Terms & Conditions

1. The Barns Ness Hotel, Station Road, Dunbar, EH42 1JY part of the Neo Hotels Group. In this document, “Company” means Neo Hotels Ltd; “Hotel” means The Barns Ness Hotel, Dunbar and “You” means the client.
   
   The following are the Terms and Conditions of Business of the Company which need to be agreed and signed by you and returned to the Hotel General Manager.
2. Prices:
   All prices will be quoted inclusive of VAT at the current rate which may be subject to Government change without prior notice.
3. Bookings:
   Any booking is provisional until the Hotel receives a written confirmation of the event taking place, a deposit payment as may be required and a signed copy of the acceptance of these Terms and Conditions of Business. This normally would be expected within 7 days.
4. Cancellation: For all business meetings and events there needs to be an agreed cancellation policy.
   1. Cancellation by you: Date of cancellation: Cancellation charge (See 4.1.1) Cancellation received with 56 days notice 25% Cancellation received with 28 days notice 50% Cancellation received with 14 days notice 75% Cancellation received with 7 days notice 100% In every case the Hotel will try to re-let the accommodation and any income received from the re-let will be fully deducted from the cancellation charge. If the re-letting of the accommodation does not fully cover the cancellation charge, an account for the remaining amount will be sent immediately after the last scheduled day of the cancelled event.
      1. So as to be fair to You, the Hotel does not base its cancellation charges on the full amount which You would have paid had the booking gone ahead, but on a pre-estimate of our loss, based on 90% of the agreed prices for the rooms and 70% of the agreed prices for food and beverage. The cancellation percentage in 4.1 is applied to these figures”
      2. You should advise any cancellation, postponement or partial cancellation to the Hotel management in the first instance verbally. The Hotel will also require that cancellations are put in writing by you.
   2. Cancellation by the Company The Hotel may cancel the booking at any time and without any obligation to you in any of the following circumstances:
      • If the Hotel or any part of the Hotel is closed due to circumstances beyond the Hotel’s control;
      • If you become bankrupt or insolvent or enter into liquidation or have an administrator or receiver appointed over all or a substantial part of your assets;
      • If you fail to meet the deposit terms required for the reservation;
      • If the Client s more than 30 days in arrears of previous payments to the Hotel;
      • If the Company or the Hotel in its sole discretion believes the booked event, or you, might prejudice the reputation of the Hotel.
5. Payment:
   1. Bookings for corporate business meetings and events normally will be accompanied by a deposit of 10% of the total anticipated booked value of the event, with full pre-payment 14 days prior to the event, unless credit facilities have been arranged.
   2. Corporate business clients may request credit facilities by completing a credit application form and returning it to the Hotel at least 10 days prior to the event. If credit cannot be granted, full payment is due 7 days before the event.
   3. If the client has credit facilities with the hotel, the amount is due for payment on the invoice date. If any amount is not paid within 28 days of the due date for payment, the Hotel reserves the right to charge interest at 1.5% per month on the outstanding amount.
   4. Any disputed item or price contained in an invoice must be raised in writing with the Hotel within 7 days of receipt of the invoice. Disputed items will be dealt with separately from the remainder of the monies due, which must still be paid when due.
6. Numbers attending event:
   1. You should provide provisional numbers of guests and bedrooms required at the time of booking, but the Hotel reserves the right to agree a minimum number to be charged.
   2. Numbers may be reduced by up to 10% from the original contracted number, up to 7 days prior to the date of arrival without penalty, providing the revisions are received in writing by the Hotel at least 7 days prior to arrival.
   3. Should a reduction in numbers of 10% or more be made at any time prior to the event, the Hotel will first endeavour to re-sell any facilities and services released to a similar value. In the event that the released facilities and services cannot be resold, then any reductions of 10% or more will be subject to the cancellation policy as set out in section 4 above.
   4. The final number of guests and bedrooms required should be notified to the Hotel 7 days prior to arrival. This number, or the minimum number at 6.1 above, which ever is the greater, is the number that will be charged.
7. General:
   1. Equipment –
      The Hotel can provide most equipment as long as you give 5 days notice. However, should you wish to bring your own equipment to the Hotel, you must ensure it is tested and safe to use. Neither the Company nor the Hotel can accept any liability for any equipment you bring to the Hotel and therefore we ask you to comply with the rules set out in the Health and Safety at Work Act. Should you have any queries, the Hotel Management will be pleased to help.
   2. Licensing and Statutory Control –
      Please remember that you, as well as the Hotel, are subject to statutory controls including those related to fire, licensing and entertainment which must be strictly observed.
   3. Use of the Company Name / Logo –
      You are welcome to use the Company / Hotel name and logo for publicity purposes but kindly obtain the agreement of the Hotel General Manager before doing so.
   4. Change of facilities by the Hotel –
      If you are unable to achieve the numbers first indicated by you, the Hotel reserves the right to change the agreed function rooms. The Hotel will make every effort to contact you prior to your arrival.
   5. Use of rooms –
      Please obtain the agreement of the Hotel General Manager before you affix any materials to floors, walls or ceilings. The Hotel will hold you liable for the cost of repairing damage to the Hotel property.
   6. As defined above, it is agreed that you are the client who will settle the account and not acting on behalf of a third party.
   7. These terms and the agreement shall be governed by and construed in accordance with English law and the parties agree to submit to the jurisdiction of the Courts in England.

Please phone us about our hotel, Dunbar or any other query on: 01368 863231 or email: info@barnsnesshotel.com