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a written communication including (but not limited to) a letter facsimile transmission or electronic communication signed by a duly authorised representative of either Merlin or the Client (as is appropriate) any firm, contractor, individual or other person authorised or licensed by the Client or with which it has a direct or indirect relationship of a contractual or any other nature (including, but not being limited to employees, agents or sub-contractors) and any guest or visitor attending the Event whether or not at the express invitation of the Client any day which is not a Saturday, a Sunday or a bank or public holiday in England words importing the singular number shall include the plural and vice versa, words importing the masculine shall include the feminine and neuter and vice versa 1.Once Merlin has issued the Contract to the Client, the Client must sign and return it to Merlin within 10 Working Days of the date of issue or, in the absolute discretion of Merlin, any shorter period of time stated by Merlin.If the Contract is not signed and returned by the Client within this period, Merlin reserves the right to cancel any provisional booking and re-let the Venue 2.Notwithstanding that Merlin may have given a detailed quotation or estimate either orally or in Writing, all bookings will be considered as provisional until the Booking Details have been signed by a duly authorised officer of Merlin 3.In the absolute discretion of Merlin, the following charges will apply and will not be higher than stated:- 17.
The final expected number of attendees must be notified to Merlin in Writing at least 5 Working Days before the Event.If the actual number of attendees is greater than the minimum number of attendees, it is this number which will be used to calculate the payment due from the Client. At least 10 Working Days prior to the Event the Client must confirm to Merlin in Writing: 4.1 final timings; 4.2 menus, beverages and entertainment requirements; 4.3 any special requests such as special dietary requirements; and 4.4 room layouts for exhibitions and events. If the Client wishes Merlin to provide any of the following additional items: 5.1 audio visual equipment; 5.2 computer terminals; 5.3 external telephone lines; 5.4 any other equipment Merlin is able to supply; and 5.5 games cards and/or money vouchers (for use in Merlin's arcade games if available at location) then at least 4 weeks prior to the Event the Client must confirm such request to Merlin in Writing. The Booking Details must state all requirements for Merlin to hire, arrange or supply Third Party services.Any variations in such requirements must be confirmed to Merlin in Writing at least 10 Working Days prior to the Event. If the Client wishes Merlin to provide bar facilities beyond the time of 23.00 then at least 6 weeks prior to the Event the Client must confirm such request to Merlin in Writing to enable Merlin to make application to obtain the appropriate bar extension licence. Merlin will attempt to accommodate any of the requirements requests or variations to the Event referred to in Conditions 4, 5, 6 or 7 but cannot guarantee to be able to do so.If it is unable to do so Merlin may at its discretion provide a substitute of equivalent value or quality where possible 9.
All costs incurred by Merlin in accommodating any of the requirements requests or variations to the Event referred to in Conditions 4, 5, 6 or 7 shall be borne by the Client 10.
If, (in the reasonable opinion of Merlin), significant changes to the nature of the Event or the estimated number of attendees are made by the Client, an appropriate amendment may be made by Merlin to the rates charged and the Venue provided. A deposit as agreed between the parties and detailed in the Booking Details is payable by the Client upon confirmation of the booking when the Client signs and returns this Contract.