Feb Yew Lodge Hotel CONFERENCE PACK 2012

Transcription

1 Feb 2012 Yew Lodge Hotel CONFERENCE ACK 2012

2 FACT SHEET 2012 THE HOTEL 24 hour reception Award winning Orchard Restaurant 19 conference rooms/ meeting rooms 3 banqueting suites including the magnificent Forest Suite Elegant Regency Lounge/ Ebony Bar and Lounge Library Bar and one private bar 188 FREE car parking spaces Beautifully landscaped gardens WiFi - Wireless internet connection ark & Fly facility and Airport Transfers - subject to availability ACCOMMODATION 106 Executive ensuite bedrooms Double/ twin and family rooms Interconnecting / family rooms All rooms are non smoking Rooms designed for guests with disabilities 24 hour room service Lift to all floors Free WiFi THE BEDROOMS Ensuite bathroom with shower and bath Flat screen televisions Satellite Channels. incl. 24 hr news ay Movie Channels Four channel radio Triple locked doors with spy hole and lockable windows WiFi Internet Connection via ethernet cable Full room service breakfast 2 line direct dial telephone, voice mail and DDI facilities Data modem point at bedroom desk with ISDN2 option Iron and ironing board in all rooms Hair dryer in all rooms Luxury robe for use during your stay Complimentary hospitality drinks tray Desk fan Trouser press Express Checkout available Best Western Rewards Cardholders also recieve bottled water and chocolate bar on check-in. Ask about the big benefits of being a Best Western Business Account Holder. ACCOMMODATION RATES (Bed & breakfast) Double or Twin - Executive lease check with the hotel for Best Available Rate. WEEKEND SECIAL (Bed & breakfast) Subject to availability Double/ Twin Room - Executive lease check with the hotel for Best Available Rate. BREAKFAST Full English Continental 9.00 LUNCH Sandwich Lunch 6.95 Finger Buffet Conference Buffet DINNER Table d hôte from ACCOMMODATION AGENTS Best Western remier Yew Lodge Hotel may be booked via the G.D.S. networks (Global Distribution Systems) by using the following Identification Numbers AMADEUS BWEMA652 GALILEO BW97672 SABRE BW45674 WORLDSAN BW83652 CONTACTS HEATHER THORNTON KATRINA ANDRIES CLARE SWIFT Director of Sales & Marketing Conference Sales Manager Reservations Manager

3 CONFERENCE ACKAGES DAY DELEGATE ACKAGE Main meeting room with fully presented conference table including; pad, pen, glasses, wrapped sweets and bottled still and sparkling water Flip chart stand, pad and coloured pens, LCD projector and screen, speaker phone FREE high-speed, wireless internet access provided to all meeting delegates Unlimited servings of coffee, teas and herbal infusions, water and fruit cordial, breakfast bars, muffins in the morning, a home-made cake selection in the afternoon and fresh fruit available throughout the day Two course hot and cold buffet lunch with coffee served in the Orchard restaurant or, a hot and cold finger buffet served in your meeting room or the Ebony lounge Full room service during lunch Dedicated conference co-ordinator; your personal contact to assist you and your delegates throughout the day FREE on-site car parking RESIDENTIAL ACKAGE As per the day delegate package LUS the following A 3 course restaurant dinner with coffee to the value of An en suite executive bedroom with desk, WiFi and all 4 star facilities A full English and Continental buffet breakfast in the award winning Orchard restaurant FREE entry to Reeds our stunning health club & spa EVENT ORGANISER/TRAINER UGRADE: Early check in Complimentary newspaper Late checkout FREE shuttle service from / to East Midlands Airport or East Midlands arkway Rail Station Receipt and safe storage of event materials MEETING EXTRAS (available at an additional charge upon request): Breakfast baps (bacon, egg, sausage) Fresh fruit kebabs Breakfast croissants Jugs of fresh Juice (orange, apple, cranberry) Smoothies or milk shakes lanning a meeting / Conference? See next page for Quote Form..

4 EVENT BOOKING To start planning your upcoming meeting and check availability, just complete and send back the form below or download the pdf from and back to: You will then receive confirmation of your request, followed by a proposal for your meeting or event. Note: Form elements marked * must completed in order to submit your request. Contact Information Name:*... Title:... Meeting or event name:... Address: City:... ost Code:... Country:... hone:*... Fax:... *... Event Dates Arrival Date:*... Departure Date:*... Rooms No. of Sleeping Rooms:... No. of Meeting Attendees:... No. of Meeting Rooms needed:... Meeting Room Layout: Classroom Special Requests If you require catering, equipment, concierge services, enter your request:

5 CONFERENCE ROOMS The following pages outline each of our Conference Rooms in detail with full dimensions. Each lan is accompanied by a list of facilities available to each room during a conference. FOREST SUITE (Arden, Charnwood & Sherwood) CAACITIES (ower oint) 50+30amp Length 24.6m 80ft 9in (Television oint) 3 Width 11.0m 36ft (Telephone oints) 30 Height 2.9m 9ft 6in Air Con Yes Floor Area 270.6m 2912sq.ft ISDN2 30 Natural Light Yes Video Conference Yes Floor Level First/Grd Delegate Access Grd, Stairs, Lift External Access 3 84 pers 150 pers 1 75 pers 320 pers 220 pers 300 pers The Forest Suite is a purpose built conference and banqueting facility comprising of the Ebony Bar and Lounge, perfect for breakout sessions, networking and pre dinner drinks. The main meeting room (The Forest) within the suite splits into three sections (Arden/ Charnwood and Sherwood), and each has its own lighting and air comfort systems. All the rooms have natural daylight as do the 5 boardrooms which are situated within the Forest Suite. Five syndicate rooms are also available seating up to 8 delegates. To Ash / Mulberry Suites & syndicate rooms, Bedroom +. WC 5 Ebony Bar & Lounge, Forest Suite entrance + car parking

6 FOREST SUITE 1 (ARDEN ROOM) CAACITIES (ower oint) 18 Length 11.0m 36ft 0in (Television oint) 1 Width 7.9m 25ft 9in (Telephone oints) 10 Height 2.9m 9ft 6in Air Con Yes Floor Area 86.9m 932sq.ft ISDN2 10 Natural Light Yes Video Conference Yes Floor Level First/Grd Delegate Access Grd, Stairs, Lift External Access 1 44 pers 42 pers 30 pers 90 pers 80 pers FOREST SUITE 2 (CHARNWOOD ROOM) CAACITIES (ower oint) 14 Length 11.0m 36ft 0in (Television oint) 1 Width 8.3m 27ft 2in (Telephone oints) 10 Height 2.9m 9ft 6in Air Con Yes Floor Area 91.3m 979sq.ft ISDN2 10 Natural Light Yes Video Conference Yes Floor Level First/Grd Delegate Access Grd, Stairs, Lift External Access 1 44 pers 42 pers 30 pers 90 pers 90 pers FOREST SUITE 3 (SHERWOOD ROOM) CAACITIES (ower oint) 18 Length 11.0m 36ft 0in (Television oint) 1 Width 7.9m 27ft 2in (Telephone oints) 10 Height 2.9m 9ft 6in Air Con Yes Floor Area 86.9m 932sq.ft ISDN2 10 Natural Light Yes Video Conference Yes Floor Level First/Grd Delegate Access Grd, Stairs, Lift External Access 1 44 pers 42 pers 30 pers 90 pers 80 pers BOARDROOMS 1, 2, 3 & 5 CAACITIES (ower oint) 16 Length 6.6m 21ft 6in (Television oint) 1 Width 4.9m 16ft 0in (Telephone oints) 2 Height 2.75m 9ft 0in Air Con Yes Floor Area 32.4m 345sq.ft ISDN2 4 Natural Light Yes Video Conference No Floor Level First/Grd Delegate Access Grd, Stairs, Lift External Access No 14 pers 44 pers 42 pers 12 pers 20 pers 80 pers 4 12 person - unfortunately, this room cannot be set in either U shape or classroom setting.

7 MULBERRY ROOM CAACITIES (ower oint) 16 Length 10.0m 33ft 0in (Television oint) 1 Width 8.2m 27ft 0in (Telephone oints) 8 Height 2.6m 8ft 6in Air Con Yes Floor Area 82m 891sq.ft ISDN2 6 Natural Light Yes Video Conference Yes Floor Level Ground Delegate Access Stairs, Lift External Access No 36 pers 42 pers 30 pers 90 pers 80 pers CYRESS ROOM CAACITIES (ower oint) 8 Length 4.8m 16ft 5in (Television oint) 2 Width 4.8m 16ft 5in (Telephone oints) 1 Height 2.3m 7ft 6in Air Con Yes Floor Area 23m 272sq.ft ISDN2 No Natural Light No Video Conference No Floor Level First Delegate Access Stairs, Lift Mulb y External Access No 10 pers 42 pers 30 pers 90 pers 80 pers MULBERRY ROOM This ground floor room, with fulllength windows, flexible lighting and blackout is ideal for meetings and training courses. It is equipped with a working wall and gives direct access to the Cypress Room and the Ash Room via a private corridor link. Also ideal for private dinners or lunches. Now fully air conditioned! CYRESS ROOM This first floor room is equipped with a working wall, flexible lighting and air conditioning. It has direct access to the Mulberry Room and is ideal for interviews, meetings or syndicate work.

8 OAK ROOM CAACITIES (ower oint) 8 Length 7.2m 23ft 8in (Television oint) 1 Width 4.4m 14ft 6in (Telephone oints) 4 Height 2.3m 7ft 6in Air Con No Floor Area 31.7m 347sq.ft ISDN2 Available Natural Light Yes Video Conference No Floor Level Ground Delegate Access Foyer External Access No 18 pers 16 pers 30 pers 80 pers LAUREL ROOM CAACITIES (ower oint) 8 Length 8.5m 28ft 0in (Television oint) No Width 4.2m 14ft 0in (Telephone oints) 2 Height 2.7m 9ft 0in Air Con No Floor Area 35.7m 392sq.ft ISDN2 No Natural Light Yes Video Conference No Floor Level Ground Delegate Access Foyer External Access No 22 pers 16 pers 16 pers 36 pers 32 pers OAK ROOM This ground floor room has full-length windows and is specifically designed to cater for conferences and training courses. LAUREL ROOM Conveniently located on the ground floor, with outside access, plenty of natural light and all the facilities of a modern conference room it is a perfect venue for board meetings or private dining.

9 SYNDICATE ROOMS 1, 2, 3, 4 & 5 CAACITIES (ower oint) 10 Length 4.0m 13ft 1in (Television oint) 1 Width 4.5m 14ft 7in (Telephone oints) 2 Height 2.3m 7ft 5in Air Con Yes ISDN2 2 Natural Light No Video Conference No Floor Level First / Grd Delegate Access Grd, Stairs, Lift External Access No Rooms 1 & 5 Rooms 2, 3 & 4 6 pers 8 pers 32 pers ASH ROOM CAACITIES (ower oint) 18 Length 15m 50ft 0in (Television oint) Yes Width 8.2m 27ft 0in (Telephone oints) 8 Height 2.6m 8ft 6in Air Con Yes Floor Area 123m 1350sq.ft ISDN2 Yes Natural Light Yes Video Conference Yes Floor Level Ground Delegate Access Grnd / External External Access No 36 pers 120 pers 120 pers 1 ASH ROOM This ground floor room, with fulllength windows, flexible lighting and blackout curtains is ideal for meetings and training courses. A terrace leads out of the room allowing views to the health club and garden. Access with private corridor link to the Mulberry Room. Also ideal for private parties, having its own private bar. Now fully air conditioned!

10 HOW TO FIND US miles East Midlands Airport Nottingham, 5 mins 2 Leicester, Derby East Midlands arkway Rail Station 5 mins 2 Birmingham International Airport 40 mins 40 National Exhibition Centre 40 mins 40 Donington Exhibition Centre 5 mins 3 Donington Race Track 5 mins 3 National Water Sport Centre 20 mins 14 ride ark 15 mins 10 Derby 15 mins 8 Nottingham 15 mins 11 Leicester 20 mins 17 Loughborough 7 mins 6 Long Eaton 7 mins 6 The hotel is situated within a mile of junction 24 of the Ml motorway; at which point the A6, the A42(M) and the A50 converge, this provides easy access to all parts of the country. Located less than three miles from East Midlands Airport (Nottingham, Leicester, Derby) and Donington ark Race Track. The Best Western remier Yew Lodge is also within a short drive of Loughborough, Nottingham, Derby and Leicester. The NEW East Midlands arkway station is just 2 miles away.

11 TERMS AND CONDITIONS lease read carefully ACCOMMODATION TERMS & CONDITIONS RIVATE INDIVIDUAL BOOKINGS (Bookings of 3 or less rooms) rivate bookings will be held provisionally for 7 days only. A deposit for the full cost of the first night s accommodation or a valid credit card will be required to secure your booking. Yew Lodge will release the reservation without further notice if none of the above are received. RIVATE GROU BOOKINGS (Bookings of 4 or more rooms) rivate group bookings will be held provisionally for 7 days only. A deposit for the full cost of the first night s accommodation or a valid credit card will be required to secure your booking. Yew Lodge will release the reservation without further notice if none of the above are received. Bookings made 7 days or less, both the confirmation and deposit is required by return of post or by a credit / debit card. Final named rooming list to be received no later than 14days prior to arrival. CANCELLATION OLICY INDIVIDUAL BOOKINGS hours on day of arrival GROU BOOKINGS - No charge for cancellations made in writing 60 days prior to arrival. Cancellations made within 60 days are subject so the following charges:- Within days 25 % Within days 50% Within 10 days 75 % 1 day s notice / non-arrival 100% The percentage pertains to the entire cost of all charges. A reduction of 10% or more is regarded as a cancellation. A reduction of less than 10% will not be charged for if cancellation in writing is received prior to hours on the day of arrival. All no shows are chargeable at 100%. COMANY INDIVIDUAL BOOKINGS (Bookings of 3 or less rooms) Company / agent bookings will be held provisionally for 7 days only. If not confirmed Yew Lodge will release the reservation without further notice. The booking is only considered confirmed when letter / fax of confirmation are received. COMANY GROU BOOKINGS (Bookings of 4 or more rooms) Company group bookings will be held provisionally for 7 days only. If not confirmed Yew Lodge will release the reservation without further notice. The booking is only considered confirmed when letter / fax of confirmation is received. Should there be less than 7 days to the date booked, the confirmation / guarantee is required by return of post / fax or via a credit / debit card. DEOSIT REQUEST AND REAYMENT A deposit or full prepayment may be requested at the hotel s discretion for any booking. The request may be for the first night or all night s accommodation booked. The booking will be deemed provisional and held for 14 days after the date of the request for the deposit. It will only be deemed confirmed when the deposit / prepayment is received. In the event of the booking being previously confirmed a request for a deposit / prepayment will render the booking provisional again until the deposit / prepayment is made. INCIDENTAL CHARGES / EXTRAS ACCOUNTS All extra charges i.e. bar charges, telephone calls, newspapers, meals etc. will only be charged to Company Accounts when authorised and confirmed in writing.

12 NON-ACCOMMODATION TERMS & CONDITIONS CONFIRMATION All bookings are subject to the Terms of Trading of the Best Western remier Yew Lodge Hotel. All bookings are considered provisional until a written confirmation is received at the hotel and this must cover:- A. Name of person accepting responsibility for the booking B. Date(s) of visit C. Number guests / delegates D. Type and number of rooms required a. Any amendments to guest / delegate numbers should be notified in writing as soon as possible. b. To advise of any inaccuracies made on the event confirmation or any other document within 48 hours of receipt of it. We regret we cannot accept any liability if we are not notified of any inaccuracies in any document in accordance with this clause. c. You may alter delegate numbers by up to 10% up to 5 working days before the event. Changes of more than 10% may incur cancellation charges. Delegate numbers charged will be those confirmed no later than 48 hours before the event or the minimum number agreed at the time of booking, or the actual number of delegates which attended the event, whichever is higher. d. For changes of more than 10% the event may be relocated to suitable alternative room as best fit the revised numbers. Alternatively an additional room charge or revised rate may be levied to reflect the value of the original room size allocated. e. If you have to make changes to delegate numbers of more than 10% or cancel your event, you must let us know in writing as soon as you can. In the event that all or part of the affected space cannot be re-let and as long as we receive notice of your cancellation 60 days or more before the event, we will not charge any cancellation fee (unless you have paid a deposit, in which case we will retain your deposit). If we receive after that, cancellation charges will be as our terms of cancellation and amendment charges. DAMAGE The customer shall be responsible for any damage caused to the allocated rooms or the furnishings, utensils and equipment therein by any act, default or neglect by the customer, subcontractor or guests of the customer, and shall pay to the company on demand the amount required in order to make good or remedy any such damage. AYMENT TERMS A. Credit facilities must be pre-arranged, requested at the time of booking and are provided at our discretion. B. Credit accounts must be paid within 30 days of date of invoice. C. lease note changes and errors occasionally occur. We reserve the right to correct errors in confirmed prices. D. In some circumstances (such as, but not limited to large events, weddings, block bookings, prime time bookings) deposits or pre-payments may be required. Any such payments required will be requested at the time of booking and will be non-refundable. E. All extras requested during the event will be charged to your account unless you instruct us in writing and in advance not to do so. CHILDREN Toddlers (under 5) free of charge. Children (5-11 years) half price. CANCELLATION AND AMENDMENT CHARGES Conference and function bookings are normally made many weeks or months in advance and hotels do not normally receive enquiries at short notice, therefore all bookings are subject to our cancellation and amendment charges. Every effort is made to resell cancelled facilities on your behalf and any success will be taken into account when calculating cancellation and amendment charges. There will be no charge for cancellations / amendments made in writing 60 days prior to arrival. (See also Wedding & Terms & Conditions). Cancellations / amendments made within 60 days are subject to the following:- Within days 25 % Within days 50 % Within 10 days 75 % 1 day s notice or non-arrival 100 % ercentage applies to the total value of the booking. CORKAGE Drink may not be brought onto the premises. In exceptional circumstances corkage will be charged.

13 WEDDING & BANQUETING TERMS & CONDITIONS BOOKING When you have decided on your chosen date, we will be happy to hold a provisional booking for 14 days, after which a deposit of for the Suite is required. CANCELLATION In the unlikely event of cancellation we will only refund the deposit if we are successful in reselling the date on your behalf. AYMENT 90% of the full estimated balance of your booking is required 60 days in advance of the function. The remainder being payable 7 days before the function takes place. MINIMUM NUMBERS FOREST SUITE 80 ASH ROOM 50 In the event of a shortfall the minimum numbers stated above will be charged for unless otherwise agreed in writing prior to the date of the event. EVENING BUFFETS For s that continue into the evening, an evening buffet must be booked catering for a minimum of 85% of guests expected to attend the evening function. Minimum spend is per person. AMENDMENTS After 90% of the balance has been paid, we may only allow for a variance in numbers of 10% up to 48 hours prior to the event. GENERAL TERMS & CONDITIONS Yew Lodge Ltd. reserves the right to apply definitions to all bookings i.e. rivate, Company, Group, Individual, Wedding etc. and apply all and any of the above Terms & Conditions absolutely. All the above terms and conditions apply to all bookings at the discretion of Yew Lodge Ltd. The prices within this brochure are subject to a 10% increase per annum. We reserve the right to amend these terms and conditions without notice and at any time.

14 Best Western remier Yew Lodge Hotel ackington Hill, Kegworth, Derby, DE74 2DF Tel: (01509) Fax: (01509) Web: Reeds Health Club & Spa