The Highbury Centre - Terms and Conditions for Group Bookings

We kindly ask you to review and understand our cancellation policy before making a booking or paying a deposit.

The Highbury Centre reserves the right to modify or cancel a booking only in the event of unforeseen circumstances beyond our control (for example, maintenance issues, emergencies, or other situations that affect our ability to host guests safely). Should this happen, we will contact you as soon as possible and do our best to offer suitable alternative arrangements.

Charges & Payments:

• Deposit

In order to secure your accommodation, a 25% is required at the time of booking. 

Please be aware that if payments are not received within 14 days, The Highbury Centre reserves the right to release the reservation.

• Final Payment

The Final payment is to be settled no later than one month (30 days) before the date of arrival, or at the time of the booking if this is within that one-month period.

The organiser is responsible for making payments and providing the necessary information within the agreed-upon timelines. If payments are delayed, The Highbury Centre has the right to cancel the reservation. 

Cancellation Terms:

• Booking Cancelled More Than One Month Before Arrival:

If a group cancels all or part of their accommodation with more than one month’s notice, a cancellation fee of 25% will apply. This fee is calculated based on the total cost of the cancelled nights and will appear on the final invoice.

Additional Nights and Amendments
If additional nights are added to the same booking, they will be treated as an extension of the original reservation and will follow the same Terms & Conditions. Cancelled Nights cannot be transferred or credited toward additional nights, future stays, or other bookings.

Separate Bookings
Each booking is treated as an independent reservation. Deposits or payments from one booking cannot be transferred or applied toward a different booking, even if it is for the same group or organisation.

• Booking Cancelled Less Than One Month Before Arrival:

For bookings cancelled less than one month before the scheduled arrival date, a cancellation fee of 100% of the total cost of the cancelled rooms (including accommodation and meals) will apply. 

To safeguard your booking, we strongly recommend obtaining comprehensive travel insurance with cancellation protection, which will help protect your group from unexpected changes that may affect your stay.

Transfer of Entire Booking – Terms & Conditions

In the event that you need to transfer your entire booking to alternative dates within the same calendar year due to unforeseen circumstances, The Highbury Centre will make every reasonable effort to accommodate your request, subject to availability.

Please note that we cannot guarantee that a transfer will be possible. If no suitable alternative dates can be found within the same calendar year, the transfer request will be considered a cancellation, and our cancellation policy will apply accordingly.

Partial transfers (such as moving or cancelling only some rooms or nights) are not permitted and will be treated as a cancellation under cancellation terms.

• Refunds:

We would like to inform you that in cases where the cancellation occurs less than one month before the intended arrival date, no refunds or reductions will be provided for accommodation and meals that have been paid for but not utilized. . It is important to note that we cannot offer refunds in the event of travel delays or cancellations, regardless of the reason. We kindly request  your understanding and cooperation regarding this policy.

Payment Methods:

We accept payments as follows:

• BACs / Wire Transfers: You can find our banking details at the bottom of the invoice. The payment should be made in pounds, as specified on the invoice.

• Card Payment: If you are paying by CREDIT CARD, please email to groups@thehighburycentre.org All credit card payments must be made by telephone.

Privacy Policy:

We do not store credit card details nor do we share customer details with any third parties.

Accommodation Booking:

• To ensure a smooth arrangement, we kindly request that you provide us with The Full Names of all participants and their respective room allocations at least one month prior to the arrival date.
• Children or Infants in the Group
  • You must notify us before reserving rooms if children or infants are in the group. Not all our rooms are spacious, or family sized and you may need to book another hotel for a family. 
  • Please remember that parents are responsible for their children at all times while they are present in The Centre. We kindly ask that you ensure children are supervised and not left unattended at any time.
• Guests with Special needs or Disabilities
  • If any guests in your group have special needs or disabilities, we kindly request that you inform us prior to making room reservations. 

Conference Booking:

• Full names of participants must be sent to us in writing no less than 14 days prior to arrival. It is the organiser’s responsibility to inform us about:
  • exact number and name of participants
  • conference schedule
  • any special needs or dietary requests
• In order to comply with food hygiene regulations, only food and drink supplied by The Highbury Centre may be consumed on the premises.

Changes in the Booking:

• Any group related extension or cancellation should be initiated in writing by the group organiser.
• If a member of the group wishes to extend their own stay and pay for it individually, the extra nights should be deposited with credit/debit card payment by the participant. We can only extend this way if the leader already has sent us the names of the members.
• Any double bookings caused by miscommunication between the group leader and members will have to pay the full amount for the number of nights booked.

Check-in & Check-out Times:

Rooms will be available from 3pm on the day of your arrival. If your arrival is after 10pm you have to notify us in advance.

Guests are requested to vacate their rooms by 10.00am on the day of departure even if you plan to leave in the afternoon.  However, you are welcome to continue utilizing the other public areas in the Centre during that time.

Parking:

If you arrive by car, you need a Parking Permit to park on the street. This can be provided upon arrival for £20.00 refundable deposit (in cash/per vehicle). It is the group organiser’s responsibility to inform members about parking.

Damage and Liability:

Guests and visitors will be liable for the cost of repair or replacement of any damage caused to THC property, grounds for which they are personally responsible.

The owner of any equipment or valuables brought onto the premises, including cash, computers, and cables, assumes full responsibility for them. Please note that THC's insurance does not provide coverage for such personal belongings.

Smoking: 

In accordance with legislation no smoking is permitted in The Highbury Centre. If guests are not compliant, then The Highbury Centre will have the right to charge a fixed penalty of £50.

Data Protection:

Personal information provided by guests is stored securely in the Centre`s records system and will be used solely for the Centre`s purposes. It will not be passed on to anyone else.

The Contract:

This contract, formed when we confirm your reservation, is between you and us. No other person shall have any rights to enforce any of its terms, whether under the Contracts (Rights of Third Parties Act) 1999 or otherwise.

Your Rights:

If you are a non-business customer, you have certain rights under consumer protection legislation. Nothing in these terms and conditions is intended to affect those rights.

Insurance and Risk Assessments:

• Insurance and Risk Assessments

The organiser/leader(s) of the group are responsible for ensuring that your organisation has effective arrangements in place, including appropriate insurance and risk assessments:

• for any activities that you may be conducting whilst at The Highbury Centre, and for these documents to be available for inspection on request;
• to ensure the safeguarding of any children, young people, or vulnerable adults within your group whilst staying at or visiting The Highbury Centre.

It should be noted that The Highbury Centre does not provide public liability insurance for claims of personal injury or damage caused through negligence during a hiring event. You are required to obtain such insurance before using the premises.

Organisations are responsible for conducting their own risk assessments before using the premises, as hirers are responsible for any accident or injury arising out of the activity for which they have booked the premises. It is the responsibility of the hirer to ensure that the premises are safe for the purposes for which they intend to use them.

Our Liability

We accept liability for death and personal injury arising from our negligence or that of our employees and agents. We do not seek to exclude our liability for fraudulent misrepresentation by us or our employees or agents.

We do not accept liability for theft of or damage to any personal property (including any cash, computers, phones, cables, earphones or any other equipment or valuables) owned, or brought on THC property, by any guest except where any such theft or damage is found to have been caused by an employee of THC.

We do not accept liability for failure to meet any of our obligations where such failure is due to events beyond our reasonable control.

If we breach these terms and conditions for reasons within our control we shall only be liable for losses that are direct losses and a reasonably foreseeable consequence of such breach.

Save as prohibited by applicable law, we shall not be liable whether in contract, tort (including negligence) or for breach of statutory duty, or in any other way, for any indirect or consequential losses including:

• loss of income, sales, or revenue;
• loss of business/ business interruption;
• loss of profits or contracts;
• loss of anticipated savings;
• loss of data;
• loss of reputation and/or goodwill; or
• wasted management or office time.

Where we are liable to you (save as prohibited by applicable law) our maximum liability to you whether in contract, tort (including negligence) or for breach of statutory duty shall in no event exceed the price of your reservation unless the Hotel Proprietor's Act 1956 applies, in which case our liability will be limited to the maximum prescribed under that Act.

This contract shall be governed by the laws of England and Wales. No failure or delay by us in exercising any of our rights under this contract shall be deemed by a waiver of that right. The provisions of these terms and conditions are severable and distinct from one another, and, if at any time any provision is or becomes invalid, illegal or unenforceable, the validity, legality or enforceability of the provisions shall not be in any way be affected or impaired.