THC Terms and Conditions for Group Bookings 2023

THC reserves the right to modify or cancel any booking in the event of circumstances beyond its control. If such a situation arises, we will make every effort to promptly notify you and provide alternative options that are available.

The organizer is responsible for making payments and providing the necessary information within the agreed-upon timelines.

Charges & Payments:

• Deposit

In order to secure your accommodation, a non-refundable deposit of 20% is required at the time of booking for stays of 1 to 7 nights, or a 40% deposit for stays of 8 nights or more.

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.

If payments are delayed, The Highbury Centre has the right to cancel the reseravtion.

Cancellation Terms:

• Cancellation Policy for Bookings Made More Than One Month Before Arrival:
  
  1. Cancellation of 1 to 7 nights:

In the event that you cancel All or Part of your Accommodation with more than one month’s notice, a cancellation fee of 20% will be charged. This fee will be calculated based on the total cost of the rooms being cancelled and will be applied to the final invoice. It is important to note that this cancellation fee only applies to accommodation bookings.

             2. Cancellation of 8 nights or more:

For group bookings lasting 8 nights or longer, a cancellation fee of 40% will be charged for the cancelled nights.

We kindly request that you review and understand our cancellation policy for bookings cancelled more than one month before the scheduled arrival date.

• Cancellation Policy for Bookings Made Less Than One Month Before Arrival:

For bookings that are cancelled less than one month before the scheduled arrival date, the following cancellation fee will be applied to the final invoice: 100% of the total value of the cancellation, which includes accommodation and meals.

Please take note of our cancellation policy for bookings cancelled within one month of the intended arrival date.

In the event that you need to cancel your booking within one month of your intended stay, we will make every effort to transfer your reservation to an alternative date within the same year. However, if this is not possible or suitable for your circumstances, the full fee will be required.

To ensure your peace of mind, we strongly recommend obtaining comprehensive insurance coverage that includes cancellation protection. This will help protect your booking in the event of unforeseen circumstances that may prevent you from honoring your reservation.

• 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:

• a telephone payment using
  • a debit/credit business cards - 1.9% of transaction charge added to the deposit
  • a debit/credit personal cards – 0.9 % transaction charge will be added

• a BACS payment using your booking invoice number. You can find our bank details in the invoice.

For BACS payments, please send email confirmation to our office at groups@thehighburycentre.org so that we can trace your payment.

Privacy Policy:

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

Accomodation 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 paln to leave in the afternoon.  However, you are welcome to continue utilizing the other public areas in the Center 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.

Insurance and Risk Assessments:

• Organiser/ leader(s) of the group are responsible for ensuring that your organisation has effective arrangements in place, including insurance and risk assessments:
  • for any activities that you may be conducting whilst at The Highbury Centre and for these to be available for inspection
  • 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 have public liability insurance against claims of personal liability or damage caused through negligence during a hiring event. We require that you obtain such insurance before using these premises.
• Same for personal injury or death resulting from its or its employees’ or agents’ negligence or wilful default, The Highbury Centre accept no liability for any death or injury to any persons attending functions or for any loss or damage to any property belonging to such persons. The Highbury Centre also accepts no responsibility for injury to people attending the function nor for any items brought into the premises.
• Furthermore, organisations are responsible for conducting their own Risk Assessments before using the premises since 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.

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.