Banquet Quotation Sample / Banquet Letter of Agreement (Confirmation)

After the banquet and event sales personal and client have agreed on initial terms and planning, the sales agent should prepare a contract or letter of agreement and send to the client for approval.

Extreme care should be taken while preparing this letter and every detail that the two parties had discussed should be covered on the proposed banquet quotation.

Details like the function date, number of guaranteed and tentative pax, selected hall, type of setup, number of guest rooms, any special request, cancellation policy, cut off date, audiovisual equipment etc. Find below sample format of banquet quotation or letter of agreement for your reference.

Sample Banquet Quotation / Banquet Confirmation Letter of Agreement

Kind Att: 

Mr. / Ms. [Mention Guest / Booker / Host Name]

NAME OF COMPANY

Address:

Setupmyhotel, Hoteliers World, Cloud 7

Busy Lane, PO Box: 123456

Phone:+1230 4567891

Fax:+123 4567890

Mobile no: +1234567890             

E-mail: This email address is being protected from spambots. You need JavaScript enabled to view it.

Dear Mr David [Mention Host Name],

Warmest greetings from [Mention Your Hotel Name]!

We are delighted that you have decided to hold the event in our hotel.  Further to our conversation regarding your forthcoming meeting on 13/05/2018 [Mention Date], we have much pleasure in submitting you our proposal.

Function Details:

Event Name: Conference

Day & Date: Sunday, 13th May 2018.

The course of the Event: 

Guest Arrival and Registration: 07:00 AM to  08:00 AM

Meeting: 08:00 AM

Coffee Break I: 10.00 AM to 10:15 AM

Lunch buffet: 12:00 

Coffee Break II: 15.00

Meeting Finish: 17:00 AM                                              

Guaranteed Attendance:

[Mention Number of guaranteed guests] 120 persons, if there is an increase in number, please inform us immediately to allow us to add the setup.

Venue:

Ball Room [Mention Hall Name], Hotel Lobby Level (NON SMOKING Area)

Meeting Package:

Special Full day meeting package at USD 120 Nett/person [Mention Price per pax]

Price Including:

• Meeting room for 8 hours

• 2 x Coffee break with 2 snacks

• 1 x Lunch buffet

• Taxes / GST to be paid extra.

Additional Package/Charges:

• Add. LCD Projector at USD 50, -Nett/unit/day

• Add Room rental at USD 100 Per Room/Day + GST

Beverage:

• Mineral Ice water (Bottled).

• Welcome Drink.

• Tea/Coffee.

Room Set Up

• Classroom style for 150 persons  (Types of Banquet room setup)

• Head table for 4 persons.

• 2 Reception table for 2 persons each.

• The coffee break will be set up at inside the room (if possible).

• The lunch buffet will be served at the foyer.

Audio visual equipment:

• Screen

• Projector.

• 1 Flipchart + marker + duster.

• Notepad + pen.

• 2 Standard microphones.

• 1 Collar microphone

Room Accommodation          

• Total Room:75 RMS. Double Occupancy

• Check-In: 1400Hrs

• Check-Out: 1200Hrs 

Room Type: Deluxe Room / Superior Room (Twin Sharing) at USD 100 Nett/room/night.

Term & Condition:

• Including breakfast for 1(one) or 2 (two) persons.

• Should there be a no-show for the confirmed reservation, a one (1)-night room charge will be levied as a no-show charge. Space for subsequent nights will be released for resale.

• We understand that all reservations for this group will be submitted via a rooming list fourteen (14) days prior to the first arrival. Please indicate all individual flight arrival and departure details, with names of guests who will be sharing accommodation, if any.

• Check-In/ Check out:

  • Check-in is at 14.00 hours.

  • Early check-in will be based on availability.

  • All late check-outs are arranged based on availability and need to be confirmed by contacting the sales in charge.

  • Check out is at 12.00 hours.

  • Use of rooms after 18.00 hours will be charged at a full night room rate.

Estimated Banquet Event Cost

Banquet Hall and Arrangement:

Banquet Package Day 1 - 150. Pax X  75 USD = USD 11250 + Any Applicable Taxes

Banquet Package Day 2 - 150. Pax X  75 USD = USD 11250 + Any Applicable Taxes

Banquet Package Day 3 (Half Day) - 150. Pax X  60 USD = USD 9000 + Any Applicable Taxes

Accommodation:

Room On Day 1 - 75 Twin Room X 100 USD = 7500 USD

Room On Day 2 -  75 Twin Room X 100 USD = 7500 USD

Transportation and Others:

Airport Pickup and Drop = Complimentary

Local Site Seeing = 1000 USD

Breakfast = Complimentary

Lunch and Dinner = Part of Banquet Quote

*Taxes as applicalbe extra.

Method of Payment         

• We require Deposit of 50% from the total budget on or before 1st May 2018

• The total payment has to be settled latest 3 days prior to the event

• Any other extra charges are to be settled at the end of the event by credit card or cash.

• Payment could be made in either of the following methods :

• Cash or credit card.

• Transfer to our Bank account via direct transfer or swift. 

Liability                                  

The client agrees not to put any banners, backdrops, display, streamers or any electrical connection without prior permission from the hotel, agrees not to drift nails and screws into permanent parts of the hotel or its properties and agrees not to smoke in the prohibited area.

The hotel will levy a charge of USD 500 in case if found smoking. The client is responsible for the guest and any other organizers organized by the client for the event.

Any other damages of the hotel’s properties caused will be charged according to the damage. 

Banquet Event Cancellation Policy:               

In case of postponement or cancellation of the event made, the cancellation fee will be charged as follows :

• Once booking confirmation is made, deposit amount paid will not be refunded.

• Less than 1 (one) month of the event, 50 % of the estimated total budget will be charged.

• Less than 2 (two) weeks of the event, 75 % of the estimated total budget will be charged.

• Less than 1 (one) week of the event, 100 % of the estimated total budget will be charged 

Function Room Reservation   

The unexpected often happens and the hotel retains the right to hold the function in a space comparable to that originally chosen – although, of course, every effort will be made to inform the organizer beforehand. 

Security                                 

The hotel will take all necessary care but accepts no responsibility for damage or loss of merchandise left in the hotel prior, during or after functions, and suggest that insurance cover is arranged for valuable items.

Food & Beverage                   

We do appreciate your understanding that the hotel does not allow food and/or beverage item from outside to be consumed within the premises. In the event of incident happen you are liable to pay the replacement charge of the total estimated cost of the function at Rp.50.000,-Nett times minimum person of guarantee order (for food and/or beverage only). Hotel is absolutely not responsible for any cause. 

Force Majeure

The Hotel will not be held responsible for failure to execute obligations specified herein directly or indirectly occasioned by or through or in consequence of war, change of statutes of the government, strikes, riots, terrorism and acts of God.

Cut of Date                             

In order to secure a confirmed space for the above-mentioned function, kindly sign and return a copy of this letter by Monday, 7th May 2018 before time 12 pm. If your confirmation does not reach us by the above mention date, all function space blocked will be released for sale automatically.

The rates accorded will only be valid for this function only and will be valid when the signed copy is returned to us by the stipulated cut of date. Otherwise, the rates will not be valid.

We hope that the above arrangements meet all your requirements. Please do not hesitate to contact us at tel:+123 4567890 ext: 123 – 456 or email: This email address is being protected from spambots. You need JavaScript enabled to view it. for further information and assistance.

Once again, thank you for choosing [Mention your hotel Name]. We look forward to your favourable reply and will do our utmost to make your function success.

Yours Sincerely,

 __________________

Director of Banquet