Accommodation Terms and Conditions

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Please speak to your STA MICE Executive if you need to cancel a space or make any amendments as soon as possible. Please be aware that due to all proposals being tailor made specifically for your requirements, change amendments are not always possible and our suppliers are unable to refund any payments that have been made to them.




The estimated charges payable to STA Travel are set out in the Events Schedule and are based on the agreed rate(s), room(s) booked and anticipated Function guest numbers. Any additional services, rooms, refreshments, meals or VAT (at the prevailing rate) are included only if specified. A minimum length of stay, number of guests, spend, deposit, Cancellation Charge and other conditions may apply to certain rates, as specified. All bedroom rates quotes are based on single occupancy with breakfast included.


The client agrees to guarantee/settle any potential incidental costs that may emerge during the period of the event(s) if not settled by guests on departure, such as extra Food and Beverage, or any other product or service supplied by the Hotel. STA Travel will advise guests of their responsibility to settle all additional bills prior to check out and will advise all hotels contracted on allocation that STA Travel will not take responsibility for any additional charges unless agreed in writing with the client organising the allocation.


The bedroom rates are quoted based on the stated amount of rooms and exact date. In case of change of the dates or amount of rooms reserved, the hotel reserves the right to review the rates and availability of rooms. Please be aware that upon check-in guests may be required to leave a deposit per room as cash or credit card pre-authorisation to cover any incidentals. Check-in: 15:00 hrs Check-out: 12:00 hrs If any attendees are expected to arrive prior to the stated check-in time, the hotel does not guarantee an early check-in, but will attempt to make any rooms available on a preferential treatment basis. (first come first served basis).


- 28 days prior to the event, any uncancelled room’s will be released without penalty to the client. After that will be 100% charged. Any unnamed rooms will automatically be released 28 days prior to arrival.


In the unlikely event that the Hotel have to cancel your booking, the Hotel will refund all advance payments made, but will have no further liability to The Client or guests. The Hotel may only cancel if: 1. Any part of the Hotel is closed or unavailable due to events beyond our control 2. The booking, the persons associated with the booking and/or the purpose of the meeting might damage the reputation of the Hotel or STA Travel.


The cost of room drops, and porterage is not included in the accommodation rates set out in the Booking Agreement. If any Client or Guest requires this service, they should contact the hotels directly not less than 28 days prior to arrival. Additional charges will be charged for the provision of this service and will be payable by the guests upon departure.


The Client shall indemnify and keep the Hotel & STA Travel and its directors, officers, employees, agents, representatives, successors and assigns fully and effectively indemnified from and against the full amount of any and all damages, proceedings, liabilities (including tax liabilities), demands, expenses, losses, compensation, fines, penalties, awards, claims, actions, proceedings, judgements, decrees, orders, directions, costs (including legal costs) and expenses (together with any amount in respect of value added tax) of whatsoever nature, howsoever arising (including, without limitation, any professional fees, charges or expenses (together with value added tax thereon as aforesaid) incurred in investigating, obtaining advice with respect to, or resisting or appealing any fines, penalties, awards, claims, actions, proceedings, judgments, decrees, orders, directions, liabilities, losses, costs or expenses) suffered or incurred by the Hotel or which the Hotel become liable for, as a result of any negligent act or default of the Client or any Guest, arising directly or indirectly as a result of the Booking. Save in respect of death or injury caused by negligence, the Hotel shall not be liable for any loss or damage to property owned by, or in the custody of, the Client, or its guests, employees, agents or others. The Client is advised to arrange adequate insurance cover. The Client will not arrange for or accept the supply or provision of any goods or services at the Hotel by any other person except with the Hotel’s prior written consent.


Where the Hotel has car parking: - a) All car parking shall be charged at the prevailing rates and any charges incurred or payable by the Client or the Guest, as the case may be, shall be settled in full prior to departure unless the Client has an authorised credit agreement in place with the Hotel in which case any charges will be invoiced to and payable by the Client in the manner specified in paragraph 7a); b) Any car parking will be subject to availability at the time it is required and will be made available on a “first come, first served” basis. Neither the Hotel nor the Hotel can or does guarantee availability; and c) The Hotel will not accept any liability for loss or damage to guests, possessions or vehicles, whether parked in the car park of the Hotel, any car park recommended by the Hotel or the Hotel or any other local car park


A young person is classed by the Hotel as a person under the age of 18, If a person under the age of 18 arrives at the Hotel they will not be permitted to stay unless accompanied by an adult. As such, young people must be accompanied by a responsible adult at all times while they are in the Hotel and young people must not enter the Hotel bar without adult supervision with the exception, for example, of school parties, where a number of supervisory adults are present on the same floor and this ratio is agreed with the hotel.


a) All Rooms have a maximum adult occupancy as follows: (i) Single: 1 adult only; (ii) Double, Twin or Family; 2 adults only; (iii) Triple 3 adults only. b) The Hotels have a limited number of rooms suitable for guests with disabilities. It is the responsibility of the guests to specify whether they require such a room when completing the registration form online. c) If any Guest, or any member of any Guest’s party, smokes in a Room or anywhere within a Hotel where smoking is prohibited, the Hotel reserves the right to charge the Guest such sum as it is required to expend for specialist cleaning of the Room to make the Room fit for a no smoking environment.


With the exception of assistance dogs, no pets are allowed in the Hotels.


It is the Hotels policies that all Guests have the right to be treated with dignity and respect and as responsible hotel proprietors the Hotels believe that it has a duty to its Guests and staff to protect them from inappropriate behaviour. Consequently, we feel bound to advise all guests that such behaviour will not be tolerated. Guests are expected to conduct themselves at all times in an orderly and acceptable manner and not to disrupt the quiet enjoyment of other Guests. The Hotels reserve the right to terminate this Contract and the Booking at any time if the Hotels deems (acting reasonably) that any Client or any of its directors, employees or guests or any Guest is acting in an inappropriate manner including, but not limited to, i. creating an inappropriate level of noise; ii. drunken or unruly behaviour; or iii. any behaviour which other guests or staff of the Hotel find offensive in any way. b) In the event of the Hotels terminating any Bookings pursuant to paragraph above, the Guest shall be required to vacate the Hotel(s) immediately and will be held liable for all damage or loss caused by guests or any Guest, which shall be settled in full before departure.


In the unlikely event that the Client or Guest has a problem during their stay it must be brought to the attention of the Hotel’s management at the time to ensure that the Hotel has an opportunity to rectify the problem before departure.

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Oxford BIOEM 2020
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