Terms & Conditions for
Conference and Group Bookings
terms and conditions are intended to help both group organisers
and reservations to deal with each booking efficiently. It is
important that sufficient information is received in advance so
that the centre is able to prepare to meet the specific needs of
These can be accepted up to 18 months
in advance of the arrival date via email, website, fax, letter
or telephone. Reservations will send an acknowledgement of the
booking to the organiser and keep a copy of the provisional
Organisers must make an assessment of numbers likely to be in
the party and the number of room types required at the
provisional booking stage, unless they wish to book the entire
centre when the minimum number rates will apply (31
rooms x two thirds of the agreed room rate).
The agreed time by which a deposit must be received will be
stipulated in writing at this stage.
Confirmation & Deposit
A deposit of £30 per person is necessary to confirm a
reservation. Deposits must be paid at least 9 months prior to
the intended date of arrival, or at the time of booking if there
is less than 9 months to that date. If the organiser cannot
indicate group requirements, they must be able to defray the
minimum centre charge (see above).
Unless a confirmation letter and deposit is received then the
booking will be automatically released after the agreed time.
The organiser will be informed of this by reservations.
Bookings are only considered confirmed when the organiser has
received a letter and receipt for the deposit from the Centre.
You are encouraged to take out group Insurance in advance, to
protect members who are forced to cancel because of illness and
family deaths, please ask about this at the time of booking.
Changes to group numbers
Minor revisions to the numbers can be received up to 3 months
prior to the date of arrival (subject to the minimum centre
charge for whole centre bookings). These changes must be in
writing and acknowledged by reservations. Significant changes
will incur a loss of the £30 per person deposit on each
cancellation, and if it can be seen that the centre will lose
revenue, may incur further charges outlined below.
The numbers confirmed at three months in advance will be used as
the basis of the final account and to assess any cancellation
Cancellation or significant reductions in numbers from those
notified are subject to the following terms as follows: -
|Up to 12 weeks
prior to arrival date
||45% of total
|Up to 21 days
prior to arrival date
||70% of total
Less that 21 days to arrival date
95% of total cost
Times of arrival with final numbers
should be sent to reservations within 14 days of the groupís
Payment must be made in full at the time of arrival, unless
credit facilities have been agreed for invoicing out, in which
case payment must be made within 14 days of departure.
Unless agreed otherwise, the centre
will book surplus rooms to other groups or individuals, and
conference rooms will be allocated according to the size of
group where facilities are to be shared.
The Centre reserves the right to refuse to accept a booking if
it becomes apparent that the group aims are in conflict with the
aims and objectives of the centre. The Group is the client and
must therefore take responsibility for any damage caused and
additional costs incurred.
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