Glossary of Reservations Terms & Cancellation Policy

CONFIRMED RESERVATION: An acknowledgment by a hotel that a request for accommodations for a specific date and period has been received and accepted. A confirmed reservation, sometimes confused with a ‘guaranteed’ reservation, has specific limitations and the hotel is not obligated to honor the request if the guest arrives after a designated time/date unless payment has been guaranteed (by credit card authorization or deposit).
At New Port Beach Hotel, confirmed reservations are subject to cancellation without notice if guest does not guarantee their arrival by any method described herein within the time specified in their confirmation.

GUARANTEED RESERVATION: A reservation which guarantees a room will be held and protected until check-out time of the following day by deposit, prepayment, credit card authorization, or travel agent/company guarantee. The hotel in turn is guaranteed payment for the room should the guest not arrive (a “No-Show”) unless proper cancellation notice is received.
At New Port Beach Hotel, space is blocked from the date of confirmed reservation. Actual room numbers are assigned to guaranteed reservations on the morning of guest's arrival date. This room is held empty and waiting for guest's arrival until check-out time (12:00Noon) on the day following arrival date unless canceled by prospective guest at least 72 hours (three days) prior to arrival date. If you do not check-in on the first day of your reservation and you do not alert the hotel in advance, the remaining portion of your reservation will be canceled and you will not be entitled to a refund.

METHODS OF GUARANTEE:
CREDIT CARD: Written authorization to charge guest’s valid Visa or Master Card faxed to hotel. In accordance with Mexican Banking practices, we cannot guarantee any reservation without signed authorization to charge your valid Credit Card. Mexican banks may or may not accept your ATM/Debit card.

Providing sensitive financial information by email is not secure as it can be intercepted whereas a fax cannot; providing an actual signature by email is only possible if guest has a scanner as our bank does not accept a typewritten name on a form as valid authorization; providing an actual signature over the phone is physically impossible and our bank does not accept spoken authorization as valid either. If you do not have a fax, there are fax machines around virtually every corner in the US - Kinkos, FedEx, Mail Boxes, Etc, UPS Stores, Postal Annex, Office Depot, Staples, Walgreens, etc. where you can use our toll free eFax number provided on the reservation confirmation form emailed to you.
Authorization to charge an amount equal to the first night's rent will be requested prior to arrival but if approval is refused/denied by the bank, the reservation will be canceled without notice. Credit card will be charged in the event the guest is a ‘No-Show’ or does not cancel their reservation at least 72 hours (three days) prior to arrival date.

ELECTRONIC TRANSFER: Made within time frame on confirmed reservation.

CASHIER’S CHECK OR MONEY ORDER: Mailed to our US mailing address or deposited directly to our US checking account at any Bank of America within time frame on confirmed reservation or received at our US Mailing address by date agreed upon during reservation process.

PERSONAL CHECK: Mailed to our US mailing address or deposited directly into our US checking account at any Bank of America within time frame on confirmed reservation or received at our US Mailing address by date agreed upon during reservation process.

CANCELLATION POLICY: Wherein a hotel, after a designated time or date, has the right to charge a guaranteed reservation as a ‘No-Show’ (unless proper cancellation notice has been received) and/or to release a confirmed reservation.
At New Port Beach Hotel, guaranteed reservations are subject to charge if not canceled at least 72 hours (three days) prior to arrival date. Confirmed reservations are subject to cancellation without notice if not guaranteed within time frame given on confirmation.

CANCELLATION TIME: A designated time after which a hotel may release for sale an unclaimed reservation. The fact that a reservation has been confirmed does not protect the room, unless the reservation has been guaranteed by credit card, deposit or other agreement.
New Port Beach Hotel’s cancellation time is noted on guest's written confirmation by e-mail or fax (IE.; "Immediate Response Required" or "Response Required within 24 Hours", etc.) Particularly on Weekends, Special Event Dates and Holidays, reservations that have not been guaranteed may be cancelled without notice after this time period has passed.

NO-SHOW: A reservation that has neither been canceled nor used by the prospective guest. As the hotel has honored their end of the agreement by blocking the room(s), preparing it for guests' arrival, leaving it empty and waiting for guest's arrival while at the same time denying other guests space in favor of guest's guarantee reservation, a ‘No-Show’ is not entitled to any refund whatsoever.

Policies for Groups & Events

DEFINITION OF ‘GROUP’: Specifically defined as persons gathered for a common purpose whose housing, meals and payments are handled as a single unit. At New Port Beach Hotel, a 20 room minimum is required to be eligible for Discounted Group Room Rates.

RESERVATIONS: Reservations should be made as early as possible to enable our staff to meet your needs and expectations for events. We do not guarantee space, date(s) or prices until Event Guarantee Deposit is received and are generally working six to eight months out on group events.

BLACK OUT DATES: We do not accept special events of any kind on some Holidays including Holy Week, Special Event Dates or on weekends during Peak/High Season.

ROOM RATES & OCCUPANCY LEVELS: Discounted Group Rates are based on single or double occupancy. Extra persons to a maximum of quadruple occupancy is discouraged but permitted at $25.00 + tax per extra person per night. A completed rooming list must be faxed to hotel no later than one (1) week prior to check in.

EXTRA GRATUITIES: Add $1.00 in and $1.00 out ($2.00) per person for bell staff for groups arriving by bus. Add $1.00 per person for housekeeping staff.

MENUS: Banquet menus include meat, poultry, fish and vegetarian entrees. All meals include host’s choice of soup or fresh green salad with choice of dressings; accouterments complementary to the main course; dinner breads freshly prepared in our own in-house bakery or tortillas; and coffee with dessert.

MENU PRICING: Menu pricing is for events held on premises. Hotel does not provide catering off premises. Due to increasing and ever-changing food and labor costs, prices are subject to change without notice. Once date is determined and first deposit is made, prices quoted by the Hotel will be held inviolable.

BUFFET -vs- PLATED SERVICE: Banquets can be served buffet style or individually plated. If plated, please add $3.00 to menu price. Additionally, host must choose one entree or provide exact number of each entree, table assignment chart and place cards at each table setting to facilitate service. We strongly recommend buffet service for groups of over 40 and do not mount buffets for under 40 persons.

ALCOHOL SERVICE: The Hotel is licensed to provide alcohol to its customers. We do not have a corkage fee and do not permit liquor to be brought in from outside due to governmental regulations against the smuggling of contraband.

BANQUET/EVENT SPACE: Event Space is provided compliments of the house to our guests however we expect that at least half of your guests will also be our guests at the hotel. We do not rent event space apart from banquet services. Space corresponds to the guaranteed guest count and Hotel reserves the right to assign appropriate event space.

TABLES/CHAIRS/LINENS: The Hotel provides tables, chairs, white table linens and settings compliments of the house. If you require different tables/chairs/colored table linens/table settings and/or if you require a dance floor/dining canopies, etc. and/or if you require a DJ/musicians, we have contacts for same and will be happy to assist with arrangements. There is no additional charge for our assistance however moneys due to outside purveyors are payable directly to same and cannot be paid through the Hotel.

DECORATIONS: The menu price quoted does not include decorations. Decorating the room (tables, walls, etc.) is left to your discretion. We do have contacts with local florists should you need assistance with floral arrangements. There is no additional charge for said assistance however moneys due the florist are payable directly to the florist and cannot be paid through the Hotel.

GUARANTEED GUEST COUNT: To assure proper service, you must provide a final guest count prior to the event. Guaranteed guest counts for catered events are due along with the final deposit one (1) month prior to the event date. As the space planned for the event corresponds to the total number of invitees, we may be unable to accommodate major additions (in excess of 10%) with less notice. We cannot accept major reductions in the guaranteed guest count in the month prior to event date. We prepare food for 10% (ten percent) in excess of your guaranteed guest count as a buffer against last minute additions. The amount charged for an event will be the actual number served or your guaranteed guest count, whichever is greater. Food and beverages prepared by the Hotel are the property of the Hotel. In compliance with health regulations, excess food & beverages from an event cannot be requested for take out or home use.

SERVING TIMES: We desire to serve you promptly at the hour you select. Please attempt to maintain your schedule. The hotel is not responsible for poor food quality if event is delayed past the arranged time.

CURFEW: As a family hotel, all public areas of the hotel, including events, close no later than 12:00 Midnight.

TAXES & GRATUITY: Taxes and gratuity are not included in menu prices and will be added to quote. (++ signifies + Tax, + Gratuity). Gratuity is 15%; Food & Beverage tax is 10% and Room tax is 12%. Tax rates are subject to change.

PAYMENT & DEPOSITS: Hotel requires a nonrefundable 'Event Guarantee Deposit' of two hundred and fifty US dollars ($$250.00) to block space and date(s) as requested on the date the reservation is accepted. (This deposit is held apart from other deposits. It is credited to the Master Account during the course of the event and generally used against last minute additions/charges.)

Events are payable in full in advance with fifty (50%) percent of the estimated expenditures (accommodations plus food & beverage service) due and payable three months (90 days) prior to event date. The balance is due and payable one month (30 days) prior to event date. Prices quoted are based on payment in cash. Acceptable forms of payment include cash, cashiers check or money order. Deposits made prior to 30 days in advance of event may be made by personal check. We do not accept credit cards for catered events or rooms coming in under discounted group rates.

CANCELLATION & RESCHEDULING: We understand that changes are sometimes necessary and unavoidable, however we must have sufficient notice to make adjustments for staffing and delivery of product. Last minute changes may not be possible to accommodate and may be subject to additional charges. We recognize the dilemma in cancelling an event however hosts must also recognize the dilemma the hotel faces in having blocked space and denied others in favor of their event.

With the exception of the Event Guarantee, event deposits are refundable with at least one (1) month’s notice of cancellation. Cancellations received after one (1) month but prior to two (2) weeks in advance of event date will accrue a charge equal to fifty percent (50%) of estimated expenditures. Last minute cancellations made during the two (2) weeks prior to event date are nonrefundable.

In the event of rescheduling with at least one month’s (30 days) notice, deposits will be credited to the new event date. If Hotel is unable to sell space/date to another group, rescheduling with less than one month’s (30 days) notice may result in a charge equal to 50% of the total estimated expenditures. Although every attempt will be made to honor the original estimate, prices are subject to change particularly in the case of a large lapse of time between original and rescheduled event dates.