PROPOSAL

TO
COMPANY
TEL
E-MAIL

: Puan Fitriah Binti Ibrahim

: Tenaga Nasional Berhad (TNB)
: +60 9 5155 534 / +6 017 6322 842
: shahranam@tnb.com.my/ norfitriah@gmail.com

FROM
NO. OF PAGES
DATE
SUBJECT

: Sharena Moses / Anis Qistina

: Four (04) pages including this page
: 3rd March 2015
: Proposal for Meeting Package on 10th March 2015

Dear Puan Fitriah,

Greetings from Vistana Kuantan City Center!
Thank you for considering Vistana Kuantan City Centre as one of the preferred hotels for your forthcoming
event. Further to your request, please find our proposal as follows :
EVENT ARRANGEMENT
DATE
FUNCTION
25th March 2015

Meeting

TIME

COVERS

SET-UP

0900am 1300pm

100 paxs

Classroom

VENUE
Venue will only
be advised upon
confirmation.

BOOKING STATUS
Kindly note that no function rooms are blocked yet. Please advise us if booking is required.
Function rooms are available and blocked on Tentative basis pending confirmation from your Company and
cut off date stated in this quote. Venues booked will be advised upon confirmation of each booking.
CUT-OFF DATE & BOOKING FEE
If you wish to secure reservations for accommodation and/or function space, please send us a confirmation in
writing or return a signed copy of this proposal with a non-refundable and non-transferable booking fee of 50%
of total projected event cost by Tuesday, 17th March 2015.
PRE-SET UP & REHEARSAL
Early access for pre-set up and rehearsal are subject to the availability of the function space and is chargeable
at a minimal room rental price.
GUARANTEED ATTENDANCE
A guaranteed number of attendance will be required fourteen (14) working days in advance. Any increase must
be notified at least three (3) working days prior to the actual event date. Charges will be based on the
guaranteed number of attendance or the actual number of attendees, whichever is greater. The Hotel reserves
the right to reallocate the space and to re-price the menus to suit the updated requirements should the number
of attendees be different from originally planned.

MEETING PACKAGE CHARGES

Package Type
Package Inclusions
Price Per Person
Room Rental
One (1) coffee break
One (1) lunch
One (1) flip chart
Half Day Package
One (1) white screen
MYR 75.40nett
(0900am-1300pm)
Writing pads
Pencils
One (1) PA System (Basic for speech)
One (1) wire microphone (Table/Standing)
Complimentary wi-fi
A minimum of thirty (30) persons per day per seminar is required to qualify for the seminar package price.
Supporting audio-visual equipment is not inclusive in the conference package charges.
The above quoted Seminar Package covers the use of the main event room during the stated time only and
subject to the rooms minimum capacity.
Extension of time above the agreed completion time will be subjected to a room rental based on the length
of extension.
MEETING PACKAGE COFFEE BREAK
Kindly select three (3) snack items for each AM and PM Coffee Break session.
Coffee Breaks will be served in a common area with participants from other seminar groups.
Food and beverage prepared and served by the Hotel may only be consumed within the premises; remaining
consumable items may not be removed from the premises.
Additional snacks not included in the Seminar Package, (eg. Welcome Coffee Break/Light Breakfast session)
can be arranged at MYR 20.00++ per person per snack item.
Selection of snack items can be made from the Coffee Break Menu.
MEETING PACKAGE LUNCH ARRANGEMENT
Dining arrangements for the group will be determined by the chefs menu selections. Prior reservations are
required for groups, a minimum of seven (07) working days before the date of event.
ROOM RENTAL
Room rental will be charged for additional function rooms required such as Waiting room, VIP Holding room,
Breakout room, Secretariat room, Storage room & etc. Extension of time above the agreed completion time for
the function room usage will be subjected to a surcharge.
AV REQUIREMENT
Appended below are the prices for our equipment should you require any:AV EQUIPMENT
RENTAL PRICE PER UNIT PER DAY
LCD Projector
MYR 650.00++
VCR
MYR 200.00++
Collar microphone
MYR 250.00++
Cordless microphone
MYR 250.00++
8 x 8 white screen
MYR 350.00++
Flip chart
MYR 50.00++
CAR PARK CHARGES
Car park for meeting participants will be complimentary.
AUTHORISED SIGNATORY/IES
Please advise us your authorised signatory/ies.

CONDUCT OF FUNCTION
The Event must be conducted in an orderly manner by the Client, in full compliance with the applicable laws and
ensure compliance by all persons in attendance with the same and with all reasonable directions of the Hotel.
It must be ensured that no disturbance or nuisance will be caused to the Hotel or any of its guests or visitors.
The Hotel is entitled to remove any person from an Event whose behaviour, in the opinion of the Hotel, is
objectionable, improper or undesirable.
MUSIC AUTHORS COPYRIGHT PROTECTION (MACP) PERMIT LICENSE
An MACP Permit License is required for events held in the BALLROOM/FUNCTION ROOM/BANQUET HALL of
the Hotel should there be any performance of music either through piped-in music, mobile machine, DJ or live
performance by artists.
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 fail to obtain the MACP Permit License prior to their event.
MACP can be applied online at www.macp.com.my
PAYMENT METHODS
Balance payment is required 14 days prior to the actual function date.
Incidental charges to be settled by cash or credit card immediately after function on actual day.
For payments made by Credit or Charge Card, please provide the following details:

Letter of Authorisation
Name of card holder; Card number; Expiry date;
ID number (last 3 digits on the back of the card);
Photocopy of the said credit card (front & back);

Details for payments made through Telegraphic Transfer or cheque (in Ringgit Malaysia) are as below:
Bank
Account Name
Account Number
Bank Address

: CIMB Bank Berhad (Bukit Bintang)

: Business & Budget Hotels (Kuantan) Sdn Bhd
: 8000605301
: Ground Floor & Mezzanine Floor, Plaza Yeoh Tiong Lay,
55, Jalan Bukit Bintang, 51000 Kuala Lumpur.
Swift Code
: CIBBMYKL
(Kindly fax us the bank in slip for verification purposes)
CANCELLATION CLAUSE
It should be noted that when the Hotel reserves the room accommodation and function space upon
confirmation by the Client, the Hotel does so at the exclusion of other business. It should be understood that
the cancellation of this agreement will cause the loss of revenues in terms of room rental, sales of food and
beverage and other services.
Thus, cancellations of events, function space and/or accommodation after confirmation must be advised in
writing and the following charges will be applicable:Booking fee payable upon confirmation
: Forfeited
Cancellation less than 24 days prior to actual event date

: 75% of total revenue

Cancellation less than 14 days prior to actual event date

: 100% of total revenue

No show

: Non-refundable

The Booking Fee/Cancellation charges will only be refunded/waived on the following reason:
Act of God
Any act, order, directive or restraint imposed by the government or local authority having power in that
behalf.
Fire, flood, contamination or explosion affecting the premises.
Any necessary and essential construction or renovation works to the hotel premises, seizure under legal
process, strike, lockout, work stopped or other restraint of labour either partial or general from whatever
cause.
VALIDITY OF CONTRACT
All prices quoted are subject to change without prior notice.
All prices quoted is in Currency of Malaysia Ringgit (MYR).
All prices quoted are non-commissionable.
All prices quoted are subjected to the current service charge (10%) and prevailing Government Tax (6%) unless
stated otherwise.
The validity of rates quoted remains with this proposal only.
BOOKING STATUS
We wish to emphasize that no reservations has been made on your behalf at the time of writing this proposal.
Kindly return a signed copy of this proposal along with the non-refundable deposit before 6th March 2015 to secure
tentative bookings, subject to availability. All accommodation, packages and/or conference facilities blocked will
be automatically released for general sales upon cut-off date expiry or non-receipt of deposit payment.
AGREEMENT
These terms and conditions govern all bookings made with the Hotel and/or YTL Hotels. The person making the
booking accepts these conditions on behalf of all members of the party. By confirming a booking, the guest
warrants and confirms that these terms and conditions have been read and will be complied with by the guest and
the registered party.
We sincerely hope that the information given above is as clear and sufficient as we intended it to be. Please feel
free to contact us should you require further assistance.
Thank you.
Yours sincerely,
Vistana Kuantan City Centre

I/We hereby confirm and accept the above

terms and conditions:-

Sharena Moses
Sales Account Executive
Tel
: + 609 5178000 ext: 8125
Fax
: + 609 5178900
E-mail : sharena@ytlhotels.com.my

Signature

Name

Anis Qistina
Sales Coordinator
Tel
: + 609 5178000 ext: 8123
Fax
: + 609 5178900
E-mail : qistina@ytlhotels.com.my

(This document is computer generated, no signature required)

Company Stamp :

Date