Leisure Group Booking Conditions (9+ rooms)

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