Clayton Hotel Belfast

1. Number Booked

a) A provisional number of guests is required at booking. The hotel may set a minimum chargeable number (outlined separately). Final numbers must be confirmed 14 days before the event (excluding event day). If changes are made after this point and contracted numbers exceed the minimum, the contracted number applies.

b) The hotel may change the room if final numbers fall below the minimum, following consultation. This does not affect the minimum charge.

2. Payment

2.1 Full payment is due two weeks prior to the event via bank transfer or credit card. Late payment may result in cancellation..

2.7 For clients with established credit, remaining balance is due 30 days after the event. Provide PO details in advance for invoicing.

2.8 Late payments will incur interest at 4% above UK base rate or the legal max. Disputed charges must be communicated in good faith; undisputed amounts remain due within 30 days.

3. Cancellation by Customer

a) Cancellations incur fees to cover hotel losses, including third-party hire costs.

b) Charges based on notice period:

8–16 weeks: 25%4–8 weeks: 50%2–4 weeks: 75%<2 weeks: 100%c) Event days are not included in notice period calculations.

4. Cancellation by Hotel

The hotel may cancel with no liability if:

Premises are unusable (fire, renovations, public authority order, etc.)Client enters insolvency, liquidation, or administrationPayment for prior services is over 30 days overdueThe event risks damaging the hotel's reputation5. Liabilities

a) Guests are responsible for their belongings. The hotel accepts no liability for loss, damage, injury, or illness unless caused by its own negligence.

b) Unless liable under (a), clients must indemnify the hotel for damages or loss resulting from the event.

c) Clients should obtain appropriate insurance cover.

6. General

a) Goods/services may not be traded on-site without prior consent. No ticket sales allowed at the event.

b) Only hotel-purchased food may be consumed in meeting spaces. No external catering is permitted. Food bought at the hotel must be consumed on-site for safety reasons.

c) Use of hotel branding (name, logo, phone number) in advertising or publicity requires prior written consent. Unauthorised fly posting in Belfast is illegal and the hotel accepts no responsibility; any legal/financial repercussions will be charged to the client.

d) Signs, displays, or posters may not be affixed to hotel walls without prior approval.