Sofitel Melbourne on Collins - Luxury hotel - Terms & Conditions

Terms & Conditions

HOTEL COMMERCIAL TERMS AND CONDITIONS

1. ACCOMODATION RELATED

1.1 CURRENCY

All rates quoted are in Australian dollars 

1.2 TAXES AND SERVICE CHARGES

All rates are inclusive of GST (Goods and Services Tax), currently 10%, subject to change based on Government requirements. 

1.3 CHECK IN AND CHECK OUT

The Hotel will make every effort to ensure your rooms are available at your time of check-in however, the Hotel standard times & rates are as follows:

Check In Time                       –                     From 1400

Check Out Time                     –                     Latest 1100

** Access prior to 1400 will require a pre-registration from the night prior subject to availability/rate change.

** Late check out up to 1400 is limited and subject to availability and confirmation/rate change.

** Late check out after 1800 is limited and subject to availability and confirmation; Full agreement rate for that night.

 

1.4 ROOM EXTENSIONS

Any extension of the original room block is subject to availability, must be confirmed in writing, and may be subject to different terms and conditions.

 

1.5 THIRD PERSON CHARGE

One child, 12 years or under, occupying the same room as their accompanying adult/s, and using existing bedding is complimentary. A third person over 12 years old  occupying a room or a rollaway bed will be charged at $80.00 per day.

 

1.6 EVENT SCHEDULES

Transportation arrangements including arrival time, departure time and Transport Company need to be advised to the Hotel 72 hours prior to arrival to ensure all Hotel staff are aware of guest movements. This only applies if all guests are arriving together.

 

1.7 ROOM DROPS (GIFTS)

Room drops can be organized with our Group’s Coordinator.  There will be a charge of $6.00 per room for letter under door room drops, and $9.00 per room for an in room delivery.  Please advise your Coordinator the nature of your room drop and the Coordinator will advise the applicable fee for any larger or unusual items. Note that a minimum 72 hours advance notice is required. This charge is applicable for each separate room drop completed during the conference.

 

1.8 PORTERAGE

Porterage is complimentary for individual arrivals/departures. For group arrivals/ departures of 10 or more rooms a fee of $14.00 per person applies for the round trip.

 

1.9 GUARENTEED BLOCK ACCOMMODATION CANCELLATION

If you cancel or reduce your accommodation booking:

From Signing of this contract until 91 days to arrival booking date:

Up to ten percent (10%) of the accommodation revenue contracted may be cancelled without charge.  Rooms released over and above the ten percent (10%) will be charged equal to half (50%)  of the revenue cancelled. Run of house rooms will be released from the highest category of room.

90-31 Days to arrival booking date:

You may release up to five percent (5%) of the 91 day room block total without incurring any penalty up until 31 days to arrival date.   Rooms released over and above the five percent (5%) will be charged equal to three quarters (75%) of the revenue cancelled. Run of house rooms will be released from the highest category of room.

30 Days until booking arrival Date:

Within 30 Days of Arrival Date, Full (100%) cancellation fees apply for all remaining accommodation, or in the event of a non-arrival (no-show).

14 Days From Booking Date:

At fourteen (14) days from Arrival Date any rooms remaining (including unnames rooms) will automatically be released for general sale.  The Hotel will continue to accept reservations after this date on a space-available basis. Cancellations within 14 days will incur a full 100% cancellation fee equivalent to the full stay of each room cancelled.

2. EVENT RELATED

2.1 FUNCTION DETAILS

You are required to provide the Hotel in writing particulars of all venues, food, beverages, entertainment, technical requirements, audio visual requirement, room set ups, starting and finishing times in connection with your function and the number of persons you expect to attend your function. These details are required a minimum of forty (45) days prior to the arrival date.

The guaranteed number of guests attending is required by 10:00AM, five (5) working days prior to your event. Should a guaranteed number not be received, the attendance indicated on the Banquet Event Orders will be taken as final.  If the number of guests who attend your function differs by more than 10% from the number of the persons notified to the Hotel, the Hotel may review the price charged for your meals and may reallocate your function to a different function room within the Hotel.

 

2.2 FUNCTION SET UP

Clients are responsible for costs involved in ensuring set-up and breakdown time of all function spaces.

 

2.3 TOTAL EVENT CANCELLATION

If you cancel your ENTIRE event,  in addition to any applicable accommodation charges, the event charges are as below:

 

2.4 FROM SIGNING OF AGREEMENT UNTIL 121 DAYS BEFORE YOUR BOOKING:  Initial non-refundable security deposits will be retained for full cancellation.

120-61 Days before your Booking:

Should any functions cancel, 50% of total conference room rentals and estimated food & beverage revenue, based on contracted minimum spend will be retained.

60-31 Days before your Booking Date:

Should any functions cancel, 75% of total conference room rentals and estimated food & beverage revenue, based on contracted minimum spend will be retained.

30 Days From Arrival:

Should any functions cancel, 100% of total conference room rentals and estimated food & beverage revenue, based on contracted minimum spend will be retained. In addition, Audiovisual services and supply confirmed through AVD are 100% non-refundable.

 

DATE ALTERATION

If a conference is confirmed and then changes dates it is treated as a cancellation. Please refer to the above cancellation schedule.

 

2.5 FUNCTION SLIPPAGE OR REDUCTION

Should there be any slippage or reduction in delegate numbers, which fall below the contracted minimum food, beverage, venue hire spend of your event the contracted minimum spend still applies and will be applied as venue hire.

 

2.6 ROOM HIRE

Room hire charges are applied to all function rooms unless otherwise negotiated and approved. Twenty-four hour rental charges are available on application.

 

2.7 ROOM ALLOCATION

The Hotel reserves the right to assign another room for the organized function in the event the room originally designated for such function is not available or inappropriate in the opinion of the Hotel.

 

2.8 DELIVERY AND COLLECTION OF GOODS

The Hotel will only accept delivery of goods one (1) working day prior to your function, and all goods must be collected within two (2) working days following the conclusion of your function.  The Hotel accepts no responsibility for any items delivered or left for collection.  Note:  Loading dock clearance is 3.2 metres.

All deliveries should be address as follows:

Attention:       Jimmy Soccio & Michelle Chan

Sofitel Melbourne On Collins

Via P2 Loading Bay

Flinders Lane Melbourne

{Name of Group}

{Arrival Date and Departure Date}

From:              [name of consignor]

[telephone number of consignor]

Piece:              1 of 1

The P2 loading bay is accessible between 07:00-15:30 for delivery and pick up of goods. The enter the loading bay, use the right hand side delivery entrance from Flinders Lane between Spring and Exhibition Streets.

No parking is allowed in the loading bay.

Items are not allowed to remain in the loading bay.

The Hotel will not be responsible for items left on the loading bay.

The Hotel does not supply staff or trolleys for the movement of goods to and from the dock.

 

2.9 SIGNAGE

Digital signboards are positioned near conferences and event rooms to display directional information regarding your conferences or event.

*Please note that your signage will rotate with other events and advertising throughout the day.

Nothing is to be nailed, screwed, stapled or adhered to any wall, door or other surface or part of the building. Signage in Hotel public areas is to be kept to a minimum and must be approved by your Events Executive

Signage and logos are to be received no later then 5 working days prior to your event.

 

2.10 CONSUMPTION

Function organisers are not permitted to supply their own food and/or beverage unless notified and approved by the Hotel. Food and Beverage on a cash basis is not permitted. The Sofitel Melbourne On Collins Environmental Management & HACCP Food Safety Policy, is a commitment to providing employees and the wider community with a high level of environmental management that aims to apply best practice for all environmental aspects identified within our business.  In May 2011, we became the first luxury hotel in Australia to receive ISO 14001 accreditation for Environmental Management Systems.  It is our expectation that our preferred partners demonstrate the same awareness and consideration of the environment.

The hotel has also recently been awarded Food Safety Management Systems (ISO 22000), an international standard that specifies the requirements for Hazard Analysis Critical Control Point (HACCP) in organizations involved in the production, processing, transport or distribution of food products.  We are dedicated to ensuring that all food produced and provided to our guests is safe and meets the highest quality standards.

 

2.11 MENUS

Menus served in any function venue will consist of one item selected for each course, not on an a-la-carte basis, unless notified and approved by the Hotel.

 

2.12 LABOUR SURCHARGES

A labour surcharge of $1,000.00 per hour or part thereof is applicable if service is required to continue after midnight. Please note all events held on Level 35 must conclude at midnight.

A labour surcharge of $65.00 per hour per staff member (minimum of 3 hours per staff member) is applicable when a change is made to the room setup 24 hours or less before an event begins. This is subject to the nature of the change. Total staff hours and therefore final cost is at the discretion of the Conferences & Events Sales Department.

 

2.13 CAR HOIST

For heavy equipment and cars, the Hotel has a car hoist, which must be operated by qualified Hotel staff only. Access times of use are between 00:01 and 06:00. Use of the car hoist must be pre booked a minimum of seven working days in advance. Your Event Executive will discuss all the costs involved with the use of the car hoist.

Minimum charge is $1,000.00 for bump in and bump out of an item. Please note additional charges will apply should a vehicle need to be brought through the Grand Ballroom onto the Promenade area. The labour is charged at $65.00 per hour (minimum of 3 hours, and 2 staff members).

 

2.14 TRADE EXHIBITION

Floor plans of all Trade Exhibition areas must be approved by the Hotel before selling of the Exhibition space.

 

2.15 COMMENCEMENT & VACATING OF ROOMS

The organizer agrees to begin the function and vacate the designated function space at the scheduled times agreed upon. In the event, a function should go beyond the agreed finishing time; the hotel reserves the right to impose a labour charge for each hour and part hour the function space is occupied.

 

2.16 AUDIO VISUAL – HOTEL TECHNICAL REPRESENTATIVE (HTR)

Should you decide to appoint Audio Visual Dynamics (AVD) as your AV supplier, decide to provide your own equipment, or employ an external supplier for your audio visual, please be aware that a Hotel Technical Representative (HTR) must be on site at all times. Further to this, the Hotel Technical Representative times include: trade and exhibitor bump in, the full event period, trade and exhibitor bump out. The minimum number of HTR’s required is program dependant and will be reviewed on an individual event bases. The HTR is charged on a per hour, per person, per room basis as required.  A detailed document regarding the HTR will be sent to all clients when this is applicable.

To ensure that all guests experience the best possible audio visual, and in order to maintain a minimum equipment and service standard, the hotel must approve all external audio visual suppliers strictly two (2) weeks prior to your conference or event. In the case of utilising an external audio visual supplier, the hotel must receive the following information in order for approval to be granted: supplier contact details, production schedules, all proposed set up/production plans (including equipment) which is to be in line with the provided minimum standards below, Public Liability Insurance “Certificate of Currency” and a completed “Risk Assessment”.

 

NOTE

  • Venue hire is not inclusive of any audio visual equipment or services.
  • The Hotel Technical Representative fee stated above is indicative only, subject to changes based on your final program requirements.
  • A separate Hotel Technical Representative is required exclusively for exhibitor trade bump in.
  • It is the responsibility of the external Audio Visual supplier to plan and manage their event bump in and bump out within the client contracted access times.

 

2.17 EXTERNAL AV PRODUCTION COMPANY REQUIREMENTS.

All External Audio Visual / Production Company services must complete our induction.

All External Audio Visual / production company services must provide a detailed production schedule, a technical brief of services being supplied & a rigging plot showing individual point load ratings a minimum of 14 days prior to event for sign off.

When using an external Audio Visual / Production company a Hotel Technical representative (HTR) must be present for the duration of bump in / out & during any major room changes / turns  – see HTR for more information.

When using an external Audio Visual / Production company – please allow for bump in & bump out time on your event contract.

 

2.18 SPECIAL EFFECTS

Smoke Machines, Special Balloon Effects and/or Pyrotechnics cannot be operated without prior authority from your Events Executive, due to the effect on the Hotel smoke detectors. Your Events Executive must be informed of the proposed use of the above equipment in writing thirty days prior. Should the Fire Brigade respond to an alarm in a function room, which has been set off by the unauthorized use of Smoke Machines, Special Balloon Effects and/or Pyrotechnics, the Function Organiser will be liable for any charges incurred by the Hotel.

 

2.19 CONTRACTORS

Sofitel Melbourne On Collins has prepared a Client/Contractor Induction Pack which is designed to ensure that all clients, contractors and suppliers comply with the Work, Health and Safety Act 2011 and the Hotel’s policies and procedures regarding Occupational Health, Safety and the Environment.

We require all clients, contractors and suppliers (including entertainers) to read the induction pack attached to our contracts and sign the document to show their understanding.  Please note it is a compulsory requirement for this document to be acknowledged and signed prior to anyone coming on site.

Any contractor or subcontractors appointed by the Organiser or by the Hotel on behalf of the Organiser must abide by the Hotel regulations and any instructions given by the Hotel while on the Hotel Premises.

Notwithstanding any consent or approval given by the Hotel, the Organiser will remain primarily responsible for, and will not be relieved of any of its obligations under these terms and conditions.  The Organiser shall be liable to the Hotel for the acts, defaults and negligence of each subcontractor as fully as if they were the acts, defaults or negligence of the Organiser.

 

2.20 OTHER FUNCTIONS

The Hotel reserves the right to book other functions in the same function room up to one hour before the scheduled function commencement time and one hour after the scheduled function finishing time. Additionally the Hotel reserves the right to book other functions in adjoining rooms at any time.

PRE-FUNCTION AREA As the pre-function area is open plan, no client has the sole right to the total pre-function area and each client is limited to the pre-function area immediately adjacent to their function room. At all times flow spaces must be left clear for ease of movement of all clients.

 

2.21 VALET CAR PARKING

Valet car parking is available to in-house guests at the Hotel for a fee of $55.00 per 24 hours. Car parking for non-residential delegates cannot be guaranteed, for a fee of $60.00 per 24 hours.

(Prices are subject to change without notice)

 

2.22 RESPONSIBILITY

The Hotel does not accept responsibility for damage to or loss of any client’s property left at the Hotel prior to, during or after a function. Organisers are financially responsible for any damage sustained to Hotel fittings, property or equipment by clients, guests or outside contractors prior to, during or after a function.

 

2.23 HOTEL NAME, LOGOS AND IMAGES

If you wish to use the Hotel name in any of your literature you must refer to the Hotel by its proper name:

Sofitel Melbourne On Collins

Both “Sofitel” and “Accor” are registered trade marks.  Permission must be received from the Director of Sales and Marketing in writing before use.  You must supply a copy of your collateral to the DOSM, BEFORE you go to print, for approval.

 

3. General

3.1 LAWS AND REGULATIONS

At no time will the client commit any act or permit its employees, agents, or invitees to commit any act that is illegal, noisome or offensive or is in breach of any statutes, by laws, orders, regulations or other provisions having the force of the law including but not limited to the Hotel’s Liquor License and Fire Regulations.

 

3.2 NO SMOKING

The Hotel has adopted the latest requirements of the Smoke-Free Environment legislation, which bans smoking in enclosed public areas of licensed premises. The guidelines state “from this date (July 4th, 2005) smoking is…banned in toilets, foyers, lobbies, all conference rooms, thoroughfares, dance floors and auditoria throughout all licensed venues.”

 

3.3 RESPONSIBLE SERVICE OF ALCOHOL

The Sofitel Melbourne On Collins follows the National Alcohol Beverage Industries Council guidelines on the Responsible Service of Alcohol. The Sofitel Melbourne On Collins staff members are instructed not to serve any alcoholic beverages to guests under the age of eighteen (18) years, or to guests in a state of intoxication. Previously, licensees could supply liquor to a minor for consumption on a licensed premises as part of a meal if the minor was accompanied by a parent, guardian or spouse. This change came into effect on 13th September 2018 as a part of a series of amendments to the Liquor Control Reform Act 1998. It is a compulsory requirement of the school to provide coloured wrist bands to students over 18 years to wear at the Hotel event to ensure security and Hotel wait staff can identify them easily.  This is a strict contractual requirement of the Hotel due to updated Liquor licencing laws . Wrist bands must be issued to students over 18 years prior to arrival into the Hotel and must be worn at all times in the Hotel.  All students will also be required to provide proof of ID on request.

The Sofitel Melbourne On Collins policy is to serve guests in a responsible, friendly and professional manner. The right to discontinue liquor service is reserved by the Sofitel Melbourne On Collins.

For all beverages served on consumption, a consumption report must be sighted and signed off by the conference organiser or other party arranged by the conference organiser. Should this not be signed, the hotel has the right to charge based on the consumption recorded without dispute.

 

3.4 OCCUPATIONAL HEALTH & SAFETY REQUIREMENTS

In compliance with the laws of VIC (Occupational Health &Safety Act 1983, 2000 & 2001) The Hotel: 1a. Cannot allow any of its employees to install or operate any equipment supplied by clients or third parties, i.e. A client has hired equipment from an outside firm for use during their function. It is the clients’ sole responsibility to install & operate such equipment or arrange for the outside firm to install & operate. 1b. If a function requires the serving of food and drinks into the room being used with the above-mentioned equipment, then the client must sign an indemnity form to hold harmless the Hotel operator, the building owners & Hotel staff.

2a. In accordance with Australian Standard 3760, all portable electrical equipment used on site at Sofitel Melbourne On Collins must be safety tested and tagged by a licensed electrician prior to being on site.   The tag must be valid with no exception.  This includes all equipment supplied by clients, their guests and their contracted suppliers.  The status of each piece of equipment will be checked by an in-house Technician(s) On Duty to ensure it is compliant.

Sofitel Melbourne On Collins reserves the right to suspend the use of any equipment that is not compliant until the matter is resolved. Should equipment come on site that is non-compliant, a qualified technician will be allocated to provide the required test & tagging procedure. Please be advised that a fee is applicable for this service.

Client authorisation by signature is required on the credit card authorisation form agreeing to these charges prior to the test & tagging  being conducted. Tags are valid for the relevant event only.

 

Emergency Evacuation Procedures

Sofitel Melbourne On Collins is committed to the safety of its guests and staff. Should you wish to advise your guests of the Hotel’s guest evacuation procedures prior to the commencement of your function, the Hotel has an evacuation voiceover that can be played to instruct your guests on what to do in an emergency situation. Please advise your Event Executive if you would like to utilise this service.

 

3.5 RELEASE AND INDEMNITY

(a) Any references to the Organiser shall include each and any of its Directors, Officers, Employees, Agents and Contractors. Any references to The Hotel shall mean Mowla Holdings Pty Ltd trading as “Sofitel Melbourne On Collins ” and shall include each and any of its Directors, Officers, Employees Agents and Contractors.

(b)The Organiser releases the Hotel from, and agrees that the Hotel is not liable for, liability or loss arising from, and cost or expense incurred in connection with damage, loss, injury or death to or of any person or property at the Hotel premises, except to the extent it is caused or contributed to by the wilful or negligent act or omission of the Hotel.

(c)The Organiser indemnifies the Hotel against any claim, action, damage, loss, liability, cost or expense which the Hotel incurs or is liable for in connection with:

(i) any damage, loss, injury or death, caused or contributed to by the Organiser;

(ii) any damage, loss or arising out of or resulting from the Booking;

(iii)any default by the Organiser under these terms and conditions; and

(iv) any fine and penalties which may be occasioned by the Organiser’s breach of any applicable laws relating to the booking.

 

3.6 PAYMENT

Full pre-payment for your event (accommodation, catering, room hire and audio visual) is required 14 days prior to the event date. All incidental charges acquired during the event are required to be settled within 48 hours post event. If payment is not received within 72 hours the outstanding amount will be charged to the credit card supplied with the signed contract

 

3.7 AGENCY

(a)Unless otherwise agreed, the party which signs these terms and conditions will be the party responsible for payment of all charges in respect of the Booking.

The contract signatory confirms the agency will be liable to the Hotel for payment of the Event Charge (including any cancellation fees) notwithstanding that they have not personally signed these terms and conditions; and acknowledges that a commission, incentive or fee may be payable or being.

 

3.8 CIRCUMSTANCES BEYOND THE CONTROL OF THE HOTEL

If the Hotel is unable to provide the facilities or other arrangements for the Booking or any part of it or cannot otherwise perform the terms of the Booking due to circumstances beyond the Hotel’s control, the Hotel is not responsible for any costs, damages or expenses that you may suffer or incur.

 

3.9 DUTY OF CARE

If the Hotel has reason to believe that a conference will affect the smooth running of the Hotel’s business, security or reputation, it reserves the right to cancel the conference, and remove any disruptive individuals. Sofitel Melbourne On Collins reserves the right to restrict the service of alcohol to individuals at our discretion.

The hotel does not accept responsibility for damage to or loss of any client’s property left in the hotel prior to, during or after the function. Organisers are financially responsible for any damage sustained to hotel fittings, property or equipment by clients, guests or outside contractors prior to, during or after the function.

 

DEFINITIONS

For the purpose of these terms and conditions, the following definitions apply: “Hotel Premises” means the premises situated at 25 Collins Street Melbourne, Australia

“Banquet Event Order” means the Banquet Event Order form provided to you prior to your function.

“Estimated Accommodation Charge” means the amount calculated on the basis set out in the Hotel’s proposal letter

“Hotel” means Sofitel Melbourne On Collins, and its managers, officers.

 

IMPORTANT NOTE

Please read these terms carefully. If you do not understand any of the terms or have any questions, please discuss them with your Sales Manager/Events Executive.

If you have read and understand the terms set out above and accept them please sign the terms. In signing the terms, they are binding upon you.

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