Dear Mr. ,
Greetings from Hotel Comfort INN Legacy .
We thank you for considering Hotel Comfort INN Legacy, Rajkot for your forthcoming event on
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Pursuant to our discussion, please find enclosed our sample menus, letter of agreement and general
terms & conditions for your reference and acknowledgement.
For confirmation of the venues reserved for you, kindly acknowledge all pages of the Letter of
Agreement and return at the earliest on the below mentioned contact details with the advance deposit.
We sincerely hope to be able to lend our experience to ensure that the event is an outstanding success.
Please do not hesitate to call Banquet Sales on + 91 281 3018555 for any assistance.
Looking forward to a mutually beneficial business relationship and welcoming you and your guests to
Hotel Comfort INN legacy.
Thanks & Best Regards,
Hotel Comfort INN Legacy, Rajkot.
Panchnath Road, Limda Chowk, Rajkot 360001. Ph. No. + 91 281 3018555, Fax No. + 91 281 3018555,. www.hotelcomfortinnlegacy.com
2. 2 Banquet – General Terms & Conditions
1. Confirmation and Deposit
Please forward us the signed letter of agreement along with an acceptance to the general terms and
conditions and a deposit equivalent to 50% of the total expected billing
(Including taxes) at the time of signing the letter of agreement as an indication of your confirmation.
An additional 20% advance payment on the total estimated billing (including taxes) will be required
forty five days prior to the event.
The balance 40% of the expected amount of the estimated billing (including taxes) will be required
fifteen days prior to the event.
Should there be any extra billing during the event the client will settle this on the concluding day as
per the terms of the letter of agreement.
All deposits paid by or on behalf of client are subject to the cancellation fee.
The applicable rates are on per person basis.
Any requirement of audio visual, stage, DJ etc will be charged as per applicable rates.
All requirements for the function including menu, seating arrangements, floral arrangements, audio
visual equipments etc. must be finalized fifteen days prior to the function date.
The rates are exclusive of applicable government taxes & service charges.
In event of any changes in the applicable tax structure, the same shall be applicable.
All cancellations must be notified in writing to the hotel. If The Hotel is informed of the event
being cancelled, in part or completely, the confirmation deposit paid will need to be forfeited (not
refunded) by the Client to Hotel Comfort INN legacy , Rajkot
Billing inclusive of all applicable taxes
Should the deposits received be insufficient to meet the cancellation fee amount, the client is liable
to pay to Hotel Comfort INN legacy, Rajkot the balance.
Hotel Comfort INN legacy, Rajkot reserves the right to cancel the booking in case of non-payment
of deposits as per schedule.
All deposit payments need to be made in favour of “Hotel Comfort INN legacy “
payable at par in Rajkot.
Neither party shall have the right to terminate their obligations under the letter of agreement.
3. Releasing Tentative Bookings
The Hotel Comfort INN legacy, Rajkot reserves the right to cancel any tentative booking that is not
confirmed within the time stipulated for confirmation in the letter of agreement. Also, if the hotel
receives a request for the space during the stipulated confirmation period, Hotel Comfort INN legacy,
Rajkot will notify you and extend 48 hours (2 days) to advise confirmation of the tentative booking.
In the absence of a written confirmation to the letter of agreement, the hotel reserves the right to
release any space held without any prior notification.
4. Minimum Guaranteed Attendance and Venue Allocation
3. 3 Banquet – General Terms & Conditions
Allocation of function rooms is in accordance to the minimum numbers guaranteed. The minimum
guarantee for your event needs to be confirmed at the time of signing the letter of Agreement, after
which only an increase in number will be permitted. The final attendance will need to be confirmed at
least 48 hours prior to the event. Also, should the actual number of attendees to the event exceed the
number guaranteed by the company in excess of 15%. Hotel Comfort INN legacy , Rajkot shall levy
an additional 20% surcharge on the number of such excess attendees. Please note that since the hotel
makes arrangements for only 10% in excess of the minimum number guaranteed; please advise us on
the final numbers accordingly. If there is any reduction in the minimum guarantee, the same needs to
be informed to Banquet Sales a minimum of 48 hours in advance of the event in writing. Any such
reduction would be subject to reallocation of venue and/or increase in food charges/ room hire.
In case of increase in the minimum guarantee, allocation of larger space would only be subject to
5. Food and Beverage Policy
There are no discounted rates for children.
Food shall be prepared only 10% in excess of the minimum guaranteed numbers. Should the
number of persons exceed over 10% of this guaranteed number, Hotel Comfort INN legacy, Rajkot
would not be able to ensure consistency in the quality and quantity of food and quality of service in
the absence of adequate notice.
Only food and beverage items provided by Hotel Comfort INN legacy, Rajkot are to be consumed
on the hotel premises.
No left over food or beverage will be removed from the hotel’s premises for outside consumption.
In case of outdoor catering functions, all left over food or beverage items (cooked or uncooked)
shall remain with Hotel Comfort INN legacy, Rajkot banqueting team.
6. Beverage Regulations
All beverages including packaged water need to be purchased from the hotel and are charged as per
applicable hotel rates on bottle / package consumptions.
Alcoholic beverages will not be permitted in conjunction with the local government regulation.
7. Extended Hours / Surcharge/ Night Set-up Fee
The hall must be vacated at the agreed time of the contract letter.
Should the timings of the function exceed the stipulated timings, an overstay charge of Rs. 5000
(plus taxes) per hour will be applicable to the client at the discretion of Banquet Service Manager.
In case of outdoor catering, a charge of Rs 200 per hour, per staff member will be charged should
the pre-established timings of the function be exceeded.
In case a night set-up is requested, a fee of Rs 3000 (plus taxes) per hour will be applicable
All entertainment requirements for the event are to be approved prior to the function by The Pride
Hotel - Ahmadabad in addition to place, timing and noise pollution levels of the planned
entertainment. The Pride Hotel reserves the right to reduce volume levels should these levels exceed
the comfort level and cause inconvenience to other Pride Hotel – Ahmadabad’s guests. Volume
4. 4 Banquet – General Terms & Conditions
levels have to be controllable for events running beyond 2300 hrs. For events where entertainment
is planned and no tickets are being sold, a Public Performance License, and a permit from India
Performance Rights Society is mandatory. Additionally a “No Objection Certificate” is required
from the Entertainment Tax Authority, Traffic Police and Local Police Station. The same need to be
procured by the client directly and Hotel Comfort INN legacy, Rajkot would require a copy of the
above permits and “No Objection Certificate” 7 days prior to the event.
Fire works are not permitted in the hotel premises.
Bands and any animals are not permitted in the hotel premises.
9. Audio Visual and Electrical Installations
All installations provided by the client or the hotel, must be supervised by Hotel Comfort INN
legacy, Rajkot Engineering Department.
The client is required to abide to any recommendations made by the hotel’s management in this
Live and loose wires are not permitted in any area of the hotel. All wires must be concealed with an
appropriate electrical tape.
Free standing equipment like consoles, speakers, light stands except manually operated follow spots
have to be masked with proper wooden framework or covered with black color fabric.
All power cans must be covered using a four side covering.
Client must inform the hotel about the total electricity load requirement for the event at least 7 days
in advance, so as to make necessary arrangements. Over and above 5 KV of electricity if required
can be provided at an extra charge of Rs. 2500 (plus taxes) per hour or advice the client to arrange
for additional generators.
For drawing extra power either through generators or through the hotel’s main board, appropriate
plugs and electrical wire must be used by the client. An electrical inspector’s license will be
required by Hotel Comfort INN legacy , Rajkot for the generator use during event
11. Preventing Damage and Property Insurance Issues
The hanging of banners, posters or any other object by using nails, thumb pins, tape or by any other
means is not permitted. Freestanding-framed banners shall be permitted.
All display material within the banquet area requires the approval of Hotel Comfort INN legacy ,
No banner, poster or signage is permitted in any public areas or around the periphery of the hotel.
Hotel Comfort INN legacy, Rajkot is not liable for any loss or damage of guest's belongings
during the event.
The client is liable for any damage caused to Hotel Comfort INN legacy , Rajkot property or
equipment by the client or contractor of the client or the client’s guests attending the event.
Hotel Comfort INN legacy , Rajkot is not liable for any loss or damage to property left within the
hotel premises before or after the event
12. External Contractors
5. 5 Banquet – General Terms & Conditions
Should Client be engaging any external agencies to execute any part of the event, the same will
need to be advised to the hotel and a joint meeting will need to be arranged to review the specific
areas of responsibility. This should be organized as soon as these contractor’s are engaged prior to
confirming any set-up details.
Set ups involving noisy activities must be planned out in compliance with the Banquet Manager /
All contractors will be required to adhere to the Outside Vendor’s Policy of Hotel Comfort INN
legacy, Rajkot Please request for a copy of the same prior to confirming service to any vendor.
13. Guest Conduct
Hotel Comfort INN legacy, Rajkot reserves the right of admission and entry of persons entering the
hotels facilities. In the unfortunate event that the client’s guests or their guest’s behavior become
unacceptable and causes embarrassment or discomfort to others (guests or hotel staff), management
of the hotel reserves the right to have the individual or individuals removed from the hotels premises.
14. Force Majeure
Except as otherwise provided, neither party shall have the right to terminate their obligations
under this letter of agreement. This agreement is, however, subject to termination for cause without
liability to the terminating party, under any of the following conditions:
The parties’ performance under this letter of agreement is subject to acts of God, war, government
regulations, terrorism, disaster strikes, civil order, curtailment of transportation facilities, or any other
emergency beyond the parties’ control, making it inadvisable, illegal or which materially affects the
party’s ability to perform its obligations under this letter of agreement. Either party may terminate
this agreement for anyone or more of such reasons upon written notice to the other party within three
(3) working days of such occurrences or receipt of notice of any of the above occurrences. Saturday
and Sunday will be treated as non-working days for the purpose of this letter of agreement.
I understand and agree to the terms and conditions listed above.
Agreed and acknowledged by: