Terms & Conditions

Payment Methods

We agree that our authorized signatory will count the attendees and sign on the Control Sheet. However, in case of any increase in the number of guests over the guaranteed figures, we will be informed from time to time.

All the requisite permissions from the local authorities for organizing the event/programme shall be taken by the organizers well before the event and a copy of all these permissions to be submitted to the Cool Spot before the start of the event.

There should not be any damage done to the walls/ceiling, etc. by way of nailing, pasting or hammering. The carpet protector on the existing carpet shall be laid before the fabrication of stalls. No pasting should be done on the granite area or on the steps or on the existing carpet of the hall. All the safety steps including fire regulations as stipulated by the fire department shall be observed. The Cool Spot in no case shall be liable for any damage done to the goods of the organizers. However, any damage to the hotel’s property by any means will have to be indemnified by the organizers.

The emergency exits/fire exits of the hall should not be blocked for safety reasons. However, anybody/anything obstructing the exits; the hotel management will have the authority to forcibly clear these obstructions for the safety. At least two emergency exits with signboard are to be kept.

Whenever any temporary structure/hangar is to be erected for trade exhibitions/events at lawns/open areas, necessary permissions from the local authorities should be obtained by the organizers well before the start of the event. Fire retardant material shall be used and all the safety precautions/guidelines issued by the fire department should be observed by the organizers.

Cool Spot in no case shall be responsible for any damage/loss caused in any manner. The security should be deployed by the organizers around these areas to ensure safety. Adequate personnel will be deputed by the organizer for maintaining the cleanliness of such temporary structures/hangars and necessary coordination and support will be provided by Cool Spot. The open areas will be brought to their original level of cleanliness by the organizer after dismantling.

We agree that the bill will be settled by us immediately after the function in cash/credit card and the decision of Cool Spot management on the number of guests to be charged would be binding on us.

We agree to settle the bill on the minimum number of guaranteed persons or the actual number of guests whichever is higher.

We agree to pay 100% advance at least seven days before the function through Cash, Demand Draft or Credit Card and any balance will be paid after the meal service is over.

In case of any damage to the property of Cool Spot the party will bear the cost as fixed by the Cool Spot Management and will be settled by you before the closing of the function.

Function venue may be changed by Cool Spot at the last minute in case of any operational problem.

Music/DJ in the halls and open area/lawns shall be permitted only up to 10.00 pm.

The food & beverage shall be served till 11.30 pm and the hall shall be vacated by 12.00 midnight.

Force Majeure/Major - Neither party shall be responsible for failure to perform this contract if circumstances beyond their control, including, but not limited to; acts of God, shortage of commodities or supplies to be furnished by the Hotel, governmental authority, or declared war in the country make it illegal or impossible for the Hotel to hold the event.

You agree to begin your event promptly at the scheduled start time and agree to have your guests, invitees and other persons vacate the designated event space at the end time indicated on the final BEO.

You may cancel this Agreement only upon giving written notice to us. The parties agree and understand that in the event of a cancellation, our actual damages would be difficult to determine. Therefore, the parties agree on the following amounts to be paid by you to us upon notice of cancellation as liquidated damages:
- Cancellation between date of signing and 31 days of the event; 50%
- If notified between 30 and 8 days in advance of the event, 60%
- If notified between 7 and 4 days in advance of the event 75%
- If notified between 3 and 1 days of the event 100%

There may be increases in prices due to unforeseen changes in market conditions at the time of your event. We will communicate these increases to you in advance. We will require written confirmation that you agree to pay these increased prices. Alternatively, we, at our option, may in such event make reasonable substitutions in menus and you agree to accept such substitutions.

The parties agree that any amendments or changes to the arrangements described in this contract must be made in writing, signed by both you and us, provided, however, that this contract includes all signed or unsigned banquet event orders (and the terms and conditions contained therein and attached thereto) issued by us for this and related events.

We have received a copy of this agreement form and we agree to abide by the above terms and conditions.