20th March 2021

Attn:
Re: Best Western Plus- The Athena Hotel Uganda Corporate Contract – 2021.
The Athena Hotel is pleased to forward your special corporate rates for 2020. Based on your requirements we
are pleased to outline the following details for your consideration and approval.
Corporate Rates are valid from 1st January to 31st December 2021.

Room Type Corporate Room Rack Rates

rates:
Single Double Single Double
Luxury Room 130.00 150.00 $150.00 $170
Single
Luxury Twin Room 130.00 150.00 $150.00 $170
Single/Double
Executive Suite 180.00 200.00 $200.00 $220
Single/Double

• Rates are in US Dollars and are subject to availability at the time of booking.
• Rates are inclusive of all applicable Government Tax
• Your rate is inclusive of full buffet breakfast

1. Corporate Rate Policy:

The above rates are based on an estimate that a minimum of 30 room nights will be used / occupied for the duration
of the contract. After a period of three (3) months, a review shall be conducted to ascertain whether the estimated
occupation of rooms has, in fact, been accomplished and the Hotel shall inform the company of any shortfalls. If
remedial measures are not taken to correct such shortfalls within three months, the Hotel reserves the right to
revise the corporate rate structure unilaterally and such decision of the Hotel shall be binding on the company.
2. Reservation Policy:
The above rates are valid for individual bookings only. For group bookings kindly contact us for special group rates
and contracts. Groups are generally defined as a minimum of 10 occupied rooms, checking in and out of the Hotel
at the same time and arriving for the same purpose.
3. Guarantee Policy:
Please note that all reservations must be guaranteed by cash, credit card or a company letter (if credit facilities
have been established). Non-guaranteed reservations will be released automatically 24 hours before the day of
arrival.
4. Cancellation Policy and No-Show Policy:
If there is a cancellation within 24 hours of intended arrival or if the reserved room is not occupied (no show), the
hotel reserves the right to charge 100% of the amount of the first night’s stay. During peak periods (as specified
in section 8), if there is a cancellation within 72 hours of intended arrival or no show, 100% of the amount for the
first night’s stay will be charged.
5. Check In Policy:
Check in time is 15.00hrs. Requests for early check in are subject to room availability. For guaranteed early
check-in from 0.00hrs to 12.00hrs, 50% of room charges will be applied (based on the confirmed rate). Early
check-in must be coordinated with the Hotel prior to arrival and is subject to availability. All guests must present a
valid identification at the time of check in (passport or driving license).
6. Check Out Policy:
The check-out time is 11.00hrs. Requests for extensions after 12.00hrs up to 18.00hrs may be subject to a 50%
room charge. Guests checking out after 18.00hrs may be subject to a 75% of one-night charge from the contracted
rates. In the event of early departure (where the departure date is modified after guest check-in), the Hotel reserves
the rights to charge compensation equal to 100% of the original reservation.
7. Walk in Policy:
If for any reason accommodation which has been guaranteed is not available at the hotel, the hotel will supply
alternative accommodation at another hotel at equal or superior quality. The hotel will pay the difference (if any)
in the charge of alternative accommodation. The hotel will also arrange and pay for transport to and from the
alternative accommodation.
8. Peak Periods:
Peak Periods include the months of February, May, October and November or/and any other periods when the
Hotel is hosting delegates of large conferences and events. During the Peak Period, each reservation at the
agreed rates shall be subject to availability of a room(s) at the time of booking. The hotel reserves the right to
determine or make any changes in the Peak Periods. In the event of any change(s), the hotel will accordingly
notify the company of the new Peak Periods and the applicable rates.
9. Airport Transfers:
Transfers to and from Entebbe Airport are available at a rate of US$ 50 per person one way in own vehicle or US$
30 per person in shared vehicle. Guests requesting this service should give 24hrs notice to the Hotel.

10. Payment and Credit Application:

Unless credit facilities have been approved in advance by the Hotel, reservations must be fully paid before guest
arrival or guaranteed by credit card. Companies with credit facilities should finalize payments no later than 30
days from the date of invoice. It is agreed that payments not made within this period shall incur interest charges
in the amount of the lower of 1.5% per month or the highest rate permitted by law. These charges will be applied
to your account. Interest charges are subject to change. Should a credit card be used to settle the account, we
will charge a 3% service fee if not settled within 14 days of the date of the final statement in addition to the interest
charges outlined above if applicable.
To apply for credit facilities with our hotel, please contact our accounts department or your sales contact person at
the hotel.
*Payments: All electronic wire transfers should be made to the attention of:
Account Name: The Athena Hotel Limited
Bank Name: Absa Bank
Bank Address Acacia Mall;
Bank Accounts Numbers: USD 6006019224
UGX 6006019178

SWIFT CODE: BARCUGKX

11. Force Majeure:

If the contract becomes impossible to perform by either party due to acts of God, war, government regulations or
decree, disaster, strikes, civil disorder or other emergencies making it illegal or impossible to provide, or partake
of, the facilities, this contract may be terminated for any one or more of such reasons by written notice from one
party to the other, provided that the reason for said termination effects the entire country or is in effect in the Area
or the immediate surrounding area of the hotel and is in effect within 30 days prior to the arrival of the guest.
12. Termination
This contract may be terminated by either party (terminating party) serving the other party with [3] months’ written
notice. The hotel reserves the right to terminate the contract immediately and without notice, if you fail, refuse or
omit to pay any outstanding charges after receipt of a demand for payment or for any other just cause, except that
termination shall not release you from your obligation to make full payment for the services rendered.

13. Indemnification:
You shall indemnify and hold us, our parent companies, subsidiaries, affiliates, officers, directors, employees,
agents and representatives, forever harmless from, and against, any and all personal injury, property damage,
loss, liability or claim of liability, expenses, fines, penalties including reasonable legal fees caused by any wrongful
or negligent act, error or omission by you, your guests, invitees, agents, delegates of representatives, except to
the extent and percentage attributable to the hotel’s negligence.
We shall indemnify and hold you, your parent company, subsidiaries, affiliates, officers, directors, employees,
agents and representatives forever harmless from, and against, any and all personal injury, property damage, loss,
expenses, caused by any wrongful or negligent act, error or omission by us, our agents, employees,
representatives, except to the extent and percentage attributable to the Group’s or it’s guests’, invitees’, agents’,
delegates’ or representatives negligence. This indemnification provision shall survive the termination or expiration
of this contract.
14. Insurance:
Each of us agrees to carry, and upon demand to provide evidence of, a sufficient amount of insurance to provide
coverage for any liabilities arising out of, or resulting from, our respective obligations pursuant to this contract. The
requirement for an insurance certificate will be communicated if necessary.
15. Miscellaneous Provisions:
This contact is made and will be performed in Uganda and shall be governed by and construed in accordance with
the laws of Uganda, excluding its conflict of law rules. By executing this contract, you consent to the jurisdiction of
the courts of Uganda. Any legal action in connection with this contract shall be brought and maintained only in the
courts of Uganda, and only in Uganda.
The hotel can at any time during the duration of this contract and without your consent, increase or decrease the
room rates provided in the Contract and such changes will be based on the occurrence of any event which may
cause the change in the pricing formula of the room rates, which can be but will not be limited to, the change of
fuel and electricity prices, the change of applicable taxes, among others. The change of room rates will be valid
from the date of notification of such a change in room rates by the hotel to you. Such notification can be done by
fax or by mail to the address:
The Athena Hotel – Sales Department
Direct Line: +256 787854050
E-mail: denis@theathenahotelug.com
You may not assign this contract or any of your rights under this contract without our prior written consent. You
further agree that any change in your corporate or business ownership structure, whether by merger, amalgamation
and take-over or otherwise, shall not serve to cancel, modify or in any way reduce your obligations under this
contract and this contract shall remain in full force and effect with respect to you and any successor entity.
You are kindly requested to stamp, sign and return the copy to us, in order to activate the contractual agreement
immediately.
Should you have any questions please do not hesitate to contact us. We look forward to welcoming your
guests to Best Western Plus- The Athena Hotel Uganda in 2021.

Yours sincerely,

……………………………………….. ………………………………………
Denis Matovu Lubadde Shadrack T. Wawire
Sales Account Manager General Manager

The above terms are accepted by:

Client Name:

Authorized Signatory:

Signature:

Position:

Date:
 Daily Delegate Rate (Meeting Package)

Whole Day Meeting package with Two Tea Breaks for each guest $40

N.B - The conference package is only applicable from 20 persons and above.

All DDR packages comprise of the following:

• Venue
• Your choice of set up
• Morning Coffee break with freshly brewed tea and coffee, a sweet and a
or savory snacks

• Buffet lunch at the main restaurant.

• One soft drink or water per person included for lunch
• Conference set up including of writing pad, pen and mints
• Two flipcharts with marker pens and Projector Screen
• Two bottles of mineral water for each guest.
• Full time A/V technician on site
• Wi-Fi
• LCD Projector
• PA system
FACT SHEET:
A quick snap of the property and description of services is as follows,
Hotel Details:
Best Western Plus- The Athena Hotel Kampala is located 5km from the city center in Bugolobi a Kampala
suburb.
The facility has 50 rooms categorized in 3 types i.e., Deluxe King Room, Deluxe Twins and Suites.
The Deluxe King rooms are 37, Deluxe Twins 09 and 4 suites.
Our Ambrosia restaurant caters for over 40 covers and comfort at our Ambrosia Bar with the pool side which
caters for over 30 covers.
A full composed Gym and sauna for the inhouse guests for their fitness.
The hotel has conference services, a board room, and a conference hall. The board room caters for only 7 pax
social distance in place while the conference room does 20 pax social distance in place.
The package for conference services per person is $ 35 which includes the following:
CONFERENCE (full day)
• Venue Hire
• Morning and Evening tea/coffee with assorted pastries
• Lunch Buffet + a soft Drink
• Bottled Water 02 sessions
Complementary: stationary, flip charts, Writing pads and pens, Projector & white screen, markers, wi-fi.
CONFERENCE (Half day)
• Venue Hire
• Morning tea/coffee with assorted pastries
• Lunch Buffet + a soft Drink
• Bottled Water 01 sessions
Complementary: stationary, flip charts, Writing pads and pens, markers, wi-fi. @ $ 25

BANQUET AND MEETING FACILITIES

Please take note that the capacity and rates of our meeting room, and Banquet venues is as Follows:
Description Area Board Room Seating Other Seating Rates in Ugx
Board Room X sqm 10px N/A 400,000.00
Meeting Room X sqm 20px 35px 400,000.00
Swimming Pool Xsqm N/A 40px 400,000.00
The above rates are per day use, tax inclusive and come in with a package as detailed here below, for meeting
purposes ONLY: -
Public Address System
Internet Access
One Flip Chart Stand and Paper
One Whiteboard
Coloured Set of Markers
Writing Pad and Pen
One Projection Screen
Mints
Airports pick up and drop off @ Ugx. 150,000.00 per person, one way.
LCD Projector @ Ugx. 540,000.00 per day use
Laptop @ Ugx. 540,000.00 per day use
42 inches Plasma Screen @ Ugx. 540,000.00 per day use
DVD Player @ Ugx. 400,000.00 Per day use
Room Accommodation Inclusive of Break Fast.
CATERING: -
Skilled service crew to Compliment.
Am and Pm Break (Tea / Coffee / Juice with assorted Snacks) @ Ugx. 20,000.00 Per person per session.
Buffet Lunch or Set Menu @ Ugx. 75,000.00 Per person
Bottled Water 500ml @ Ugx. 5000.00 Per bottle. (Charged per Consumption)
Note: - The above quoted rates are tax inclusive and subject to change without prior notice.