May 20, 2014

Ms. Sheila Fajardo

Clarins Canada
815 Desserte Est Autoroute 13 Chomeday
Laval, QC
H7W 5N4

Dear Ms. Fajardo,

We would like to take this opportunity to thank you for choosing The Fairmont Empress as the site
for your upcoming Clarins Canada meeting. We are pleased to confirm that the following is being
held on a tentative basis. We will be happy to change the status to definite with the receipt of a
deposit.

Date Time Event Function Space Setup Style Attendance Room Rental
09/09/14 08:00-08:30 Breakfast Buffet Library Crescent Rounds 6 25
08:00-17:00 Meeting Library Crescent Rounds 6 25 $500.00
12:00-13:00 Lunch Buffet Library Crescent Rounds 6 25
14:30-14:45 Coffee Break Library Crescent Rounds 6 25

NOTE: The Fairmont Empress reserves the right to change meeting rooms assigned. Room names have been
provided to outline The Fairmont Empress' ability to accommodate your requirements based on the information
presently on hand. Please do not publish these names until clearance has been provided by your Conference Services &
Catering Contact. Alternate arrangements will be dependent on your final numbers and other Hotel commitments.

If these details are to your satisfaction, please sign and return a copy of this letter.

Deposit Policy:
A non-refundable deposit in the amount of $500.00 is required by June 10th 2014 in order to change
the status of your event to definite. This can be submitted by cheque or credit card.

Food & Beverage:

a) Please note that our Banquet Menu pricing is subject to change. Though it shall not alter in any
way the food and beverage revenue commitment set forth herein, final food and beverage prices will
be confirmed up to six months in advance of \your scheduled functions.

b) Menu arrangements should be supplied and finalized (at least 30 days) prior to your function.
Should this deadline not be observed, we cannot guarantee menu contents and other necessary
arrangements.

Clarins Canada: September 9, 2014 1

Meal Guarantees:
The Fairmont Empress requires an approximate number of guests attending your event fourteen (14)
days prior. A final guaranteed number of confirmed attendees is required three (3) business days
prior. The confirmed guarantee may be increased up to 24 hours prior to the event upon approval of
the Chef.
For meal functions under 300 guests the hotel will prepare and set 5% above the guaranteed number
of guests.
You will be charged the guarantee or actual number of guests served, whichever is greater. The
percentage of over-set meals will be a vegetarian alternative meal. If the number of requests for
vegetarian meals exceeds this number you will be charged for the number of extra vegetarian meals
served. Additionally, in the event the actual number of meals prepared is greater than the pre-
determined over-set a surcharge of $5.00 additional meal produced will apply.
For events that require on-going ticket sales on site a final guarantee of guests will be confirmed 24
hours prior. Ticket sales should cease at this time.

Shipping Boxes:
We are pleased to assist in the handling of boxes and packages. Due to limited storage we are unable
to accept shipments earlier than two (2) days prior to an event. Please co-ordinate the return
shipment of items immediately following your event. The Hotel is not responsible for damage or
loss of articles left of the premises during or following an event. Please note a drayage (service fee)
charge of $7.00/box will be charge to your master invoice.

Audio Visual/HSIA:
The preferred supplier for audio visual equipment at The Fairmont Empress is Presentation Services
(PSAV). A price list for their services and accessories is available upon request.

Should you contract an outside supplier for AV services a patch fee will apply as follows:
Crystal Ballroom - $500.00 per day
All Other Function Rooms - $250.00 per day

Meeting rooms are equipped with High Speed Internet Access (HSIA) with a limited number of
function rooms offering wireless HSIA. You may supply your own computer and Ethernet card or
PSAV would be happy to supply this service. Please contact PSAV for more information & pricing –
250-995-3687.

Labour Charges:
Functions under 20 guests requiring a Server $100.00 per event
Changes to contracted room setup once room is set $35.00 per hour per staff
Charge for function setup if the space is required more than
1 hour before contracted meal service time $35.00 per hour per staff
Events on Canadian Statutory Holidays $60.00 per hour per staff

Payment Policy:
 The deposit will be applied to your final invoice.
 Full pre-payment of the estimated final invoice is due 2 weeks prior to the event date. This
amount will be confirmed by your Catering Representative.

Clarins Canada: September 9, 2014 2

  Full pre-payment may be made by credit card or cheque.

Cancellation policy:
If you should cancel within 30 days of the actual event, a penalty equivalent to the published room
rental of the function room(s) will apply.
If you should cancel within 14 days of the actual event, a penalty equivalent to the published room
rental of the function room(s) PLUS 50% of the food and beverage costs will apply.

Taxes and Gratuities:

Currently, Food and Beverage and service charges are subject to the following taxes:
FOOD:
1) Goods and Services Tax (GST) 5%
2) Gratuity 15%
BEVERAGE:
1) Provincial Sales Tax (PST) 10%
2) Goods and Services Tax (GST) 5%
3) Gratuity 15%

We look forward to welcoming your group to The Fairmont Empress. One of our conference service
professionals will contact you as the date draws closer; however, please feel free to contact me
directly at (250) 995-3668 or by email at Nicole.Gasko@Fairmont.com if I can be of assistance in the
meantime.

Sincerely,

Nicole Gasko
Manager, Special Events

Signature Client Signature

Nicole Gasko Ms. Sheila Fajardo

Manager, Special Events on behalf of Clarins Canada
The Fairmont Empress

Clarins Canada: September 9, 2014 3

 CREDIT CARD AUTHORIZATION FORM

Please return this authorization form directly to our accounting department:

Attention: Nicole Gasko From:

Fax: 250-381-5959 Fax:

Email: nicole.gasko@fairmont.com Email:

I, authorize The Fairmont Empress to charge my

INTIAL DEPOSIT: $

Select if you would like the final F&B charges billed to this credit card:

Food and Beverage: Room Rental:

Tax & Service Charge: Other (specify):

Company Name & Event: Clarins Canada - Clarins Canada Meeting

Event Date: September 9, 2014

Credit Card #: please fill in with last 4 digits only Expiry date:

Please call Nicole Gasko with your card number.

Card Holder’s Signature:

Card Holder’s Address:

Card Holder’s Telephone #:

NOTE: By signing this form you are authorizing deposit charges for functions to be processed as
soon as we have received the completed form and full prepayment will be taken two weeks prior to
the event date.

Clarins Canada: September 9, 2014 4