22/09/ 2017

TO : Ms. Dipika FROM : Leena Gupta

ADDRESS : Rural Marketing Association of DESIGNATION : Catering Sales Manager

India
C/o. Impact Communications
E-362, First Floor
Nirman Vihar, Vikas Marg,
New Delhi - 110092
Mobile : 9999137458 FAX : ----------------
Email dipika@rmai.in

Dear Ms. Dipika

Thank you for selecting the Vivanta by Taj Dwarka, New Delhi as the venue for your
forthcoming function to be held in February, 2018. As per our discussions, we are pleased to
offer the following:

Banquet Offer:

Date Time Event Venue Seating Minimum Per Head Rate Hall Rental
Style Guarantee (18%)
23rd Feb 0900hrs- Day Tango Cluster 200 Guests INR 1300+29.80 NA
2018 1800Hrs Conference 1,2&3 Seating % Applicable
Taxes
24th Feb 0900hrs- Day Tango Cluster 200 Guests INR 1300+29.80 NA
2018 1800Hrs Conference 1,2&3 Seating % Applicable
Taxes

Lunch

 AMT
 1 Soup
 3 Salads
 5 Veg Main Course ( 2 non veg )
 1 pulses
 1 Rice
 1 Yogurt
 3 Desserts
 PMT
 Assorted Indian Breads
 Basic lighting and seating arrangement

1
Important notes:

 All audio-visual equipment’s will be charged extra

 Music Recorded/ Live Air is allowed till 2230 hrs.
 Any kind of Decoration will be charged extra & form the Hotel vendor only
 Liquor on per bottle/package rate is also available
 Liqour License will be charged at Rs 6000 all inclusive
 Hotel will allow 3 KVA single phase raw power to be utilised from power points
provided within indoor banquet halls only . Cable/Wires/Leads for lights or any other
equipment has to be arranged by Decorator or the Host.
 Snacks shall be on circulation for a fixed time of 90 mins


Payment schedule –
 25% advance at the time of booking
 50% 45 days before the event
 25% 14 days before the event
 In case of reduction in the minimum number of guests, a proportional hall rental
for the same will be applicable in the final bill.
 Food shall be prepared only for 110% of the number of guests guaranteed. Should
the number of persons exceed 110% of the guaranteed number, an additional
surcharge of 10% would be charged extra on the increased number of guests.

Tax Structure

 TAX STRUCTURE (Subject to change as per Govt. regulations)

Banquets
GST
DVAT
Service on
GST Total
Charge Service
Liquor
Charge
Food / Snacks / Hi Tea 18.00% 10.00% 1.800% 29.80%
Soft Beverage - Juices 18.00% - - 18.00%
Aerated Beverages 18.00% - - 18.00%
Liquor 20.00% - - 20.00%
Smokes 18.00% - - 18.00%
- - - - 0.00%
Misc (Service Charge) on P13 18.00% - - - 18.00%
Hall Hire 18.00% - - - 18.00%
Audio Visual / Miscellaneous 18.00% - - 18.00%
Miscellaneous - - - - 0.00%

2
PLEASE NOTE:-

BEVERAGE POLICY
 The hotel on behalf of the client will obtain a temporary liquor license as per the Excise
regulation and the fee of Rs.6000/- will be charge on your final bill.
 All beverages would be charged as per actual consumption
 The liquor service would close at 2345 hrs as per Delhi Excise Regulations.
 All non-alcoholic and alcoholic beverages need to be purchase from the hotel. We would
be happy to offer you Special liquor packages and liquor bottle rates.

AUDIO VISUAL
 Audio visual would be as per requirement from the hotel as per the list

As per the Government of India regulations please note that smoking in all Public areas of
the hotel including restaurants, bars, banquet halls etc. is prohibited and any violation
thereof is a punishable offence.

CONFIRMATION AND PAYMENT SCHEDULE

As per the policy, to enable us to hold the arrangements on a confirmed basis, 100% advance of
the estimated billing is to be deposited prior to the Event date, on the basis of the following
schedule:
 100% of the estimated billing at the time of confirmation.
 Please note that hotel reserves the right to cancel the event in case of non-adherence to
the above terms & conditions.
 The above deposit would be on non-refundable /non-adjustable basis.
 Kindly furnish a copy of your PAN card/passport photocopy for record at the time of
confirmation as per Income Tax requirement

Cancellation Received by the hotel Cancellation Charge

to be levied
180 days before commencement of the No retention
Conference/Event (Advance non refundable)
Between 180 and 120 days prior to the 25 % of the estimated
Conference/Event billing.
(Advance non refundable)
Between 120 days and 90 days prior to 50% of the estimated
the Conference/Event billing.
(Advance non refundable)
Between 90 days and 60 days prior to 75% of the estimated
the Conference/Event billing.
(Advance non refundable)
Before 60 days of event 100% of the estimated
commencement billing.
(Advance non refundable)

 All government policies/regulations/taxes prevalent during the time of your conference/

event will apply. Taj Hotels Resorts and Palaces will not be held responsible for any

3
 subsequent changes in the Government policies, tax structures rules and/or regulations
which will/may have a bearing on the Terms and Conditions of our agreement. In such an
event, the Terms and Conditions mentioned herein in this contract will remain valid.

BILLING INSTRUCTION

1. Confirmation of Bookings and Advance Deposits Clauses:

 We would require a signed copy of the contract form, as specified in Annexure 4, along with
25% of the total expected billing as a token advance deposit latest by 10th October 2017.
This advance can be paid through a pre- approved Company cheque/ demand Draft / wire
transfer / credit card or can be billed to your Easy Pay card (if applicable).
 50% of the total expected billing to be given as an advance deposit at least 90 days
prior to the Event
 75% of the total expected billing to be given as an advance deposit at least 60 days
prior to the Event
 100% of the total expected billing to be given as an advance deposit at least 30 days
prior to the Event
 If the confirmation is received less than 30 days prior to the event, then the signed
contract form should be sent along with 100% of the total package rate.
 Full bill to be settled at the time of check-out by a credit card or Cash .

I hope the above arrangements are as per your requirement. Please do not hesitate to contact me
for any further assistance.

May I take this opportunity to assure you that we will spare absolutely no efforts in ensuring that
your function is a grand success.
Kindly sign this letter as an indication of your acknowledgement and acceptance of our
offer letter (annexure 01, 02 and 03) and fax it back to us latest by 21st September 2017,
1830hrs to enable us to hold the booking on a confirmed basis.

With Warm Regards

On behalf of
Vivanta by Taj

Name of the Guest-

Signature of Guest

Leena Gupta

Catering Sales Manager Date: 3.10 .2017

4
Encl : Annexure 01: Terms and Conditions
Annexure 02: Banquet policies for the vendors
Annexure 03: Government Permissions & Licenses

Annexure: 1

BRANDING

 We do not permit signage, banners or posters to be displayed in areas other than function
venue. However, the Hotel will display the necessary signage providing function details
and directions to venues. Also note that as per Excise Policy that no signage of any
organization, companies or firms associated with Liquor and cigarette sale, directly or
indirectly, are allowed in the function venue.

 You can put a LCD/LED screen outside the venue blocked by the organizers.

 No flex, standee or backdrop will be permitted outside the hall or in common banquet /
public areas.

 NO Branding in the banquet porch or banquet corridor area will be permitted

 In case where the entire convention centre is blocked, branding opportunities can be
discussed with the hotel.

 Lawns at hotel will be covered with platform & carpet before they are used for any event
or function. Charges for the platform & carpet will be confirmed by banquet sales team
to the organizers.

 Buffet or any structure (props) related to set up and design will not be permitted in the
garden area of the lawns. Only cemented areas will be used for the same.

 It is the responsibility of the client for the protection of all hotel surfaces in the case of
outside props or equipment brought into the hotel by them or their affiliates. Any damage
to the hotel surfaces due to disregard of hotel policy in this matter, will be billed by the
hotel as deemed fit to compensate the loss or damage to hotel property

 The Hotel will not accept liability for any damage or loss of merchandise left in the
Hotel, prior to, during or after the function. We would request you to dissuade your event
management companies from sending us material earlier than 2 hours prior to the event
as the hotel does not have adequate storage facilities for the same.

 All the detailing of the Banquet function, including menu, seating arrangement, floral
arrangement and requirement of audio/visual equipments must be finalized at least 72
hours prior to the function. In the absence of the finalization of the menu 72 hours prior
to the event, please note that the hotel will go ahead with the Chef’s choice menu.
 Service and consumption of outside food & beverage would not be permitted in the hotel.

 Service of “Paans” is strictly prohibited in the banquet venues.

5
  The representative(s) at The Vivanta By Taj Dwarka and the client will jointly count the
number of guests and / or the quantity of food and beverages served at the function and
the said number will be binding on the client for the purpose of bill settlement.

 Permission for DJ/music is permitted till 2130 hrs in the banquet halls.

 In case of music in the lawns, all speakers should face the road and not the hotel. We
allow 60 decibels for sound in the lawns. No music is permitted after 2130 hrs in the
lawns.

 In case of wedding, Barat will commence at Banquet Exit Gate and guests would enter
from there.

 Hindi musical orchestra and qawwallis are not permitted in the Banquet halls or in the
banquet lobby / porch.

 In case of a D.J or a western band in the halls, the performance would be allowed to go
on till 2130 hrs. In case of the bookings in Lawns, music would not be permitted.

 In case of a day wedding, music is permitted only if there are no conferences in progress.

 The accompanying Band and Dhol of the Barat is strictly not permitted to play in the
hotel premises, the mare/horse, band and the dhol must stop at Hotel entrance itself.

 No fire-works would be permitted within the hotel premises.

 In order to minimize any fire hazards, no Vedi & hawan-kund will be permitted for the
ceremonies inside the banquet rooms. Alternate options would be offered.

 In order to ensure high standards and meet the security parameters, the in house
contractors would look into your specific requirements. The hotel would introduce their
florist, theme designers, and entertainment experts for the same to you for your
requirements.

 The vendors finalized by the guest will be requested to comply with banquet policies.
Hotel Banquet sales executive will share the banquet policies.

Annexure: 2

At the time of entry / unloading

 Designated Area to be used for loading and unloading purposes.

 For functions in the Lawn and other Banquet Venue movement of set up materials is
allowed only after the last function is over in the halls below under hotels supervision. No
equipments / backdrops / stage will be allowed to bring in this hall during the day time.

 During carting of equipment /Material, no storage should be done at the staff gate/Drive
way. The equipment should be directly transported to the concerned hall/venue.

6
 All equipment will be carted in and out, ensuring no damage to our flooring/carpets is
done. No equipments should be pulled on the carpets.

 The Hotel will not provide any labor for the manual jobs like shifting of materials
/transportation etc.
 Hotel will not be responsible for providing storage facility for the empty cartons and
parking space for the trucks.
 No equipment or items will be allowed to be brought in to be taken out from the Banquet
porch.
 Hotel would need the following on the client or contractor’s letter head which is needed
to issue passes
Name, Age, Father’s name, Residence address, based on this information a security
pass will be made for the entry. The information would need to be shared a day
prior of the event or else banquet hall set up would not be permitted and open.
 In case of no such documents are provided, the supervisor or the team leader of the
contract or need to carry his identity proof along with residential proof who would then
be the responsible for the entire team (workers) and needed to be present at the venue
until the set up is completed and handed over to the hotel manager / supervisor

 At the time of entry Outside vendors have to pay Rs 25,000/- Refundable deposit
before the function as a security in case any damage is done to hotel property during
setup in the lawns where in grass, stones etc gets spoiled and huge structure set up
in the Banquet Halls.
 AFTER THE EVENT IS OVER. NO FLOWERS , NO BACKDROPS /
STANDEES/ FLEX MATERIALS ETC…SHOULD BE LEFT BEHIND AFTER
THE EVENT

Safety and Security

 INSIDE THE BANQUET HALL / LAWNS - Helmets are compulsory for any kind
of work working on ladders, trusses. If any worker is found working on height
without safety gear, the hotel has right to stop the work.

 All exhibitors / organizers are advised to clear their equipment from the Hotel premises
after the function is over. The Hotel will not be responsible for any loss or damage to the
equipment left behind and will not store any material whatsoever

At the time of set up / dismantling

 AT PUBLIC AREAS/ LAWNS - All the contractors will only be allowed in the public
area/lawns if they are wearing the proper uniform (CREW T-SHIRTS) with shoes. A
hygiene cap will give by the hotel.

 The vendor needs to ensure that the hall is dismantled of all flowers, props, stage set
up etc on time in coordination with the hotel staff, and will ensure appropriate
supervision/labor is available to do so. Inability to meet the timings agreed to will
attract a ‘rental’ penalty of INR 1,00,000/- or the compensation given to the next
customer, whichever is higher.

7
 The hosting Company will give an undertaking on behalf of the Event management or
vendors engaged by the Company for their function, for the damages incurred and that
they will be liable to Pay for the same or else have the vendors and Event Management
Company deposit security money which can be refunded post the function.

 Set ups involving noisy activities in banquet halls like hammering / banging loud cutting,
setting up stage structures etc. will be planned out in compliance with the hotel. In case of
lawns, no such activity will be allowed after 2000 hrs.

 There should be no fabrication work like cutting of wood, nailing, painting, polishing
allowed inside the halls. Pre-fabricated material should be brought in and assembled
inside the halls. Therefore, it is important that all vendors make a note of the entrance
size and passages to the halls etc.

 In case of car launches all vehicles if to be driven in the halls must drive on a wooden rail
/ platform and not directly on carpet or marble.

 The vendor will first unfold a protective sheet on the carpet before he starts getting his
structures inside the hall. Under no circumstances can the structures/equipments be laid
directly over the carpets. 100% carpet protection needs to be done before any vendor
starts the setup/ dismantling in any of the halls. In case of any damage to the carpet
vendor will be charged accordingly. The protection has to be a thick tarpaulin, plywood
or carpet. Thin layer of vinyl is not the protection.

 No equipment or structure will be allowed to rest against the walls/panels of the halls.

 Important Electricity safety pointers :-

1. All the wires will be concealed and taped and will be subject to approval by the Hotel
engineer. No loose or temporary connections will be allowed. This is done to avoid any
possible fire hazards. All wires need to be covered for which the vendors will get their
own covering material befitting the 5 star standard. In no situation will the wires be
pushed under the existing carpet of the hall.
2. Outside D.G set, electrical connections to be in proper condition and cover (with cable
lugs and connection area to be covered)
3. Load cable to be with colour coded to avoid any accident. (phase identification with
respect of neutral and earth)
4. Load cable to be lay with proper route. Provided for external D.G set supply.
5. D.G set supply panel in the banquet halls cables to be connected with proper size cable
lugs to avoid any electrical hazards and shocks. Loose connections and cable heating due
to lose connections.
6. In the banquet halls change over switch to be placed for safety (with proper rating fuse or
other safety devices)

 All Banquet layouts have to be approved by the hotel prior to the event.

 All the Service Entrances will have to be kept clear for emergency passage as per safety
regulations & requirements.

8
  All Lighting and Sound System in Tango Ballroom has to be ceiling mounted on Truss.
No truss or stand is allowed to be put up on carpet at all.

 The hotel strongly urges the lighting vendors to use environment friendly LED lights,
should there be a requirement of specialized lighting for your function/event. An
excessive use of halogen lighting may hamper effectiveness of air conditioning due to the
heat generated from them apart from it being environment unfriendly.

 Nailing, pinning and sticking (Double Tapes) on the walls is not permissible.

 No Contractor/ Labor will be allowed to use the Hotel Toilets and will not be allowed to
stay inside the hall once the function starts.

 The Banquet Porch and the foyer area is a public area and hence no structure ,props,
display materials ,banners ,lights etc are allowed.

 Service and consumption of outside food & beverage would not be permitted in the hotel.

Annexure: 3
GOVERNMENT APPROVALS
ENTERTAINMENT POLICY & GOVERNMENT PERMISSIONS

All necessary Government Permission will be required to be procured by the Host/Event

Organizers/External Agencies for organizing events. For example Fashions shows, Live
performances, Product launches, DJ music etc. The hotel will not be liable for the procurement of
the licenses required for any event. We will require the copies of the licenses to be submitted to
the hotel at least 24 hours prior to the event failing which the hotel reserves the right to terminate
the contract or cancel the event.

Please note the below list of Permissions is only Illustrative and not an exhaustive one:

1. No Objection Certificate from Entertainment Tax Department for all

Entertainment programmes.
o Minimum time required are 7 – 20 working days depending upon the nature of
Entertainment Programme from the office of the Entertainment Tax Officer, L Block,
Vikas Bhawan, New Delhi.
o No Objection Certificate from Local police / Area DCP. Parliament St. New Delhi.
o No Objection Certificate from DCP (Traffic) R.K.Puram, New Delhi.
o Performance licence from Additional Commissioner of Police / DCP. Licencing .,
Defence Colony, New Delhi.

2. Liquor licences, Collector of Excise, L-Block, Vikas Bhawan, New Delhi:-

o L-20 Licenses must be applied 7 days in advance. In emergency cases the L-20
Licenses can be applied 3 days in advance. Same day licenses are being granted by
Collector of Excise only on personal requests that also cannot be on daily basis. (The
hotel will take the license on the guests behalf which will be charged in the main
bill.)
o Out door License only in case Collector of Excise deem fit.

9
 o Any Ministry needs exemption for L-20 license, has to apply directly to the Collector
of Excise, Delhi. If they bring their own liquor they have to pay the Vend Fees in
advance and THERE IS NO EXEMPTION even for the Govt. offices for imported
liquor.
o All embassies have to pay the license fees as well as Vend Fees if they bring their
own liquor.
3. No Objection Certificate for Phonographic Performance Limited (PPL)
o G-11, ground floor, Nizzamudin west, New Delhi 110013

4. Licence fee to The Indian Performing Right Society Limited (IPRS)

o B-317, Somdutt Chambers,1,5 Bhikaji Cama Place, New Delhi 110066

5. NOC from NDMC office in case any props, covering, vedi, theme set ups or any
structure is put or build in our Lawns.

Sector 21
Metro Station CIN:
Complex L74999MH1902PLC000183
Dwarka, New Delhi Registered office: Manlike
110075 T: 91 11 2807 0000 House, Manlike Road,
India F: 91 11 2807 0001 Mumbai 400 001, India
E:
www.vivantabytaj.co vivanta.dwarka@tajhotels.co T: 91 22 66395515 F: 91 22
m m 22027442

10