Group Terms & Conditions

Accommodation is offered subject to availability at the time of receiving confirmation and payment of a non-refundable deposit and subject to these terms and conditions.  When confirming a booking to you we will usually write (or e-mail) with details of the accommodation that we are offering specifying the dates, the approximate number of people, the number of each room type and the per person price. If we have noted any special requirements for your booking we will include them in the confirmation.   Please check this carefully and if there are any discrepancies please let us know as soon as possible.   We make every effort to meet your booking requests but we reserve the right to offer alternative arrangements where necessary.

 The person who makes the booking is responsible for ensuring that all the members of their party understand the terms and conditions of the booking.

Free Places

Our usual policy is 1 free place for 30 paying adults (which means that the 31st place is free); or 2 free places for 48 or more paying adults (which means that the 49th and 50th places are free).

Prices

Prices quoted include VAT.

Deposit

We request that you confirm to us in writing or by e-mail that the arrangements that we have offered are suitable and send this to us with a deposit of £20.00 per person (or £250.00 for booking made by a coach firm).  This accommodation will then be held for your group.

We will keep in touch with you regarding the numbers and room requirements.  Approximately three months before the arrival date we expect you to send us an update on your expected final numbers with a list of names and their bedroom requirements so far.

Payments may be made by cheque (payable to “The Arlington Hotel”) or by debit/credit card or direct payment to our bank (Account in the name of Whitehall Hospitality Ltd at Barclays Bank, sort code 20-11-39 account number 10592358.  Please quote your booking reference on the payment).  There is a 2% charge for credit card payments but no extra charge for debit card, cheque or direct payment into the bank.

Balance Payment of Holiday

The terms quoted are special rates for a group booking on the condition that full payment is received at least 28 days prior to arrival.  At least one month before the arrival date we will issue an invoice for the balance less deposits already received.

 

Releasing Accommodation

Reduction in group numbers without sufficient warning can make re-selling accommodation impossible resulting in significant losses and the imposition of cancellation charges.  To avoid this arising we will contact you regularly to review how bookings are going and we request that you keep us informed.

Three months prior to arrival (on the basis of your expected final numbers) if there are rooms that have not been allocated to anyone then we reserve the right to sell the group’s un-sold allocation to our other customers.  Any further bookings after this time will be on a request basis subject to availability.  Accommodation released at this time will not be subject to any cancellation charges providing that it is no more than 50% of the total booking.

Cancellation by you or anyone in your group

In the event of accommodation that you have reserved being cancelled we reserve the right to retain any deposit paid and in addition apply cancellation charges as shown below:

Cancellation notice before arrival date Amount of cancellation charge
2 days or less Full Holiday Cost
3 days to 13 days 75% of holiday cost
14-27 days 50% of holiday cost
4 weeks or more 20% of holiday cost

 

Cancellation charges also apply where a cancellation results in under occupancy of a room, for example, where there is one person in a twin or double room.

 

In the event that we have to change or cancel your booking, we reserve the right to do so. You may (a) accept the changed arrangements as notified, (b) make an alternative arrangement with us or (c) cancel your booking and receive a full refund of any money you have paid to us in respect of this booking.

 

Parking

The hotel has its own car park but spaces are limited and cannot be guaranteed.  Where offered parking arrangements will be specified on your confirmation.   Generally for a group of 30 or more this will allow for free parking of a coach or of up to 5 cars (the space allocated for a coach occupies 5 car parking spaces).   Parking for cars in addition to a coach or for more than 5 cars cannot be guaranteed.  Charges for parking will apply at the prevailing rate.   Access for emergency vehicles and deliveries may be required at any time so when the hotel is busy and the car park is full you may be asked to park elsewhere.  There is parking on the road outside the hotel and there are several public car parks within 200 yards of the hotel (charges apply).

 

Vehicles are parked at the owner’s risk.  The management accepts no responsibility for loss or damage to property or vehicles left in the car park.   When the hotel is busy parking is not normally available before 2pm on the day of arrival or after 11am on the day of your departure.

 

Insurance

We strongly recommend that you encourage members of your group to take out travel insurance to cover any charges or other costs incurred in the event of unforeseen cancellation.  Details of insurance which may be appropriate are enclosed with your confirmation. This policy provides protection for deposit and cancellation charges in advance of the holiday and also covers you for the holiday period for medical, emergency, personal accident and also loss of personal property.