Accommodation Proposal for 2015

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1 Accommodation Proposal for 2015 would like to thank you for taking the opportunity to provide you with an accommodation proposal for your group that is coming to explore and have fun in Canberra! Please note that this is a proposal only and as such no rooms are being held for this group currently. To secure your booking please return this document signed & dated, along with a deposit of $ to our Group Sales Department. School Rates Student: $75.00 Primary age $80.00 High school age, per student per night, multi share accommodation, dinner, breakfast and a packed lunch (see menu attached) Teacher/Parent: $ per teacher per night Single or twin share accommodation, dinner, breakfast and a packed lunch (see menu attached) Coach Captain: Single share accommodation provided for coach captain with dinner, breakfast and a packed lunch (see menu attached) Please note: Recreation rooms may be available upon request only, and are subject to availability. isceh does have audiovisual equipment available which needs to be pre booked and charges will apply. Please see attached information sheet on recreation nights. Although every effort is made to maintain pricing listed above all prices are subject to variation Surcharge Policy Surcharges may be applicable to recognised special event periods. Minimum number of 12 students applies. Any group that falls below this number will be charged for the minimum number of 12. Accommodation and Room Types Teacher: Will be accommodated into a Garden Twin Room or Group Room. The Garden Rooms consist of two single beds, split or central air conditioning, direct dial telephone, tea & coffee making facilities and a private bathroom. Maximum occupancy is two people per room using existing bedding. Student: Will be accommodated into a Group Room. The Group Rooms have two to seven beds depending on availability; each room has its own bathroom. Rooms have either split or central air conditioning.

2 Your requirements: Nights Required: Students: Rooming list to follow closer to date. See terms and conditions Teacher/Parent: Rooming list to follow closer to date. See terms and conditions Coach Driver: Free of Charge we look after our coach drivers. Additional: See attached information on Recreation nights and Extra Meals. Approx. Cost: Please note this is not the final cost as your requirements may change. Invoice to follow closer to date. See terms and conditions. Additional options available: Morning Tea: $5.50 per person per day. Options change daily; includes options of muesli bar, gourmet cookies or individual mini muffins. All breaks include a bottle of water and piece of seasonal fruit. Afternoon Tea: $5.50 per person per day. Options change daily; includes options of cake slices, chocolate bars or gourmet biscuits. All breaks include a bottle of water and piece of seasonal fruit. Extra Lunch: Twin/single share accommodation provided for coach captain with dinner, breakfast and a packed lunch (see menu attached)

3 Terms & Conditions 1.1 Deposit - to secure the booking To secure your booking and hold accommodation space to accommodate your group at ibis Styles Canberra Eaglehawk, the hotel must receive this document signed and dated along with a deposit of $ A block code is then created and is issued as confirmation from the hotel. 1.2 Final numbers must be advised of an approximate in numbers at time of booking. isceh must be advised at least three months prior to arrival if final numbers are going to vary from those initially provided at the time of booking. a significant variation may result in reallocation of rooms within the hotel that reflect the final numbers of the group. The final numbers given at the three month mark prior to arrival will be the minimum number invoiced to the group. The final itinerary should be provided to allow for meal planning. A gender breakdown of numbers of male and female guests is required 30 days prior to arrival. Final room allocations are produced from this gender breakdown. isceh will provide the group a list of room numbers and room capacity prior to arrival. 1.3 Minimum numbers The minimum number of students per group per night is 12. For groups less than 12 students, a charge of the difference between actual student numbers and 12 will be charged. 1.4 Change of Date We understand that you may need to change the date of your group reservation. We will attempt to fit in with any changes of dates where space is available. Your deposit will be honoured to the change of dates. If the requested dates are not within 30 days of the original dates booked, then the change will be treated as a cancellation (see cancellation t&c). 1.5 Food and Beverage Food and Beverage catering of any kind is not permitted into the hotel for consumption without prior approval from the hotel management. Preferred meal times must be requested in advance and your itinerary must allow sufficient time for your activities and travel time to and from the hotel to meet meal times scheduled. All group itineraries are taken into account when meal planning is finalised, so some adjustments to requested times may be necessary and must be strictly adhered to. Meal times will be confirmed on group arrival. Breakfast times are from 06.00am 08.30am. Dinner times are from 05.30pm 08.00pm. If times are required outside of this approval will be required from hotel management. isceh will do all possible to cater for dietary requirements when provided in advance. Should this information not be provided in advance the hotel may not be able cater for dietary requirements. 1.6 Overbooking

4 Every attempt will be made to prevent an overbooking. However, in the event that over booking occurs, an individual or group may be relocated to one of our sister properties or another property. The following procedure will apply: The hotel and group tour operator will jointly agree to the alternate property. Seven days notice is to be provided to the tour operator, will not be liable for any extra charges that may occur. 1.7 Final payment Final payment is required 7 days prior to the groups arrival at the hotel, unless a 30 day account has been approved by hotel s management. Our preferred method of payment is by direct deposit into our account. Please forward a copy of the transaction details as Remittance Advice to allow for ease of acquitting your account. Account details are as follows: Account Name: Eaglehawk Hotel Management Pty Ltd Bank: Commonwealth Bank of Australia BSB: Account Number: ABN: Reference: Please use the group name as a reference on all direct deposits. Accounts can also be paid by cheque or credit card. Please note that all credit cards incur a 1.5% surcharge. These rates are inclusive of GST. 1.8 Insurance Eaglehawk Hotel Management Pty Ltd trading as, takes all care with the security and protection of property and guests. We are unable to accept responsibility for damage or loss of property left in the hotel prior, during or after leaving the hotel, as the case may be. We recommend guests to arrange their own insurance. 1.9 Preventing Damage The guest is financially responsible and agrees to indemnify Eaglehawk Hotel Management Pty Ltd trading as, for all damage sustained to the hotel and its grounds as an action of invitees and or guests of the organiser. Cancellation & Confirmation Policy Timeline for booking information and payments required by are as follows:

5 Item required Date before arrival $ deposit Payable on confirmation of booking Cancellation refund less $ deposit 6 months prior to arrival Conditional cancellation refund Less than 6 months prior to arrival Final group numbers Group itinerary Gender breakdown Special dietary requirements 14 days prior to arrival Final payment On or before arrival I have read and understood the above Terms and Conditions, and would like to accept this Accommodation Agreement as detailed Full name Signature Company Name Company Address Date Accepted Dates of Stay internal use only: Block ID Date Accepted