirmed in writing will be subject to these terms and conditions
3. Rooms cancelled after 4:00pm the day before arrival will incur a cancellation charge – this being the cost of the first night of stay
4. Reservations are subject to availability
5. Where dinner is included, the allocation is £20.00 per person

Tour Company Groups

1. Minimum requirement for a group rate is 20 paying clients.  Should the group reduce to less that 20 paying clients the rate will be subject to change
2. All payments and quotations will only be in GBP (£ Sterling) to avoid any problems arising from currency exchange rates
3. Credit terms will only be available by prior arrangement.  Failing such an arrangement, a deposit of 10% of the full account is required to confirm the booking and full payment is due one month prior to the scheduled date of arrival of the group
4. If credit facilities are granted then all invoices are due for payment within 30 days of presentation and any queries should not affect payment of any outstanding amounts
5. Symphony Hotels & Leisure Ltd reserves the right to charge 2.5% for each 28 day period or part of thereof that the account remains unpaid calculated from the date of the account until full payment is received
6. Rooming lists must be received by the Hotel at least 28 days prior to the arrival of the group. Note: if client list is not finalised at this stage, all rooms not named should be released with any other rooms thereafter on a request basis only
7. In the case of a reduction in numbers, cancellation charges will be made on a pro-rata basis
8. The Company reserves the right to release any accommodation reserved but not pre-paid* without incurring any liability, in any way, to the Operator for any damage or loss sustained by the Operator or Client.     *This does not affect those with valid credit facilities with the Hotel
9. In the event of a dispute arising with regard to the construction of these conditions or the contract, the same will be determined by reference to the Rules of the Law Scotland
10. Should your booking have special terms & conditions agreed, these will appear on the contract and supersede the above
11. If a cancellation or reduction in numbers is received less than 28 days prior to the proposed date of arrival then cancellation charges will apply as follows:

1. (a) cancellation within 28 days but more than 21 days of arrival – 50% of room element of the total reservation
2. (b) cancellation within 21 days but more than 14 days of arrival – 70% of the room element of the total reservation
3. (c) cancellation within 14 days but more than 7 days of arrival – 80% of the room element of the total reservation
4. (d) cancellation within 7 days of the arrival date will incur 100% of the total reservation

Conference

1. In order that we may offer the highest standard of service, it its important that we are in regular contact with our client and that you advise us promptly of any changes to your numbers or requirements
2. Final numbers must be given to the hotel no less than 48 hours in advance of your conference.  You will be charged based on the final numbers given or on the numbers in attendance on the day, whichever is greater.
3. Any deposits paid are non refundable and will be deducted from your final account unless you cancel your booking. This money would then be classed as an administration charge.
4. Cancellations of meeting rooms or syndicate rooms 14 days prior to the conference will be charged at 50% of the room hire charge or element of the daily delegate rate
5. Cancellations of meeting or syndicate rooms within 7 days prior to the conference will be charged at 75% of the room hire charge or element of the daily delegate rate
6. Cancellation within 3 days of arrival will be charged in full
7. No commission will be payable on cancelled charges
8. Reduction in numbers – We appreciate numbers will change and you should notify us when this happens.  We reserve the right to move meetings into smaller rooms when the change in numbers is significant, that is more than 33%
9. The prices quoted are those, as at the time when this contract was prepared, these are subject to an annual review in April of each year. The prices are inclusive of V.A.T. at the current rate and are subject to alteration should the rate of V.A.T. or license duty change.
10. Payment Terms are Strictly 30 Days with prior agreement

Weddings

1. To confirm your Wedding Reception we require a non refundable deposit of £500.00 and six months prior to your wedding, a further £500.00 non refundable deposit is required; both will be deducted from your final account unless you cancel your Wedding Reception. This money would then be classed as an administration charge.
2. We require to be notified of final numbers and full payment of your requirements fourteen days prior to your wedding reception date, at this time your table plan requirements needs to be submitted. Any extras shall be invoiced or any refunds made on the Monday after the Wedding.
3. In the event that the number attending the wedding exceeds the number advised at the time of final number submission, we shall use our reasonable endeavors to provide service and accommodation if required, for the increased numbers.
4. No beverages of any kind should be brought into the Hotel.
5. You will be liable for the cost of repairs carried out as a result of any damage caused to any part of the Hotel premises or equipment therein by the negligence, willful act or default of any person invited by you or on your behalf to the Hotel.
6. The prices quoted are those, as at the time when this contract was prepared, these are subject to an annual review in April of each year. The prices are inclusive of V.A.T. and are subject to alteration should the rate of V.A.T. or license duty change.
7. If the Hotel is prevented or hindered from carrying out any of its obligations by circumstances beyond its reasonable control, including but not limited to government interventions, strikes or labour disputes, actions, Acts of God, national or local disasters or War, then the Hotel’s liability to the client shall be no greater than the amount actually paid by the client to the Hotel in respect of the event.
8. All Symphony Hotels have a strict no smoking policy throughout all areas of the hotels.
9. If you cancel your Wedding Reception for any reason a cancellation charge will be made as detailed below in addition to the administration charge. All cancellation charges will be based on the revenue, which the Hotel expected to receive from your Wedding Reception.  It will be calculated on the following basis:  the number of guests expected to attend multiplied by the average cost per person. In addition an appropriate amount for expected bar revenue, will be levied. All payable as follows:

1. (a) Cancellation within 10 but more than 6 weeks of the function – 25% of the expected revenue.
2. (b) Cancellation within 6 but more than 4 weeks of the function – 50% of the expected revenue.
3. (c) Cancellation within 4 but more than 2 weeks of the function – 60% of the expected revenue.
4. (d) Cancellation within 2 weeks of the function – 80% of the expected revenue.

Function

1. In order that we may offer the highest standard of service, it its important that we are in regular contact with our client and that you advise us promptly of any changes to your numbers or requirements
2. On confirming your Function Event we require a non-refundable deposit of £250.00, which will be deducted from your final account unless you cancel this booking. This money would then be classed as an administration charge.
3. Cancellations of Function Events 14 days or less prior to the event date will be charged at 50% of the estimated value. 
4. Reduction in numbers – We appreciate numbers will change and you should notify us when this happens
5. Final numbers must be given to the hotel 7 days in advance of your event.  You will be charged based on the final numbers given or on the numbers in attendance on the day, whichever is greater.
6. The balance of the account must be paid when giving final numbers 7 days prior.
7. The prices quoted are those, as at the time when this contract was prepared, these are subject to an annual review in April of each year. The prices are inclusive of V.A.T. at the current rate and are subject to alteration should the rate of V.A.T. or license duty change. 

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Best Western – The World’s Biggest Hotel Family (R) and each Best Western branded hotel is independently owned and managed.
Links to: www.bestwestern.co.uk; www.bestwestern.co.uk/Queens-Hotel-Perthand www.bestwestern.co.uk/rewards

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