Banquet Function Covering Letter

| Booking Agreement | Deposit

Policy Template
Banquet Booking Covering Letter
Dear Mr/ Mrs [Guest Name]

Sub: Group Dinner on Monday 28th February 2021

I would like to thank you very much for confirming the above event
in [Hotel Name].

Please find enclosed the relevant agreement which includes the

details of the arrangement.

I would appreciate if you could sign on each page inclusive of the

last page and stamp it before sending it back to us for our records
by the 23rd February 2021 at the latest.

I look forward to welcoming your guests to our [Hotel / Resort] and

assure you of our utmost personalised service and attention at all
times.

Yours sincerely,

Banquet Sales

[Hotel Address]

[Contact Details]

Banquet Booking Agreement Sample

This agreement is made on 22nd February 2021 between [Hotel
Name and Address], and, [Host Name and Address] and the
particulars of who are set out below:
[Mention Hotel Name] is pleased to confirm the
Client’s reservation as stated below:

Name of Group: Mr Thomas

Type of function: Group Dinner

Date of function: 28th February 2021

Number of guests: 100 minimum guaranteed

Charges: USD 2500.00 per net (minimum guaranteed)

International Buffet $25 * 100 = $2500.00

The above package is per person and it includes the

following:

 Dinner International Basic buffet menu,

 Welcome drink (non-alcoholic) served on arrival
 Branding options – pop up’s, tabletops, etc.
 Background Music for the duration of the cruise ETC.
 All applicable taxes and service charges are included.

An original copy of this agreement should be signed and returned as

confirmation of your acceptance of the terms & conditions in this
document. Failure to do so will result in the above-mentioned
arrangements becoming invalid and space reserved being released.

Contract to be returned by Tuesday 23rd February 2021

Banquet Seating requirements:

[Hotel Name] should receive details of the group’s requirements,

containing the following information no later than 5 days prior to the
event:

 Name of host/ group leader/ president of the company.

 Type of set up
 Seating plan if applicable
  Special dietary requirements (vegetarian etc.) if applicable
 VIP requirements if applicable
 Other special requirements (i.e. flowers, decoration)

Banquet Rate Terms and Conditions:

 Rate includes 10% Govt. Taxes and 10% service charge and
we reserve the right to amend the rates for any change.
 Rates are non-commissionable.
 The rates are quoted in USD per person.
 The rates quoted are specifically for [Mention Host or Company
name] and are confidential. They are applicable for this
specific function only.
 The guaranteed minimum number of persons must be
indicated at the time of booking. In the event that the number
of persons falls below the contracted number, for whatever
reason, [Hotel Name] reserves the right to charge for the
minimum number of guests as per the reservation.
 All unsigned bills relevant to this contract will be deemed to be
collectable by [Hotel Name] and shall be billed and settled by
the client within 14 days.
 All accounts are payable in USD (Mention your local currency
here).
 All accounts must be checked and signed as correct by the
Authorized person from the Client.
 The client shall forward the name of the responsible person to
[Hotel Name] prior to the function.

Banquet Deposit and Payments Policy:

 Deposit based on the total amount of USD 2500.00
 Initial deposit 50% to be paid upon signing of the agreement.
 Balance 50% to be paid on the day of the event by P D C along
with any additional charges (ie beverages).
 Note: Credit facilities do not apply for group
reservations unless prior authorisation is given in writing by
[Hotel Name]. Payment terms must be made according to the
 timetable given above to guarantee the booking. Space is
subject to be released if there is any default in deposits.
 All deposits to be credited to the account of [Hotel Account
Name], as per the following details: Account No. 1234 456
7890, [Bank Branch and Address] Alternatively, a bankers
draft in favour of the "[Hotel Account Name]" can be sent by
courier to the office directly.

Banquet Cancellation Policy:

 If a banquet function cancels prior to 30 days deposits paid will
be refunded.
 If a banquet. function cancels 29 days to 15 days before the
function. 25 % of the total revenue cost will be incurred.
 If a banquet function cancels 14 days to 7 days before the
function, 50% of the total revenue cost will be incurred.
 If a banquet function cancels less then 6 days before the
function, 75% of the total revenue cost will be incurred.
 In any case of group cancellation, the 10% deposit is non-
refundable.

Banquet Event General Terms and

Conditions:
1. [Hotel Name] shall not be responsible for any breach of these
terms and conditions due to an act of God or other causes beyond
its control.

2. No alteration to these terms and conditions shall be binding

unless specifically confirmed by both parties in writing.

3. This agreement is governed by and construed in accordance with

the laws of Dubai and the federal laws of the United Arab Emirates
as from time to time applicable in Dubai.

4. In accordance with the Hotel policy and in observing local laws

and health regulations. no outside food & Beverage will be
permitted inside the Hotel Premises for consumption at the banquet
function being catered by the hotel.

5. For banquet function held outside the hotel a mutual agreement

can be reached between the Client and the Hotel to allow Food &
Beverage items to be provided by other suppliers. A written
statement has to be signed by both parties.

6. Only [Mention Hotel Name] promotional materials may be used

during the function by the Client.

7. It is the Hotel's policy that no banners or promotional materials

are to be displayed at the Hotel's entrance or inside the Hotel lobby.
However, banners may be displayed within the function room
utilized by the Client with the Hotel Manager's approval, which must
be obtained at least one week prior to the function.

8. The Client acknowledges that he has or will obtain the necessary

permits/approvals required by the City Administration/Municipality.
The' Hotel will not be liable for any consequences due to the Client's
failure to do so.

9. The Client assumes responsibility for any damages caused by

itself or any of its guests, whether inside or outside the banquet
function rooms reserved, to any Hotel equipment used, or any other
pan of the Hotels premises'.

10. The Client shall indemnify the Hotel (their servants, agents and
contractors) from and against all liability, damages and claims, due
to or incidental to, the conduct and security '01' the guests at the
function" whilst within the Hotel and any property loss or damage of
the Hotel or any function guest. The Client shall pay the Hotel (upon
demand) the amount equivalent to the cost of any such Hotel
property loss or damage.

Signed By 

Banquet Sales Manager 

 
Signed by 

Guest / Booker