Koperasi Keluarga Chek Yang Berhad - 3 Aug 2024

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26 July 2024
NAZWAN YANG
KOPERASI KELUARGA CHEK YANG BERHAD
M: 012-5598588
QUOTATION : MEETING & ACCOMMODATION

Thank you for selecting Impiana Hotel, Ipoh as your possible venue for the above event.
The details are as below: -
MEETING ARRANGEMENT
Day and Date : 03 Aug 2024
Proposed Venue : Room 4,1st Floor.
Time of Function : 1000am – 1200pm
No. of Person : 40 Persons
Seating Arrangement : Theatre Style
Function space is reserved for the time indicated. Please advise us in advance should
additionally set up / tear down time be required or any program revision be anticipated
in order for an appropriate space to be made available. The Hotel reserves the right to
reassign function space whenever the need may arise.
Half Day Package : RM 85.00 + 8% person per day: -

• One (1) x Morning Tea Break
• One (1) x Lunch
Simple Calculation : RM91.80Nett x 40 Persons
Grand Total: RM3672.00Nett
Seminar set-up inclusive of:

• FREE HALL RENTAL FOR ABOVE 30 PERSONS
• 2 cordless microphones
• 1 x Rostrum
• 1 x LCD Projector with Screen
• 1 unit of whiteboard
• 1 flipchart with assorted marker pens
• 1 extension cables with multiple sockets
• Wi-Fi Usage
• Writing pads and pencils
• Bottled water and mints
Car parking : Limited parking available & Additional parking under online
application via Park@Perak
Programmed : Kindly provide us your detailed program 14 working days

prior to event.
TV Signage : Kindly advise the signage to be displayed at the Main

Entrance & Hall.
Authorized signatory : Please advise on the authorized signatories.

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Additional Audio-visual Equipment on rental: -
Conference microphone RM200.00nett per unit per day
LED Screen (20’ x 10’) RM2,000nett per day. RM800nett per subsequent
at Ballroom 1 only day
LED TV 50” RM300.00nett per unit per day
LCD Projector RM500.00nett per unit per day
Collar Microphone RM250.00nett per unit per day
Microphone (Cordless) RM150.00nett per unit per day
White board/ White screen/ Flipchart RM50.00nett per unit per day
ACCOMMODATION ARRANGEMENT
Check In/Out : TBA 2024
No of Rooms : TBA
Room Category : Deluxe Room
Room Rates : RM259.20Nett per room per night with 1 buffet breakfast
Room Category : Premier Room

Room Rates single : RM356.40Nett per room per night with 1 buffet breakfast
Room Category : Family Room

Room Rates single : RM464.40Nett per room per night with 3 buffet breakfast
Extra Bed Rates : RM110.00Nett per unit per night with 1 buffet breakfast
*NO RESERVATION / ROOM BLOCK has been made at this stage.

Room is on request basis and subject to availability.
We would appreciate if you could advise us on the status of the above event as soonest
to enable us to proceed with the necessary arrangements.
We look forward to the opportunity of welcoming your family & friends to Impiana Hotel,
Ipoh.
Sincerely,
For and on behalf of
Impiana Hotel, Ipoh
Samantha
Samantha
Sales Executive
M: 017 4922601
E:[email protected]
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_________________________________________________________
I hereby confirm and accept the above offer:
DESIGNATION : ________________________
DATE : ________________________
COMPANY STAMP : ________________________
Terms & Conditions

1. Confirmation
In order to secure your booking, please confirm in writing latest by 26th July 2024
A 50% deposit will be required upon confirmation of event. Non-guaranteed reservations may subject to release of space.
2. No show (Accommodation)
For no show or cancellations made less than 7 working days prior to arrival date, a one night room rate will apply for all
rooms reserved.
3. Early Check –In or Extension of Stay

Besides the above dates blocked, if the guest(s) check-in earlier or extend their stay, it is not guaranteed that the quoted
contracted rates will be applied. It will be at discretion of the Hotel to charge the guest(s) a surcharge and subject to
availability.
4. Late Check-Out
A 50% of the total room rate will be imposed for any extension of stay until 6.00pm. One night room charges will be imposed
for any extension of stay after 6.00pm.
(The above will be subjected to availability of room. No extension may be allowed should the hotel be at high/full occupancy)
5. Rooming List
As per our request, a rooming list to be given to the hotel 7 days prior to group check-in day.
6. Meeting Room / Function Hall Allocation

You can request for a specific meeting room; however the Hotel reserves the right to change this meeting room for one of
equal suitability.
7. Meeting Room Allocation

• Meetings rooms of appropriate size will be allocated based on group size.
• A charge will be imposed for break-up room(s)
• A surcharge of meeting room rental will be imposed for group less than 30 persons.
• A surcharge of meeting room rental will be imposed for requests of large meeting / functions rooms.
8. Guaranteed Numbers
The Event Contract will specify the anticipated number of guests, along with the agreed guaranteed minimum number. Whilst
the guaranteed minimum cannot be changed, final numbers should be advised to the hotel seven (7) working days prior to
your event, unless agreed otherwise in writing by the Hotel.
You will be charged based on the guaranteed minimum numbers agreed upon in the quotation. However, the hotel will charge
any extra covers above the minimum guaranteed number even without written confirmation.
9. Deposits and Payments

We would strictly require a 50% non-refundable deposit over total estimated cost upon acceptance of function/rooms in order
to secure firm space. This deposit is non-refundable in the event that the booking is cancelled at any time prior to event
commencement or group arrival date. Full payment of total estimated charges is required seven (7) working days prior to the
event. The hotel accepts payment in the form of bank draft, telegraphic money transfer or credit card. All payments by
company cheque should be addressed to IMPIANA IPOH SDN BHD or bank in Hotel account: CIMB BANK, Account No, 80
100 33 932
10. Letter of Undertaking

Letter of Undertaking is acceptable should your organization have a credit facility with us.
11. Credit Facilities

Credit facilities may be extended subject to approval. Application for this facility must be made 30 days prior to the date of
the event. If you have an existing Credit arrangement with the Hotel, the Hotel may still request a deposit to secure the
booking. Credit terms are 30days from date of invoice. Application of credit facilities is not pre-approved; this is subject to
credit reference check and presentation of appropriate documents.
12. Cancellation by Hotel

The Hotel may cancel the booking if
a) The booking may prejudice the name or reputation of the Hotel, or
b) If the Hotel becomes aware of any deterioration in the Clients financial situation, Or
c) As a result or circumstances beyond the Hotel’s control e.g. A Government decree.
13. Cancellation by the Client

Kindly note that should the above function be cancelled, it will be the liability of the client as specified herein below and
deposit will be forfeited.
- 14 working days prior to the event date – 50% of the total revenue.
- 7 working days prior to the event date – 100% of the total revenue.
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14. Rates
The Hotel reserves the right to revise function room charges and room rates without prior notice. In addition, should there
be an increase in taxes imposed by the Government; the Hotel reserves the right to increase the tax rate accordingly. All
transactions contained in this agreement are based on Ringgit Malaysia (RM) unless specified otherwise.
15. Outside / External Services

The prior consent of the Hotel must be obtained for any services contracted out for the Event by the Client, all of which
must fully and strictly comply with all statutory and Government regulations in force.
16. Corkage / Surcharge

In the event the Hotel agrees in writing to allow the Customer or its guests to bring beverage into the hotel, a corkage or /
and surcharge will be imposed at an agreed rate. However, the Hotel will not accept any responsibilities for the beverage
supplied by the Customer or its guests.
17. Punctuality
The event must start and finish at the times specified in the Contract. Any changes to these times may not be possible
unless previously agreed with the Hotel. If the event continues beyond the agreed end time, a room rental will be imposed
for the extended hours accordingly. This is also subject to availability.
18. Guest Personal Belonging & Property

The Hotel does not accept responsibility for the belonging and property of the Client or its guests. Any such belonging and
property left unattended in Hotel premises is at the owner’s risk and the hotel shall not be held liable for any loss or
damage.
19. Equipment storage

The Hotel will assist the Client, where reasonably possible, with the storage of equipment, etc. However, the Hotel will not
accept any liability for the loss or damage to any items of equipment, etc. left in storage.
20. Damages
The Client shall be responsible to the Hotel for any loss or damage caused to the allocated rooms, furnishing or equipment,
for any act, omission, default, or neglect on the part of the Client, sub-contractor or employee or guest of the Client. The
Client shall pay to the Hotel on demand the amount required to make good or remedy such damage.
21. Use of Hotel Facilities

Customer, clients, participants, agents and guests attending meeting, functions, seminars and teambuilding programs, using
any of the hotel facilities which include but not limited to the function rooms will do so in a manner that will not in any w ay be
a disturbance or create a nuisance to other customers of the hotel or interfere with the business operations of the hotel.
22. Indemnity
The Client shall indemnify and hold harmless the Hotel against any claims, damages, liabilities, losses, costs and expenses,
fines and penalties in consequence of or arising from any breach of the terms and conditions or from any violation of Acts of
Parliament, statutory provisions and regulations, common law duties, by laws or regulations of any local authority or other
public body by the Client, or sub-contractor, guest or employee of the Client.
23. MACP Permit License

MACP Permit License is required for events held in the hotel ballroom/function room/banquet hall of the Hotel should there be
any performance of music either through pipe in-music, mobile machine, DJ or live performance by artist.
The client shall bear the MACP Permit License fees and the Hotel shall not in any event be liable or responsible for any civil or
criminal action taken by Music Authors’ Copyright Protection (MACP) Berhad against the client should they failed to obtain the
MACP Permit License prior to their event. MACP can be contacted at 03-7984 5089 or you may visit their website at
www.macp.com.my to apply online.
24. Public Liability

The Hotel shall not hold liable for any accidents / bodily injuries to any person (s) due to the carelessness and negligence of
the person(s) concerned.
25. Liability of the Hotel

The Hotel shall not to held liable for any breach of terms and conditions or delay or failure in providing services as a result of
causes beyond its reasonable control including (but not limited to) Act of God, Governmental decree, fire, floods,
contamination, power failure, essential construction work to the Hotel or surrounding area, strikes, delays in transportation ,
strike lockout, work stoppage, force majeure, failure of services or inability to obtain any necessary information or consent
from any authority.

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Page 1 of 4

QUOTATION : MEETING & ACCOMMODATION

Half Day Package : RM 85.00 + 8% person per day: -

Simple Calculation : RM91.80Nett x 40 Persons

Grand Total: RM3672.00Nett

Seminar set-up inclusive of:

Programmed : Kindly provide us your detailed program 14 working days

TV Signage : Kindly advise the signage to be displayed at the Main

Authorized signatory : Please advise on the authorized signatories.

Conference microphone RM200.00nett per unit per day

LCD Projector RM500.00nett per unit per day

Collar Microphone RM250.00nett per unit per day

Microphone (Cordless) RM150.00nett per unit per day

Room Category : Premier Room

Room Category : Family Room

*NO RESERVATION / ROOM BLOCK has been made at this stage.

Impiana Hotel, Ipoh

COMPANY STAMP : ________________________

Terms & Conditions

3. Early Check –In or Extension of Stay

6. Meeting Room / Function Hall Allocation

7. Meeting Room Allocation

9. Deposits and Payments

10. Letter of Undertaking

11. Credit Facilities

12. Cancellation by Hotel

13. Cancellation by the Client

15. Outside / External Services

16. Corkage / Surcharge

18. Guest Personal Belonging & Property

19. Equipment storage

21. Use of Hotel Facilities

23. MACP Permit License

24. Public Liability

25. Liability of the Hotel

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