Meeting and Events Terms and Conditions

1. Booking Confirmation

   • The Hotel will place a tentative booking on the proposed function space for no more than 7 working days from the date the hotel issues the proposal. After which time, if the signed terms and conditions have not been received, space for event and/or accommodation will be released without notice. 

      

   • By signing and returning a signed copy of the terms & conditions with a valid credit card, The Client takes responsibility for the settlement of any charges including cancellation charges relating to the terms & conditions.

      

   • Guaranteed minimum numbers must be confirmed at time of booking. All deposits and cancellation fees will be based on this number.

2. Payment and Guarantee of Event and Accommodation
   • Bookings
     
     • All bookings (excludes clients with approved company chargeback facilities) need to be guaranteed by a valid credit card using the payment schedule and authority form
   • Full Charge Back to Company — where an approved credit facility is set up — written confirmation of charge back to company along with the signed Terms & Conditions & completed Payment Schedule, must be received by The Hotel within 14 days of confirming acceptance of proposal.
   • For Company without Charge Back — In order to confirm your booking, the following payment schedule will apply: 
     • Within 14 Days of confirming acceptance of proposal:
       20% initial event deposit of total contracted costs (includes conference and accommodation) must be received.
     • 30 Days prior to the event:
       The final payment of overall contracted costs must be received by The Hotel.
     • On Conclusion of the event:
       Any further outstanding amount will be settled after the event. Payment is required 5 working days after issue of invoice and The Client is to confirm with The Hotel the preferred payment method (i.e. credit card or EFT). Failure to provide remittance or alternative credit will result in automatic charge of credit card used to guarantee the booking.
     • All credit cards will incur a surcharge of 2.5%.

3. Credit Application
   • Applications for credit facilities should be discussed with The Hotel. To utilize credit facilities, credit must be established 28 days prior to event date.
   • For chargeback, the invoice must be paid by 20th of the month, or the month following, subject to the date of the event.

4. Event Postponement or Cancellation
   • All postponements will only be confirmed through written correspondence. In the case of an event postponement being authorised, the original contracted amount will apply, and a new contract will be issued.
   • All postponements will be subject to the original cancellation and attrition clauses and will be binding to the original signatory as listed in the original signed contract.
   • The Hotel reserves the right to charge an event postponement fee equaling 50% of total contracted costs, should the event be postponed 30 days prior to event start date.
   • Cancellation of part events, inclusive of breakout spaces, will attract a cancellation fee equal to full room hire for each day of cancellation.
   • All cancellations will only be confirmed through written correspondence.
   • The following event cancellation fee schedule will apply:
     
     • From acceptance 90 – 46 Days prior to the event:
       No cancellation fee will apply and the 20% deposit if paid will be refunded. 
       For clients charging back to company, no deposit is required.
     • 45 – 30 Days prior to the event:
       For clients charging back to company the cancellation fee will be equivalent to 20% of total contracted event costs.
       For clients paying via credit card, cash, bank deposit the 20% deposit paid will be forfeited as a cancellation fee.
     • 29 – 15 Days prior to the event:
       For clients charging back to company the cancellation fee will be equivalent to 50% of total contracted event costs.
       For clients paying via credit card, cash, bank deposit the 50% cancellation fee applies of total contracted event costs.
     • 14 – 0 Days prior to the event:
       For clients charging back to company the cancellation fee will be equivalent to 100% of total contracted event costs. 
       For client paying via credit card, cash, bank deposit a full 100% cancellation fee will apply on total contracted event costs.

5. Event Details and Instructions
   • The Hotel must receive in writing at least 14 days prior to the event the final number of delegates attending the conference for catering purposes and venue set up. Should this not be received, the attendance indicated on the last received banquet event order will be taken as the final number.
   • Should the actual number of attendees on the day be higher than the confirmed final number, The Client will be charged for the actual number. Should the actual number of attendees on the day be lower than the confirmed final number, then The Client will be charged for the confirmed final number.
   • Should the confirmed final number of attendees be less than the guaranteed minimum numbers provided on the original quotation, the client will still be charged for the guaranteed minimum number agreed to at the time of booking.
   • The Hotel does not guarantee catering for increases of more than 10% of the guaranteed minimum number of guests although every effort will be made to meet the catering requirements.
   • If the guaranteed number of guests changes, The Hotel may review the price charged and may relocate your event to an alternative, more suitable venue within The Hotel. Should the client wish to ensure they remain in their chosen venue, a venue guarantee fee may apply.
   • The Hotel may assign another venue for The Client's function, in the event that the area or room originally designated is unavailable for any reason or The Hotel believes the area originally designated for The Client's event is deemed unsuitable.
   • Contracted time as noted on the banquet event order includes: set up and delivery of, the breakdown and pack up, including the removal or holding times of any equipment within the hired event space, unless agreed with The Hotel.
   • Nothing that may damage The Hotel property shall be affixed to the floors, walls, ceilings or columns of the allocated room by nails, screws, pins, tape or other means of be suspended from the roof or ceiling of the room.
   • Should a different room set up style be required for the event, a room turn fee may be applied at the discretion of The Hotel.

6. Conduct of Event
   • The Client must conduct their event in an orderly and lawful manner and in accordance with the conditions attaching to The Hotel's licenses granted under the Liquor Act, 1982. A copy of these conditions is available from the hotel on request.
   • The Hotel may terminate the event if The Hotel reasonably believes the event is not being conducted in an orderly and lawful manner.
   • The Hotel holds no responsibility for any costs, damages or expenses that The Client may incur in relation to The Hotel's termination of the event.
   • No food or beverages of any kind, other than those provided by the hotel, will be permitted onto The Hotel's property without the consent of a representative of The Hotel.
   • The Hotel practices principles of responsible service of alcohol. Intoxicated persons will not be served alcohol and may be removed from the premises.
   • Smoke machines, special balloon effects and / or pyrotechnics cannot be operated without the prior approval of The Hotel, due to the effect on the hotel smoke detectors. Should a fire brigade respond to an alarm in an event space due to an unauthorised use of a smoke machine, special balloon effect and or pyrotechnics, The Client will be liable for any charges incurred by the Hotel.
   • All deliveries to The Hotel must be notified to The Hotel event operations team prior to delivery and must be marked with the event name and date.
   • Any items that have not been collected after the event will be disposed of within 14 days.
   • The Client is responsible for all costs relating to the set up and break down of external materials and/or equipment required for the event.

7. Contracting a PCO or Third Party
   • If the Client has contracted the hiring of The Hotel directly with the Hotel and then subsequently contracts a PCO (Professional Conference Organiser) or other third party to administer the event in any way that incurs a payment or commission, The Client will bear the full cost of any payment or commission.

8. Hotel Waivers Responsibility
   • The Hotel holds no responsibility for theft, damage or loss of any goods brought onto the hotel premises.

9. Damage to Hotel Property
   • The Client is responsible for all loss or damage to the property (including the hotel premises and any fixtures, furnishings, or goods on or off the hotel) caused by or arising from any act or omission by The Client, The Client's guests or any other persons attending the event or present in the hotel rooms. 

10. Circumstances Beyond the Control of The Hotel
    • If the Hotel is unable to provide the facilities or any other arrangements for The Client's event or any part thereof or to otherwise perform the terms of this agreement and The Hotel's failure is due to circumstances beyond its decision or control, The Hotel is not responsible for any costs, damages or expenses that may be incurred.

11. Health and Safety
    • The Hotel takes the health & safety of our employees, contractors, suppliers and guests very seriously. If you would like to see a copy of the Sudima Hotels & Resorts Health & Safety Management System information booklet, please request this from your hotel representative.
      Please read these terms & conditions carefully. If you do not understand any of the terms & conditions or have any questions, please discuss them with your hotel representative.
      If you have read and understood the terms & conditions as set out above and accept them, please sign where indicated below. In signing the terms & conditions, they are binding upon you.

12. Accommodation Block Conditions
    • 1. Quoted Rates
      
      • All accommodation rates are quoted per room per night for the period between stated in Schedule One (the Contracted Dates).
      • Rates are based on a maximum of 2 guests per room.  Additional guests will incur extra person charges for each additional person.
      • Rates are quoted in New Zealand dollars and all accounts must be settled in New Zealand dollars.
      • Rates are inclusive of 15% GST (New Zealand Government’s Goods & Services Tax).
      • Rates are Net, Non-Commissionable.
      • This rate offer is valid for 21 days from date of issue and remains subject to availability upon confirmation.
      • Availability offered is indicative only, no space is being held.
      • Allocations will only be guaranteed upon receipt of this signed agreement.
        The Hotel reserves the right to increase quoted rates at any time prior to, or upon receipt of a signed agreement:
    • 2. Groups Definition 
      • A group is based on one booking for 10 rooms or more. The Hotel reserves the right to enforce group terms and conditions when a booking request is within the definition of a “group” booking but reaches the 10-room threshold due to additions.
    • 3. Guarantee and Deposit Policy 
      • A valid credit card or pre-authorised credit facility is required to guarantee the group booking. A non-refundable signing deposit is payable to secure a booking confirmation in conjunction with this signed agreement. The signing deposit is payable for all groups irrespective of credit facility status with the Hotel.
      • The Client agrees to pay a deposit according to the below:
        • Deposit Type: 20% of total contracted charges. / Day Marker: Within 14 days Contract Confirmation.
        • Deposit Type: 80% of total contracted charges. / Day Marker: 30 Days Prior to the first contracted arrival date.
      • The deposit shall be refunded to the Client within 21 days after the completion of the guests’ stay, unless there has been damage to the Hotel’s property, or any outstanding charges.
      • The Hotel reserves the right to deduct any damages or outstanding charges from the deposit before refunding the balance. Where the deposit is insufficient to cover the damage or outstanding charges, the Hotel will issue an invoice to the Client to recover the shortfall for which payment is required within 21 of the invoice being issued.
      • The Hotel reserves the right to deduct the deposit from the final invoice for each booking. The deposit will be credited towards the total booking cost.
      • In the event of cancellation by the Client, the deposit shall be forfeited by the Client to the Hotel in its entirety and shall not be refundable.
      • Deposit conditions and charges due as outlined in the above schedule are subject to change in the event of allocation or rate amendments as agreed between both parties.
    • 4. Cancellation Policy 
      • The Client may cancel the entire reservation by providing written notice to the Hotel at least 30 days days prior to the arrival date.
      • If the Client does not comply with clause 4.1 above, the Client will be liable to the Hotel for the payment of a cancellation fee equal to 100% of the total booking cost. 
      • If the Client complies with clause 4.1 above, the Client will not be liable to the Hotel for any cancellation fees.
      • The Client agrees that the Hotel in previously guaranteeing availability may have turned away other opportunities and incurred administrative charges. Charges applied are based on both displacement and administrative considerations.
    • 5. No-Show Policy 
      • A reservation that is guaranteed by prepayment or with approved credit facilities and is neither cancelled nor taken up by the Client will be treated as a cancellation and incur a no-show charge of 100% of the total cost of the accommodation. In such a situation any further nights included in the reservation will be automatically cancelled.
    • 6. Terms of Payment 
      • If credit has been approved by the Hotel, the following conditions will apply:
        • (a) The Client agrees that the non-refundable confirmation deposit will be paid in accordance with the deposit schedule as outlined.
        • (b) The Hotel agrees that unless otherwise agreed, the Client is able to use existing credit facilities to guarantee and settle deposit balances at 30 days prior to the first contracted arrival date, and any agreed post stay charges.
        • (c) All accounts incurred by the Client are immediately due and payable. The Client will pay such accounts to the Hotel within 30 days of receiving the invoice. A 10% surcharge on the outstanding invoice amount will be levied on all overdue accounts. 
        • (d) All payments required to be made by the Client must be paid without deduction and payment must not be withheld or deferred on account of any claim, counterclaim or set off. 
        • (e) Full details of any queries in connection with an account must be sent in writing to the Hotel before the 15th of the month following the date of the invoice or the account will be deemed to be accepted as correct. 
        • (f) In the event of payment not being received within 30 days following receipt of the invoice, the Hotel may advise the Client that until payment has been received all future reservations must be paid in advance, 30 days prior to arrival.
        • (g) Failure to adhere to our terms of payment may result in the cancellation of your credit facilities. Where legal action is taken to recover outstanding debts, the cost of such action will be added to the accounts outstanding. 
      • If credit has not been approved the following conditions will apply:
        • (a) The Client will pay the agreed amount of the total account, in accordance with outlined deposit conditions, no less than 30 days prior to arrival. 
        • (b) Any payments made by credit card will incur a 2.5% surcharge fee.
        • (c) If payment is not received according to defined conditions the Hotel will not guarantee the provision of accommodation and may cancel all reservations held.
    • 7. Meal Cancellation
      • Group meals cancelled within 7 days of arrival are subject to a cancellation fee for the full meal rate.
    • 8. Arrival and Departure Times
      • Check-in time is 2.00 pm. Guests arriving prior to this time may on occasions be provided with rooms when they arrive, but only by pre-arrangement, surcharges may apply. Guaranteed access to rooms prior to 2.00 pm can only be provided if the reservation includes the prior night and would incur a full night’s accommodation charge.
      • Check out time is 11.00 am. Later check out may on occasions be possible, but only by pre-arrangement, surcharges may apply.
    • 9. Child Policy
      • Children up to 12 years old sharing a room with an adult will be accommodated free of charge when using existing bedding. Cots are available free of charge. 
      • Meals for children up to 5 years old will be provided free of charge.
      • Meals for children from 6 to 12 years old will be provided at 50% of the quoted meal rates, excluding Sudima Christchurch City, where child meal rates are as quoted. 
    • 10. Relocation  Policy
      • 10.1. If for any reason the Hotel is unable to provide all, or part of the accommodation reserved, it will immediately contact the Client and undertake reasonable effort to secure comparable alternative accommodation.
      • 10.2. The Hotel will be responsible for reasonable costs of accommodation exceeding those quoted by the Hotel. 
      • Other than clause 10.1 and 10.2 above, the Hotel shall have no liability in respect of relocation. 
    • 11. Amended Accommodation Requirements
      • Reduction in rooms booked. 
        • 90 days prior to the arrival date, the Client is required to provide the Hotel with the following information:
        • If any room reductions are required and the Client notifies the Hotel least 90 days prior to the arrival date, then 100% of the contracted allocation can be released without charge. Any deposit paid will be forfeited by the Client.
        • 60 days prior to the arrival date, the Client is required to provide the Hotel with the Status Report. If any room reductions are required and the Client notifies the Hotel at least 60 days prior to the arrival date, then 50% of the contracted allocation can be released without charge. Cancellation beyond 50% of the contracted allocation will incur 100% of the total cost of accommodation for rooms above the 50% threshold. Any deposit paid will be forfeited by the Client.
        • 30 days prior to the arrival date, the Client is required to provide the Hotel with the preliminary rooming list. Any rooms released inside 30 days prior to the arrival date will incur 100% of the total cost of accommodation. 
        • 14 days prior to the arrival date, the Client is required to provide the Hotel with the final rooming list.
        • In the event rooms are cancelled and will incur charges in accordance with the above policy, the Hotel will not be under obligation to continue holding inventory. All unused rooms will be released immediately.
      • Additional rooms required.
        • Request for additional rooms above the Contracted Allocation is subject to availability. The Hotel reserves the right to requote additional rooms. The previously agreed rate may not be available

13. Force Majeure 

    • The Hotel will not be in breach of this agreement or any way liable to the Client, if it is prevented from complying with this agreement by reason of any of the events set out below:

      • (a) an act of God.

      • (b) an act of public enemy.

      • (c) the outbreak of hostilities (whether or not accompanied by any formal declarations of war), riot, civil disturbance, or acts of terrorism.

      • (d) earthquake, fire, storm, flood, inclement weather, explosion, natural disaster, disease, or pandemic.

      • (e) the declaration of a state of emergency or the invocation of martial law having an effect on commerce generally.

      • (f) compliance with any law or government restraint order, rule regulations, strikes, lockouts.

      • (g) the default of any of the Hotel’s suppliers.

      • (h) any other cause, impediment, or circumstance beyond the reasonable control of the Hotel. 

14. Jurisdiction
    • This agreement will be governed by the law of New Zealand.

15. Disputes Resolution

    • The Hotel and the Client acknowledge that they wish to avoid or minimise any differences or disputes under this agreement. They, therefore, agree that if any difference or dispute arises between them over the interpretation of these terms and conditions or in relation to any other matter arising under this agreement then they will actively, openly and in good faith discuss that difference or dispute with a view to achieving a prompt resolution.

    • If the Hotel and the Client cannot resolve a difference or dispute, then they may refer it to an expert whose appointment they shall have agreed upon, or attend mediation. The expert, whose determination shall be final and binding on the parties, will endeavour to resolve the difference or dispute within seven (7) days of referral.

    • If the Hotel and the Client cannot agree on the appointment of an expert, then the difference or dispute shall be referred to mediation.

    • If mediation does not result in a resolution, then the difference or dispute shall be settled by reference to arbitration. The reference shall be to a single arbitrator if one can be agreed upon, or if not, to two arbitrators (one to be appointed by each party) and their umpire (appointed by them prior to their arbitration), such arbitration to be carried out in accordance with the Arbitration Act 1908.

    • Nothing in this agreement shall prevent the Hotel suing the Client for money that is outstanding to it by the Client in respect of goods or services supplied or contracted to be supplied pursuant to these terms and conditions, in which case the Courts of New Zealand shall be the appropriate jurisdiction. 

16. Service of documents
    • The address for service for the Hotel is at the office of Hind Management (NZ) Limited [or Glamorton Developments Limited] at Tower 1, Level 10, 205 Queen Street, Auckland 1010.

17. Waiver
    • The waiver by the Hotel of any breach of any one or more terms contained in this agreement will not be construed to be a waiver of any succeeding breach of such terms or of any other terms. 

18. Assignment
    • This agreement cannot be assigned by the Client.

19. Liability  
    • The Hotel will not be liable for any loss of any kind whatsoever suffered by the Client arising from any breach of this agreement by the Hotel or from any negligence, misrepresentation or other act or omission on the part of the Hotel to the extent available at law. Notwithstanding anything else contained in this agreement, the liability of the Hotel to the Client, whether in contract or in tort, in respect of all claims, will not in the aggregate exceed the cost of the reservation that gave rise to the loss.
    • The Hotel and the Client acknowledge and agree that the Consumer Guarantees Act 1993 has no application to this agreement between them.

20. Health and Safety
    • Pursuant to the Health and Safety at Work Act 2015, the Hotel shall take all reasonably practicable steps to ensure that the Hotel’s premises are healthy and safe.
    • The Hotel and the Client agree to consult, co-operate, and co-ordinate in relation to health and safety matters, including the sharing of findings and documentation as and when required.
    • The Client agrees to notify, and direct its guests who are staying at the Hotel:
      • (a) of any risks or hazards the guests become aware of as soon as practicable on the day on which the risk or hazard is identified.
      • (b) to report any accident, incident, or discomfort as soon as practicable on the day on which the accident, incident, or discomfort occurs.
      • (c) to comply with the Hotel’s internal health and safety policies and procedures, including emergency procedures.

21. Indemnity
    • The Client will indemnify the Hotel against all costs incurred and losses suffered by the Hotel due to property damage and/or third-party injury, including costs on a solicitor/client basis, resulting from the negligent or intentional acts or omissions of the Client or its guests.

22. Termination
    • Notwithstanding any other provision in this agreement, the Hotel reserves the right to unilaterally terminate this agreement at any time, for any reason, upon written notice to the Client. Upon termination of this agreement, all obligations and liabilities of the parties under this agreement will cease, except to the extent any obligations or liabilities have accrued prior to the effective date of termination.

23. Authority
    • The above terms and conditions are applicable from the date set out in Schedule One.
    • The Client confirms that the person signing on its behalf has adequate authority to bind the Client to the terms in this agreement.

Please refer to our full terms and conditions and privacy policy.