Hotel Reservation email address:
All rates areper ROOM per night and inclusive of local taxes and service. Inc.continentalbreakfast OR hot buffet breakfast
Rate Period: / Alloc / Release / Cur / Twin/Double / Triple / Quad / Single
€
€
€
Rack rates inc. CB
We accept the contract as set out above and the terms and conditions overleaf.
Signed on behalf of Travco LLP Signed on behalf of hotel
Signature : / Signature :Name :Tanja Goeschl / Name :
Position : Hotel Contracts Executive / Position :
Date : / Date :
Terms and Conditions
which are deemed incorporated and form part of this contract:
1.Travco appointment as Agent
The Hotel hereby appoints Travco LLP (“Travco”) to act as its duly authorised selling agent for the sale of the hotelaccommodation named overleaf
and Travco agrees to act as such.
2. Hotel Reservation email address for bookings, amendments and cancellations
It is understood that the email address given on the front of this contract is where the Hotel guarantees all bookings, amendments and cancellations are accepted. Should the Hotel change or disable this email address during the period of this contract it is important to notify Travco in writing and to receive confirmation from Travco that the amendment has been made in the Travco system. Failure to so notify will result in the Hotel being held responsible for all costs and consequential expenses.
3. Cancellations / “No Show” / Early Departure
Cancellations must be advised to the Hotel latest on the date prior to arrival to incur no charges. All “no shows” will incur a one night charge, early departures will incur a maximum one night extra charge above the actual number of nights stayed if timely notification not given.
4. “Close out” dates
All requests for “close out” dates must be sent directly to the F.I.T. Manager by email to or by fax to +44 (0) 207 739 2233. All requests will be considered and a written confirmation will be sent if approved. Allocation “close outs” are not automatic and are subject to consideration on a case by case basis. Hotel is fully responsible for all freesale “close outs” which are to be managed via the extranet directly by Hotel.
5. Health and Safety
5.1In relation to all accommodation, services and facilities contracted for pursuant to this agreement, the Hotel represents and warrants to Travco that:
(a)The accommodation, services and facilities are safe, of a good and clean standard, in full working order and comply fully with all applicable local, national and any other laws, regulations and codes of practice which relate to or in any way affect them.
(b)All necessary consents, licences, and permissions that are required by local, national and any other law have been obtained and are in force during the validity of this agreement and during the period covered by all reservations made pursuant to it. The Hotel agrees to provide to Travco upon demand copies of all such consents, licences, consents and permissions.
5.2Upon request the Hotel shall permit representatives of Travco to inspect the accommodation, facilities and services and all consents, licences, consents, permissions and other documents that are relevant for the purposes of verifying the Hotel’s compliance with clause 5.1 of this agreement.
5.3The Hotel must meet Travco’s minimum Health and Safety requirements (see attached), and complete a safety inspection checklist before Travco shall make available for sale the accommodation, services and facilities pursuant to this agreement. The Supplier will complete further safety inspection checklists at least every 12 months or more frequently if so requested by Travco. The Hotel must notify Travco immediately of any changes that occur relating to the information provided in the checklist.
6. Insurance
Throughout the period of this agreement the Hotel shall take out and maintain a comprehensive insurance policy or policies to cover:
(a)All third party (public liability) risks (including when accommodation, services or facilities are provided by a supplier other than the Hotel), including but not limited to cover for death, personal injury and illness at an appropriate level in respect of guests staying at the hotel and Travco’s clients, employees, representatives and agents; and
(b)The full amount of damages, expenses, losses, fines, costs (including legal costs) and/or any other sums which the Hotel and/or Travco incurs or becomes responsible for as a result, directly or indirectly, of any act(s), omission(s) and/or defaults(s) of the Hotel, its personnel (whether or not employed by the Hotel), suppliers, sub-contractors, agents and/or representatives and/or as a result of any breach by the Hotel of this agreement.
(c)The Hotel shall on demand supply Travco with copies of the said insurance policies (including renewal policies and up-to-date schedules) and proof of payment of the current premium. Further, the Hotel shall inform Travco immediately in the event that any insurance policy should lapse.
7. Japanese Clients
It is understood that the Hotel will not book out any Japanese clients. There are very strict penalties imposed under Japanese law, which provides for substantial damages. Please refer to clause six.
8. Indemnities
The Hotel agrees to indemnify and keep indemnified Travco in full and on demand in respect of any and all claims, demands, actions, proceedings and any
and all liabilities, damages, losses, costs, fines, judgments and expenses (including, but not limited to, all consequential and / or economic loss, whether
direct or indirect, and legal and other professional advisers’ fees) incurred by or made or brought against Travco, whether directly or indirectly, and whether
wholly or in part arising from or in connection with any breach by the Hotel of any of the provisions of, or its obligations under, this agreement, or any other
action or omission (including but not limited to negligence) by or on behalf of the Hotel or any of the Hotel’s officers, staff, sub-agents, contractors or
representatives whether or not such losses or the consequences of such breaches, acts or omissions were foreseeable at the date of this agreement.
9. Complaints
The Hotel will deal sympathetically with all clients’ complaints or requests and will co-operate with Travco to settle the same to the best advantage of both parties provided that in the event of the non-fulfilment by the Hotel of any of the provisions of this contract which result in Travco being obliged to make a refund or payment to any client(s) then the Hotel will reimburse Travco with the amount of such refund or payment upon Travco providing proof of payment if requested.
10. Ownership of the Hotel
In the event that the Hotel is sold, leased or otherwise disposed the Hotel will expressly provide that this contract will be honoured.
11. Confidentiality
Except as otherwise required by law, or as mutually agreed between the parties, neither party will disclose confidential information (including but not limited to the terms of this agreement), financial and sales information, marketing plans and customers (to any third party).
12. Governing Law
This Agreement will be governed by English law. The parties hereby submit to the exclusive jurisdiction of the English courts save that Travco may, at its absolute discretion, take proceedings or seek remedies before the courts or any competent authority of any jurisdiction in which the Hotel has its place of business, assets or accommodation.
Payment conditions
which are deemed incorporated and form part of this contract:
Payment Conditions
Travco works using a voucher and invoice policy since we are a wholesaler and work as a 3rd party.
The guests will arrive at the hotel with a voucher including the Travco booking reference number. The hotel will then send an invoice to Travco for the stay of the guests for room and breakfast (if contracted) only. All other incidental charges should be billed to the guest directly PRIOR to check out. The Travco contract rate should NEVER be disclosed to the guests themselves.
A monthly payment run is done end of every month for the previous month and this will include payment for ALL arrivals preceding the month of the payment run. This means that, for example, all January arrivals will be paid end of February.
It is IMPORTANT that at the end of each month the hotel sends a STATEMENTto Travco, including a list of the following details, in order for the payment to take place:
Invoice number/date (of all invoices sent for that month), Travco booking reference number, Name of guests, Arrival/departure date of guests, Total amount of invoice
With this statement, the accountant is able to verify each received invoice in accordance with what Travco has on their records, and therefore makes sure that no invoice has been missed.
The invoices must be addressed to “Travco LLP” (NOT “Travco” or “TravcoHouse” etc) and at our Paul Street address which is:
Travco LLP
Travco House
92-94 Paul Street
London EC2A 4UX
United Kingdom
Invoices must be dated, Invoices must be printed (not hand written), Invoices must show the net value ,Vat Value and Gross Value, Percentage of VAT, Invoices must show your VAT number.
Payment is usually made by cheque in pounds sterling or Euros. If you prefer to receive telegraphic transfers, please provide the requested details below. Please note that there is a banking charge applicable to all wire transfers which is payable by the hotel
Beneficiary Name:
Beneficiary Address:
IBAN :
Swift Code:
Invoices can be sent by post and statements can be sent by post, fax or email (as attachment) directly to the Purchase Ledger Person below.
For any queries/information/questions regarding payment issues please contact directly the accountant:
MrsIfy Onughaforall Hotels from alphabet A to L Mr Adnan Awanfor all Hotels from alphabet M-N
Email: Tel.:+44 (0) 20 7864 6607E-mail: Tel.:+44 (0) 20 7864 6061
MsSanda Sitkofor all Hotels from alphabet O to Z
Email: Tel.:+44 (0) 20 7749 0104 7544 Accounts Department Fax: + 44 (0) 20 7739 4278
Cancellation Policy
Free of charge cancellation until 24hours prior to arrival during the whole contract period.
If there are other conditions during fairs or peak periods, this has to be notified in details to Travco in writing at the time when the contract is signed and would only apply for that fair or peak period
No-Show or late cancellation or late or l
For late cancellations or no shows the maximum charge is 100% of the first night only. Early departures will incur a maximum of one night’s extra charge above the actual number of nights stayed. If there are other conditions during fairs or peak periods, this has to be notified in details to Travco in writing at the time when the contract is signed and would only apply for that fair or peak period.
Fair Dates
It is the full responsibility of the hotel to advise Travco about any Fair Date amendments and the Hotel must ensure that the right fair dates are attached to the correct contract period. For example, if the contract gets renewed for the period of 01/11/11 to 31/10/12 the hotel must advise all fair dates which apply for that period on that particular contract. Any fair dates given to Travco for the whole calendar year in a previous contract are not automatically transferred to the new contract. Only the fair dates advised at the time of signing the new contract are valid. If fair dates change during the course of the contract Travco has to be advised immediately in writing and this will also be reconfirmed by Travco in writing before it is valued. Any bookings which have previously been made for that period must be honoured at the original rate by the hotel.
With the following signature both the HOTEL and TRAVCO are accepting the payment conditions mentioned above.
Signature: / Signature:Name: Tanja Goeschl / Name:
Position : Hotel Contracts Executive / Position:
Date: / Date:
New Hotel
Renewed Contract
Hotel: / City:Hotel Health and Safety Officer / Manager / Director;
Direct email address of above person:
Travco LLP policy is to select and contract with hotels that can consistently provide services and leisure activities that our clients’ guests can enjoy in complete safety. Travco LLP is subject to strict legislation concerning the quality and safety of the hotels that we propose to our clients. We are required by law to assess and inspect the hotels and services that we contract highlighting any issues which give us cause for concern, and as such each of our partner hotels must complete a safety self assessment audit detailing all pertinent Health & Safety procedures and measures in place at the hotel.
The audit link will be emailed to the above named person for completion as soon as the ePASS audit link is established. The self assessment audit must be completed online in real time by the competent person or persons responsible for each aspect of the audit.
Please be aware we will not be able to put your hotel ‘live on sale’ in our system until this process has been completed and assessed.
The audit is available in the following languages, please specify if one of the following languages is preferred otherwise the audit will be issued in ENGLISH
Bulgarian – Chinese – Croatian – Czech – Danish – Estonian – Finnish – French German – Greek – Icelandic – Italian – Japanese – Korean – Latin Spanish – Latvian Lithuanian – Norwegian – Polish – Portuguese – Romanian – Russian – Serbian Spanish – Swedish – Thai – Turkish
Submitted to Health and Safety by:
Signature :Name :Tanja Goeschl
Position : Hotel Contracts Executive
Date :