GENERAL INFORMATION PAYMENT PROCEDURES All functions must be prepaid 30 days before group arrival. In case of any changes or additions the remaining balance must be paid before the group’s departure. Any cancellation of pre-programmed events made within 7 days of said event will be charged 50% of the total cost. GUARANTEE A specific attendance figure is required 7 days prior to the affair when arranging private functions. This figure will be considered the guarantee, not subject to reduction, and charges made accordingly. If no guarantee figure is given and we are unable to reach you by phone, the indicated attendance on the original booking form will be assumed correct and charges made accordingly. The Hotel will be prepared to seat and serve no more than 10% above the guarantee. Reasonable increases to the guarantee will be accepted up to 24 hours prior to the function, service to attendance exceeding the 10% overage will be subject to an additional $2.00 USD per person surcharge. Groups submitting guarantee figures of less than 20 persons will be subject to a $30.00 USD service charge. CANCELLATION Written notice of cancellation must be received 30 days prior to the function date. Cancellation received within 30 days will result in forfeiture of all deposits. Groups canceling within 10 working days prior to the function date will be responsible for 50% of all food and beverage charges due, and 100% of room rental, based upon expected attendance as outlined in the Banquet Event Order, Groups canceling within three working days will be responsible for 100% of all charges due, including room rental, based upon expected attendance as outlined on the Banquet Event Order. ROOM ASSIGNMENT/SETUP/RENTAL FEE Function rooms are assigned according to the anticipated guaranteed number of guests. If there are fluctuations in the number of attendees, the Hotel reserves the right to charge a labor service fee (depending on the size of the ballroom and the type of set up), for additional and/or unexpected set up of banquet furniture, equipment, and/or meeting materials. Meeting space required on a 24 hour basis will be charged accordingly. Substantial increase/decrease in attendance may result in renegotiation of any rental cost. Affairs will not be permitted to run over the specified time without prior Hotel approval. Extended time may result in additional charges (the amount depends on how many hours extended, and on the size of the ballroom). Banquet service will be conducted within the specified menu time as stated on the Banquet Event Order. Service conducted after this specified time will be at the Hotel’s discretion. FOOD The menu selection, room requirements and all other arrangements must be submitted three weeks prior to the function date in order for the Hotel to assure the availability of all chosen items. Prices are subject to charge or modification, with advance written notification. Hotel regulations do not permit food of any kind to be brought into the Hotel, or removed at the conclusion of the function. Groups not adhering to this policy will be charged 100% of the retail value plus the customary 15% service charge. BEVERAGE The Omni Cancún Hotel & Villas as a licensee, is responsible of the administration of sale, and service, of all alcoholic beverages in accordance with regulations of the Republic of México. Therefore, all liquor, beer, and wine must be supplied by the Hotel and consumed on the premises. When serving alcoholic beverages the minimum age of 18 will be observed. The Hotel reserves the right to discontinue service to any individuals obviously inebriated or children under 18 years old. GRATUITY AND TAX The customary 15% service charge will be applied an all food and beverage functions. Government tax will be charged on all food and beverage. LIABILITY AND DAMAGE The Omni Cancún Hotel & Villas reserves the right to inspect and control all private functions. The Hotel shall not be liable for any damage to, or loss of equipment, merchandise or articles left in the hotel prior to, during, or following the function. The client will be held responsible for any damage to the building, equipment, decorations, or fixtures belonging to the Hotel, which are lost or damaged during the affair, due to the activities of its guests. Any damage will be billed to the client at replacement cost. SECURITY The client shall provide, at his/her own expense, security during the course of the function, if required in the judgment of the hotel. A reputable, licensed agency must meet the approval of the Hotel’s Head of Security, Arrangement for security of exhibits, merchandise or articles for displays must be advised 30 days prior to the function. SIGNS/DISPLAYS/DECORATIONS All signs, displays, and/or decorations proposed by the client are subject to the Hotel’s approval. All registration directional or advertisement signs must be printed in a professional manner. No signs, banners, displays or exhibits will be permitted to be in public areas without prior hotel approval. Flammable substances are not permitted in the building or anywhere on the Hotel’s premises. The Hotel will not permit the affixing of anything to the walls, floors or ceilings with nails, staples, adhesives, or any other substances without prior Hotel approval. SHIPPING AND RECEIVING Any materials being shipped in advance must have the following information included on all packages: (a) Hotel Contact (b) Client Contact (c) Name of Group/Organization/Company, (d) Date of Function, (e) “Hold for Arrival”. The client is responsible for the arrangement and expense of delivery, set-up, packaging, customs fees, legal Government Importation papers, and the return of all materials. AUDIO-VISUAL SERVICES The Hotel will recommend an audio-visual company with service technicians, and a wide variety of state-of-the-art equipment. Arrangements for services and equipment may be made directly with the company or through your Hotel Sales Representative. POTENTIAL ADDITIONAL CHARGES The following items and/or services may be provided by the Hotel at an additional cost: audio sound and/or recording, videotaping, lighting, special effects, entertainment and music, floral arrangements, exhibit booth equipment, props and theme decorations, special electrical hook-ups, requirements, labor fees. The information given above may change without notification. Please check with us to confirm any updates.