Welcome to Tamu Hotel & Suites Kuala Lumpur!

To ensure a successful and smooth experience for all our guests, please adhere to the following rules and guidelines for meetings, seminars, and events:

General Guidelines

1. Booking and Confirmation

• All meetings, seminars, and events must be booked in advance and confirmed in writing.
• A deposit may be required to secure the booking.

2. Access and Timing

• Access to the event space is allowed from the agreed-upon start time. Early access must be requested in advance and may incur additional charges.
• All events must conclude by the specified end time. Extensions are subject to availability and additional fees.

3. Setup and Decoration

• Only hotel staff are allowed to move or rearrange hotel furniture.
• Decorations must be approved by hotel management. The use of nails, adhesives, or any materials that may damage the property is prohibited.
• No open flames, confetti, or glitter are allowed.

4. Audio-Visual Equipment

• Requests for audio-visual equipment must be made in advance. Additional charges may apply.
• External AV equipment must be approved by the hotel’s technical team.

5. Catering and Beverages

• All food and beverages must be provided by the hotel. Outside food and drinks are not permitted unless prior written permission has been granted.
• Special dietary requirements should be communicated at least 48 hours before the event.

6. Conduct and Noise Levels

• Attendees are expected to conduct themselves in a professional manner.
• Noise levels should be kept to a minimum to avoid disturbing other guests. Loud activities may be restricted.

7. Damage and Liability

• The event organizer is responsible for any damage caused to hotel property by attendees.
• The hotel is not liable for any loss or damage to personal items brought into the hotel by attendees.

8. Safety and Security

• Exits must be kept clear at all times.
• Attendees must follow all safety instructions provided by hotel staff.
• Any suspicious activity should be reported immediately to hotel security.

9. Smoking Policy

• Smoking is not permitted in any indoor areas of the hotel. Designated smoking areas are provided outside.

10. Compliance with Laws

• All events must comply with local laws and regulations.
• The hotel reserves the right to terminate any event that violates these rules or is deemed inappropriate.

Thank you for your cooperation. We look forward to hosting your successful meeting, seminar, or event at Tamu Hotel & Suites Kuala Lumpur.

For further inquiries or to book your event, please contact our events team at:

• Phone: +603 2603 1999
• Email: sales.c1@tamuhotel.com / info@tamuhotel.com / reservation@tamuhotel.com
• Website: www.tamuhotel.com

Do’s

1. Book in Advance: Ensure your meeting or event is booked well in advance to secure your desired date and venue.

2. Confirm Details: Confirm all event details, including the schedule, room setup, and AV requirements, with the hotel staff prior to the event.

3. Communicate Special Requirements: Inform the hotel of any special dietary needs, accessibility requirements, or specific setup preferences at least 48 hours before the event.

4. Arrive Early: Arrive early to check the setup and ensure all arrangements meet your expectations.

5. Use Provided Equipment: Utilize the hotel’s AV equipment and facilities to avoid compatibility issues.

6. Respect Hotel Property: Treat all hotel property with care and report any damages immediately to hotel staff.

7. Keep Noise Levels Appropriate: Maintain appropriate noise levels to ensure a comfortable environment for all guests.

8. Follow Safety Protocols: Adhere to all hotel safety and security protocols, including keeping exits clear and following emergency instructions.

9. Stay Within Designated Areas: Ensure attendees stay within the areas designated for your event.

10. Leave the Space Clean: Dispose of waste properly and leave the event space clean and tidy.

Don’ts

1. Don’t Bring Outside Food or Drinks: Do not bring outside food or beverages unless prior approval has been obtained from the hotel.

2. Don’t Use Unapproved Decorations: Avoid using decorations that have not been approved by the hotel, especially those that can cause damage (e.g., nails, adhesives, open flames).

3. Don’t Overstay Your Booking: Ensure your event concludes by the agreed end time. Extensions should be requested in advance and are subject to availability and additional charges.

4. Don’t Move Furniture: Do not move or rearrange hotel furniture without the assistance of hotel staff.

5. Don’t Ignore Technical Guidelines: Follow the hotel’s guidelines for using AV equipment to prevent technical issues.

6. Don’t Smoke Indoors: Smoking is prohibited in all indoor areas. Use designated smoking areas outside.

7. Don’t Cause Disturbances: Ensure attendees conduct themselves professionally and avoid any behavior that might disturb other guests.

8. Don’t Leave Valuables Unattended: The hotel is not responsible for lost or stolen items. Keep personal belongings secure.

9. Don’t Disregard Safety: Never ignore safety instructions or emergency protocols provided by hotel staff.

10. Don’t Violate Local Laws: Ensure all activities comply with local laws and hotel policies.

We understand that plans can change unexpectedly. To accommodate these changes while ensuring fair treatment for all parties, please review our cancellation policy for meetings, seminars, and events.

Cancellation Terms

1. Advance Notice:

   • 30 Days or More Before the Event: Full refund of any deposits or prepayments made.
   • 15 to 29 Days Before the Event: 50% refund of any deposits or prepayments made.
   • 14 Days or Less Before the Event: No refund of any deposits or prepayments made.

2. Modification of Event Details:

   • Modifications to the date, time, or number of attendees must be communicated in writing at least 14 days before the event.
   • Changes are subject to availability and may incur additional charges.

3. Force Majeure:

   • In the event of cancellation due to force majeure (e.g., natural disasters, government regulations, pandemics), the hotel will work with the client to reschedule the event or provide a refund based on the specific circumstances.

Refund Process

• Refunds will be processed within 14 business days of receiving the cancellation request.
• All refunds will be issued to the original method of payment.

No-Show Policy

• If the event organizer or attendees fail to show up on the scheduled date without prior notice, no refunds will be provided, and full payment will be required.

Rescheduling Policy

1. Advance Notice:

   • 30 Days or More Before the Event: Rescheduling is allowed without any additional fees.
   • 15 to 29 Days Before the Event: Rescheduling is allowed with a 25% rescheduling fee.
   • 14 Days or Less Before the Event: Rescheduling is allowed with a 50% rescheduling fee.

2. Availability:

   • Rescheduling is subject to availability of the desired new date and time.

Special Circumstances

• For any special circumstances or emergencies that necessitate a last-minute cancellation or rescheduling, please contact our events team immediately. We will do our best to accommodate and assist you.

Contact Information

For any cancellations, modifications, or inquiries regarding your event, please contact our events team:

• Phone: +603 2603 1999
• Email: sales.c1@tamuhotel.com / info@tamuhotel.com / reservation@tamuhotel.com
• Website: www.tamuhotel.com

Thank you for your understanding and cooperation. We look forward to hosting your successful event at Tamu Hotel & Suites Kuala Lumpur.

This policy outlines the requirements for event organizers to share recordings of their events with the PR and Marketing team of Tamu Hotel & Suites Kuala Lumpur. It ensures the hotel’s ability to promote events effectively and maintain a consistent brand image.

This policy applies to all events held at Tamu Hotel & Suites Kuala Lumpur, including but not limited to conferences, seminars, workshops, talk shows, and corporate events.

1. Permission to Record

• Recording of events, meetings, or seminars is subject to prior approval from hotel management.
• Requests to record must be made in writing at least 7 days before the event date.

2. Recording Ownership

• Any recordings (audio, video, or photographic) made during the event are the property of Tamu Hotel & Suites Kuala Lumpur.
• The hotel reserves the right to use these recordings for promotional, training, or archival purposes.
• Event organizers are required to provide the PR and Marketing team of Tamu Hotel & Suites Kuala Lumpur with copies of all recordings within 7 days after the event’s conclusion. The recordings should be high quality and unedited, along with any edited versions intended for public release.

3. Format and Delivery

• Format: Recordings should be submitted in widely accepted formats such as MP4 for video, MP3 for audio, and JPEG/PNG for images.
• Delivery: Recordings can be delivered via a secure file-sharing service, physical media (e.g., USB drive), or any other mutually agreed method.

4. Usage Rights

• By sharing the recordings, event organizers grant Tamu Hotel & Suites Kuala Lumpur the right to use the material for promotional purposes. This includes, but is not limited to, social media posts, website content, newsletters, and other marketing materials.

5. Third-Party Recording

• External recording companies or individuals must be approved by the hotel.
• All third-party recording equipment and setup must comply with the hotel’s technical and safety guidelines.

6. Privacy and Consent

• Tamu Hotel & Suites Kuala Lumpur respects the confidentiality and privacy of all event participants.
• It is the responsibility of the event organizer to inform all participants that the event may be recorded.
• Consent for recording should be obtained from all participants as per applicable privacy laws.

7. Acknowledgment and Compliance

• All event organizers are required to acknowledge this policy and agree to its terms before the event.
• Non-compliance may result in restrictions on future event bookings at Tamu Hotel & Suites Kuala Lumpur.

Contact Information

For any questions or further clarification regarding this policy, event organizers can contact the PR and Marketing team at:

• Email: pr@tamuhotel.com
• Phone: +60 3-2603 1999