Party Booked. Host Now Trying to Renegotiate.

Glassman

My missus organised her office Christmas dinner/party with a large (chain) hotel group in Central London. From the outset they were told that - like many other similar events - the venue will be shared with another group of people in a banqueting suite with:

• [FONT=&quot]Private Function Room[/FONT]
• [FONT=&quot]Glass of Prosecco to welcome each guest on arrival[/FONT]
• [FONT=&quot]Three-course Christmas dinner[/FONT]
• [FONT=&quot]Tea or coffee and mince pies[/FONT]
• [FONT=&quot]Christmas novelties[/FONT]
• [FONT=&quot]Tea lights and menu cards[/FONT]
• [FONT=&quot]Nightclub and bar in the ballroom[/FONT]
• [FONT=&quot]Optional Extra: Half Bottle of wine £14.00 per person[/FONT]

On this basis, booking was confirmed and paid up. The party is in 11 days (22nd) but the confirmation (and payment) was back in November.

The hotel has now contacted her and said they have had the other party pull out. What they're offering to do to make up for it is one of the following:

"1st option – we will set up private dining room for your party decorated with Christmas tree, party masks and centre pieces with novelties for everyone. We will still have music in the room with computer so if someone wants to play something special they can do so.
"With this option we will provide a large glass of wine per person. (the cost for a glass of wine is £5.50)

"2nd option - we will set up table for your party in our restaurant where we have large Christmas tree and a lot of decoration, party masks and centre pieces with novelties for everyone. We will still have music, but just a background music. With this option we will provide a large glass of wine per person. (the cost for a glass of wine is £5.50)

"3rd option – we can cancel the booking and return the money."

Personally I don't think the offer (assuming the first option to be the better of the three) is fair. The 'package' they paid for (it's a well known venue) initially included a welcome drink in the price (which they appear to have traded off as a goodwill gesture now).

There was no contract, or terms given beforehand. It's all paid up now and the party has turned into a soiree!

Do you think it's a fair offer?

IAmWales

The first option sounds far better than the original package. You're getting a private party rather than sharing it with strangers. If you really want prosecco then ask them to substitute the wine for prosecco, the price difference for them will be negligible so I doubt it will be a problem.

Glassman

IAmWales wrote: »

The first option sounds far better than the original package. You're getting a private party rather than sharing it with strangers. If you really want prosecco then ask them to substitute the wine for prosecco, the price difference for them will be negligible so I doubt it will be a problem.

The idea of 'sharing it with strangers' was the draw (makes more for a party atmosphere with higher numbers). The initial price offered that along with the larger function room, welcome drink etc. Now they won't have the party atmosphere they were expecting, and there will no longer be a DJ due to the lesser number.

If it was having the do in a private room, they would have gone elsewhere.

gettingtheresometime

to me, a private function room would be a room that I & my party had sole use of and not shared it with a random group of people who may, or may not be a group of people that I would want to spend some time with.


I'd be pushing for the glass of Prosecco on arrival instead of the wine but otherwise I'd choose option 1.


(Unless someone in group can come up with an alternative for after meal entertainment in which case option 2 may be acceptable.)

theonlywayisup

I think they've given you the best options they can. It isn't their fault the other party pulled out and in light of it, they've tried to accommodate your party as best they can.

I'm also of the opinion that sharing a Christmas party with strangers (on a works do) is not something I would prefer over a private function room.

If it isn't of liking then a cancellation and refund seems to be the only option.

lincroft1710

The problem with cancelling is trying to find somewhere else at such short notice.

Ganga

Ask for option 1 but with an additional glass of proseco on arrival,they may agree as they have allready lost one booking.

Fosterdog

After many years of attending Christmas functions, I’ve certainly found the ones where we have our own private function room to be the best. If you are in the main seating area it can be a bit offputting have couples out for a romantic meal while you are being loud and in party mood. Sharing with other groups can be hot and miss, there has been some fun but usually one group likes to “own” the place and takes over, either its your group and you ruin other people’s night, or you are one of the ones having their night ruined.

One with mixed groups a few years ago ended up with the police being called after two guys from different groups getting into a fight and the one almost killed the other, it was over something pretty stupid and ruined the night for everyone.

Option one sounds like an ideal setting to me.

Greta_Sharbo

Essentially either The contract is fulfilled as agreed or it isn't.

The trader physically cannot fulfil as agreed so a remedy is required and from the sounds of it, the trader is not trying to suggest they aren't willing to remedy the situation.

The trader offered some suggestions. They just have to pick one, or propose an alternative.

pinkshoes

Why can't it just go ahead in the original room with just you lot???

I don't see why anything has to change.

Surely the party who dropped out will have costs deducted from their deposit, so no loses to the restaurant other than alcohol sales?

Or perhaps they are trying to shunt you into a different room as they now have something bigger in this initial room? Just me being cynical...

Glassman

She wrote to them and politely asked/proposed a better offer. Rather than one glass of wine per person she asked for two each. Their party goes on in a private room.

No need for awkward email exchanges. It was all very easy and quite pleasant. Good outcome.