Conferences and wedding receptions

1. Booking and confirmation

Conferences

Provisional bookings remain in force for one week from the date of reservation. A provisional booking can be extended until a set date subject to agreement. The booking will be cancelled if it is not confirmed within the aforementioned period.

Cancellations should be made in writing via e-mail to lasaretti(a)lasaretti.com

– In the case of bookings for parties of more than 100 people, cancellation must be made no later than 30 days before the event

– In the case of smaller bookings, cancellation must be made no later than one week before the event

Otherwise, full rent for the facilities will be payable.

Please submit a detailed programme of the event at least one week in advance, including

- Programme, timetable and meal times
- Final menu selection
- Details of special diets
- Number of participants *
- Host/hostess of the event and his/her contact details
- Contact details for the person in charge of room arrangements/technology at the event
- Any special requests
- Special requests relating to the AV equipment (if the built-in equipment is not sufficient)
- List of guests staying at the hotel
- Method of payment/invoicing address

* Please provide the total number of participants. We do not accept registrations from individual participants.

The final number of participants, which we will use as the basis of our invoice, must be confirmed three days before the event. Please also confirm the seating plan and table arrangement for the meeting room if you wish the tables to be arranged in a style other than our standard classroom arrangement.

We reserve the right to charge EUR 50.00/hour for any changes to arrangements made after the deadline; our minimum charge is for one hour.

Wedding receptions

A booking fee (EUR 100.00) is payable upon confirming a provisional booking. The booking fee will be deducted from the final invoice. The booking fee will not be refunded if the booking is cancelled, and we reserve the right to charge the agreed rent for the facilities in full.

Two hours of negotiations are included in the price of event organisation. We recommend that part of the time allocated for negotiations is used a week before the event, addressing the following details:

- Timetable and meal times
- Final menu selection including drinks
- Special diets
- Number of participants and number of children
- Host/hostess of the event
- Decorations
- List of guests staying at the hotel if the hotel bill is to be added to the invoice for the event

Any further negotiations must always be agreed in advance.

An hourly charge of EUR 35.00 is payable for further negotiations.

Participants must not bring their own food to the event with the exception of cakes to be had with coffee. All other food must be ordered from Lasaretti’s kitchen.

2. Invoicing terms

The final invoice will be produced on the first working day following the event and must be paid within 7 days net. An invoicing fee of EUR 6.00 will be added to each invoice. For invoices sent abroad, the invoicing fee is EUR 10.00 per invoice. The invoice can be paid at the hotel reception on the following working day subject to prior agreement.

3. Cancellations

Events with more than 100 participants can be cancelled up to 30 days before the event without charge. If the event is cancelled later, we reserve the right to charge 75–100% of the agreed price.

Wedding receptions can be cancelled up to three months before the event without charge (excluding the booking fee). If the event is cancelled later, we reserve the right to charge 75–100% of the agreed price.

4. Special arrangements

If other special permits are required in addition to the agreed programme, the orchestra or unusual technical equipment, any extra costs resulting from these will be payable by the client.

Any decorations that the client wishes to put up and transportation of equipment will be agreed separately.

5. Children’s meals

Children’s meals are usually charged as follows: Children under 4 eat for free, 4–12-year-olds 50% off the menu price. These prices refer to catering services.

6. AV systems

Most of our conference facilities come with an overhead projector, a screen, a flip chart and marker pens, a data projector, a laptop computer (inc. CD-ROM and USB connections for a memory stick), DVD and VHS players, a surround sound system and an Internet connection as standard. Equipment may vary depending on the room so please give details of your AV requirements when booking. Our staff are on hand to assist with the equipment.

Please mention any special requirements regarding AV equipment when booking.

For more information, please contact Antti Karihtala, AV Designer (tel. +358 (0)20 757 4718, email: antti.karihtala(a)lasaretti.com

PowerPoint presentations should be submitted by e-mail at least 2 working days before the event to lasaretti.aineistot(a)lasaretti.com

Our staff check all presentations upon arrival to make sure that they work, and install them on the computer in the reserved room as is. We do not offer an editing or proofreading service for presentations.

The computers in our conference facilities use Microsoft Windows XP and Office 2003.

For room-by-room equipment specifications, please visit our website at www.lasaretti.com.