General Booking Conditions
1. If you Cancel
Cancellations can be very costly for a hotel. To keep prices competitive,
Best Western Hotels have a cancellation policy. Cancellations made over 12 weeks
before the date of the conference or meeting may incur a cancellations charge of up to 25%
of the total booking value. Cancellations made 12 weeks before the date of the conference
or meeting will incur a cancellation charge on the total booking value as shown below.
6 to 12 weeks 25%
4 to 6 weeks 50%
Less than 4 weeks 75%
In every case, if the hotel is able to re-let the room(s), the resulting revenue will be
deducted from the cancellation charge,
2. Number of guests attending
i) If you give the hotel at least 2 weeks notice, you can reduce the original number of guests
attending by up to 15% without any charge. However, any reduction in numbers over 15% will incur the cancellation charges in item (1) above which will apply pro-rata.
ii) Within the 2 week period before the date of the conference or meeting, the hotel will
accept up to a 5% cancellation on the original numbers, but anything over that will be charged at the agreed per guests rate.
3. Payment Terms
i) unless you have credit facilities with the hotel, a deposit of £250.00 will be required to
confirm a reservation.
ii) If you have a credit arrangement, the amount is due for payment 28 days after invoice
date. If it is not paid by that time, the hotel reserves the right to charge interest at 1.5% per month on the outstanding balance.
4. Use of the Hotel
i) If you are planning to bring electrical or other equipment into the hotel eg. amplification,
lighting etc., please check with the hotel first and make sure it complies with the 'Electricity at Work' regulations
ii) Care needs to be taken on the use of anything which may be construed as hazardous or
dangerous. If there is a safety risk on anything you may want to bring into the hotel, please discuss it with the hotel.
iii) Please ask the hotel if you wish to stick things to the walls, floors and ceilings.
5. Cancellation by Best Western Hotels
The hotel reserves the right to cancel the booking if;-
i) any part of the hotel is closed or otherwise unavailable because of the events outside the
ii) Either party becomes insolvent or, in the case of an individual, become subject to a
iii) The booking may damage the reputation of the hotel.
In these circumstances you are entitled to get any advance payments back, but the hotel
would not have any other liability.
i) It is agreed that you are not acting on behalf of someone else
ii) Any equipment or item specifically requested by you will be
charged to your account.
Date of Function________________________________________________________