MTD Training work to the following budgets for assessor accommodation
Please quote rates including VAT, and including Agents' Commission
Please enter the cancellation policy for individual bedrooms booked by tobook, including rooms booked individually from allocations.
Preferred cancellation policy 12pm Day of Arrival
tobook will request an allocation of bedrooms with all meeting enquiries (where the meeting is held on site, and on site accommodation is available.) Please advise how long prior to the meeting date your venue would release any unconfirmed rooms.
We request an allocation release policy of 7 days prior.
MTD Training work to the following budgets for external meetings
Day Delegate Rates must include:
If any of the above are not included within your Day Delegate Rate, please clearly state this within the additional comments section at the end of this form
If any of the above are not included within your Half Day Delegate Rate, please clearly state this within the additional comments section at the end of this form
An allocation of 4 bedrooms per course will be held on the agreed MTD Training Accommodation Rates for delegates to book
The allocations must be held night prior for 1 day courses and both night prior and middle night for 2 day courses
MTD Training delegates will request their accommodation requirements via tobook Ltd
All accommodation requests from us will be sent to the hotel in an email, to the email address specified in the RFP, and must be responded to within 4 working hours
Please ensure our email addresses are added to the Reservations email address book - firstname.lastname@example.org and email@example.com - to ensure requests are safely received
All delegates are responsible for securing their reservations with Credit Card, and settling their full account on departure from the hotel (unless otherwise instructed by tobook). MTD Training or tobook Ltd will not accept any accommodation charges for no shows or late cancellations
In instances where cancellation or no show charges apply, please advise tobook Ltd immediately so we can contact the delegate to arrange payment directly with the hotel.
Accommodation Cancellation Policy - Due to the nature of MTD Training courses, they have specified a preferred bedroom cancellation policy requirement of 12pm on the day of arrival.
Credit Card Swipes must be taken from MTD Training delegates upon check in and registration cards must be completed. Should a delegate be allowed to leave without making payment, it is the hotel’s responsibility to contact the guest.
Adequate reception staff to be available at check in and checkout times. MTD Training delegates should not have to wait more than 10 minutes in either case
Venue to provide comfortable non smoking rooms for all delegates
At the hotel's discretion, complimentary upgrades for trainers and delegates should be made where possible
Secure car parking should be available on site at the hotel for the duration of the delegate's stay and included within the rates you offer.
Complimentary Wi-Fi or internet access must be available to all delegates and included within the rates you offer. Log in details should be provided to all delegates on check in.
If the hotel is overbooked MTD Training delegates must not be out-booked to another hotel under any circumstances. Failure to adhere to this policy will result in your hotel being removed from the MTD Training program.
All bookings must be fully amendable by tobook Ltd prior to arrival and by the delegate on arrival. Inability to amend a confirmed booking from DBB to B&B at any time prior to check in due to rates being ‘blocked out’ is unacceptable.
The hotel must advise tobook Ltd of any planned maintenance works or scheduled refurbishment taking place at the property, which will affect any MTD Training accommodation/meetings taking place, as soon as possible.
Any cancellation of accommodation or meetings/events as a result of planned works happening at the property will not be chargeable to MTD under any circumstances.
Any cancellations should be made via tobook ltd, however should a cancellation take place outside of office hours guests may cancel directly with the hotel. We request that the hotel make tobook aware of this at your earliest convenience.
In line with GDPR, delegate contact details must not be used for marketing or advertisement purposes. This applies for MTD Training staff and delegates
All contact with MTD must be made through the team at tobook Ltd - please email firstname.lastname@example.org
Feedback from delegates/trainers/course leaders will provide the measure of the venues commitment to service and influence future bookings with the hotel
Hotel General Manager will be advised of feedback both negative and positive and will be offered the courtesy to comment
tobook Ltd MUST be advised immediately by the hotel if any issues arise prior to or during a delegate or trainer’s stay, or if any complaints are made directly at the hotel by delegates or trainers
An initial list of MTD Training's Open Course dates for 2020 will be provided to you for the 12 month period, and additions will be provided on an ad hoc basis.
MTD Training will only use one hotel per location for their external training requirements, therefore the successful venue will receive 100% of the course dates
On notification from tobook Ltd that your hotel has been successful, please arrange for the dates to be held provisionally on 1st option and the contract to be drawn up (please see contract note below)
All bookings will be made via tobook Ltd only. All communication should be directed through tobook Ltd.
Any booking amendments will be made via tobook Ltd.
Further course dates may be requested in addition to the "Main Schedule". New requests for course dates must be responded to within 4 working hours
**CONTRACT** - In order to reduce administration of course bookings, please provide tobook Ltd with one multiple-date contract for signature by MTD Training to include all course dates being contracted
MTD Training require an agreement of minimum chargeable numbers at 6 in a room suitable to increase to maximum course number of approximately 20 in a U Shape Layout.
Rooms MUST be laid out in U Shape Layout suitable for the Final Numbers confirmed on the Friday prior. Additional chairs should be removed from the room.
Due to the nature of MTD's business, they require a 7 day cancellation policy for each individual event, without charge, for all contracted meeting space. Provisional Numbers will be provided on the Tuesday of the week prior to the course date, and Final numbers will be provided on the Friday of the week prior to the course date. Should reductions be made between Provisional and Final numbers, charges should not be incurred for the reduction unless numbers fall below 6.
Any hotel terms and conditions which may apply, in addition to this SLA, will be signed off at the start of the contracted dates and will be accepted for all MTD Training business with your hotel
On the rare occasion where a course needs to be cancelled, we will endeavour (but cannot guarantee) to re-book at a later date or replace with an alternative course
In addition to the Main Schedule, MTD Training may require extra course dates to be booked throughout the year, subject to your availability. Rates must be offered in line with this RFP.
Rates and terms and conditions quoted must be applicable for the initial schedule, as well as any additional course dates booked throughout the year
MTD Training and tobook Ltd will not accept any charge for accommodation unless otherwise stated at the time of booking. Invoices must be for contracted charges only.
All communication regarding the training courses should be directed to tobook Ltd in the first instance and we will be your main point of contact
Contracts should be made out for signature by the MTD Training Contact stated at the time of confirmation, and not by tobook. Contracts should be addressed to:
Management Training and Development Ltd
5 Orchard Court
Binley Business Park
MTD Training will require a Credit Account, allowing full post event bill back, with payment to be made within 30 days of receipt of a correct contract. If this is not already in place, please forward a Credit Application Form to email@example.com
All post event invoices must be sent directly to MTD Training, and not to tobook. An email address will be provided to the successful venue. All other correspondence MUST be sent via tobook.
The hotel must allocate an appropriate room and offer flexibility for numbers to grow to approximately 20 delegates in a U Shape Layout per course
Meeting rooms must be secure and lockable
Bedroom syndicate rooms are not acceptable as training rooms for MTD Training
Hotel must be DDA compliant
Car parking should be readily available for all delegates and included within rates quoted
Venue to provide their Dedicated Event Organiser (DEO) name to tobook Ltd prior to arrival
Trainer to be greeted on arrival by the venues DEO to reconfirm their requirements for the day i.e. timings etc
DEO to be available to MTD Training throughout the day and undertake regular checks to ensure everything is running smoothly
DEO to offer the trainer the opportunity for an end of day review to allow them to give feedback
Training Rooms to be accessible from 8.00am to 5.30pm unless otherwise agreed
Clear direction signs to guide delegates to meeting room/s
Event rooms to be equipped to a modern standard with air conditioning/heating/ventilation/lighting and adequate sound proofing
Wi-Fi to always be available in training rooms for the trainer and delegates and to be included within rates quoted
Projector Screens, LCD Projector, Flipchart, pens & pads to always be available in training rooms and included within rates quoted
Venue to provide a good standard and selection of food and refreshments according to delegate requirements as notified. As a general standard, we would expect vegetarian and gluten free options to be readily available.
The venue must advise tobook Ltd of any planned maintenance works or scheduled refurbishment taking place at the property, which will affect any MTD Training accommodation/meetings taking place, as soon as possible.
In line with GDPR, client/delegate contact details must not be used for marketing or advertisement purposes. This applies for MTD Training staff and delegates
All contact with MTD must be made through the team at tobook Ltd
tobook Ltd MUST be advised immediately by the hotel if any issues arise prior to or during a training event, or if any complaints are made directly at the hotel by any attendee