Sample group accommodation agreement

This is an uncompleted sample for discussing group accommodation. It is not an approved agreement, a public offer or confirmation of availability. Before use, the parties complete every field, agree the terms and review the final text. This sample does not establish the operator’s legal details, rates, payment rules or cancellation terms. SAMPLE AGREEMENT No. [number] Place of agreement: [town/city]. Date: [day, month, year]. 1. Parties and contacts Provider: [full registered name of the legal entity or sole trader providing services at KARPATY]; registration/tax number: [complete]; address: [complete]; representative and authority to act: [complete]. Customer: [individual’s full name or organisation’s registered name]; necessary registration details and address: [complete]; representative and authority to act: [if applicable]. Provider’s contact: [name, telephone, email]. Group contact representative: [name, telephone, email]. Party responsible for payment: [party or other agreed person]. 2. Dates, group and scope The Provider supplies the agreed temporary accommodation at: [full property address]. Arrival: [date and agreed time]. Departure: [date and agreed time]. Number of nights: [number]. Number of guests: [number], including [number] adults and [number] children. The complex accommodates up to 70 guests; this does not mean all places are available on the requested dates. The administrator agrees the actual group size and available rooms. Room allocation, categories, occupancy and agreed accommodation arrangements: [list or Appendix 1]. Procedure for updating the group list before arrival: [agree]. 3. Services Agreed services: [accommodation, meals and other selected services, including quantities and dates]. Included in the accommodation rate: [complete]. Charged separately: [complete]. Group meals: [meal plan, number of meals, guest numbers, schedule and price]. Separate group kitchen: [whether access is included, hours, equipment, responsible contact and agreed terms]. The existence of a separate kitchen does not automatically give the group access or exclusive use. Other selected services, their provider, schedule and price: [list or Appendix 2]. Additional orders require the parties’ agreement. 4. Price and payment Agreed total: UAH [amount in figures and words]. Breakdown by rooms, nights, guests and additional services: [Appendix 2]. Taxes and charges included or payable separately: [agree and specify]. Advance payment: [whether required; agreed amount/percentage and deadline]. Final payment: [amount or calculation method and due date]. Payment method and recipient’s details: [agree]. Documents confirming payment: [agree as required by law]. Website starting rates do not replace the individually agreed total. This website does not take online payments. 5. Changes, cancellation and refunds How and to whom to notify changes to dates or group size, or a cancellation: [contact, communication channel and acknowledgement procedure]. Notice periods and consequences of full/partial cancellation, no-show or early departure: [agree in accordance with law]. Refund calculation and deadline: [agree]. Basis and amount of any deductions or other charges: [if agreed and legally permitted]. This sample establishes no automatic advance payment, penalty or non-refundable charge. The parties record changes to agreed terms in an agreed written form. 6. Performance and house rules The Provider supplies the agreed rooms and services and informs the Customer of the accommodation arrangements, services, price and payment procedure before the agreement is concluded. The Customer coordinates practical matters with the Provider’s representative and shares the agreed house rules with participants. Other obligations and the procedure for reporting service deficiencies: [agree]. House rules reviewed by the parties: [title, date/version, Appendix 3]. Specific arrangements for this group: [agree if required]. 7. Liability and unforeseen circumstances Liability for breach of obligations and harm is governed by Ukrainian law and validly agreed contract terms. This sample does not exclude the Provider’s liability or limit guests’ mandatory rights. Procedure for notifying circumstances preventing performance and agreeing further action: [agree]. Their effect on obligations is assessed under applicable law; this sample provides no automatic exemption from liability or automatic retention of payments. 8. Personal data Data controller and contact for requests: [full name, address, email/telephone]. Data necessary to arrange and register the stay: [identify]. Purpose, appropriate legal basis, recipients and storage procedure/periods: [identify in accordance with law]. Participant data is shared only to the necessary extent through an agreed secure method: [specify]. Participants are informed who processes their data, why it is used and how to exercise their rights. A representative’s authority to share other people’s data is checked separately; their signature is not blanket consent from every participant. A named guest list, where needed to arrange the stay, is a private appendix and is not published on the website. 9. Agreement and conclusion Once completed, this working sample is intended for the parties’ review, agreement and signature. Final version, method of exchanging signed copies and effective date: [agree in accordance with law]. This does not exclude other legally permitted ways of concluding a hotel accommodation agreement. An automatic acknowledgement of a website enquiry only records its receipt. The administrator personally agrees availability, the final total and terms. Contract conclusion and acceptance of the order are documented separately as required by law. 10. Requests and disputes Contact for requests about performance: [complete]. Communication and response procedure: [agree]. Ukrainian law applies. Requests to competent authorities or courts follow the procedure established by law; this sample does not restrict access to those remedies. Language or languages of the final agreement and procedure for resolving translation differences: [agree]. The English page translates this sample and is not a separately approved agreement. 11. Appendices to agree Appendix 1 — dates, group composition and room allocation. Appendix 2 — services, final cost breakdown, taxes/charges and payment schedule. Appendix 3 — agreed house rules and procedures for changes, cancellation and refunds. Private guest list and evidence of representatives’ authority — only to the necessary extent and with an appropriate legal basis. Before signing: party details and authority are completed; availability and price are confirmed; payment and cancellation terms are agreed; every referenced appendix is attached; all uncompleted fields are resolved. 12. Details and signatures Provider: [full details]. Authorised person: [name, position/status]. Signature: [signature]. Date: [date]. Customer: [full details]. Authorised person: [name, position/status]. Signature: [signature]. Date: [date].