Terms & Conditions – Meeting Room Hire

Please read these Terms and Conditions carefully. In booking with us, you confirm that you have read, understood, and agree to be bound by the terms outlined herein prior to the commencement of your agreement with Atlas Hotels Limited.

Inclusive Value

Room Hire

Our Meeting room hire includes unlimited tea and coffee throughout the duration of your event; a selection of biscuits will be supplied at the beginning of the day based on the number of delegates. The location of tea and coffee service will be detailed to you by our hotel team.

Day Delegate Rates

Our Meeting room hire (as above) is included in your day delegate rates. Lunch is also included in this package which will be done from our Plus lunch buffet and will be served in the Great Room at the hotel.

Cancellation Policy

Cancellation by the Customer/Booker

Atlas Business Club & Promotional Rate

• Full pre-payment is required at the time of booking and is non-refundable, any quotations received are valid for the day of quotation only.
• In the event of cancellation, 100% of the booking value will be charged.
• The Promotional Rate applies exclusively to meeting room hire and Day Delegate Rates.
• The Atlas Business Club & Charity discounts only apply to Room Hire only and will not be offered as a day delegate rate.
• This rate is subject to availability at the time of booking and cannot be used in conjunction with any other offer, promotion, or discount.

Standard Rate

• Written confirmation is required at the time of booking. Unconfirmed quotations will remain valid for a maximum of five (5) working days.
• Full payment will be taken 14 days prior to the event date.
• Failure to make payment within the required timescale may result in the booking being cancelled.
• Cancellations made more than 14 days prior to the event date will be free of charge.
• Cancellations made within 14 days of the event date will incur 100% of the booking value.

Cancellation by the Venue

In the unlikely event that Atlas Hotels Limited is required to cancel your booking due to operational, health and safety, or unforeseen circumstances, we will make every reasonable effort to offer a suitable alternative date, space, or venue. Where this is not possible, a full refund of monies paid will be offered.

Amendments to Bookings

Any requests to amend the event date, meeting room, or number of delegates are subject to availability at the booked venue or an alternative Atlas Hotels venue.

Where an amendment cannot be accommodated:

• Existing Saver/Atlas Business Club or Promotional Rate bookings will remain non-refundable.
• Standard Rate bookings may be cancelled free of charge provided notice is received more than 14 days prior to the event date.

Any additional charges resulting from amendments will be advised and agreed prior to confirmation.

Catering

Final catering numbers must be confirmed no later than 14 days prior to the event date, or at the time of booking where the booking is made within 14 days of arrival.

• Confirmed numbers will be used for all catering charges.
• Increases in delegate numbers cannot be guaranteed and will be accommodated subject to availability.
• Any additional catering requested and accepted will be charged accordingly.
• The hotel reserves the right to cancel an event should attendance exceed agreed room capacities or health and safety limitations.

For ordering and waste management reasons, we are unable to accommodate any pre-booked catering requirements less than five working days prior to your event. For meetings with less than 10 delegates, please feel free to order from our All-Day Dining Menu or take advantage of any lunch deals we have in the hotel, which can be settled directly at the hotel at the time of purchase.

Promotional Rate

Additional catering may be added following confirmation of the booking; however, any promotional discounts apply only to catering pre-booked and pre-paid at the time of the original booking.

Stationery

As part of Atlas Hotels’ commitment to environmental sustainability, stationery items including pens, notepads, and flipcharts are not provided as standard and are not available during your meeting.

Parking

Complimentary parking is available to delegates attending meetings at hotels where on-site parking facilities are provided. Where parking charges apply, details will be advised by your Sales Executive prior to booking confirmation.

City Tax

Local city taxes may apply depending on the location of the hotel. Please speak with your Sales Executive for further details.

Advertising & Use of Hotel Branding

The Customer may communicate event details to attendees but must not use the Hotel’s name, logo, trademarks, photographs, or other branding materials without obtaining prior written consent from Atlas Hotels Limited.

Any material containing references to the Hotel must be submitted for written approval before publication. This requirement includes advertising, promotional materials, websites, social media, and other internet-based communications.

House Rules

The Customer and all attendees, agents, contractors, and representatives shall:

• Conduct themselves in a respectful and orderly manner at all times.
• Arrive and depart within the agreed booking times.
• Comply with all reasonable instructions provided by hotel employees.
• Use designated entrances, exits, lifts, and access routes as directed by hotel staff.
• Not undertake any electrical, technical, or installation work, including the set-up of audio-visual equipment, without prior approval from the hotel.
• Comply with all applicable licensing laws, fire regulations, and health and safety requirements.
• Not affix posters, signs, decorations, or other materials to hotel walls, doors, ceilings, or fixtures without prior approval.
• Accept liability for any loss or damage caused to the hotel, its fixtures, fittings, equipment, or furnishings by attendees, agents, contractors, or guests associated with the event.
• Ensure representatives are available to receive and sign for any goods or materials delivered to the hotel on their behalf.
• Comply with any request from the hotel to remove or refuse entry to any individual whose behaviour is deemed unacceptable or poses a risk to guests, staff, or property.

Zero-Tolerance Policy

Atlas Hotels Limited operates a zero-tolerance policy towards harassment, discrimination, abusive behaviour, violence, or any form of threatening conduct.

The hotel reserves the right to remove any individual from the premises and terminate the event immediately where such behaviour occurs. No refund or compensation will be provided in these circumstances.

Health and Safety

• Guests are responsible for the security of their personal belongings. Atlas Hotels Ltd accepts no liability for the loss of, or damage to, personal property, nor for death, illness, or injury, except where such loss, damage, illness, or injury results directly from the negligence of the hotel.

• Except where liability arises from the negligence of the hotel, the Customer agrees to indemnify and hold harmless Atlas Hotels Ltd against any claims, losses, liabilities, damages, costs, or expenses arising in connection with the event or stay.
• Customers are strongly advised to arrange suitable insurance cover for their event and any associated liabilities, property, or equipment.
• The hotel reserves the right to request a security deposit upon arrival, which may be used to cover any loss, damage, excessive cleaning costs, or other charges incurred during the event.

These terms and conditions are subject to change from time to time should the venue deem this necessary, should this be the case you will be informed in writing of any changes to the terms, which will be detailed.