Payments and Schedules
Bookings made more 12 weeks in advance of arrival date
A provisional booking can be held for up to a maximum of 7 days without payment.
To confirm, a deposit of 20% of the total booking value is required. Your first payment will confirm acceptance of the group booking terms and conditions stated in this document. The full balance is due 8 weeks before arrival.
Bookings made within 12 weeks of arrival date
A provisional booking can be held for up to a maximum of 4 days without payment.
The total booking value must be paid at least 8 weeks before arrival.
For Group Bookings Hurtwood Hostel will require you to confirm final group numbers no later than 8 weeks prior to arrival. Hurtwood Hostel will, where applicable, send you an invoice for all payments at least two weeks before the payment due date, based on the latest guest numbers provided.
If payment is overdue at any stage, Hurtwood Hostel reserves the right to remove any free leader places, discounts, eligibility for sole use of a hostel or cancel your booking.
A Group Booking can decrease in total guest overnights by up to 15% up to 12 weeks before arrival without incurring a cancellation fee. Thereafter any additional decreases in total guest overnights will be considered a cancellation and the cancellation charges below will apply. Cancellation charges will be calculated on total booking cost including additional services or supplements.
Please keep Hurtwood Hostel informed of your latest guest numbers throughout the booking period so that accommodation is not being held unnecessarily.
Cancellation
Please notify us immediately of any cancellations. Our cancellation charges depend on the notice period given and are shown below:
| No. of days before arrival | Cancellation Charge Payable |
| more than 84 days | Any deposits already paid |
| 84 – 56 days | 35% of the total cost of your booking |
| 56 – 28 days | 50% of the total cost of your booking |
In the unlikely event it becomes necessary to change your Booking, in total or in part, we will inform you as soon as is reasonably possible of any necessary changes. You will have the choice of:
- Accepting the changed arrangements
- Rearranging your booking to alternative dates.
- Cancelling your Booking and receiving a full refund of all payments made
- 1. Exclusive Hire/Sole Use
1.1 Exclusive Hire/Sole Use bookings are entered into on the understanding that at any point during your stay, the number of guests does not exceed the Hurtwood Hostel’s maximum capacity of 40.
1.2 When booking Exclusive Hire/Sole Use you are not permitted to re-hire the Hostel or otherwise transfer your Booking to any other party unless you are an Approved Travel Agent Company.
1.3 When you place a booking as an Approved Travel Agent Company and you plan to re-hire the Hostel or otherwise transfer your booking to another party, you must notify us of your intention to do so.
1.4 If we suspect that you are re-hiring the Hostel or otherwise transferring your booking to another party and you are not an Approved Travel Agent Company, we reserve the right to immediately decline, cancel or terminate your booking and/or refuse entry to or remove you and/or the associated party from the Hostel.
1.5 You must ensure you are aware of and are up to date with the current Government guidance on gatherings in self-catering accommodation. In making a booking with Hurtwood Hostel you are agreeing to adhere to the relevant Government guidance that applies at the time of your stay.
1.6 You are considered to be the lead booker, you must be over 21 years old and must be staying for the duration of the Exclusive Hire/Sole Use booking.
1.7 The lead booker will be required to have a valid form of photo ID throughout your stay. Accepted forms of ID include a current passport (mandatory for non-UK residents), services ID, driving licence or student identity card.
1.8 As lead booker you are responsible for the payment of the booking, the safety of the group, the general housekeeping of the Hostel during the stay and to report any shortcomings, damage or missing items immediately to the hostel staff. Any damage caused to the Hostel or equipment lost, damaged, broken or stolen during the occupancy will require payment before you leave, unsuitable substitutes are not accepted.
- 2. Group Bookings
2.1 Group bookings must have a nominated Group Leader, who is responsible for making and overseeing the booking, including financial and legal responsibility.
2.2 Leaders accompanying the Group are responsible for the safeguarding, discipline and behaviour of their Group, this includes ensuring children/young people are supervised at all times whilst at the hostel, including the grounds. Leaders are responsible for all damage caused by their action or inaction, or the actions or inactions of those in their Group.
If the behaviour of any member of the group (including leaders) is considered likely to cause danger, damage or offence, we reserve the right at our reasonable discretion to cancel or terminate a stay at the Hostel completely.
2.3 The group leader is responsible for the cost of any damage caused by yourself or your group during your stay at the Hostel, appropriate charges must be paid prior to departure. Should any such behaviour halt or interrupt our ability to continue to trade any bed, room or other product, you will be responsible for compensating us in full for all losses directly incurred. Such behaviour or damage may lead to civil or criminal proceedings where appropriate. Furthermore by these terms and conditions you agree that we may at our discretion take a £200 pre authorisation on your credit or debit card as a security bond towards damage caused by you or your group to our property during your stay (for the avoidance of doubt such bond will only be claimed in the event of damage as referred to above).
2.4 We do not allow adults from educational establishments and youth groups to share bedrooms with children under the age of 18. The exception to this is where a child’s health or wellbeing would prevent them from staying with us otherwise, for example carers. We will require confirmation in writing that the parent or guardian of the child has provided written
consent naming the adult they permit to share with the child or Young Person.
2.5 Groups shall not offer for sale to the general public (or publicly advertise the sale of) our Hostel facilities or services without our prior written agreement.
2.6 Sole Use of the Hostel may be offered by us but will be subject to explicit agreement at the time of placing your order. Unless specifically highlighted in the Booking Confirmation you will not be entitled to, nor should you expect sole-use of the Hostel and grounds. In the case of placing an order for the booking of the Hostel on a sole-usage basis you may be asked to pay for a minimum number of beds or be charged an additional supplement. These conditions will be agreed and confirmed prior to issuing you with a Booking Confirmation. Please note, sole-usage will not be guaranteed should the number of paying guests reduce below the agreed minimum number at a later date. If Sole Use is released, any Sole Use supplements or surcharges are subject to cancellation fees set out above.
A booking relating to the Sole Use of a property shall only be accepted on the understanding that the total number in your party shall not exceed the total number of beds available at the Hostel.
- 3. Camping
3.1 On arrival, please report to the Hostel reception before pitching. Arrival is between 4pm and 8pm, departure is 10am, prior to your stay please inform the hostel of your arrival time. Please note that we are unable to allow under 16-year olds to camp at our site without adult accompaniment.
3.2 Tents can only be pitched in the designated camping area.
General
- 4. Check In/Out
4.1 Check in is from 4pm and check out is by 10am, it may be possible to amend these times – please contact the hostel to request possibility and cost.
- 5. Bedrooms
5.1 The beds will be made up with a duvet and cover, sheet, pillow and pillowcase in each room you have booked.
5.2 We do not provide towels.
5.3 Please do not take mattresses and chairs out of the rooms.
5.4 On the morning of your last day of staying with us please remove the duvet cover, pillowcase and sheet and leave them in the corridor outside your room, and empty the bins.
5.6 Please ensure that heaters are switched off when either going out or departing on your last day.
- 6. Self-Catering Kitchen
6.1 Hostel guests will have exclusive use of the self-catering kitchen at all times. It has 2 electric cookers, 2 microwaves, 2 toasters, 2 kettles, 1 fridge freezer, 1 freezer and 1 fridge. It does not have a dishwasher; washing up liquid, cloths and tea towels are supplied.
6.2 There is enough crockery (plates, side plates, bowls and mugs), cutlery and glasses for 50 people, as well as 3 cafetieres and 12 glass jugs. In addition there is a range of cooking utensils (including knives), saucepans, frying pans, large stock pots and oven trays.
6.3 Please ensure the kitchen is left in a clean and tidy condition; all items used are washed and put away, surfaces wiped down, bins emptied and rubbish put in the large dumpster bins at the entrance to the car park etc., failure to do so that results in additional cleaning by the hostel staff will be charged at £60 per hour.
6.4 Please ensure that all cookers, lights and fans are switched off when either going out or departing on your last day.
- 7. The Dining Room
7.1 Between 9am and 5pm the dining room will be shared with our café guests, between 5pm and 9am hostel guests will have exclusive use of this area. Please ensure the dining room is left in a clean and tidy condition each evening.
7.2 The use of candles, incense burners, indoor fireworks, dry ice/smoke machines etc. is strictly prohibited.
7.3 The furniture in the dining room must not be removed or rearranged.
7.4 Decorations are not permitted unless special permission has been given and confirmed in writing.
7.5 From 9am the hostel staff will be preparing the dining room for the day ahead, this may involve hoovering, mopping and wiping down surfaces etc.
- 8. Smoking
8.1 The hostel is a no smoking/vaping building, there is a smoking area at the end of the hostel, please do not smoke in doorways or under windows where smoke can enter the building and trigger the fire alarm.
- 9. Events
9.1 You must seek special permission from us in writing before making a booking if you wish to hold any kind of event where the number of guests exceeds the bed capacity and/or you wish to bring any additional equipment or temporary accommodation to the Hostel (including additional cooking equipment, sound systems such as decks, tents, marque, gazebos etc.). We reserve the right to terminate the hire immediately should this take place without our prior written consent.
- 10. Noise
10.1 We do have neighbours in the near vicinity and therefore require minimal noise outside from 9pm onwards and inside the hostel from 11pm.
10.2 We reserve the right to reject guests who are deemed as causing unnecessary disturbance, noise and associated behaviour which affects the peaceful enjoyment of other guests.
- 11. Campfires
11.1 Open fires and ground level barbecues are not permitted. The use of generators is also not permitted on our sites. Cutting or damaging trees and other vegetation is strictly prohibited and we request that all campers respect the natural conditions of, and around, the campsite.
11.2 Disposable BBQs and Camping Stoves must not be used inside or near the entrance to tents, pods or cabins due to the risk of Carbon Monoxide
- 12. Social Spaces
12.1 When using social spaces within our Hostel yourself and your party are responsible for following any advice or guidance which is set out for guests to follow, this will ensure the safety of yourself, your party and other guests staying in our property along with our staff.
- 13. Licencing Laws
13.1 Under licensing laws our staff are responsible for the behaviour of guests on licensed premises, any person(s) acting in a way that contravenes this law will be asked to leave immediately.
- 14. Dogs
14.1 Dogs are permitted at our property.
14.2 You must tell us at the time of booking if you wish to bring a dog to one of our properties. An extra charge will be made per dog for the duration of the stay with a maximum of 4 dogs permitted per booking.
14.3 No other domestic pets or animals are permitted at our property.
14.4 Highly trained assistance dogs are permitted at our property. You must notify us at the time of booking if you wish to bring a highly trained assistance dog with you which can stay with us free of charge.
- 15. Delay or failure to perform
15.1 We will not be liable to you if we are prevented or delayed in the performing of any of our obligations to you if this is due to any cause beyond our reasonable control including (without limitation): an act of God, explosion, flood, fire or accident, war or civil disturbance, strike, industrial action or stoppages of work, any form of government intervention, a third party act or omission.