Terms of Use

1. Access to and use of any information on this website is conditional on your acceptance of these website use conditions without modification. Please read them carefully. We recommend you print out and keep a copy of them for your fmasuture reference. If you do not wish to accept any part of them, you must not use our website. Aell bookings for the services we offer are also subject to our Booking Conditions. Again, we recommend you print out and keep a copy of these for your future reference.

2. In these Conditions, "you" and "your" means any and all persons using this website "We", "us" and "our" means Interchange and Consort Hotels t/as Best Western Hotels.

3. Nothing on this website constitutes an offer on our part. The matters detailed constitute an invitation to you to make an offer to us on the stated terms to purchase arrangements we feature. We may accept or decline any such offer. All arrangements featured or referred to are at all times prior to specific confirmation subject to availability and no warranties, promises or representations are given as to availability.

4. As a condition of your use of this website, you warrant to us that you will not use it or any material or information on it for any purpose that is unlawful or prohibited by these Conditions. You warrant that you are at least 18 years old and have the legal authority to use this website in accordance with these Conditions. You agree to be financially responsible for all charges, fees and other sums of whatever nature which arise out of your use of this website.

5. This website is for your personal and non-commercial use. No part of this website may be reproduced in any form without our prior consent, other than temporarily in the course of using our service or to keep a record of a transaction entered into using our service. You may not modify, copy, distribute, transmit, display, reproduce, publish, license, create derivative works from, transfer, sell or in any other way use any material, information, products or services contained or featured on this website. The copyright in the material contained on this site belongs to us or its licensors.

6. We are an English registered Company. Our business and the services we offer are governed exclusively by the applicable laws of England and Wales except where otherwise stated in our Booking Conditions. No warranties and/or representations of any kind, express or implied, are given as to the compliance of the information shown on this website, the services offered by or on behalf of us, any information relating to such services and/or our business in any respect with any laws of any other country. Such laws do not, in any event, affect or apply to the same.

7. Access to this website is conditional on your agreement that all information contained in it and all matters which arise between you and us will be governed by English law. Access is further conditional on your agreement that any dispute or matter which arises between you and us will be dealt with by the Courts of England and Wales only to the exclusion of the Courts of any other country.

8. You must not link (including deep linking) to our website without our prior written agreement.

9. We accept responsibility for any services booked with us in accordance with our then current, applicable Booking Conditions from the time a binding legal contract between us comes into existence. We cannot, however, accept any other liability whatsoever.

10. Except as set out in clause 9 of these Conditions above, no warranties, promises and/or representations of any kind, express or implied, are given as to the accuracy or completeness of any of the material or information contained on this website or as to the nature, standard, suitability or otherwise of any services offered by us or on our behalf. We shall not be liable for any loss or damage or other sum or claim of any nature whatsoever (direct, indirect, consequential or other) which arises, directly or indirectly, in connection with this website including, for the avoidance of doubt and not by way of limitation, any use of any information or material contained in this website or any inability to access or use (or delay in doing so) this website.

11. All exclusions of liability apply only to the extent permitted by law and where consistent with clause 9 of these Conditions.

12. If any exclusion(s) or limitation(s) contained in these Conditions is found, in whole or part, to be unlawful, void or for any other reason unenforceable for any purpose(s), that exclusion(s) or limitation(s) or the part(s) in question shall be deemed severable and omitted from these Conditions for that purpose / those purposes. Such omission shall not affect the validity, effectiveness or enforceability of the other provisions of these Conditions.

13. Without prejudice to the foregoing provisions, we are entitled to the benefit of any applicable exclusions and/or limitations of liability permitted by the laws of any country found to be applicable to the information shown on this web site and/or any services offered by us or on our behalf.

14. The information contained on this website may contain technical inaccuracies and typographical and other errors. The information on these pages may be updated from time to time and may at times be out of date. We have the right to change the prices of the services featured or mentioned on this website at any time without prior notice. If any price is obviously incorrect, we will not be bound by it. We accept no responsibility for keeping the information on these pages up to date or liability for failure to do so. You must ensure you check all details of your chosen arrangements (including the price) with us by telephone or other approved means at the time of booking.

15. This website may contain links to other websites. Except where they belong to us, such other websites are not under our control or maintained by us (including that of Best Western International www.bestwestern.com). We are not responsible for the content of such websites. We provide these links for your convenience only but do not monitor or endorse the material on them. We cannot accept any liability whatsoever and howsoever arising in relation to any such other websites (including, for the avoidance of doubt and not by way of limitation, any inability to access or delay in accessing any such other website) or in relation to any material or information appearing on them or which you may otherwise come across after leaving our site by way of a hypertext link or any other means.

16. We make no warranty that this website (or any websites that are linked to this website) is free from technical errors, computer viruses or any other malicious or impairing computer programs. It is your responsibility to ensure you carry out sufficient checks (including virus checks) to satisfy your particular requirements.

17. Important note re Browser
Best Western will not accept responsibility for the consequences of any errors or changes in the intended layout of this website that result from you browsing our website. We currently support Internet Explorer 9,10,11, Firefox 3.6+, Chrome 8+ and Safari. We strongly recommend that users upgrade to the latest version of their browser when using www.bestwestern.co.uk.

18. We may alter these terms and conditions at any time. If we do so, all subsequent use of our website will be governed by the newer version. You must check these terms and conditions regularly.

Events

Details of events that are displayed in the destinations and hotel attractions sections of this website will be obtained from various sources including Best Western member hotels and published on the website. Much of the content on this website is provided by Frommer’s Unlimited [www.frommers.biz] © 2011, Whatsonwhen Limited and a company of John Wiley & Sons, Inc. These companies have their own terms and conditions which apply to the events and we request that you read these terms and conditions prior to booking any event.

The events featured on this website are not organised by Best Western or its member hotels and as such we cannot accept any liability for the performance or otherwise of the events. Details of the event organiser will be provided on the website. Users should check the details of the events on the website prior to booking as event details can change. Please check with the organisers that the event is happening before making travel arrangements. Best Western accepts no responsibility for any loss, injury or inconvenience sustained by any person resulting from information published on this site.

Best Western accepts no responsibility for the content of external websites.

The following booking conditions together with the general information contained on this website form the basis of your contract with Interchange & Consort Hotels Limited trading as Best Western Hotels. Please read them carefully as they set out our respective rights and obligations. Please note: To make a booking, you may either book online (where available), telephone our Reservations Centre on 0800 393130 or telephone the hotel concerned direct on the number given within the hotel description.

Please note: We act as agent only in respect of all bookings we take or make on your behalf. We accept no liability in relation to any contract you enter into or for any hotel accommodation and/or other arrangements that you book (‘arrangements’) or for the acts or omissions of any hotel or other person(s) or party(ies) connected with the arrangements. For all bookings your contract will be with the supplier of the hotel accommodation (‘the hotel’). That hotel's booking conditions will apply to your contract. Copies of these terms and conditions are available from us on request. We do not sell or offer for sale any “packages” or act as an “organiser” within the meaning of the Package Travel, Package Holidays and Package Tours Regulations 1992.

In these Booking Conditions, “you” and “your” means all persons named on the booking (including anyone who is added or substituted at a later date). “We”, “us” and “our” means Interchange & Consort Hotels Limited trading as Best Western Hotels.

MAKING YOUR BOOKING

To make a booking, you may either book online (where available), telephone our Reservations Centre on 0800 393130 or telephone the hotel concerned direct on the number given within the hotel description. The person making the booking (“the party leader”) must be at least 18 and must be authorised to make the booking on the basis of these Booking Conditions by all persons named on the booking. By making a booking, the party leader confirms that he/she is so authorised and that all party members agree to be bound by these Booking Conditions. (Please note some hotels will refuse entry if none of the staying party are above the age of 18. Please check with the individual hotel directly before your stay) The party leader is responsible for making all payments due to the hotel concerned. Subject to availability, we will confirm your arrangements on behalf of the hotel concerned by issuing a confirmation upon request by fax, email or post. This will be sent to the party leader or your travel agent.Please check this carefully as soon as you receive it. Contact us immediately if any information, which appears on the confirmation, or any other document appears to be incorrect or incomplete as it may not be possible to make changes later. As we act only as agent we will have no responsibility for any errors in any documentation except where those errors were made by us. Subject to this, we regret we cannot accept any liability if we are not notified of any inaccuracy in any document within 14 days of our sending it out. We will do our best to rectify any mistake notified to us outside these time limits but you must meet any costs involved in doing so. The only exception to this requirement to meet costs is where the mistake in question was made by us and there is good reason why you did not tell us about it within these time limits. The confirmation will also be available to view at all times in the ‘Retrieve a Reservation’ section on our website. You will need to log in in order to view the confirmation details.

RATES, PAYMENT, CHANGES AND CANCELLATION

BEST AVAILABLE RATES

These are rates based on room only and bed & breakfast and at some hotels, a dinner, bed & breakfast option is available. The following terms apply to bookings made at these rates:-

 Fully flexible rate

• Credit card guarantee required at time of booking
• Full payment will be taken by the hotel in accordance with the cancellation policy
• Cancellations and amendments are available up to the time of the cancellation policy of each hotel which is confirmed at the time of booking, after this 1 night’s accommodation charge will be levied by the hotel 

SAVER PREPAID RATE/ MULTI NIGHT OFFER 

These are reduced rates based on room only, bed & breakfast or dinner, bed and breakfast where bookings are made at least 3 days in advance. The following terms apply to bookings made at these rates:-

• Full credit card prepayment is required for duration of stay
• Prepayment charged to the credit card between time of booking and day of arrival.
• The hotel will not refund the payment in the event of a cancellation or non-arrival.
• No changes can be made to the booking without the hotel levying cancellation charges of the full cost of the booking.   

PAYMENT

In respect of all arrangements requiring payment prior to the start of the arrangements in question, if we do not receive all payments due in full and on time, we are entitled to assume (on behalf of the hotel (s) concerned) that you wish to cancel your booking. In this case, we will be entitled to keep all monies paid or due at that date and you must pay the cancellation charges shown above depending on the date we reasonably treat your booking as cancelled (on behalf of the hotel (s) concerned).

As we act only as agent for the hotel (s) concerned, we reserve the right to pass on to you in full all additional costs and charges of whatever nature imposed by the hotel (s) in accordance with its own terms and conditions.

Except where otherwise advised or stated in the booking conditions of the hotel concerned, all monies you pay to us for arrangements will be held on your behalf until the arrangements in question have been performed, after which, we will hold them on behalf of the hotel(s) concerned.

Payment for incidental extras (e.g. mini bars, telephone charges, etc.) must be made directly to the hotel before you check out.

AUTHENTICATION REQUEST

In order to authenticate your bank account Best Western will make a request for a $1 transaction. This is only a request for a transition and will be seen in your account as a ‘Pending Transaction’. Please note that the money does not get transferred from your account as the request is never settled with your bank or Credit Card Company. The length of time this authorization request will appear on your account will depend on the policy of your bank or Credit Card Company.

YOUR CONTRACT

A binding contract between you and the hotel concerned comes into existence when we send your confirmation invoice on the hotel(s’) behalf to the party leader and the terms and conditions of the hotel, in addition to these conditions, will be applicable to the contract. English Law will apply to our agreement and to any dispute or claim which arises between us out of it. Any such dispute or claim must be dealt with by the Courts of England and Wales. You may however, choose the law and jurisdiction of Scotland or Northern Ireland if you wish to do so. Changes to these Booking Conditions or the General Information shown in our website will only be valid if agreed by us in writing.

THE COST OF YOUR ARRANGEMENTS

Supplements for single rooms or single occupancy of a twin/double may apply. Superior rooms/suites are often available at a supplement. Please read our General Information section too. The prices of unsold arrangements may be increased or decreased at any time. The price of your chosen arrangements will be confirmed at the time of booking. We reserve the right to correct errors in both advertised and confirmed prices. We will do so as soon as we become aware of the error. Please note, changes and errors occasionally occur. You must check the price of your chosen arrangements at the time of booking. Once the actual price of your arrangements has been confirmed, no amendment will be made to it.

CHANGES BY YOU

Should you wish to make any changes to your confirmed booking, you must notify us in writing or contact us on 0800 393130 as soon as possible. Whilst we will try to assist you we regret amendment requests cannot always be met. Where an amendment can be made, any costs incurred by ourselves and any costs or charges incurred or imposed by the hotel will be payable. See also, the specific terms detailed above.

CANCELLATION BY YOU

Should you or any member of your party need to cancel your chosen break once it has been confirmed, the party leader must immediately advise our Reservations Centre on 0800 393130 or cancel online. Your notice of cancellation will only be effective when it is received by our Reservations Centre, at which time you will be given a cancellation number relating to the date and time of your call / online cancellation. You must keep this for reference. The cancellation charges of the hotel concerned will apply. Please refer to each of the Best Western products listed above for full details of each individual cancellation policy.

CHANGES AND CANCELLATION BY US

If there is a change to or cancellation of your booking we will pass on the new details to you together with any compensation that the hotel may offer. As agent only for the hotel we cannot accept any liability for any changes or cancellations made to your booking.

INSURANCE

You are strongly recommended to take out personal travel insurance for all members of your party. Please note that not all insurance policies intended for travel overseas are adequate to cover you for the hotel stays featured on our website. It is your responsibility to ensure that the insurance cover you purchase is adequate for your particular needs. We do not check insurance policies.

FORCE MAJEURE

Except where otherwise expressly stated in these booking conditions, we regret we cannot accept liability or pay any compensation where the performance or prompt performance of our contractual obligations is prevented or affected by or you otherwise suffer any damage or loss as a result of “force majeure”. In these Booking Conditions, “force majeure” means any event which we or the hotel in question could not, even with all due care, foresee or avoid. Such events may include war or threat of war, riot, civil strife, terrorist activity or actual threatened terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire and all similar events outside our control.

OUR LIABILITY TO YOU

We act only as an agent for the hotel(s) concerned. Your contract for your arrangements is directly with the hotel(s) concerned. We accept no liability in relation to the arrangements themselves or for the acts or omissions of the hotel(s) concerned. For all bookings, the terms and conditions of the hotel will apply to your contract (copies available on request from us). However, in the event that we are found liable on any basis whatsoever in relation to your booking our maximum liability to you if we are found to have been at fault in relation to any service we provide as agent for the hotel(s) concerned (as opposed to any service provided by the hotel(s) for whom we are not responsible) is limited to twice the cost of the booking in question. We do not exclude or limit any liability for death or personal injury which arises as a result of our negligence or that of our employees whilst acting in the course of their employment.

COMPLAINTS AND PROBLEMS

In the event that you have any reason to complain or experience any problems with your break whilst away, you must immediately inform the hotel (s) in question. Any verbal notification must be put in writing. If you remain dissatisfied, however, you must write to the hotel’s general manager within 28 days of the end of your stay giving your booking reference and full details of your complaint. If you have any complaints concerning any services we provide, you must inform us straight away in writing and in any event within 28 days of the end of your stay. For all complaints and claims which do not involve death, personal injury or illness, we regret we cannot accept liability if you fail to notify the complaint or claim entirely in accordance with this clause. NB please bear in mind that we act only as agent for the hotel(s) concerned and therefore cannot accept any liability for your arrangements. Any assistance provided in resolving a complaint in relation to any arrangements is provided on a goodwill basis and in our capacity as agent only.

BEHAVIOUR

When you book with us, you accept responsibility for any damage or loss caused by you or any member of your party. Full payment for any such damage or loss must be paid direct at the time to the hotel or other supplier. If you fail to do so, you will be responsible for meeting any claims subsequently made against us (together with our own and the other party’s full legal costs) as a result of your actions. Hotels reserve the right at any time to terminate your stay or that of any member of your party due to misconduct, where justified in their reasonable opinion. No refunds will be given. Furthermore, neither the hotel(s) nor we shall be under any obligation whatsoever to pay compensation or meet any costs or expenses you may incur as a result of your stay being terminated.

SPECIAL REQUESTS AND MEDICAL PROBLEMS

If you have any special request, you must advise us at the time of booking. Although we will endeavour to pass any reasonable requests on to the relevant hotel, we regret neither we nor the hotel concerned can guarantee any request will be met unless we have written to you with specific confirmation that it will. Confirmation that a special request has been noted or passed on to the hotel or the inclusion of the special request on your confirmation invoice or any other documentation is not confirmation that the request will be met. We regret we cannot accept any conditional bookings, i.e. any booking which is specified to be conditional on the fulfilment of a particular request. All such bookings will be treated as “standard” bookings subject to the above provisions on special requests.

If you or any member of your party has any medical problem or disability which may affect your booking, please tell us before you confirm your booking so that we can advise as to the suitability of the chosen arrangements. In any event, you must give full details in writing at the time of booking. If the hotel reasonably feel unable to properly accommodate the particular needs of the person concerned, we must reserve the right on behalf of the hotel(s) concerned to decline their reservation or, if full details are not given at the time of booking, cancel on behalf of the hotel(s) concerned when we become aware of these details.

Hotels that show the Disabled Facilities symbol in their entry have had their facilities inspected by an approved independent inspector e.g. Tourism for All, or regional tourist boards. A number of other hotels within the group do have facilities for disabled guests however they may not have an official accreditation. We do therefore strongly recommend you check with either our reservations centre or the hotel directly before booking to ensure your chosen hotel can meet all your requirements.

Alternatively, if you have difficulty walking but do not require a specially adapted room, you may request a room near to reception on the ground floor for easier access. However ground floor or adapted rooms may have limited availability, and cannot be guaranteed to be allocated on arrival. Again it is advisable to ensure that we are fully aware of all circumstances on making the booking to ensure that your chosen hotel has the availability to meet your requirements in full.

Guide dogs are welcome at all Best Western hotels, but please make us aware of your requirements at the time of booking.

TRAVEL DOCUMENTS

You are responsible for having all proper travel documents and vouchers. If you are unable to travel or complete a stay by reason of not having proper documents you will not be entitled to any refund and we will not be liable for any cost or expense that you may incur as a result.

FINANCIAL SECURITY

Except for monies that you pay to us for bookings made up of accommodation only, all monies that you pay to us in respect of your break will be held in a specifically designated bank account administered by independent trustees until your break is over or the monies are refunded to you. These arrangements mean that (unless you have made a booking for accommodation only) this money will be refunded in the unlikely event of our being unable to provide your break due to our insolvency.

GENERAL INFORMATION

CHILD POLICY

• Our free children's accommodation offer is subject to the availability of a family room accommodating up to 2 adults & 2 children (minimum two paying adults). Extra beds and interconnecting rooms may incur a supplement charge.

• Children who are aged 12 or under at the time of their stay eat breakfast for free in conjunction with the purchase of an adult breakfast (as part of a breakfast inclusive rate).

• A breakfast inclusive rate must be booked in order to benefit from the offer.
• Please note this offer only applies to children who are aged 12 and under at the time of their stay.
• Children's meals (except breakfast) are not included in this offer and will be charged as taken at the hotel.
• In many cases, children's meals are available from special children's menus or as children's portions. A maximum of 2 children aged 12 or under stay and eat breakfast for free with 2 paying adults.  
• The child policy does not apply to Best Western Rewards free night stays. 

INCLUDED IN THE PRICE  

• Accommodation with private en suite bathroom (some rooms may have a shower facility instead of a bath), colour TV, telephone and tea/coffee making facilities.
• Where breakfast is included in the price a traditional breakfast will be provided each morning. (Central London hotels offer a continental breakfast. If booking by phone, this will be advised by your Reservations Agent).
• All VAT and service charges, where applicable.
• Dinner, bed & breakfast prices includes a 2 or 3-course table d’hôte evening meal with coffee. Selected hotels offer a à la Carte allowance as an alternative to the set evening meal.   
• Free wifi for guests staying overnight.

NOT INCLUDED IN THE PRICE

• Hotel supplements e.g. for single occupancy or additional room facilities (e.g. superior rooms/suites). If booking by phone, the amount will be advised at the time of booking.
• Expenses incurred at your hotel, including (but not only) use of minibar, safety deposit box, external phone calls, room service, meals (other than breakfast and those stated at the time of booking). Etc.
• Items of personal expenditure.
• Personal travel insurance.
• Any items not mentioned in 'Included in the price'.

HEALTH & BEAUTY BREAKS

• Health and Beauty packages (where available) are per person and are in addition to the cost of your hotel stay unless otherwise specified. Please check at the time of booking the treatments included in Health and Beauty packages. Some hotels may also offer a range of additional individual treatments. Any additional treatments you may require can be arranged at an extra cost to you if available.
• Health and Beauty Breaks can only be booked by telephone on 0800 393130.    

GOLF BREAKS FOR HOTELS THAT HAVE GOLF COURSES ON SITE

• A selection of hotels offer golf packages inclusive of accommodation, meals and golf. If available this will be stated in the website description of the hotel. Your reservations agents will be able to provide further details.
• Green fees are per person per round and will be in addition to the cost of your hotel stay. Green fees should be paid locally. Golf supplement prices are valid for customer’s pre-booking golf and accommodation together, except where package prices are indicated at the hotels with golf on site. Tee off times will be subject to availability and we cannot guarantee availability. We will endeavour to reserve your preferred tee off times and advise of alternative times if your preferred times are not available. We recommend booking a minimum of two weeks in advance to secure your preferred tee off times.
• Golf Breaks can only be booked by telephone on 0800 393130.

HOTEL INFORMATION

Hotels may withdraw or change facilities and services. If possible, we will inform you of any changes before you travel if we believe this will have a significant effect on your stay. Our photographs are intended to give you a general impression of the hotel. Variations can occur from room to room.

Classification: The star ratings shown are based on the latest official inspection. The AA or the Tourist Boards annually inspect all Best Western hotels.

Meals: All hotels provide a full traditional breakfast apart from Central London hotels that offer a continental breakfast. Bed and Breakfast means breakfast is the only meal included in the price. This may be a full traditional or continental breakfast. You will be advised at the time of booking. Dinner, Bed & Breakfast means breakfast and evening meal (or a la carte allowance) are included in the price. If you have any special dietary requirements please let us know so that we can tell the hotel before you travel, but note we cannot guarantee that the hotel can satisfy your request.

Rooms & facilities: Some hotels (e.g. city centres, in particular in London), have much smaller bedrooms than you may be used to. Public facilities, e.g. bars and restaurants, may only open if there is sufficient demand, particularly in low season. Hotels may have to redecorate or refurbish when you are visiting, which may mean the temporary closure of public rooms or facilities. Rooms may be twin or double. A double bed may consist of twins pushed or joined together. Hotel rooms may be allocated in any part of the property (including annexes, new extensions). Please note that rooms sleeping three/four persons may offer any combination of single, double and foldaway beds. Older, more traditional hotels may have specific single rooms and these are likely to be small. On the other hand, many hotels allocate a twin or double for use as a ‘single’ room. A single room supplement may be payable, and this will be advised to you before booking. Non-smoking bedrooms are available at all hotels.

Check-in: On arrival, your room is normally available after 2pm. If you plan to arrive after 6pm please advise the hotel directly by calling the number given in the hotel description. Failure to confirm late arrival with the hotel or Central Reservations may result in your room being resold, and our cancellation terms will apply.

Car parking: You will find free parking at the majority of our hotels, except in London and some major city centres, where hotels may have reduced fee arrangements with nearby car parks. Please check the parking facilities available at individual hotels with your Reservations agent.

Leisure clubs/swimming pools: Restrictions relating to the use of hotel leisure facilities and opening times are entirely at the discretion of the hotel/leisure club manager. Please ask at the hotel reception for rules and opening times when checking in. If a specific facility is required you are advised to check with the hotel direct by calling the telephone number in the hotel description prior to arrival. Additional restrictions may apply for the use of such facilities by children. There may be a charge for the use of some facilities.

Lifts: Hotels with no lift show ‘no lift’  in their entry. Luggage assistance is available at the majority of these hotels. Please check when booking.

Pets: Pets are accepted only at the discretion of the hotel and are usually not allowed in public areas. If you intend to bring any pets this should be indicated on your initial enquiry. The Reservations Team will then check the suitability of your chosen hotel to accept pets. Charges may be made for pets. Guide dogs are specifically excluded from this policy and are welcome at all hotels.

WEBSITE AND PRICING DETAILS

Please note, the information and prices shown on this website may have changed by the time you come to book your arrangements. Whilst every effort is made to ensure the accuracy of the website and prices at the time of printing, regrettably errors do occasionally occur. You must therefore ensure you check all details of your chosen arrangements (including the price) with us at the time of booking.

Important note regarding browsers
Best Western will not accept responsibility for the consequences of any errors or changes in the intended layout of this website that result from you browsing our website in Internet Explorer version 6 or below. We strongly recommend that users upgrade to the latest version of their browser when using www.bestwestern.co.uk.

LOCATIONS AND ATTRACTIONS

Please check that attractions are open prior to travelling to the venue.

The information contained on our website is correct to the best of our knowledge. Our website descriptions may refer to activities which are available in the area you are visiting. We have no involvement in any such activities, which are neither run, supervised nor controlled in any way by us. They are provided by local operators who are entirely independent of us. They do not form any part of your contract with us even where we suggest particular operators/centres and/or assist you in booking such activities in any way. Accordingly, we cannot accept any liability in relation to such activities. We cannot guarantee accuracy at all times of information given in relation to such activities or about the area you are visiting generally (except where this concerns the services which will form part of your contract with the hotel) or that any particular excursion or activity which does not form part of your contract with the hotel will take place as these services are not under ours or the hotel’s control.

INTERNATIONAL BOOKINGS

Best Western Great Britain’s, website, bestwestern.co.uk, allows you to search for and book reservations at over 4,000 independently owned and operated Best Western hotels worldwide. Please be advised that Best Western GB or Best Western International, Inc. does not own, operate or manage any hotels, is not the provider of the hotel rooms, is not a party to any booking contract and does not collect and/or remit any hotel occupancy or similar type taxes to any taxing authorities. Further, Best Western Great Britain or Best Western International, Inc. is not acting as agent for any party to this transaction. Any questions regarding taxes and fees charged and collected should be directed to the respective hotel.

We offer two types of bookings through our site and through our phone reservations system. The first type of booking allows you to make a room reservation based on rates published by the hotel. We forward the booking details to the hotel, and you pay the hotel directly at check-out.

For the second type of booking, when you agree to pre-pay for the room, we transmit your booking details to the hotel, and the hotel charges for the reservation up front. For pre-paid bookings, the hotel may charge for applicable taxes and fees up front, or it may charge the applicable taxes and fees at checkout. If you have any questions about taxes and fees, or when they will be charged, please check with the hotel for details before booking.

The amount displayed in the "Taxes and Fees" line is an estimated total that we expect the hotel to bill for applicable taxes, governmental fees and other charges that the hotels must pay to the government. That amount is based on information provided by the hotel. Best Western International, Inc. does not warrant the accuracy or completeness of the displayed amount. Please note that the hotel may also charge for other items not included in the quoted price or Taxes and Fees, such as hotel resort fees, hotel energy surcharges, parking fees, pet fees, and incidental charges (e.g., mini-bar). These amounts, if applicable, will be collected from you directly by the hotel. If you have any questions about these charges, please contact the hotel for details before booking.

A valid credit card is required to check in. If you do not have a valid credit card or do not wish to use a credit card, please contact the hotel to find out what the check-in policies are before booking.

To view our Low Rate Guarantee terms & conditions, please click here.

Best Western Rewards^® Terms and Conditions

THIS AGREEMENT REQUIRES INDIVIDUAL ARBITRATION TO RESOLVE ANY DISPUTES RATHER THAN JURY TRIALS OR CLASS ACTIONS. FULL DETAILS ARE DESCRIBED BELOW.

These Terms and Conditions (“Terms”) became effective 9/2/2024 (“Programmeme Date”), govern the Best Western Rewards^® Programme (“Programme”) and supersede and replace all previous terms and conditions that were effective prior to the Programme Date. 

These Terms apply to all Members of the Programme regardless of country of residence. Certain countries, however, may impose additional restrictions on the Programme. In such cases, special country-specific terms are included at the end of these Terms. 

The terms “you” and your” are used in these Terms to refer to individual Members who are enrolled in the Programme and have created a Member Account (“Account”).

ABOUT THE PROGRAMME

The Programme is administered by Best Western International, Inc. (“BWI”), which is the party with whom you are entering into a contract by agreeing to these Terms. BWI is in the United States at 6201 N. 24th Parkway, Phoenix, Arizona 85016. BWI may, in its sole discretion, designate certain tasks relating to administering the Programme to any of its designated subsidiaries. The Programme is administered by BWI on behalf of (i) itself, (ii) its subsidiaries, (iii) independently owned and operated Best Western^® branded hotels and participating WorldHotels™ branded hotels around the world (“Licensed Hotels”), and (iv) third-party affiliated organisations permitted to sublicense Licensed Hotels outside the United States in countries and territories throughout the world (“Affiliates”). Please note that Licensed Hotels and Affiliates are independent entities that are not owned, operated, managed, or controlled by BWI or BWI subsidiaries.

The Programme gives Members the opportunity to earn Best Western Rewards Points (“Points”) that can be redeemed for free night stays at Licensed Hotels, airline miles (“Miles”) with certain airline partners (each an “Airline Partner”), and other services or items with other Programme partners. Further details on redemption options are described below and available on bestwesternrewards.com or an Affiliate’s Best Western website for your region or country of residence (each a “Local Site”). 

BECOMING A MEMBER OF THE PROGRAMME AND CREATING AN ACCOUNT

For individuals who are not yet Members, you may enroll in the Programme as a new Member online at bestwestern.com or your Local Site www.bestwestern.co.uk, by mail, or by calling our Best Western call centre on  0800393130 through a Best Western mobile application, or through the front desk at a Licensed Hotel. Only individuals may enroll and maintain one (1) Account. Joint accounts and duplicate Accounts are not permitted. Benefits of the Programme are non-transferrable unless expressly stated otherwise in these Terms. If more than one (1) Account is created, a Member will only receive Points or Miles for one (1)Account. Duplicate Accounts are subject to deactivation or may be merged at the Member’s request by calling a Best Western call center.

You must be over eighteen (18) years of age or of majority age in your country of residence to be a Member of the Programme. 

To create a Member Account, which tracks your Points and/or Miles activity, you must provide accurate and complete information, including a current, valid e-mail address (“Account Information”). You may never use another person’s Account without permission. Upon enrolling in the Programme, you will be assigned a unique Account number and will become eligible to earn Points and/or Miles through a participating Airline Partner.

CONSENT TO THESE TERMS AND BWI’S PRIVACY POLICY 

Your Membership in the Programme constitutes your consent and acceptance of these Terms. 

BY BECOMING A MEMBER OR STAYING IN THE PROGRAMME, YOU ARE PROVIDING YOUR PERSONAL INFORMATION TO BWI, WHICH USES SYSTEMS LOCATED IN THE UNITED STATES TO PROCESS YOUR ENROLLMENT AND MAINTAIN YOUR ACCOUNT. IF YOU ARE A RESIDENT OF A LOCATION WITHIN THE EUROPEAN UNION, ASIA, OR ANY OTHER REGION, BY BECOMING A MEMBER OR STAYING IN THE PROGRAMME, YOU ARE PROVIDING YOUR EXPRESS CONSENT TO THE TRANSFER OF YOUR PERSONAL INFORMATION TO THE UNITED STATES. IF YOU REPRESENT AN ORGANISATION, YOU WILL BE RESPONSIBLE TO ENSURE THAT EACH MEMBER WHO PARTICIPATES IN THE PROGRAMME AS AN EMPLOYEE OR CONTRACTOR OF YOUR ORGANISATION ABOUT WHOM PERSONAL INFORMATION MAY BE PROVIDED TO BWI HAS GIVEN THEIR EXPRESS CONSENT TO THE TRANSFER AND PROCESSING OF THEIR PERSONAL INFORMATION TO AND WITHIN THE UNITED STATES. UNITED STATES LAWS REGARDING PROCESSING OF PERSONAL INFORMATION MAY BE LESS STRINGENT THAN THE LAWS IN YOUR COUNTRY. PLEASE READ BWI’S PRIVACY POLICY FOR MORE INFORMATION ON BWI’S PRIVACY PRACTICES (INCLUDING WITH RESPECT TO INTERNATIONAL DATA TRANSFERS).

BWI IS SOLELY RESPONSIBLE FOR PROVIDING THIS PROGRAMME TO THE MEMBERS. FROM TIME TO TIME, YOU MAY PROVIDE YOUR PERSONAL INFORMATION TO AFFILIATES FOR VARIOUS PURPOSES. ANY AND ALL PERSONAL INFORMATION YOU PROVIDE TO AFFILIATES MAY BE SUBJECT TO THE AFFILIATE’S PRIVACY POLICIES AND PROCEDURES. YOU ACKNOWLEDGE AND AGREE THAT BWI MAY RECEIVE YOUR PERSONAL INFORMATION FROM THE AFFILIATES AND EACH OF BWI’S AND THE AFFILIATE’S PRIVACY POLICIES WILL APPLY TO THE RESPECTIVE ENTITY’S USE OF YOUR PERSONAL INFORMATION.

USE OF YOUR ACCOUNT INFORMATION

In addition to any rights granted to BWI with respect to your Account Information in the BWI Privacy Policy, we use your Account Information to manage and administer your participation in the Programme and, to the extent permitted by applicable law, to improve the Programme. 

You also authorise BWI to share your Account Information with its subsidiaries and third parties, including Licensed Hotels, Affiliates,  Airlines, and other Programme partners; award suppliers; fulfillment houses to fulfill redemption requests; technology service providers in order to service your Member Account and facilitate the booking and processing of reservations; and third-party service providers that store and process personal data on BWI’s behalf in a secure environment.

If you are a citizen or legal resident of the U.S. or Canada, you give BWI and our subcontractors your express consent to obtain permissible “soft inquiry” data from credit bureaus or credit reporting agencies to determine whether you are eligible for a Best Western Rewards^® branded credit card or other products, programmes, services, and promotions that might be of interest to you. “Soft inquiries” are requests to credit bureaus to provide names of customers that meet certain thresholds to receive a firm offer of credit, but do not include obtaining credit reports that would affect your credit scores. You may edit your Account Information (except for the name associated with your Account) at any time by logging into your Account and updating your profile. You are responsible for keeping your Account Information current and accurate. BWI provides all communications, updates about the Programme, and your Account via email to the address in your Account. Communication is critical to the administration of the Programme. If you fail to maintain up-to-date Account Information, including a valid, subscribed e-mail address, you may not be able to view your online statements or other important communications. In addition, without a valid e-mail address on file you may not be able to receive certain types of Programme benefits and awards, including free night awards, Best Western Gift Cards, and other items that are fulfilled electronically. If you do not maintain accurate and current Account Information, BWI reserves the right to take any action that it deems necessary to protect your Account against unauthorized access or fraud, including suspending or restricting your Account until your Account Information can be confirmed.

Also, if you do not opt-in to receive communications from BWI or if you opt-out of receiving messages from BWI or our third-party providers, you will not be able to fully participate in the Programme or experience the full range of benefits and services available to you as a Member of the Programme. To unsubscribe from emails or other messaging, please follow the instructions in any email or messages you receive or by logging into to your Account and changing your communication preferences. 

You can view your Account Information at any time by logging into your Account at bestwestern.com, your Local Site www.bestwestern.co.uk, or through a Best Western mobile application. 

To the extent permitted by applicable law, it is your responsibility to monitor Account activity and report suspicious activity to BWI. 

EARNING POINTS FOR NIGHTS

All nights are eligible to earn points (“Qualifying Nights”) except for the following (“Non-Qualifying Nights”):

(a)    Nights booked through online travel agencies, such as priceline.com, expedia.com, travelocity.com, booking.com, kayak.com (e.g., channels other than Best Western branded booking channels);

(b)    Nights booked through tour operators; and

(c)    Nights booked at special discounted rates, such as employee rates, FIT/wholesale/net rates, motorcoach/bus rates, crew rates, BWR free night awards rates (FX rates), or discounted rates for stays longer than thirty (30) nights.

What constitutes a rate or booking channel that qualifies as a Qualified Night versus a Non-Qualifying Night may change. When making a reservation, confirm whether you are reserving a rate that qualifies as a Qualifying Night, for which you can earn Points, or a Non-Qualifying Night, for which you will not earn Points. This is more important if you are booking through a channel other than a Best Western branded booking channel.

Members earn ten (10) Points per $1 U.S. dollar spent on the room rate (before taxes and fees and after currency conversion) for Qualifying Nights. Members earn five (5) Points per $1 U.S. dollar spent on the room rate (before taxes and fees and after currency conversion) for Qualifying Nights at SureStay Studio^® by Best Western, Executive Residency and @HOME by Best Western℠ hotels.

You can earn Points for up to ten (10) rooms per stay in the United States, Canada, and the Caribbean and up to three (3) rooms per stay outside of the United States, Canada and the Caribbean provided that:

(a) one (1) room is occupied by you;

(b) you pay for all the rooms;

(c) Points for that room have not been issued to another Member; and

(d) you presented your Best Western Rewards membership number at the time of booking or at check-in.

If you occupy a room with another Member, only one (1) Member will receive the Points and qualifying night towards Elite status. You must decide amongst yourselves who will receive the Points and the qualifying night. 

Points are added to your Account within seven (7) business days following check-out.

Individual hotel rooms that are billed directly to a corporate account but where you are individually responsible for authorization of settlement at check-out constitute a Qualified Night.

Up to ten (10) rooms for a group booking will receive Points. Selection of which ten (10) rooms (and Members) receive the Points is at the discretion of the person making the reservation.

To calculate Points for Qualifying Nights that are paid for in currencies other than U.S. dollars, BWI will first convert the amount of the payment to U.S. dollars using a reasonable conversion rate, as determined by BWI no less than annually and in its sole discretion but based on officially published conversion rates, and then calculate the Points based on the converted payment amount. 

If you complete a Qualifying Night but fail to present your Membership number or otherwise record the stay in your Account, you must request a credit for that stay within six (6) months after the date of the Qualifying Nights by visiting bestwestern.com or your Local Site www.bestwestern.co.uk, or by calling a Best Western call center. Requests should include your name, Account number, e-mail address, and reservation confirmation number.

If you enroll in the Programme after having a Qualified Night, you may request Points only if your enrollment occurred within thirty (30) days after your stay. Requests should include your name, Account number, e-mail address, and reservation confirmation number.

POINT TRANSFERS

To request a Points transfer from your Account to the recipient of your choice, the transferring member’s Account must be open for at least thirty (30) days and not be in restricted status. The transferring member must provide the recipient’s full name and Best Western’s Rewards account number. Transfer over 50,000 are subject to further review and approval. A maximum of 100,000 points may be transferred per calendar year or upon BWI’s sole discretion.

DIVORCE, DEATH OR INCAPITATION

In the event of a Member’s divorce, and at BWI’s discretion, Points may be transferred from one (1) Member’s account to another Member’s account upon receipt and review of the required legal documentation.

In the event of a Member’s death, and at BWI’s discretion, we will allow a one-time, full point balance to be transferred to the designated beneficiary upon receipt of the required documentation. Before doing so, we must receive the following documentation:

• Death certificate; and
• Documentation of the first and last page of the legal document showing the surviving or designated Best Western Rewards Account Member as the executor or beneficiary of the estate with a legal seal of affirmation.

   

  In the event of a Member’s incapacitation, and at BWI’s discretion, we will allow a one-time full point balance to be transferred to the designated Member with the required documentation or for the name on an Account to be changed. Before doing so, we must receive the following documentation:

   

• Letter from a doctor at the hospital or medical facility that the person is incapacitated;
• Court order; and
• Power of attorney or other legal document that states authority for requestor to act on behalf of the incapacitated person.

   

  Elite status will transfer for death or incapacitation only per Programme rules. VIP Membership Status benefits will not transfer to the recipient of the Points for any type of transfer. 

   

  NAME CHANGES

  To request a Member’s name change, documentation is required. This must include certified copies of the decree documentation (e.g., marriage certificate, divorce or legal name change decree).

  EARNING AIRLINE MILES

  Rather than earning Points for Qualifying Nights or as otherwise provided herein, you can instead elect to earn Miles with any of our approved partner frequent flyer programmes (“Airline Programmes”) by logging into your Account through bestwestern.com or the Local Site for your country of residence www.bestwestern.co.uk or by calling a Best Western call center and directing BWI to award Miles (instead of Points) as your earning preference, identifying the Airline Programme, and providing your frequent flyer membership number for your preferred Airline Programme. Airline Programmes may award different point values based on the rules and conditions of the individual Airline Programme. Contact a Best Western call center prior to booking a Qualifying Night for current Miles award level information. 

  For a full list of Airline Programmes and details for earning Miles, visit bestwesternrewards.com or your Local Site www.bestwestern.co.uk. 

  To be clear, if you direct BWI to award Miles instead of Points, you will not earn any Points for Qualifying Nights or as otherwise provided herein; you will only earn Miles for the one (1) Airline Programme you have selected. You may at any time return to earning Points instead of Miles using the same procedure.

  Miles earned for the chosen Airline Programme may take thirty (30) business days following check-out or longer to post to the Member’s Account, pending verification by the Airline Programme.

  You may also convert Points that you have accumulated in your Account into Miles with certain Airline Programmes. Currently, only certain Airline Programmes allow conversion of Points into Miles. Please visit bestwestern.com or your Local Site www.bestwestern.co.uk for updates on our current participating Airline Programmes.

  Whether you elect to earn Miles as your earning preference or decide instead to earn Points and later convert them into Miles, each Airline Programme maintains its own rules, regulations, and Programme terms and conditions, all of which will apply to your use of any Miles. BWI is not responsible for any Airline Programme’s terms and conditions.

  From time to time, BWI may offer special promotions in partnership with Airline Programmes that allow you to earn additional Miles. You can only take part in such promotions if, at the time of the promotion, you have chosen to earn Miles. Such promotions will be subject to any additional terms and conditions or promotion rules published where the promotion is advertised.

  If you enroll in the Programme after having a Qualified Night, you may request Miles only if your enrollment occurred within thirty (30) days after your stay. Requests should include your name, Account number, e-mail address, and reservation confirmation number.

  EARNING POINTS BY USING A BEST WESTERN REWARDS^® BRANDED CREDIT CARD

  The Best Western Rewards^® series of co-branded credit cards for U.S. residents offers Members the opportunity to earn Points on every day eligible purchases. Credit cards are subject to credit approval and additional terms and conditions as set by the card issuers. 

  OTHER WAYS TO EARN POINTS

  From time to time, BWI will partner with great companies, from car rental companies to flower retailers to wine clubs and beyond, to provide you with other opportunities to earn Points when you purchase certain products and services. For details about these earning partners, visit bestwesternrewards.com or your Local Site www.bestwestern.co.uk. 

  You may also be selected to participate in exclusive, special promotions where you will have the opportunity to earn bonus Points (“Bonus Points”). Earning Bonus Points is subject to any additional restrictions, requirements, or terms and conditions applicable to that particular promotion. Please read the terms and conditions for any special promotion closely before participating.

  PURCHASING POINTS

  You must be a Member in good standing of the Best Western Rewards Programme to purchase Points. A new member may purchase Points thirty (30) days after enrollment in the Programme if the Account reflects at least one (1) completed Qualifying Night. Points may be purchased online or by calling 1(800) 894-4365. The purchased Points will be posted to the Member’s Account within two (2) business days.

  Points may be purchased at the rate of U.S. $00.01 per Point. Points can only be purchased in increments of 1,000 Points. You may purchase a maximum of 20,000 Points per day and a maximum of 100,000 Points per twelve (12) month period. The total cost of the Points will be displayed before the purchase is completed. 

  The purchased Points will not count towards qualification for or towards elite status in the Programme. The purchased Points are subject to these Terms. BWI reserves the right to cancel and reverse any transactions that do not meet Programme or promotional requirements.

  You agree to pay BWI in full by credit card prior to any Points being posted to your Account. By submitting a request to purchase Points you authorize BWI, or its service provider, to charge the credit card number you provided. All purchases must be made in U.S. dollars only. The purchased Points are non-refundable.

  Purchase limits, minimum Points purchase requirements and cost of Points are subject to change at any time without notification.

  REDEEMING PROMOTIONAL FREE NIGHT AWARDS

  A promotional free night award earned through the Programme (“Free Night Award”) can be reserved at Licensed Hotels worldwide, subject to capacity controls and room availability. To check availability for a Free Night Award, visit bestwestern.com, your Local Site www.bestwestern.co.uk, the Best Western mobile application, or contact a Best Western call center. Free Night Awards may not be redeemed through travel agents or online travel agents and are not commissionable. Free Night Awards are not exchangeable for cash. Free Night Awards are subject to the expiration date listed on the award.

  Reservations for Free Night Awards must be booked by calling a Best Western call center or redeemed online when logged into your Account. A valid credit card is required to reserve the room. Reservations are subject to the terms and conditions of the participating hotel, including the hotel’s cancellation policy.

  A Free Night Award in a standard room at any Licensed Hotel includes the cost of the room and room taxes, but does not include incidental charges, resort fees, or other fees that the Licensed Hotel may charge, such as parking fees.

  If a Free Night Award reservation is not cancelled by the hotel cancellation deadline or you fail to show for a reservation, this will result in the Free Night Award being voided and loss of the award.

  REDEEMING POINTS FOR FREE NIGHTS

  Points can be redeemed for free night stays at Licensed Hotels worldwide, subject to rate availability, capacity controls, and room availability. The number of Points required for a free night stay is based on the expected average daily rate on the date requested for the stay, varies throughout the year, and is subject to change at BWI’s discretion. You may only use Points for free night stays in a standard room (not suites or any other upgraded room type). You can book up to seven (7) free nights in a row using Points.

  To find the number of Points required to book a free night stay, visit bestwestern.com, your Local Site www.bestwestern.co.uk, the Best Western mobile application, or contact a Best Western call center. Free night stays may not be booked through travel agents or online travel agents and are not commissionable. Free night stays are not exchangeable for cash.

  Reservations for free night stays must be booked by calling a Best Western call center or redeemed online when logged into your Account. A valid credit card is required to reserve the room. Reservations are subject to the terms and conditions of the participating hotel, including the hotel’s cancellation policy.

  A free night stay in a standard room at any Licensed Hotel includes the cost of the room and room taxes, but does not include incidental charges, resort fees, or other fees that the Licensed Hotel may charge, such as parking fees. BWI reserves the right to restrict, suspend, modify, or cancel the ability to use Points for free night stays at any time without notice.

  PAY WITH POINTS AND CASH

  Through the Programme’s Pay with Points option, Points can be combined with cash to book a one (1) night stay at Licensed Hotels worldwide, subject to rate availability, capacity controls, and room availability. To make a reservation using Pay with Points you must be logged into your Rewards Account on www.bestwestern.com or your Local site www.bestwestern.co.uk.

  A minimum of 5,000 Points is required for a Pay with Points reservation. Members may book a Pay with Points stay for  using any combination of at least 5,000 Points (or more in additional increments of 1,000 Points) and cash. Pay with Points rates are available for standard rooms only (no suites or other upgraded room type). For multi-night stays, Pay with Points can only be applied to the first night stay.

  The cash portion of the Pay with Points rate is shown in local currency. Total number of Points will be shown during the booking process prior to purchase. A valid credit card is required to reserve the room. Reservations are subject to the reservation terms and conditions of the participating hotel, including the hotel’s cancelation policy.  

  Pay with Points cannot be combined with any other discount or offer. Point requirements vary based on several factors, including but not limited to time of year, brand, and hotel location.

  Reservations using Pay with Points cannot be modified. To change your reservation, you must first cancel the reservation and then, if available, make a new reservation. You may cancel your reservation by visiting www.bestwestern.com or your Local Site www.bestwestern.co.uk, calling a Best Western reservation center, or contacting the participating hotel. If you cancel your reservation in accordance with the hotel’s cancellation policy, your Points will be re-deposited into your account and your credit card will not be charged. If you are unable to use your room and fail to cancel your reservation by the specified time on your confirmation, Best Western will not credit your account with the Points that you redeemed, and your credit card will be charged the cash portion of the first night.

  Members only earn Points on a Pay with Points reservation for the cash portion of the room rate. Members can earn Elite Bonus Points on Pay with Points reservation, and Pay with Points reservations count towards a Member’s Elite status. BWI reserves the right to restrict, suspend, modify, or cancel the Pay with Points programme at any time without notice.

  REDEEMING POINTS FOR MILES

  If you have directed BWI to award Miles instead of Points, then your Miles are earned at the time you pay for your Qualified Nights; and those Miles are then transferred to your Airline Programme account and further redemption of Points from your Member Account is not necessary. It may take at least thirty (30) days for Miles to post to your Airline Programme account.

  If you choose to convert your Points and redeem them for Miles, you can do so at any time by going to bestwestern.com or your Local Site www.bestwestern.co.uk, at which time the Miles are then transferred to your Airline Programme account.

  Again, each Airline Programme maintains its own rules, regulations, and programme terms and conditions, all of which will apply to your use of any Miles. BWI is not responsible for any Airline Programme’s terms and conditions.

  Points will be converted into Miles at a conversion rate determined by BWI in its sole discretion using currently published conversion rates, which may change from time to time. 

  BEST WESTERN GIFT CARDS

  The Best Western Gift Card can be purchased by redeeming Points or cash  and can be used for lodging charges at any Licensed Hotel worldwide (i.e., room night charges and applicable taxes), and unless the Best Western Gift Card is offered as a part of a promotion, it does not have an expiration date. Acceptance of the Best Western Gift Card for services other than lodging charges is at the discretion of each Licensed Hotel. For a complete list of terms and conditions relating to the Best Western Gift Card, visit giftcard.bestwestern.com or your Local Site www.bestwestern.co.uk/policies/terms-of-use. Your receipt of a Best Western Gift Card does not constitute a reservation. Your Best Western Gift Card will be issued in your local currency but will be redeemed in the currency of the Licensed Hotel where you use the Best Western Gift Card at a conversion rate determined by BWI in its sole discretion using currently published conversion rates, which may change from time to time. 

  To gift travel to a recipient of your choice, you may purchase a Best Western Gift Card and apply the balance for a reservation on bestwestern.com or your Local Site www.bestwestern.co.uk, or present the physical gift card to the hotel upon check-in.  Gift cards are not exchangeable, refundable, or changeable under any circumstances and are not replaceable in the event of loss or destruction.

  POINT REDEMPTIONS FOR GIFT CARDS AND CHARITABLE DONATIONS

  You can also redeem Points for gift cards or charitable donations by visiting bestwestern.com or your Local Site www.bestwestern.co.uk or by calling a Best Western call center.

  Gift Cards: For digital redemptions of virtual gift cards, you will receive an email containing your gift card information within five (5) to seven (7) business days after redeeming your Points. For Best Western physical gift cards, you will receive it within one (1) to two (2) weeks depending on mailing times. For security purposes, Best Western Gift Cards cannot be shipped to a P.O. Box, and may not be available outside of certain regions. Please make sure the address in your Account is current before placing a redemption order.

  All gift cards redeemed with Points are subject to any additional terms and conditions imposed by the applicable issuer, which may include expiration dates, inactivity fees, and other restrictions (except for the Best Western Gift Card, which does not have expiration dates or inactivity fees, unless issued as part of a promotion). Accordingly, BWI can only warrant that a gift card will be redeemable at full face value for six (6) months from the date of your order.

  Gift cards are not exchangeable, refundable, or changeable under any circumstances and are not replaceable in the event of loss or destruction.

  Charitable Donations: You may also choose to redeem Points for a charitable donation to certain approved charities, in which case the following conditions will apply. 

  The donation will be reflected on your online statement in your Account, which will constitute your receipt.

  You are solely responsible for consulting your tax advisor regarding whether your donation of Points may be tax deductible.

  Visit bestwesternrewards.com or your Local Site www.bestwestern.co.uk for further details on this redemption option. Many redemption items are valid only in certain countries or are denominated in certain currencies. 

  It is the responsibility of the Member to select a redemption item that corresponds to the Member’s intended use. To the extent permitted by applicable law, once fulfilled, redeemed items may not be returned or refunded, and items are subject to availability. 

  BWI shall make a good faith effort to fulfill an order with the items requested; however, BWI may substitute a similar item with equivalent value if an item is not available.

  BEST WESTERN REWARDS DISCOUNTED ROOM RATE

  Members who book a reservation at a Licensed Hotel through bestwestern.com or your Local Site www.bestwestern.co.uk may receive a discount of 10% or more off the published “Flexible Rate.” To take advantage of this discount, select the “Best Western Rewards Rate Plan.” This rate may not be available in all countries.

  ELITE STATUS

  BWI offers four (4) different levels of Elite Status Membership (Gold, Platinum, Diamond, and Diamond Select). To achieve an Elite Status, you must accumulate the required number of Qualifying Nights (as defined in this Terms) in a calendar year as designated in the chart below:

  Status Level	Qualifying Nights
  Gold	5 Qualifying Nights
  Platinum	7 Qualifying Nights
  Diamond	15 Qualifying Nights
  Diamond Select	25 Qualifying Nights

   

• If you achieved Elite Status in 2023, your status would remain in effect for the 2024 calendar year and through March 2025.
• Once you achieve Elite Status for 2024, that status will remain in effect through the next calendar year until March 2026.

BWI reserves the right, in its sole discretion, to grant Elite Status to Members who have not met the Elite Status criteria.

As an Elite Status Member, where BWR Points are set as the preferred earning preference, you will receive Bonus Points for each Qualifying Night completed during the time in which you maintain Elite Status, as follows:

• Members who have attained Gold Elite Status receive a 10% Point bonus;
• Members who have attained Platinum Elite Status receive a 15% Point bonus;
• Members who have attained Diamond Elite Status receive a 30% Point bonus; and
• Members who have attained Diamond Select Elite Status receive a 50% Point bonus.
• Bonus Points will be awarded beginning with the first Qualified Night after Elite Status is earned.
• Reservations made via 3^rd party do not qualify for Elite benefits.

Members who earn Miles will not receive tier level bonus points or miles.

Members who have attained Elite Status will be provided with a dedicated toll-free number to facilitate all reservations and Account servicing needs.

POINT EXPIRATION AND MEMBERSHIP CANCELLATION

Points earned under the Programme do not expire. 

BWI reserves the right to cancel any Member Account and revoke any and all unredeemed Points in the event BWI determines in its sole discretion any of the following circumstances occur:

• your violation of these Terms;
• your providing any false or inaccurate Account Information or your misuse of the Programme;
• your violation of any national, state, or local law or regulation;
• your bartering, transferring (except as permitted herein) or selling Points, redemption items, and other Member benefits (including for commercial purposes);
• your failure to pay for Licensed Hotel charges, including payments to Licensed Hotels that are invalid or returned for having insufficient funds;
• your commission of fraud or abuse involving any portion of the Programme;
• your knowingly maintaining more than one (1) active Member Account;
• any action or conduct by you that is determined by BWI in its sole discretion to be unreasonable, harassing, offensive to, or to the detriment of the Programme, any of its alliances, partners, or representatives, BWI employees, or the staff of Licensed Hotels; or
• in the event of any suspicious activity in your Member Account.

No sale or transfer of Points is permitted, except as provided in these Terms. 

Points, rewards, Elite Status benefits, and other Member benefits may not be sold, bartered, or transferred (except as permitted herein). Any attempted transfer, sale, or barter in violation of these Terms will be void. 

APPLICABLE LAW; ARBITRATION

Please Read This Carefully. It Affects Your Rights.

Unless prohibited by the laws of your jurisdiction, any and all disputes between you and BWI or any of its designated subsidiaries arising under or related in any way to these Terms or your participation in the Programme (defined below as Claims) shall be resolved by applying the laws of Arizona or the federal laws of the United States, as applicable, without regard to conflict of laws principles. 

Further, any and all disputes between you and BWI or any of its designated subsidiaries arising under or related in any way to these Terms or your participation in the Programme must be resolved through binding arbitration as described in this section. This agreement to arbitrate is intended to be interpreted broadly. It includes, but is not limited to, all claims and disputes, including class action claims, relating to and arising from your participation in the Programme, including but not limited to any claims related to or arising out of unauthorized disclosure of or access to any Account Information (“Security Breach”), advertising or marketing claims, product liability, or consumer claims (“Claims”). 

YOU AGREE THAT BY ENTERING INTO THIS AGREEMENT, YOU AND BWI ARE EACH WAIVING THE RIGHT TO TRIAL BY JURY OR TO PARTICIPATE IN A CLASS ACTION. YOU AND BWI AGREE THAT EACH MAY BRING CLAIMS AGAINST THE OTHER ONLY IN YOUR OR ITS INDIVIDUAL CAPACITY, AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS OR REPRESENTATIVE PROCEEDING. ANY ARBITRATION WILL TAKE PLACE ON AN INDIVIDUAL BASIS; CLASS ARBITRATIONS AND CLASS ACTIONS ARE NOT PERMITTED. 

The arbitration will be governed by the Commercial Arbitration Rules and the Supplementary Procedures for Consumer Related Disputes of the American Arbitration Association (“AAA”), as modified by this section. For any claim where the total amount of the award sought is $10,000 or less, the AAA, you, and BWI must abide by the following rules: (a) the arbitration shall be conducted solely based on written submissions; and (b) the arbitration shall not involve any personal appearance by the parties or witnesses unless otherwise mutually agreed by the parties. If the claim exceeds $10,000, the right to a hearing will be determined by the AAA rules, and the hearing (if any) must take place solely and exclusively in Phoenix, Arizona. The arbitrator’s ruling is binding and may be entered as a judgment in any court of competent jurisdiction. In the event this agreement to arbitrate is held unenforceable by a court or is prohibited by the laws of your country of residence, then any Claims that would otherwise have been arbitrated shall be solely and exclusively brought only in the state or federal courts within Phoenix, Arizona. 

To the extent permitted by applicable law all Claims, judgments and awards shall be limited to actual out-of-pocket costs incurred (including, with respect to a Security Breach, costs of legally required notification and remediation) but in no event include attorneys’ fees, and under no circumstances will any Member be permitted to obtain awards for, and hereby waives all rights to claim, punitive, incidental, special, consequential damages and any other damages, other than for actual out-of-pocket expenses. 

To the extent the laws of your country of residence mandate the restriction or prohibition of the requirement to arbitrate, the prohibition against class actions, the application of the laws of Arizona or the federal laws of the United States as applicable, or the jurisdiction of the federal or state courts located in Phoenix, Arizona, you agree that the following provisions of this paragraph shall apply: Any dispute arising out of or in connection with this contract (defined above broadly as Claims), including any question regarding its existence, validity or termination, shall be referred to and finally resolved by arbitration under authority of the London Court of International Arbitration (“LCIA”) and the LCIA Rules, which rules are deemed to be incorporated by reference into this clause. The number of arbitrators shall be three (3). The seat or legal place of arbitration shall be London, England. The language to be used in the arbitral proceedings shall be English. The governing law in such an event shall be the substantive law of England and Wales.

Notwithstanding the foregoing, each Member and BWI shall be entitled to seek injunctive relief (unless otherwise precluded by any other provision of these Terms) in the state and federal courts of Phoenix, Arizona.

OTHER TERMS AND CONDITIONS

Unless prohibited by the laws of your jurisdiction, all Terms, including all Point earning and redemption requirements are subject to revision without notice by BWI, in its sole and absolute discretion.

Determination and payment of tax liability is your sole responsibility as a Member.

Neither BWI, its subsidiaries, employees, agents, or partners, nor Licensed Hotels or Affiliates shall be responsible for lost or stolen awards or Best Western Gift Cards.

You may not transfer your Points to anyone without a valid court order unless otherwise noted in these Terms or as determined by BWI in its sole discretion.

Points are not redeemable for cash or any other form of credit unless specifically required by applicable law. Point value is set by BWI in its sole discretion and may be updated from time to time, as permitted by applicable law. 

BWI may choose in its sole discretion to issue membership credentials in a variety of formats to Members. Physical membership credentials issued by BWI remain the sole property of Best Western and must be surrendered by the Member upon request.

BWI may modify the Points listed in your Account based on actual stay information.

BWI may terminate the Programme at any time without prior notice, in which case you must redeem your Points within ninety (90) calendar days, or any other period required by the applicable law of your jurisdiction, after your receipt of notice of termination of the Programme to avoid forfeiting your Points.

The Programme is governed by laws of the United States and the State of Arizona without regard conflicts of laws principles, unless otherwise indicated in the “Special Notes” sections below. BWI is not responsible for illegible, lost, late, incomplete, misdirected, or undeliverable mail or e-mail; or for any computer, telephone, satellite, cable, network, electronic or Internet hardware or software malfunctions, failures, connections, or availability, or garbled, corrupt or jumbled transmissions, service provider/Internet/web site/use net accessibility, availability, or traffic congestion, or any technical, typographical, or other error, or unauthorized human intervention, or the incorrect or inaccurate capture of Account Information, or the failure to capture, or loss of, any such Account Information. 

BWI assumes no responsibility for any error, omission, interruption, deletion, defect, delay in operation or transmission, communications line failure, or technical error.

BWI may revise these Terms from time to time by posting an updated version on this page. If you are a Member and a revision meaningfully reduces your rights, we will notify you by sending a message to the email address associated with your Account and you agree that the revised Terms will be effective ninety (90) days after the message is sent to you. Your continued participation in the Programme is subject to the most current, effective version of these Terms.

The waiver by BWI of any breach by a Member of a term, covenant, provision, or condition provided herein shall not constitute a waiver of any prior, concurrent, or subsequent breach by the Member of the same or any other term, covenant, provision, or condition herein.

These Terms only apply to the extent permitted by the laws of the country, state, or province of the applicable Member. To the extent any of the foregoing limitations are not permitted under the laws of your country, state, or province, you agree that the remaining portions of these Terms that are permissible shall apply to the maximum extent permitted by law.

SPECIAL NOTE FOR AUSTRALIAN RESIDENTS. You may have certain rights under the Australian Consumer Law known as “consumer guarantees.” Nothing in the Terms is intended to exclude or restrict any non-excludable rights any Member has under the Australian Consumer Law. With respect to any disputes between BWI and Members that are residents of Australia in connection with the Programme, these Terms, or your receipt or use of any Award, either Party may file a Claim, but shall only be permitted to file a Claim in the courts located in the City of Phoenix, State of Arizona, USA or in the City of Sydney, New South Wales, Australia.

SPECIAL NOTE FOR CANADIAN RESIDENTS. You may choose during enrollment to provide your express consent to receive special offers and information about services (from BWI or any third-party partner) that may be of interest to you and grant permission to BWI to send electronic messages to you regarding these things. If you do not provide such express consent during the enrollment process, then you shall not be registered to receive such offers. You agree, however, that BWI may send you statements, communications, and updates concerning your Account via email to the address in your Account Information. If you consent to receive offers during registration but later decide that you do not want to continue receiving these offers, you may indicate so at any time by emailing us at rewards@cs.bestwestern.com.

SPECIAL NOTE FOR CHINA RESIDENTS. You may choose during enrollment to provide your express consent to receive special offers and information about services (from BWI or any third-party partner) that may be of interest to you and grant permission to BWI to send electronic messages on these topics. If you do not provide such express consent during the enrollment process, then you shall not be registered to receive such offers. You agree, however, that BWI may send you statements, communications, and updates concerning your Account via e-mail to the address in your Account Information. If you consent to receive offers during registration but later decide that you do not want to continue receiving these offers, you may indicate so at any time by emailing us at rewards@cs.bestwestern.com.

SPECIAL NOTE FOR FRENCH RESIDENTS. You may terminate your participation in the Programme and your Account at any time. By terminating your participation in the Programme, you acknowledge and agree that you forfeit any Points earned and will not be able to redeem Points for any of the benefits described herein.

SPECIAL NOTE FOR GERMAN RESIDENTS. If you are a consumer located in Germany, the application of the laws of the United States and the State of Arizona shall not deprive you of the protection afforded by mandatory German consumer protection provisions. You may choose during enrollment to provide your express consent to receive special offers and information about services (from BWI or any third-party partner) that may be of interest to you and grant permission to BWI to send electronic messages to regarding these things. If you do not provide such express consent during the enrollment process, then you shall not be registered to receive such offers. You agree, however, that BWI may send you statements, communications, and updates concerning your Account via email to the address in your Account Information. If you consent to receive offers during registration but later decide that you do not want to continue receiving these offers, you may indicate so at any time by emailing us at rewards@cs.bestwestern.com.

SPECIAL NOTE FOR ITALIAN RESIDENTS. The Programme is provided in Italy and the Republic of San Marino by Best Western Italia S.C.p.A and BWI. The Terms applicable to Members that reside in Italy are available here. Best Western Reward Points selling, as described above, is not applicable in Italy, for Italian BWR Members.

SPECIAL NOTE FOR JAPANESE RESIDENTS. With respect to any disputes between BWI and Members that are Japanese residents in connection with the Programme, these Terms, or your receipt or use of any Award, either party may file a Claim, but shall only be permitted to file a Claim in the courts located in the City of Tokyo, Japan, or in the City of Phoenix, State of Arizona, USA.

SPECIAL NOTE FOR MALTESE RESIDENTS. If you are a consumer located in Malta, the application of the laws of the United States and the State of Arizona shall not deprive you of the protection afforded by mandatory consumer protection provisions of Maltese Law. You may choose during enrolment to provide your express consent to receive special offers and information about services (from BWI or any third-party partner) that may be of interest to you and grant permission to BWI to send electronic messages to regarding these things. If you do not provide such express consent during the enrolment process, then you shall not be registered to receive such offers. You agree, however, that BWI may send you statements, communications, and updates concerning your Account via email to the address in your Account Information. If you consent to receive offers during registration but later decide that you do not want to continue receiving these offers, you may indicate so at any time by emailing us at rewards@cs.bestwestern.com. 

SPECIAL NOTE FOR QUEBEC RESIDENTS. You may choose during enrollment to provide your express consent to receive special offers and information about services (from BWI or any third-party partner) that may be of interest to you and grant permission to BWI to send electronic messages to regarding these things. If you do not provide such express consent during the enrollment process, then you shall not be registered to receive such offers. You agree, however, that BWI may send you statements, communications, and updates concerning your Account via email to the address in your Account Information. If you consent to receive offers during registration but later decide that you do not want to continue receiving these offers, you may indicate so at any time by emailing us at rewards@cs.bestwestern.com. French language versions of bestwestern.com are available by selecting “francais” from the drop-down menu at the top of the screen on bestwestern.com.

SPECIAL NOTE FOR SOUTH AFRICAN RESIDENTS. With respect to any disputes between BWI and Members that are residents of South Africa in connection with the Programme, these Terms, or your receipt or use of any Award, either Party may file a Claim, but shall only be permitted to file a Claim in the courts located in the city of Cape Town, South Africa or in the city of Phoenix, State of Arizona, USA.

Earning Points: Points awarded on eligible stays only. Points awarded on room rate booked.

Earning Airline Miles: Airline miles can only earned for a qualifying stay. The number of miles earned vary depending on the airline.

Missing Points/Miles: Proof of stay required to claim points for a previous stay. Points can only be awarded for stays no later than 6 months from the date of departure for the stay in question for existing members. New members can claim points up to 30 days prior to enrolment.

Member services: Member services are subject to full terms and conditions.

Tier Levels: Tier levels are correct at the time of data processing. Log in to your Rewards account to view your current tier status and to see how many Nights/Stays/Points you need to upgrade to the next tier level.

Points: At time of data processing our records show that you have enough points for this reward. Log in to your Rewards account to view your current points balance.

BWH Events Team act only as an intermediary in respect of all bookings taken and/or made on your behalf. BWH Hotels GB have negotiated standard terms and conditions that will apply to all bookings made at BWH Hotels via BWH Events Team, the Instant Book program in Gratis, and online at bestwestern.co.uk/MeetingGood.

Terms may differ when booking directly at some BWH Hotels.

Please note these terms supersede any terms and conditions previously issued.

Definitions:

• Attendees- mean the guests/delegates attending the event/
• Agreement- signed copy of the contract
• Arrival- First day of Event/Meeting
• Client/You/Your- the person/company who is responsible for organising and paying for the event
• Venue- the legal entity operating the event/meeting
• We/Our/Us- The BWH Venues team
• Event Subcontractor: Third parties hired by you, including but not limited to, florists; photographers etc
• Instant Book- a meeting booked and paid using the ‘instant book’ functionality, online at bestwestern.co.uk/MeetingGood, via the gratis functionality or online at BWH property directly.

1. What are your obligations?

• To accurately give us all the information we request at least 10 working days prior to the start of your event, where applicable.
• To sign the event contract within 5 working days of receipt to confirm that you agree to the information detailed on it and to these terms and conditions. Failure to do so may result in the meeting space being released for general sale by the venue. If the meeting room has been booked online (via ‘Instant Book’), there is no requirement to sign a contract. Completing the booking indicates that you accept the terms and conditions as outlined here.
• To advise us of any inaccuracies made on the event contract   and any other document within 48 hours of receipt of it. We regret we cannot accept any liability if we are not notified of any inaccuracies in any document in accordance with this clause.
• Once the event contract has been signed, any changes need to be made and agreed directly with the venue
• In the unlikely event that you or any member of your party have any reason to complain, you must inform the venue. Any verbal notification must be put in writing and given to the venue as soon as possible. No liability can be accepted if you fail to notify the problem according to this procedure.
• If you remain dissatisfied, you may write to BWH Hotels Customer Services giving your booking reference and full details of your complaint. Please note however that BWH Hotels will not accept liability for the complaint but will assist you in obtaining a suitable response from the venue.
• Any disputed invoiced item must be raised in writing with the venue within 7 days of date of invoice. Disputed items will be dealt with separately from the remainder of the monies due which must still be paid when due.
• If you intend to bring electrical equipment to the venue, these must be PAT tested and certificated and you must advise the hotel in writing.

• If you wish to consume wines, spirits or foods not supplied by the venue you must advise the venue.  Additional charges may apply.

2. Attendee Numbers

The agreement will specify the anticipated, maximum and minimum attendee numbers that the event will require to be viable.

You will notify us of final numbers 10 working days prior to arrival where applicable. This includes any guest requirements, e.g., allergies or known disabilities. The venue will use reasonable efforts to accommodate late changes; however, the chargeable amount will be the number confirmed 10 working days prior, or the higher of the figures given after the 10-day deadline.

If you have any special requests, you must make this known at the time of booking. Although we will endeavor to meet the request, we regret we cannot guarantee any request will be met. Failure to meet any special request will not be a breach of contract on our part.

If you or any member of your party has any medical problem or disability which may affect your event, please make this known before you confirm your booking. In any event, you must give full details in writing at the time of booking. If we reasonably feel unable to properly accommodate the particular needs of the person concerned, we reserve the right to decline their reservation or, if full details are not given at the time of booking, cancel when we become aware of these details.

3. Event Details

The facilities allocated are dependent on numbers. If the anticipated or final numbers drop below the minimum numbers, the venue reserves the right to change the facilities.

4. Accommodation

Any guest bedroom allocations: room types and or rates are subject to a release date, which will be confirmed by the hotel. A final rooming list should be submitted with final details direct to the venue, 10 working days prior to the arrival.  Failure to do so may result in rooms/rates no longer being available or in some cases the room blocks being released.

For any amendment to total bedroom numbers please see Cancellation by the client. Non-arrivals will be charged at 100% of the rate confirmed and will be shown as “no show” on invoices.

5. Cancellation & Substantial Change by the client

Instant Book:

Events booked online (via ‘Instant Book’) have the following cancellation policy, applicable from the date the confirmation has been issued:

*All cancellation charges are INC VAT

All other bookings made via the BWH Events desk:

For all other bookings (i.e. aside from those made using Instant Book), the following table outlines the cancellation policy, which is applicable from the date that the agreement is signed:

A “substantial change” means a change of date, a change to duration or a reduction in the number of delegates by 25% or more of the originally booked. Any substantial change to, or cancellation of a booking must be notified to BWH Hotels verbally and then in writing. Notice of cancellation or substantial change will only be effective on the working day that it is received in writing by BWH Hotels. For all cancellations and substantial changes notified within 19 weeks of arrival, the hotel is entitled to charge the cancellation charges as below. The hotel will recalculate the cost of the any changes or cancellations and re-invoice accordingly.

*All cancellation charges are INC VAT

Accommodation only for up to 8 bedrooms:

If your booking is for accommodation only for up to 8 bedrooms, the following terms and cancellation policy will be applicable from the date the confirmation has been issued:

**All cancellation charges are INC VAT

6. What if the hotel must make significant changes or cancel?

• We may cancel the event if you are in breach of the agreement, including failure to make payment
• In the exceptional circumstances where the venue must cancel or significantly change the arrangements for any reason, suitable alternative facilities will be provided or if this is not possible a full refund will be given. It is the venue’s responsibility to arrange this.

• The venue will accept any claim for compensation, expenses, costs or losses incurred by the client as a result of the change or cancellation.

7. What are the payment terms?

• For bookings made online (using ‘Instant Book’) a payment card is used to secure the booking and payment will be taken 2 days prior to arrival
• For all other bookings:
• Credit facilities must be pre-arranged, requested at the time of booking and are provided at the venue’s discretion.
• Unless credit is agreed, the venue could request a deposit for the event
• Credit accounts must be paid within 30 days of date of invoice or interest will be charged at 2% above base rate per month or part-month thereafter.
• In some circumstances (such as, but not limited to large events, weddings, block bookings, prime time bookings) deposits or pre-payments may be required. Any such payments required will be requested at the time of booking by the venue and will be non-refundable.
• We are very happy to pay agency commissions if your event is booked through a legitimate 3rd party agency, however we reserve the right to send the account to the end user only and not to any intermediaries.
• Commission will only be paid to UK agencies providing an IATA or TIDS reference number
• Commission will be paid direct from BWH Events Team, and not the hotel, commission is paid on any pre -booked items. 
• All extras requested during the event will be charged to your account / payment card unless you instruct the venue in writing and in advance not to do so.
• By signing this contract, you agree to the venue’s payment terms, which were set out to you in writing prior to this contract.

8. Does Force Majeure apply?

• Except where otherwise expressly stated in these conditions, we cannot accept liability or pay any compensation where the performance or prompt performance of contractual obligations is prevented or affected by, or you otherwise suffer any damage or loss as a result of ‘force majeure’. In these conditions, ‘force majeure’ means any event which we could not, even with all due care, foresee or avoid.
• Such events may include war or threat of war, riot, civil strife, terrorist activity or actual threatened terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire, and all similar events outside our control, including pandemic regional restrictions
• In the event where “Force Majeure” occurs the Venue will directly work you, to seek alternative viable options.

9. Indemnity & Insurance

• You will indemnify us (together with our employees, agents and suppliers or sub-contractors), for any loss or damage we may suffer because of any actions, lawsuits, demands, claims, liabilities, taxes, losses, settlements from any
• (i) breach and agreement
• (ii) unlawful acts
• (iii) negligent acts or omissions or
• (iv) will misconduct, caused by you, your agents or Event subcontractors.
• For Corporate events only. You must at your cost and expenses, obtain and maintain, in full force and effect during the agreement and for the duration of the event, insurance covering the risks in section 9 as well as public liability and third part liability insurance for at least £5,000,000 (five million pounds) per occurrence.

10. What is the venue’s liability to me?

The venue will not be responsible for any injury, illness, death, loss, damage, expense, cost or other sum or claim of any description whatsoever which results from:

• the fault of the person(s) affected or any member(s) of their party or 
• the fault of a third party not connected with the provision of the event which they could not have predicted or avoided or
• an event or circumstance which the venue could not have predicted or avoided even after taking all reasonable care.
• 3^rd party suppliers brought into the venue by the client

The venue excludes liability to the fullest extent permitted by law. They do not accept any liability for any loss of profit, economic loss, or other indirect loss or for any loss suffered by any third party. In any event the liability of the venue shall not exceed the price payable by you. Where they are found liable for loss of or damage to luggage or personal possessions (including money), they are entitled to rely on the limitations of liability contained in the Paris Convention on the Liability of Hotel Keepers concerning the property of their guests.

Nothing in these terms excludes or limits any liability for death or personal injury caused by the negligence of the venue or its employees.

You are subject to the venue’s standard liabilities in relation to health, safety, and security. These terms do not affect any rights you may have under the Hotel Proprietors Act, where that Act applies.

11. Conduct

• BWH Venues Team reserve the right to refuse any request at their discretion.
• BWH Venues Team reserve the right to cancel bookings if they consider in their absolute discretion that it may be poor business practice to proceed with the booking
• The venue reserves the right to object to the employment by you of any photographer, toastmaster, band, musician, entertainer, or other person in connection with any event. It is your responsibility, where appropriate, to comply with all requirements of the Performing Rights Society in respect of any music played or musician employed. Noise limitations may apply at some venues.
• The venue’s name/logo may be used in publicity only once; a proof of the promotional material has been agreed directly with the venue.
• The venue must comply with certain licensing and statutory regulations and requires you to fulfil their obligations in this respect.
• Meeting rooms are available for the time shown on the event schedule. Additional charges may be made if that time is extended.
• The bedroom accommodation is available from 14.00 on the day of arrival and must be vacated by 10.00 on the morning of departure unless specific alternative arrangements have been agreed. 
• We are unable to guarantee that all the facilities at the venue will be available for use during the event. The venue is unable to make refund or reduction in the charges if any facility is unavailable.
• It is the policy of the venue not to discriminate on the grounds of race, colour, creed, sex, marital status, age, ethnic origin, or disability. The client, its employees, guests, and all sub-contractors engaged by, or on behalf of the client are expected to adhere to this policy and the venue may, without incurring any liability, remove from the venue any person offending against this policy.
• You accept responsibility for any damage or loss caused by you or any member of your party. Full payment for any such damage or loss must be paid direct at the time to the venue.
• You and the Venue both agree that the Law and local jurisdiction of the country in which the venue is situated will govern your contract and agree that any dispute, claim or other matter of any description which arises between you and the venue will be dealt with by the Courts of the relevant country.

12. BWH Events Team Responsibilities

BWH Events team act only as an intermediary in respect of all bookings taken and/or made on your behalf. BWH Events team accept no liability in relation to any contract you enter into or for any hotel services or arrangements you purchase or for the acts or omissions of any venues or other supplier(s).

If you have any complaints concerning any services BWH Events team provide, you must inform them straight away in writing and in any event within 28 days of the end of any arrangements booked through them. BWH Events team regret they cannot accept any liability if they are not so notified.

BWH’s Events team maximum liability to you if they are found to have been at fault in relation to any service they provide (as opposed to any service provided by any venue or other supplier for whom they are not responsible) is limited to the commission they have earned or are due to earn in relation to the booking in question.

BWH Events Team do not exclude or limit any liability for death or personal injury which arises as a result of its negligence or that of its employees whilst acting in the course of their employment.

13. Brochure and Website accuracy

Please note, the information shown on bestwestern.co.uk/MeetingGood s website may have changed by the time you come to book your arrangements. Regrettably errors do occasionally occur. You must therefore ensure you check all details of your chosen arrangements with the hotel or your agent at the time of booking. 

Events booked online (via ‘Instant Book’) have the following cancellation policy, applicable from the date the confirmation has been issued:

*All cancellation charges are EX VAT

• The Best Western Gift Card is a stored value card and is fully transferable.
• Best Western Gift Card contain currencies.
• All cards are issued digitally.
• The Best Western Gift Card issued for consideration carry no expiration date.
• In limited circumstances, Gift Cards provided as promotional awards or otherwise for promotional purposes may contain an expiration date.
• Gift Cards are not replaceable if lost, stolen or destroyed. Gift Cards are not exchangeable for cash in part or other substitutions and no change will be given.
• In the United States and Canada no more than $1,000 may be associated with any Gift Card in a 24-hour period. No individual or entity may purchase more than $10,000 in Gift Cards in a 24-hour period.
• Gift Cards may not be used for third party services, pre-paid reservations made through third party online travel agencies, and/or third party concessions located at Best Western® branded hotels.
• Advanced Purchase Rate reservations cannot be made with gift cards online. If you wish to book an APR rate please call 0800 393130.

Currency Loaded Gift Card

• Currency loaded Gift Cards can be purchased at participating Best Western branded hotels worldwide, online at https://www.bestwestern.com/en_US/offers/travel-card.html , through participating travel professionals, through Gift Card Customer Service, or approved retailers.
• Currency loaded Gift Cards can be used toward Best Western hotel charges (any eligible service managed or operated by a Best Western branded hotel) and any applicable taxes. They may not be accepted at concessions located at a hotel not owned, operated or managed by that Best Western branded hotel.
• For currency loaded Gift Cards there is no advance reservation required.
• Currency loaded Gift Cards can be redeemed at all Best Western branded hotels worldwide.
• If a Gift Card is loaded in a currency other than the local currency of the Best Western branded hotel, the Gift Card is still redeemable and the currency will be converted within the Best Western system.

Purchasing a Gift Card via https://www.bestwestern.com/en_US/offers/travel-card.html or Best Western Customer Service

• If a purchaser uses a credit card (e.g., American Express, MasterCard, etc.) to purchase a Gift Card in a currency other than USD, such currency must be converted to USD and may be subject to a conversion fee. Fee(s) subject to prevailing conversion rates. Please check with your credit card provider for more information.
• Fees for international credit card transactions may appear depending on services provided by purchaser's local bank. Please consult your credit card provider for specific details regarding applicable International fees.

Use of the Gift Card at a Best Western hotel

• At time of check-in, guests must present their Gift Card and a personal credit card or other form of payment guarantee.
• Best Western reserves the right to request a form of security deposit in advance for expenses not covered by the Gift Card. Gift Cards cannot be used as a form of advance deposit or guarantee for room reservations.
• The value available on the card will be reduced by the total charges. It is the responsibility of the cardholder to keep track of the value of their Gift Card. Gift Card balances can be tracked online at https://www.bestwestern.com/en_US/offers/travel-card.html The balance may also be checked by calling Gift Card Customer Service (see contact information below).

Contact Information

• 877-CARD-2TVL (227-3288) within the U.S., Canada, Mexico and the Caribbean
• 1 800 232885 within Australia
• 0800 237 893 within New Zealand
• Click here for a list of countries in South America
• +66 2 656 1260 Asia and the Middle East

Best Western Gift Cards ordered worldwide (except for Europe) are issued in Arizona, USA. The laws of the state of Arizona, USA, govern all terms and conditions of the Best Western Gift Cards issued in Arizona, USA. Best Western Gift Cards ordered in Europe are issued in Europe. For Gift Cards issued in Europe, the laws of Switzerland govern all terms and conditions. Each Gift Card is subject to the terms and conditions published at https://www.bestwestern.com/en_US/offers/travel-card.html. Terms and conditions are subject to change without notice. Terms are void where prohibited by law. © 2012 Best Western International, Inc. All rights reserved.

BWH HOTELS GB LEISURE GROUP BOOKING CONDITIONS

BWH Events Team act only as an intermediary in respect of all bookings taken and/or made on your behalf. BWH Hotels GB have negotiated standard terms and conditions that will apply to all bookings made at BWH Hotels via BWH Events Team.

Terms may differ when booking directly at some BWH Hotels. 

Please note these terms supersede any terms and conditions previously issued. 

A group contract will be issued by BWH Hotels which must be signed and returned to the BWH Hotels, Leisure Groups office within 7 days to confirm acceptance of the terms and conditions reflected in the group contract. Once the signed contract has been received by BWH Hotels, the booking will then be confirmed

Non-credit clients are required to pay a deposit of 50% to the hotel no later than 30 days prior to arrival. This will be based on the full allocation of rooms held at that stage and in receipt of the hotel’s pro-forma invoice.

During special events different contract terms, including payment terms, may be applied, which will be reflected in the group contract.

1. What are your obligations?  

• To sign the event contract within 7 working days of receipt to confirm that you agree to the information detailed on it and to these terms and conditions. Failure to do so may result in the accommodation being released for general sale by the venue.
• To advise us of any inaccuracies made on the event contract   and any other document within 48 hours of receipt of it. We regret we cannot accept any liability if we are not notified of any inaccuracies in any document in accordance with this clause. 
• Once the contract has been signed, any changes need to be made and agreed directly with the venue 
• In the unlikely event that you or any member of your party have any reason to complain, you must inform the venue. Any verbal notification must be put in writing and given to the venue as soon as possible. No liability can be accepted if you fail to notify the problem according to this procedure. 

• If you remain dissatisfied, you may write to BWH Hotels Customer Services giving your booking reference and full details of your complaint. Please note however that BWH Hotels will not accept liability for the complaint but will assist you in obtaining a suitable response from the venue. 
• Any disputed invoiced item must be raised in writing with the venue within 7 days of date of invoice. Disputed items will be dealt with separately from the remainder of the monies due which must still be paid when due.  
  • Reference to any BWH Hotels hotel in any published material must always be preceded by the BWH Hotels legend.
  • If any group member has any medical condition or disability, which may impact the stay, client must inform BWH Hotels Leisure Groups in writing at the time of booking or when known, to ensure suitability of the arrangements.
  • If you wish to consume wines, spirits or foods not supplied by the venue you must advise the venue.  Additional charges may apply. 

2. Attendee Numbers 

The agreement will specify the anticipated, maximum and minimum attendee numbers that the event will require to be viable. 

You will notify us of final numbers 30 working days prior to arrival. This includes any guest requirements, e.g., allergies or known disabilities. The venue will use reasonable efforts to accommodate late changes; however, the chargeable amount will be the number confirmed 10 working days prior, or the higher of the figures given after the 10-day deadline. 

If you have any special requests, you must make this known at the time of booking. Although we will endeavor to meet the request, we regret we cannot guarantee any request will be met. Failure to meet any special request will not be a breach of contract on our part.  

If you or any member of your party has any medical problem or disability which may affect your event, please make this known before you confirm your booking. In any event, you must give full details in writing at the time of booking. If we reasonably feel unable to properly accommodate the particular needs of the person concerned, we reserve the right to decline their reservation or, if full details are not given at the time of booking, cancel when we become aware of these details.  

3. Cancellation by the client:

To avoid incurring charges, written notification of cancellation of the entire booking must be received by BWH Hotels, Leisure Groups no later than 30 days prior to arrival.

For any cancellations made within 30 days prior to arrival, the following charges will be made:

      •      15–30 days prior to arrival, 75% of contracted revenue

         •      0–14 days prior to arrival, 100% of contracted revenue

-          All cancellation charges are INC VAT

Cancellation of the entire booking will lead to loss of any deposit paid. The hotel has the right to cancel any booking without liability in event of clients’ failure to make payment by the due date or the hotel or BWH Hotels Leisure Groups becoming aware of a deterioration in the clients’ financial situation or of any matter connected with the booking which may cause prejudice to the reputation of the hotel or BWH Hotels.

A “substantial change” means a change of date, a change to duration of stay or a reduction in the number of rooms by 25% or more of the rooms originally booked. Any substantial change to, or cancellation of a booking must be notified to BWH Hotels Leisure Groups verbally and then in writing. Notice of cancellation or substantial change will only be effective on the working day that it is received in writing by BWH Hotels Leisure Groups. For all cancellations and substantial changes notified within 30 days of arrival, the hotel is entitled to charge the cancellation charges as above. The hotel will recalculate the cost of the any changes or cancellations and re-invoice accordingly. Substantial changes and cancellations by the client will lead to loss of any deposit paid.

Accommodation only for up to 8 bedrooms:

If your booking is for accommodation only for up to 8 bedrooms, the following terms and cancellation policy will be applicable from the date the confirmation has been issued:

**All cancellation charges are INC VAT

4. Cancellation by the hotel:

The hotel will offer the client alternative accommodation of equivalent or superior standard within reasonable proximity of the original hotel. Any additional cost in accommodation will be incurred by the hotel. When a suitable alternative is offered, no compensation or other claim will be paid in addition.

5. What are the payment terms?  

Credit facilities must be pre-arranged, requested at the time of booking and are provided at the venue’s discretion.  

Unless credit is agreed, the venue could request a deposit for the event 

Credit accounts must be paid within 30 days of date of invoice or interest will be charged at 2% above base rate per month or part-month thereafter. 

In some circumstances (such as, but not limited to large events, weddings, block bookings, prime time bookings) deposits or pre-payments may be required. Any such payments required will be requested at the time of booking by the venue and will be non-refundable. Balance of payment is due to the hotel based on final invoice no later than 14 days prior to arrival.

All extras requested during the event will be charged to your account / payment card unless you instruct the venue in writing and in advance not to do so.  

By signing this contract, you agree to the venue’s payment terms, which were set out to you in writing prior to this contract. 

The hotel and/ or BWH Hotels Leisure Groups reserve the right to cancel a reservation if payment is not received by the due date, in which case cancellation charges as set out above will apply.

6. Hotel responsibility

• If the hotel is unable to safely accommodate the needs of the person concerned, the hotel reserves the right to decline or cancel the reservation.
• Hotels that show the Disabled Facilities symbol in their entry have had their facilities inspected by an approved independent inspector e.g. Tourism for All, or regional tourist boards.
• Hotels that do not have this accreditation may still have facilities for disabled guests.
• Clients are strongly recommended to check with either BWH Hotels, Leisure Groups or the hotel directly before booking to ensure the chosen hotel can meet all requirements.

7. Force Majeure:

Except where otherwise expressly stated in these conditions, neither BWH Hotels nor the hotel will have any liability where the performance or prompt performance of our respective contractual obligations is prevented or affected by or you otherwise suffer any damage or loss of any description as a result of “force majeure”. In these conditions, “force majeure” means any event which BWH Hotels or the hotel could not, even with all due care, foresee or avoid. Such events may include war or threat of war, riot, civil strife, actual or threatened terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire and all similar events outside BWH Hotels or the hotel’s control.

8. Hotel’s Liability:

• The hotel does not accept responsibility for loss of or damage to any items of value (including but not limited to cash, jewellery, and electronic items such as laptops, cameras and phones) unless deposited with the reception desk for safe keeping.
• The hotel is entitled to rely on the limitations of liability for lost or damaged property contained in the Hotel Proprietors’ act 1956, a copy of which will be displayed in reception. Where applicable, the hotel’s maximum liability for lost or damaged property is limited to £50 per item and £100 per guest.
• Unless otherwise advised, the hotel has no plans for refurbishment, but this situation may change.
• Any refurbishments or removal of facilities will be notified by the hotel to BWH Hotels Leisure Groups and clients directly prior to arrival

9. Indemnity & Insurance 

You will indemnify us (together with our employees, agents and suppliers or sub-contractors), for any loss or damage we may suffer because of any actions, lawsuits, demands, claims, liabilities, taxes, losses, settlements from any 

• (i) breach and agreement 
• (ii) unlawful acts 
• (iii) negligent acts or omissions or 

• (iv) will misconduct, caused by you, your agents or Event subcontractors. 
• For Corporate events only. You must at your cost and expenses, obtain and maintain, in full force and effect during the agreement and for the duration of the event, insurance covering the risks in section 9 as well as public liability and third part liability insurance for at least £5,000,000 (five million pounds) per occurrence. 

10. Conduct 

• BWH Events Team reserve the right to refuse any request at their discretion. 
• BWH Events Team reserve the right to cancel bookings if they consider in their absolute discretion that it may be poor business practice to proceed with the booking 
• The venue reserves the right to object to the employment by you of any photographer, toastmaster, band, musician, entertainer, or other person in connection with any event. It is your responsibility, where appropriate, to comply with all requirements of the Performing Rights Society in respect of any music played or musician employed. Noise limitations may apply at some venues. 
• The venue’s name/logo may be used in publicity only once; a proof of the promotional material has been agreed directly with the venue. 
• The venue must comply with certain licensing and statutory regulations and requires you to fulfil their obligations in this respect. 
• The bedroom accommodation is available from 14.00 on the day of arrival and must be vacated by 10.00 on the morning of departure unless specific alternative arrangements have been agreed.   
• It is the policy of the venue not to discriminate on the grounds of race, colour, creed, sex, marital status, age, ethnic origin, or disability. The client, its employees, guests, and all sub-contractors engaged by, or on behalf of the client are expected to adhere to this policy and the venue may, without incurring any liability, remove from the venue any person offending against this policy. 

• You accept responsibility for any damage or loss caused by you or any member of your party. Full payment for any such damage or loss must be paid direct at the time to the venue. 
• You and the Venue both agree that the Law and local jurisdiction of the country in which the venue is situated will govern your contract and agree that any dispute, claim or other matter of any description which arises between you and the venue will be dealt with by the Courts of the relevant country. 

12. BWH Events Team Responsibilities  

BWH Events team act only as an intermediary in respect of all bookings taken and/or made on your behalf. BWH Events team accept no liability in relation to any contract you enter into or for any hotel services or arrangements you purchase or for the acts or omissions of any venues or other supplier(s).  

If you have any complaints concerning any services BWH Events team provide, you must inform them straight away in writing and in any event within 28 days of the end of any arrangements booked through them. BWH Events team regret they cannot accept any liability if they are not so notified.  

BWH’s Events team maximum liability to you if they are found to have been at fault in relation to any service they provide (as opposed to any service provided by any venue or other supplier for whom they are not responsible) is limited to the commission they have earned or are due to earn in relation to the booking in question.  

BWH Events Team do not exclude or limit any liability for death or personal injury which arises as a result of its negligence or that of its employees whilst acting in the course of their employment.  

13. Brochure and Website accuracy  

Please note, the information shown on bestwestern.co.uk website may have changed by the time you come to book your arrangements. Regrettably errors do occasionally occur. You must therefore ensure you check all details of your chosen arrangements with the hotel or your agent at the time of booking.  

Addendum:

Free place policy:  

• One free place per every 20 full paying passengers (based on final operated numbers) on same meal basis as group, based on single occupancy for driver and/or tour leader use only.
• Limited to a maximum of 2 free places per group.

Rates:

• Group rates apply to a minimum of 9 rooms.
• If numbers fall below 9 rooms, unless previously agreed, hotel has right to amend prices accordingly.
• Rates are net and are inclusive of service and VAT at the current rate.
• Breakfast, when included, consists of buffet style
• Dinner, when included, consists of a three course, three choice table d’hote menu, (to include 1 vegetarian option) with tea or coffee.

Children:

• Up to 2 children under 12 years stay free of charge when sharing existing room.
• All meals to be paid for as taken directly with the hotel.

Behaviour:

• Clients accept responsibility for any damage or loss caused by any member of your group. Full payment for any such damage or loss must be paid direct at the time to the hotel.
• The hotel is entitled to exclude or remove any guest who causes damage, danger or distress or otherwise behaves in an inappropriate manner.

Meal Stops:

• Meal Stops are defined as: non-accommodation bookings. Services supplied relate exclusively to dining only.
• Update on numbers will be required 10 days prior to arrival. Final numbers must be advised 2 clear working days prior to arrival.
• Cancellation deadline, for the whole booking without incurring charges is set at 10 days prior to arrival. A maximum of 3 places can be cancelled without incurring charges up to 2 clear working days prior to arrival.
• Free place policy for Meal Stops is 1 free place per 12 full paying passengers, limited to a maximum of 2 free places per group

Coach Friendly Charter at participating hotels:

• No supplement will be charged for single bedded rooms.
• The driver and or tour guide will be upgraded on arrival if available.

ON ARRIVAL:

• Your coach will receive a personal welcome from the hotel on arrival which will include an introduction to the hotel to include items such as dining times and guidance on whom to contact should your guests require assistance during their stay.
• Rooms and keys will be ready and made available for collection on arrival.

MEALS:

• Breakfast served in either the hotel’s restaurant or private room.
• Dinner menu and vegetable choice will change daily and will not be named group/tour menu or similar.
• Dinner will be taken in the main restaurant, unless room size dictates this is not possible or requested differently at the time of booking.
• The dinner menu will consist of a choice of a minimum 3 starters, 3 main courses (to include 1 vegetarian option) and 3 desserts using locally sourced produce if possible. Please advise of any specific dietary requirements
• Tables will be no larger than 8 and will include tables for 2 and 4 people where possible.
• Jugs of iced tap water and tea & coffee will be provided with dinner free of charge.

21.5         ON DEPARTURE:

• Your passengers will receive a personal farewell from the hotel
• All bookings will be subject to the standard BWH Hotels terms and conditions for group bookings

Best Western Rewards ‘Rewards Rates’ – Important information

Members of Best Western Rewards® (“Rewards Members”) can access exclusive discounted rates (“Rewards Rates”) for Best Western hotels in GB when they book via the following channels: 

• Best Western GB website (www.bestwestern.co.uk) 
• Best Western call centre  
• Direct with the hotel (currently this is restricted to bookings over the phone and at the front desk at hotels. The exclusive Rewards rates will be rolled out to individual hotel websites later in 2017)

The Rewards Rates offer a discount of at least two percent (on average the discount will be five percent) against the equivalent public Flexible and Advance (Saver Prepaid) rates. For both rate types, the discount is applied to Room Only, B&B rates and DBB where available. The Dinner, bed & breakfast prices includes a 2 or 3-course table d’hôte evening meal with coffee. Selected hotels offer a à la Carte allowance as an alternative to the set evening meal.  

• Bookings of more than 3 rooms will need to be booked via the Call Centre (0800 393130)
• The rates are available only to Best Western Rewards members. Customers can sign up for free to Rewards during the booking process
• The Rewards Rates may not be combined with other promotions, offers or discounts, and is not valid for existing reservations or groups
• Rewards Rates do not apply to qualified transient rates such as government, negotiated rates or other third party negotiated rates and promotions

Instant Rewards

Just one two night stay should earn you enough points to redeem for a £5 gift card. This is based on Based on the average Rewards booking value of £166.37 (Apr-Dec ’16), the exchange rate as at 16/02/17 (£1.00 = $1.25) and the current redemption cost of a £5 high street voucher (2,000 points)

Get your 11th stay free

Earn points to put towards free stays.

After just 10 stays you should have enough for a free night. Based on the average Rewards booking value of £166.37 (Apr-Dec ’16), the exchange rate as at 16/02/17 (£1.00 = $1.25) and most frequently used points redemption level for a free night (20,000 points, based on all redemptions Jan to Sept 2016)

Best Western Rewards – Important information

Best Western Rewards members may earn and redeem points, subject to the terms and conditions of the Rewards Programme. For full terms and condition for Best Western Rewards visit the Best Western Rewards® Terms & Conditions of Membership on this page

Best Western Low Rate Guarantee

Best Western offers customers a Low Rate Guarantee. For more details and T&Cs please click here

These Terms and Conditions (“Terms”) are effective as of July 7, 2020 (“Effective Date”) and govern the BWH Hotels Planners Advantage℠ programme (“Planners Advantage”).

Best Western International, Inc. (“BWI”) operates Planners Advantage as part of the Best Western Rewards^® loyalty programme (“BWR^®”) and the WorldHotels Rewards℠ loyalty programme (“WHR℠”).  

Participation in Planners Advantage is subject to these Terms and the terms and conditions of the BWR programme and the WHR programme.

Void where prohibited by law.

Individuals who are members of BWR or WHR and who book, or plan meetings and events (“Planner” or “you’) can earn BWR points or WHR points (as applicable, “Points”) and other benefits for qualifying events (described below) at participating hotels.  Not all hotels participate in Planners Advantage.  Please inquire with the hotel to confirm that the hotel participates in Planners Advantage.

 1. Enrolment in BWR or WHR

You must be enrolled in either BWR or WHR to receive the benefits described in Section 4  (the “Planners Advantage Benefits”), including earning Points in either BWR or WHR.   You will not receive Points or other Planners Advantage Benefits for any qualifying event booked or held prior to you becoming a member in BWR or in WHR. You do not need to be a registered guest or attend the qualifying event to receive Planners Advantage Benefits.

2. Qualifying Events

A qualifying event is an event or meeting that is booked from 1st June 2025 by the Planner through the BWH Venues Desk or direct to the participating hotel.  An event booked through a 3^rd party – e.g. via a Corporate Travel Agent does not qualify. 

The Planner must provide their BWR or WHR membership number in the applicable contract for the qualifying event indicating that the Planner wishes to earn Points for the event. 

A qualifying event will not include: (i) any booking of guest rooms, regardless of the number of guest rooms, that is booked in any manner other than in accordance with these Terms, (ii) any booking of guest rooms that are complimentary, (iii) complimentary meetings or meeting charges, or (iv) previously contracted events.

Qualifying event attendees who are BWR members or WHR members will not earn Points for their stays if their individual room bills are paid through a master account.

Multiple events or meetings that the same entity holds on the same date(s) at the same participating hotel will count as one qualifying event.

3. Qualifying Charges

Qualifying charges include room revenue, meeting room rental, catering food and beverage ordered from the participating hotel and paid for on the master account. 

Qualifying charges do not include taxes, gratuities, service fees, cancelation charges, attrition charges, outside vendor or supplier charges (even if such outside third-party vendor or supplier charges are identified in the event contract or included in the master account for the qualifying event), complimentary rooms, meeting event credits or special discounted programmes, any attendee incidentals including individual meals and beverages, or other expenses.  

In the event the number of sleeping room nights, meeting rental fees and/or applicable food and beverage charges actually used/incurred during a qualifying event vary from the number of sleeping room nights, meeting rental fees and/or applicable food and beverage charges set forth in the applicable event contract, then the Points awarded will be based upon the number of sleeping room nights, meeting rental fees and applicable food and beverage charges actually used/incurred.

4. Planners Advantage Benefits

You will earn two (2) Points in either BWR or WHR for each $1.00 U.S. Dollar spent for qualifying charges after the master account for the qualifying event has been paid in full. There is a maximum of thirty thousand (30,000) Points available for each qualifying event per planner (“Maximum Bonus Points”).

Points will be rounded up to the nearest whole number of Points. Gold, Platinum, Diamond, and Diamond Select Bonus Points cannot be earned through Planners Advantage.

In order to calculate Points for qualifying charges that are paid for in currencies other than U.S. Dollars, BWI will first convert the amount of the payment to U.S. Dollars using a reasonable conversion rate, as determined by BWI, no less than annually and in its sole discretion but based on officially published conversion rates, and then calculate the Points based on the converted payment amount.

Redemption of Points is subject to the  BWR Programme terms and conditions and  WHR Programme terms and conditions.

You are responsible for any taxes imposed on the Points and other Planners Advantage Benefits.

5. Additional Terms and Conditions

By participating in Planners Advantage, any Planner who books on behalf of an employer, client or any other third party (each, a “Group”) agrees to (i) notify the Group of any Planners Advantage Benefits, including Points, the Planner receives in connection with Planners Advantage; (ii) comply with all applicable gift or incentive policies of that Group; and (iii) comply with all applicable laws, rules and regulations.

By participating in Planners Advantage, each Planner agrees to indemnify, defend, and hold harmless BWI, the participating hotel, and their respective affiliates and subsidiaries from and against any and all claims asserted by any third party arising from your failure to comply with these Terms. 

Notwithstanding anything to the contrary contained in these Terms, (i) each participating hotel reserves the right, in its sole discretion, to decrease the number of Points to be awarded, or to award no Points, in the event that the qualifying charges generated from a qualifying event decreases by more than thirty percent (30%) from the total amount of qualifying charges contemplated by the applicable event contract; (ii) Points will not be awarded on complimentary rooms, meeting event credits or special discounted programmes.

BWI reserves the right to change or terminate Planners Advantage or any of the Terms at any time without notice. Use of Points is subject to the terms and conditions of the BWR Programme and the WHR Programme which are subject to change at any time without notice. Visit bestwestern.co.uk for  BWR Programme terms and conditions. Visit worldhotels.com for  WHR Programme terms and conditions.

Void where prohibited by law.

This Incentive is open only to Best Western® branded hotel employees who are members of the Best Western Insider Programme (“Insider Programme”); 18 years of age or older as of the date the incentive is awarded; and have a valid email address in their Best Western Rewards account (“Eligible Participant(s)”). Individuals who satisfy all the requirements except the age restriction must provide written parental consent to be eligible. Eligible Participants must be Best Western branded hotel employees as of the date the incentive is awarded. This Incentive is void where prohibited by law, and subject to all federal, state, local, provincial, and municipal laws and regulations. Eligible Participant is responsible for any and all applicable taxes associated with any prizes awarded. Best Western International, Inc.’s decisions with regard to this Incentive (e.g., a decision to preclude a particular Best Western branded hotel employee from participation) shall be final and binding in all respects. Incentive may not be able to be combined with certain other incentives, offers, or promotions. Incentive is subject to cancellation or change without notice.

Each Eligible Participant who (1) completes a guest’s Best Western Rewards enrolment in the Property Management System or Member Web using the Eligible Participant’s own credentials and (2) enters his or her three digit employee ID during the guest enrolment process (“Qualified Enrolment”), will earn 250 Best Western Rewards points for the guest’s first “eligible stay” following enrolment. Only one incentive will be earned for each Qualified Enrolment, regardless of how many rooms were attached to a guest’s “eligible stay” or the total number of “eligible stays”. Enrolment of existing or duplicate Best Western Rewards members or any fraudulent enrolments or registrations shall not qualify.

Each Eligible Participant who (1) satisfies the requirements in the foregoing paragraph and (2) enters a valid email address for the enrolee's new Best Western Rewards account, will earn an additional 250 Best Western Rewards points.

The maximum number of Best Western Rewards points that may be earned through this Incentive for each Qualified Enrolment is 1,000 for OTA enrolments. Best Western Rewards points earned through this Incentive will post to an Eligible Participant’s Best Western Rewards account within four weeks after the guest’s Best Western Rewards points post to his or her Best Western Rewards account.

An “eligible stay” for the purposes of this Incentive is defined as any stay (i.e., one or more consecutive nights at the same Best Western branded hotel) with the exception of a stay booked through an online travel agency, a stay booked through a tour operator, and a stay booked at a special discounted rate (see Best Western Rewards programme  rules for further information on eligibility criteria). Only one (1) check-in/check-out permitted per eligible stay.

All potential Eligible Participants are subject to verification by Sponsor. Best Western International, Inc. and its representatives are not responsible for lost, misdirected, mutilated, or illegible enrolments or any other error or malfunction of lost, misdirected, mutilated, or illegible enrolments.