Southern Main Road, Claxton Bay, Trinidad and Tobago

Tel: 1-868-659-2271/2272 Fax: 1-868-659-2202 Email: conferences@carahotels.com

www.carahotels.com

Terms and Conditions

Cara Suites Hotel reserves the right to modify or cancel its obligations under this agreement in the event that circumstances beyond our control occur, as a result of public emergencies, natural disasters or acts of GOD. Cara Suites Hotel shall not bear liability to the function sponsor, client, participant or any third party arising out of any modification or cancellation of this agreement.

1. FOOD & BEVERAGE:

It is the policy of Cara Suites Hotel, that all food and beverage must be purchased from our facility. We do not allow groups or individuals to bring food and/or beverage unto our premises or into our banqueting and meeting rooms. The only exceptions are wedding cakes and wedding favours. We are unable to allow any non-consumed food to leave the Hotel. Beverages paid for, based on consumption bar can be taken. If champagne has been requested to be brought in, it must be for toasting ONLY. A corkage fee of $60 per bottle up to 20 bottles will be applied and any additional bottles will cost $65 per bottle up to 35 bottles maximum.

2. ROOM ACCESS:

We accommodate the need for clients to decorate, place equipment and set up their meeting/function room prior to the start of their event. Access times will be arranged by our Conference & Banqueting personnel.

3. ROOM DESIGN CHANGES:

If changes are requested once your meeting or event has been set up as specified on the booking contract, a minimum labour charge of TT$275.00, subject to 10% service charge and 15% VAT will be posted to your account.

4. DECORATIONS & DISPLAY:

Decorations or display brought into the Hotel must be approved by the Conference and Banqueting Department prior to arrival. To prevent damage to Hotel walls, floors, ceiling and fixtures, items must NOT be attached with nails, staples, tape or other adhesive substances unless authorised by the Hotel. Charges may be applied for any damage incurred prior to, during or following the event. We strongly advise Clients or Decorators to provide ladders, staples, extension cords etc.

5. VENDORS:

Please note that all outside suppliers need to be approved prior to your event by the Hotel. We request that any outside vendor especially decorators and audio/visual companies meet the Hotel contact or Event Executive prior to the event to be informed of the Hotel’s requirements.

6. SAFETY:

Cara Suites Hotel advise that the use of materials capable of undergoing self contained and self sustained chemical reactions, for the production of heat, light, gas, smoke and/or sound is subject to approval by Hotel Management. This included candles, smoke/fog machines and any pyrotechnic equipment.

7. CLEANUP:

There is no charge for cleanup after the event. Kindly note, that decorators are required to remove all articles of decorations or display immediately after their event or function has concluded. The Hotel will not assume liability for any items left on premises, overnight or unattended.

8. LIABILITY:

Sponsor or Client will be liable for damages, breakage or if destruction is done to our property, by guests, attendees, invitees, employees or vendors hired by the sponsor or client while at the Hotel.

9. MUSIC:

Music arrangements are optional for the client to provide. The Hotel reserves the right to reduce noise levels to acceptable level not exceeding 60 decibels. Music where profanity is used to incite the crowd or gathering to shout or repeat any offensive language is prohibited.

10. CONFIRMATION:

It is important that every effort is made to secure “Confirmation of Space”, at least eight (8) weeks prior to the event date.

11. ACCOMMODATIONS:

Please feel free, to discuss room accommodations with our Event Executives upon booking your function, meeting or event.

12. PARKING:

Please be advised that we provide limited reserved parking for patrons, attending any event or function at Cara Suites Hotel. Sponsors or Clients requiring this service will be asked to provide vehicle license plates three (3) working days before the event or function. Parking for the physically challenged is also available.

13. NON - SMOKING:

No Smoking is allowed within the hotel facilities, except in designated areas assigned. (Ref. Tobacco Control Act 2009)

14. BUFFET:

Serving time for any buffet meal is two (2) hours maximum.

15. BEVERAGE OPTIONS:

Host Bar – The charges of the drinks are borne by the host or client. Two options are available.

1. Percentage owned: The hotel will afford you a bar, based on a calculated cost per person in the category of standard or premium drinks. Your choice will be valued and proportionately divided into a percentage ration of 80/20. 80% you’ll own and 20% you’ll owe or part thereof, if bar consumption goes beyond your 80% quota. If bar consumption is less than 80%, the Hotel will not accept returns and only refund the value of the remaining 20%.

2. Budget Bar: The hotel will supply a bar, formulated on one’s budget. Our Events Executives will work with the client to provide them with the option of Standard or Premium drinks. All Budget bars are considered fully owned and the hotel will not accept returns. This bar is subject to per-conditions, based on the number of persons and specific time frame for beverage consumption.

Non-Alcoholic Bars – The above options remain available to events without alcohol. However, those events will be subject to pre-conditions, based on the number of persons and specific time frame for beverage consumption.

(Revised: 2/9/2011)