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Qeni Pvt Ltd will act as the official agency responsible for hotel inventory management on behalf of the Client. Our role includes:
Identifying, negotiating, and securing competitive hotel room rates as per the Client’s event requirements.
Prioritizing hotel properties based on proximity to the event venue and overall guest convenience.
Ensuring room blocks are contracted under favourable terms and reflecting real-time availability.
Maintaining transparency and adherence to hotel policies for amendments or cancellations.
Coordinating with multiple hotels, if required, to distribute inventory based on need and delegate preferences.
Final hotel selection will rest with the Client, based on the negotiated options provided by Qeni Pvt Ltd.
Qeni Pvt Ltd will execute contracts with selected hotels and manage the billing process as follows:
Hotels will raise invoices to Qeni Pvt Ltd, including applicable CGST and SGST or IGST depending on location.
Qeni will raise corresponding GST-compliant invoices to the Client for reimbursement.
For rooms priced below ₹7500: 12% GST will apply; for rooms priced ₹7500 or more: 18% GST will apply.
Regardless of GST applied by the hotel, Qeni will standardize reverse billing to the Client with 18% GST to enable uniformity in input tax credit for the Client.
The Client shall deduct 2% TDS under Section 194C for any advance paid to Qeni Pvt Ltd.
Qeni Pvt Ltd shall similarly deduct 2% TDS when making hotel advance payments.
Advance GST invoices are not issued by hotels; they will be generated after the stay or consumption of services. Proforma invoices will be shared for advance payments. Qeni will issue GST invoices for its service fees separately.
Room rates negotiated include complimentary breakfast and Wi-Fi (for up to 2 devices).
Charges for food (except breakfast), laundry, and other incidentals like spa, liquor, tobacco, minibar, and international calls are to be settled directly by guests.
Retention charges and no-show rooms will be billed at single occupancy contracted rates.
Standard check-in is 1500 hrs and check-out is 1200 hrs.
Early check-in before 1300 hrs and late check-out between 1200 hrs and 1500 hrs are subject to availability and may incur half-day charges.
Guaranteed early check-in or late check-out beyond the standard timings will be chargeable at 100% of the contracted room rate.
All guests must present valid government-issued photo ID (Aadhaar, Passport, Voter ID, Driving License). PAN cards are not accepted.
Contracted rates apply strictly to pre-blocked rooms and dates.
Additional rooms requested post-contract will be subject to availability and charged at prevailing rates.
In case of events beyond reasonable control (force majeure) such as:
Natural disasters
Pandemic-related disruptions
Political unrest
Government orders
Full Cancellation: 100% refund of advance payments.
Postponement: Event can be rescheduled within 6 months of original dates upon mutual agreement and room availability. Rates may vary.
Non-availability: If hotels cannot accommodate the revised dates, all advances will be refunded.
Force Majeure includes war, riot, strike, natural calamity, terrorism, fire, explosion, acts of government, or any similar unforeseen event.
In case of partial or full cancellation of contracted rooms:
Cancellation 6 months before the event: 30% of estimated billing
Cancellation 3 to 6 months before: 50% of estimated billing
Cancellation 1 to 3 months before: 70% of estimated billing
Cancellation less than 1 month before: 100% of estimated billing
Qeni Pvt Ltd will charge:
7.5% professional fee on the total value of room billing and reimbursements processed through Qeni.
18% GST is applicable on the professional fee.
All on-site team travel, stay, and conveyance for hotel inventory management will be billed at actuals.
To ensure timely and smooth hotel booking execution:
Initial Deposit: 50% of total value upon contract signing
Intermediate Payment: 30% of total billing value four months before event
Final Balance: 20% of remaining balance two months before event
Extras Advance: Estimated additional charges to be deposited 20 days prior to check-in
The following services are not covered under this agreement but can be arranged at additional cost:
Banquet or Meeting Room Reservations
Audio-Visual Equipment and Technical Services
Airport Transfers and Local Transportation
Spa, Liquor ,Tobacco ,Minibar and food other than the package inclusions
These will be contracted separately based on the Client’s written request and approval.
This agreement is legally binding between the Client and Qeni Pvt Ltd.
Any legal proceedings shall fall under the jurisdiction of Mumbai or Kochi.
Termination of this agreement will be subject to the cancellation terms mentioned above.
If this document accurately reflects the terms of engagement, both parties are requested to sign and return a copy as acknowledgment.
Qeni Pvt Ltd
Updated on 12 April 2025
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