24th September 2020

Ms. Widyawati
SEKOLAH KEBANGSAAN SPAOH BETONG
Address of the Company:- Please Advise
H/P: 013 – 801 3569
Email: [email protected]

Dear Ms. Widyawati,

RE: CONFIRMATION FOR DINNER PACKAGE ON 26TH SEPTEMBER 2020

The Waterfront Hotel would like to thank you for selecting us as your event destination. As
your host, we are delighted to provide you with only the best services; promising you a
memorable event. We are pleased to provide the following confirmation detailing your event
for your kind perusal.

DINNER REQUIREMENTS:

Day & Date : Saturday, 26th September 2020

Event Tittle : SK Spaoh, Annual Dinner 2020, (One team, One heart, One
legacy)
Duration Of Event : 6.30pm – 10.30pm
Number of Tables : 16 tables (80 pax)
Venue : Ranyai Ballroom, Level 4

The Waterfront Hotel reserves the right to re-assign function room based on final number of
attendees and as business dictates.

Menus
Please refer to final page for the final confirmed selection of menu for Chinese Set Dinner.

Dinner Set-up Requested:

• Round table of 5 pax per table x 14 units
• 1 Reception table for 2 persons at the entrance.

Function Backdrop
In line with the company’s effort in saving the environment, we are proposing to have the
backdrop featured on either the white screen or plasma TV. Alternatively, backdrop wording
are chargeable at RM 2.00 nett per piece.

Function Directional Signage

Complimentary directional signage will be displayed on our flat screen TV at our Hotel Lobby
and also at the entrance of the function room.
Optional AV Equipment (Chargeable If Required)
• LCD projector 4,000 lumens at RM 580 nett per unit per usage/ day
• LCD projector 5,000 lumens at RM 880 nett per unit per usage/ day (Center screen in
Ranyai Ballroom)
• Cordless handheld microphone at RM 200 nett per unit per usage/day
• Cordless lapel microphone at RM 200 nett per unit per usage/day
• Additional flipchart or whiteboard is chargeable at RM 50 nett per unit per usage/ day
• Karaoke System rental at RM 650 nett per unit per 4 hours event for small function
room; RM 1,800 nett for ballroom karaoke system rental per 4 hours event.

Terms & Conditions Applicable for Dinner Events:

Please read the following terms and conditions before confirming your booking;

a) Opening Hours
The facilities will normally be available from 08.00 am to 23.00 pm, Monday to Sunday.
The booking session arrangements are as follows:
• Half day consists of 4 Hours between 08.00 am and 12.30 pm or 13.00 pm and 17.00
pm. Any bookings which wish to straddle these booking periods eg: 10.00 am – 14.00
pm will be charged for a full day’s rate.
• Full day rate is for an 8 hour period between 08.00 am – 17.00 pm.
• Evening bookings are to be charged at the standard 4 hour rate.

b) Pre-Set Up:
• Guaranteed usage of venue for pre-set up one day prior to actual event date is
chargeable @ RM 10,000 nett for function room; RM 25,000 nett for Ranyai ballroom
usage.
• For non-guaranteed usage of venue for pre-set up, hotel will inform guest 3 days prior
to actual event date on the availability of the venue(s).
• Minimal utility charges of RM 800 nett per day per function room or RM 2,000 nett per
day for Ranyai ballroom shall be applicable for the equipment testing and moving in
by third party; including but not limited to sound system, lighting system, LED panel
system, decorator or event planner.

c) Rehearsal;
• First hour of rehearsal will be on complimentary basis.
• Following hour of rehearsal at function rooms are chargeable at RM 350 nett per hour;
Ranyai ballroom is chargeable at RM 2,000 nett per hour.
• For rehearsals requiring more than 2 hours: full day rate of RM 5000 nett per day for
function room usage; full day rate of RM 18,000 nett per day for Ranyai ballroom usage.

d) Extended Hours (Only for Overrun Events Only):

• For any request to extend the hours of usage for the ballroom or function room beyond
the agreed time frame, a minimum charge of RM 600 nett per extended hour per
function room (Tubau 1, 2 & 3 considered as 3 separate function rooms); RM 1,000
nett per extended hour for Ranyai ballroom shall be chargeable if the guest wishes to
extend last minute.
 e) Guaranteed No of persons/ tables:
• A guaranteed number of persons/ tables will be required fourteen (14) working days in
advance. The hotel will charge the minimum number of persons/ tables as agreed
between both parties and will not refund any payment should there be any absentees in
the guaranteed number of persons/ tables. Clients are not allowed to reduce the
minimum number of persons/ tables guaranteed which have been agreed upon
confirmation. However, for any changes to increase the number of persons/ tables, the
Client is to notify the Hotel within 3 working days prior to the event to enable us to
make any necessary arrangement. The billing will be based on guaranteed number of
persons/ tables or whichever is greater.

f) Decoration Materials:
• Decoration materials and displays cannot be posted, tacked, nailed, screwed or attached
to column walls, floor or other parts of the building or furniture. Should permission be
granted, the organizer shall be responsible for all damages, breakages and clearing of
materials and displays. Should there be a requirement for storage facility, the hotel will
not be held liable for any damages or losses of the equipment and material.

g) Food & Beverages:

• For health & hygiene concern, only food or beverages served and prepared by the hotel
are allowed to be consumed on the premises. Similarly, food and beverage left over
from an event are not allowed to be taken out of the hotel.

Parking Facilities
• Attending Seminar/ Dinner after 5 pm onwards (5.00 pm – 10.30pm):
- No validation needs to be done at the hotel counter.
- Every entry to Plaza Merdeka Shopping Mall Basement Car Park after 5 pm –
10.30pm will be charged based on a flat rate of RM 3 per entry per day. The flat
rate is subjected to Plaza Merdeka Shopping Mall current parking rates.
• Parking Ticket Validation:
- Ticket validation is done at our front desk counter at the Ground Floor. Payment is
to be made at the payment machines located at the P1 or P2 lift lobbies.

Note: Any rates changes will be subjected to Plaza Merdeka Shopping Mall’s
current parking rates.

Function Rooms Booking Cancellation/ Postponement Policy

The following charges are applicable for cancellations, postponement or other changes in dates
after confirmation of the event. Cancellations/ Changes must be received in writing.

Cancellation:
For events cancelled less than 60 days (2 months) prior to arrival are subject to cancellation fee
equivalent to 50% off the total revenue. Events cancelled less than 30 days (1 month) prior to
arrival are subject to cancellation fee equivalent to 100% of the total revenue.

Postponement:
Postponement must be advised in writing. For postponement made more than 90 days (3 months)
prior to the event date, no charges will be levied. All deposits collected may be utilized up to 60
days (2 months) from the original date.

In the event of postponement below 90 days (3 months), 50% of the total deposit collected will
be forfeited, while remaining 50% may be utilized within 60 days (2 months) from the original
function date.
Note: All deposits are to be utilized for banquet events only (dinner and meeting packages only).

GENERAL INFORMATION & POLICY

Health & Safety
The Client must comply fully and strictly (and ensure the full compliance of its sub-contractors,
employees and guest) to the Hotel’s Health, Safety & Security policy.

Equipment Storage
The hotel will assist the Client, where reasonably possible, with the storage equipment,
however the Hotel does not accept any liability for loss or damage to any items of equipment,
furniture etc left in our storage.

Loss & Damage

The Client will be responsible to the Hotel for any loss or damage caused to the allocated rooms,
furnishing or equipment or to the Hotel generally for any act, omission, default or neglect of
the client, sub-contractors 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.

Advertising & E-Commerce

Any advertising of the Event that requires the usage of our Hotel’s name/ logo on printed
materials/audio-visual display should first have written approval from The Waterfront Hotel.
The hotel have the right to cancel any function should the party were to breach this agreement.
Any publication must be approved by the hotel.

Music Author’s Copyright Protection (MACP)

A MACP Permit License is required for events held in any function room in 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 cost of the MACP Permit License fees and the
Hotel shall, not in any event be held liable or responsible for any civil or criminal action taken
by the Music Authors Copyright Protection Berhad against the Client should the license not to
be obtained prior to the event.

Liability of the hotel

The hotel shall not be liable for any breach of the 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, Government decree, fire, floods, contamination, 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
Confirmation & Payment:
• Please be advised that 50% of the total charges are required immediately in order to secure
& guarantee function space/ rooms blocking upon confirmation.
• If your rooms/ meeting package/ dinner package are booked less than 14 days from
commencement, a 100% payment will be requested.
• Full prepayment of the balance is required to reach us at least 14 working days prior to the
function date unless otherwise waived by the hotel, in which a letter of guarantee in lieu
will be required.
• The deposit will be used to offset against total charge at the end of the function/ room
charges.
• Deposits are non-refundable but can be utilized for future event/ rooms booking within (03)
months from date of cancellation. If the cancellation notice is less than 1 month from the
function date/ check in date, deposit paid will be forfeited.
• However, payment made by cheque need to be settled 2 weeks before the event.

ESTIMATED PRO – FORMA INVOICE

ITEM ( RM)
Dinner

26th September 2020:

Chinese set menu @ RM 450 nett per table X 16 tables 7, 200.00

TOTAL 7, 200.00

*** The above charges are an estimation of price only. The client may request for additional
services from the hotel. In such event, additional chargers are to be settled and payment
invoices are to revised accordingly***

Ms. Widyawati, we trust the above information is able to assist you in your planning.

Please be advised that the venue has been blocked for you on a tentative basis. Therefore, we
appreciate if you could confirm the acceptance of this letter in writing latest by
23rd September 2020 to allow us make necessary arrangements in advance, otherwise booking
will be released automatically. In the event that the Hotel receives an incoming inquiry for the
aforementioned function room(s) prior to the release date, we will require you to secure your
reservation by placing a non-refundable deposit, otherwise the booking may be release to the
other party.

Thank you.
Yours Sincerely,
The Waterfront Hotel

STEPHANIE RAMSY
SALES EXECUTIVE
HP: +6012- 876 0190
Email: [email protected]

FOR GUEST CONFIRMATION:

I hereby confirm and accept the above terms and conditions:

Signature : _____________________________

Name : _____________________________

Date: : ______________________________

Company Stamp : _______________________________

I hereby indicate the person in charge to be contacted for billing and collection:

Name : _____________________________

Designation : _____________________________

Email Address : _____________________________

Contact Number : _____________________________

 FINAL MENU CONFIRMED ON 26TH SEPTEMBER 2020

CHINESE SET MENU YEAR 2020

RM 450 Nett Per Table of 5 Pax

Special Four Treasure Hot & Cold Combination

(Chef Selections)

Soup Item (Choose 1 from the following options)

Braised Shredded Sea Cucumber Soup with Crab Meat, Minced Chicken & Fresh
Mushroom

Fish Item (Choose 1 from the following options)

Steamed Seabass in “Teochew” Style

Chicken Item (Choose 1 from the following options)

Deep-Fried Boneless Chicken with Pineapple Salsa in Coriander Leaf Garlic Sauce

Prawn Item (Choose 1 from the following options)

Stir-Fried Sea Prawn with Butter Sauce served in Golden Basket

Vegetable Item (Choose 1 from the following options)

Braised Treasure of Vegetables with Bailing Mushroom

Fried Rice/ Noodle Item (Choose 1 from the following options)

Fragrant Fried Rice with Shrimp & Silver Anchovies

Dessert Item (Choose 1 from the following options)

Chilled Sweetened Fruits with Coconut Milk & Jelly

Free Flow of Soft Drinks & Chinese Tea

Soft Drinks Variety: Cola, 100 Plus & Orange
*House-made Peanuts to be served on each table before dinner commences.

FOR GUEST CONFIRMATION:

I hereby confirm and accept the final menu specified above:

Signature : _____________________________

Name : _____________________________

Date: : ______________________________

Company Stamp : _______________________________

MODE OF PAYMENT:
Payment can be made by Cash, Company Cheque, Letter of Undertaking, Service Order
(Sarawak State Government), E-Perolehan (Federal/ Sabah Government), Interbank transfer or
Credit Card.

Please indicate below how you will be settling your final account.

( ) By Cash or Cheque or Direct deposit 14 working days prior to the event

( ) By Credit Card following approval of the final account with a Credit Card
pre-authorization taken 14 working days prior to the event.

( ) By Service Order (Sarawak State Government) 7 working days prior to the event

( ) By E-Perolehan (Federal/ Sabah Government) 7 working days prior to the event

( ) To be Charged direct to Company as of Stated in Letter Of Undertaking (Only valid for

company that have credit facility established with the hotel.

PAYMENT VIA BANK TRANSFER:

Should you wish to settle by bank transfer, please find our bank account details as stated below
and fax / email us the transmission advice in order for us to track the transaction;

Payable to : MERDEKA WATERFRONT HOTEL SDN BHD

Account No : 561033114342
Bank Name : Malayan Banking Berhad (MAYBANK)
Lot 250-253 Jalan Tunku Abdul Rahman
93100 Kuching, Sarawak
Swift Code No. : MBBEMYKL

PAYMENT VIA CHEQUE:

If payment is made via cheque, please make it payable at “MERDEKA WATERFRONT
HOTEL SDN BHD”