Sales & Marketing Terms of Use

All bedrooms outlined in your Room Block will be reserved on a definite basis upon receipt of the signed agreement and required deposit.

Check in / Check out times:

• Check-in is available from 14:00hrs, and check-out is required by 12:00 hrs. (Guests arriving prior to 14:00hrs may store their luggage with our bellman until their room becomes available. For early arrivals, we recommend reserving rooms or suites for the day preceding your arrival.)
• A charge of 50% of the room rate will apply for late check-out requests made up until 16:00 hrs. After 16:00 hrs. the full room rate will be charged.
• Early check-in and late check-out requests are subject to room availability at the time of the request.

Pre & Post Stay:

• The Hotel is pleased to welcome participants who may wish to extend their stay in Bangkok at the same group rates for three (3) nights before and after the main Event dates. However, early arrival and extension outside of the group block is subject to the availability of rooms upon the time of request.

Early departure policy:

• In the event that a guest who has reserved a room within your block checks out prior to their originally scheduled check-out date, the room charge for the entire duration of their reserved stay will apply. This charge will be billed to the individual guest's account or master account.

The guest room block will be reviewed periodically. The hotel permits a percentage reduction of nightly blocked guest rooms without penalty, as outlined in the guest room attrition policy in Article A. However, any reductions made after the final review date, including no-shows, last-minute cancellations, and early departures, will incur a cancellation fee equivalent to the entire stay, charged to the master’s account or guest own’s account.

The hotel reserves the right to charge any cancellation fees to the individual credit card provided by the client as a guarantee for the booking. For any increase in the number of rooms, the hotel reserves the right to apply the newly negotiated group rate. Additional reservations will be accepted based on availability. Should these additional rooms be confirmed, a signed addendum will be required to secure the room block.

All remaining unconfirmed rooms will be released. Any additional guest rooms required will be provided at the discretion of the hotel, subject to space availability, and at rates to be mutually agreed upon in writing.

If your event has a minimum F&B spend (especially in private venues or restaurants), attrition policies do not apply. You will be expected to meet the agreed-upon minimum.

Access to the Function Rooms:

• Client access to the function rooms will be granted 1 hour prior to the commencement of the event. Additional access time is subject to availability.

Catering guaranteed number:

• At least 14 days prior to the event date, an official confirmation of the final number of attendees must be provided, ensuring adherence to the contracted minimum. Charges for the event will be based on the higher of the guaranteed number or the actual attendance.

Substitution of Function Space:

• Hotel may assign an alternate function space for an event if the appointed function space is unavailable for any reason, or the Hotel believes the appointed function space is no longer appropriate, so long as the alternative function space meets with (or exceeds) Customer’s material requirements. The Hotel will consult with/notify Customer before making any changes, go under refurbishment and assign space that is similar to the original space booked.

• Advance Notice: You must notify the Hotel at least 15 days before your event if you plan to hire any external contractors.
• Hotel Rules: All external contractors must follow Hotel safety and operational guidelines. The Hotel reserves the right to remove any contractor not complying with these rules or applicable laws.
• Agreements & Insurance: External contractors may be required to sign standard legal and insurance documents. Proof of insurance may also be requested before work is allowed onsite.
• Damage Responsibility: You are responsible for any damage caused by your contractors or event attendees. Any damage must be paid for immediately upon request.
• Additional Fees: The Hotel may charge additional fees based on specific requests such as AV, lighting, electrical setup, or signage. Any rigging must be arranged with the Hotel’s in-house AV provider and will incur extra charges.

• You are responsible for any damage caused by attendees or contractors. All damages must be paid for immediately. Written approval is required before hiring any contractors. If someone else is booking on your behalf, they must have authority to enter into this agreement.

• All food and drinks must be provided by the Hotel unless written approval is granted.
• Alcohol service is limited to Hotel staff and is subject to local laws. Guests under the legal drinking age or appearing intoxicated may be refused service.
• Alcohol brought from outside must show proof of paid excise tax (with official stickers). If customs officers find violations, any fines must be paid in full and in cash by the client.

Full day meeting package inclusive of:

• Use of the main meeting room from 08.30-17.00 hrs.
• Two Coffee break and join buffet lunch at Restaurant

Half day meeting package inclusive of:

• Use of the main meeting room from 08.30-13.00 hrs. or 13:00 – 17:00 hrs.
• One Coffee break (morning or afternoon) and join buffet lunch at Restaurant

One coffee Break meeting package inclusive of:

• Use of the main meeting room from 08.30-13.00 hrs. or 13:00 – 17:00 hrs.
• One Coffee break (morning or afternoon)

Delegate rates are inclusive of:

• Standard audio and visual equipment including one (1) Projection Screen, one (1) LCD Projector, microphones, and sound system
• Flipchart and whiteboard with markers
• Conference pads, pencils, mints & distilled water
• On-line digital signage
• Standard flower arrangements in main meeting room
• Dedicated conference personnel for attending to all of your meeting arrangements
• Complimentary WIFI Access
• Complimentary parking

Upon execution of this agreement, a dedicated Events Manager will be assigned to oversee your event. They will serve as your primary point of contact and will work closely with you to ensure that all arrangements are executed to your satisfaction.

If the Hotel is unable to fulfill its obligations due to reasons beyond its control—such as natural disasters, war, pandemics (including COVID-19), government restrictions, labor disputes, or other unforeseeable events—the agreement may be canceled. In such cases, the deposit will be refunded, but the Hotel will not be liable for any further damages or losses.

• Within 30 Days: Cancellations made less than 30 days before arrival will incur a charge of 100% of the total anticipated revenue.
• No Shows / Late Cancellations: The full stay will be charged.
• The rates offered are based on your commitment to deliver the agreed total revenue from rooms, meeting spaces, and functions. Cancellation or underperformance limits our ability to resell the space and may result in financial loss.
• As actual damages are hard to determine, you agree to pay reasonable liquidated damages (plus applicable taxes) for cancellation or underperformance. These reflect a fair estimate of our expected loss.

• All expenses that occurred during the event will be settled by cash or credit card arrangement upon group departure. Any additional charges incurred will also be the responsibility of the master account. Bills of exchange and foreign cheques are not accepted as means of payment.
• Final payment to the Hotel for both conferences, catering, and accommodation services may be made as follows:
  • Cash on the function date after function finished
  • Credit card – All major credit cards are accepted.
  • On credit terms (after approval has been given by the hotel) within 14 days of receipt of the Hotel’s invoice

We will collect and use information obtained in this form only for business purposes. The information provided by you will be stored and processed in a confidential manner. We protect your information in accordance with privacy standards.

We do not disclose any non-public information about our customers or former customers to anyone, except as required by law.

Please refer to the Privacy Policy on our web site at https://www.chatrium.com/privacypolicy-en.html