1. Confirmation & Deposit
Tentative reservations will be held for 14 working days after the original reservation request. To confirm your booking, a signed copy of the booking form together with a deposit equal to 50% of total estimated cost is required 14 days from the original reservation. Should written confirmation and deposit not be received by the due date, the hotel reserves the right to cancel the tentative reservation without further notice.
2. Guaranteed Numbers
To ensure maximum efficiency in the preparation and execution of your function, we request a guaranteed minimum number of guest’s 48 hours prior. The Hotel will charge in accordance with the numbers guaranteed or final head count (whichever is greater). If final numbers are not confirmed, the hotel will take the estimated numbers above as the guaranteed figure.
3. Menu Selection
We require 7 days notice of the menu selection and notice of any special dietary requirements. We request that when holding a dinner function we require 7 days notice of the menu selection and 48 hours notice of each delegates selection from the set menu provided in writing. Should this not be received by the due date a 50/50 plate drop will occur.
4. Room Assignment
The Hotel retains the right to hold the function in a space comparable to that originally chosen for reasons beyond the control of the Hotel or if a substantial drop in final numbers occurs.
5. Surcharges
The following labour surcharges will be payable and applicable for all events:
After midnight $60.00 per hour or part thereof.
6. Payment
Balance of payment (less deposit) is due upon departure of the hotel unless a credit facility has been established prior to the function.
7. Cancellation
Cancellation of Conference
Cancellation must be advised in writing. If notice of cancellation is received within the following time frames, the respective cancellation fees will apply:
14 days or less: 50% total room hire charges
7 days or less: 50% total room hire charges and 20% of estimated food charges
48 hours or less: 100% total room hire and estimated food charges.
These charges are based on the agreed function details. All cancellation fees will be reimbursed subject to the conference room being resold.
Postponement
We allow one reschedule of function at no charge. Any changes of date after this will incur the relevant cancellation charges.
Cancellation of Accommodation
For cancellation of bookings for 1 room and up to 8 rooms:
Prior to 48 hours to arrival: No penalty fee if any room cancels.
Within 48 hours of arrival: Any cancellation is subject to one night’s accommodation charge per room.
Special event Periods: Any cancellations made within 14 Days may incur total cost of stay.
For cancellation of bookings over 8 rooms
Prior to 30 days: No penalty fee if entire or partial group cancels.
15 - 30 days: 1 night’s cancellation may apply for all rooms booked.
Within 14 days: Will incur a 50% charge on total amount due
8. Damage
The patron is financially responsible for any damage sustained to Hotel property, fixtures or fittings whether through their own action or through the action of their guests, contractors or sub-contractors.
9. Insurance
Whilst the Staff of the Hotel will take every care with the security and protection of property and guests, we will not accept any responsibility for the loss or damage to any equipment or merchandise left on the premises prior to, during, or after the function. It is the client’s responsibility to take out insurance for all items belonging to them for the period those items are in the Hotel.
10. Force Majeure
Where matters beyond the reasonable control of the Cambridge Inn prevent the Cambridge Inn from fulfilling its obligations under this contract, the client agrees to release the Cambridge Inn from any liability or loss incidental or consequential to such matters.