Our agreement with you and incorporation of terms

When you make a booking for accommodation you enter into a legally binding agreement with us. This agreement is formed as soon as We have processed Your payment. However, any purchases are subject to payment card verification and other security checks and Your transaction may be cancelled if it has not passed Our verification processes. This agreement for the provision of Accommodation is subject to these Terms and Conditions so please read them carefully.

Please also note that bookings for hotel type/short stay accommodation are exempt from statutory cancellation rights and you are not entitled to cancel your Accommodation Booking after purchase, (other than as outlined below).

1. Definitions

In these terms and conditions the following words will have the following meanings:

  • ‘Agreement’ means this Agreement between You and Us for residential accommodation at the Venue which incorporates the terms and conditions outlined below
  • ‘You’ means the person entering into this Agreement ‘Your’ or ‘Yours’ shall be interpreted accordingly
  • ‘Us’ means the University of Bath and ‘We’ or ‘Our’ shall be interpreted accordingly
  • ‘Booking confirmation means the document described in clause 2.1 below
  • ‘Booking’ means the booking made by You for the Accommodation for a period of time from the Arrival Date as specified in the Booking confirmation document
  • ‘Venues’ means Our premises known as Eastwood, Brendon Court, Polden Court, Westwood (Quarry,Mendip, Cotswold, Derhill, Quantock, Wolfson), Solsbury Court, Marlborough Court, Woodland Court and John Wood, Carpenter House (or such of these as are available from time to time)
  • ‘Accommodation’ means the residential accommodation at the Venues which is hired to You and the Guests on the terms of this Agreement
  • ‘Arrival Date’ means the date from which the Accommodation will be provided to You
  • ‘Guests’ means the persons who will occupy the Accommodation under the terms of this Agreement

2. The Offer of Accommodation

2.1 After We receive an enquiry from You for Accommodation We will contact You confirming details of the Accommodation which We can offer to You including:

  • the dates for which You require the Accommodation
  • the number of rooms required
  • the nightly rate for each room required and total price of the Accommodation required
  • any special requirements which You have notified to Us in accordance with clauses 2.5

Confirmation of the specific venue will normally be provided subsequently nearer to the conference date.

2.2 Please ensure you read these terms and conditions carefully as they form part of our contract with you. By ticking the online box and completing your booking you will be confirming that you have read and accepted these Terms and Conditions. Full payment will be required at time of booking.

2.3 If You want to make any changes to your booking or cancel it after you have made the booking You can do so yourself online through the Event Booking Website, until shortly before the event date, when the details held on the system have been downloaded for use by the organiser After that time the event booking website will display details about how to contact the organiser and all requests for changes to the a booking should be made by email. In such a case we will let you know if the change is possible.

2.4 If You or any of the Guests have a disability which means that You or any of the Guests need special provision or any adjustments to be made to accommodate You or any of the Guests at the Accommodation then We need You to notify Us of this when You first enquire about the Accommodation. We will contact You to discuss the special provisions that We are able to provide to You or the Guests and You must ensure that these are suitable for Your or the Guests’ needs at that stage. In the event that the Accommodation provided to You is not suitable for Your or the Guests’ needs (contrary to any special provision/adjustment that we had agreed in the Booking Confirmation) then You may cancel this Agreement at any time without liability to Us and the cancellation charges as outlined in clause 4.1 shall not apply.

2.5 If You or any of the Guests have any special requests regarding the Accommodation (‘the Special Request’) then You must notify Us of these when You first enquire about the Accommodation. The Special Request will be noted in the Booking confirmation. We will use our reasonable endeavours to try to accommodate any reasonable Special Requests but we will not be under any obligation to do so. Indeed, all rooms, equipment, furniture and facilities at the Venue will be provided.

3. Our Agreement

3.1 These terms and conditions form part of the legal Agreement between us.

3.2 This Agreement will take effect once We have received a completed booking form and full payment from You and it expires immediately after you vacate the Accommodation/check out of the Accommodation.

3.3 These terms and conditions are the only terms of the Agreement and replace any previous agreement or understanding.

3.4 This Agreement is between You and Us and You may not transfer Your rights under it to any other person or organisation.

3.5 We cannot enter into an Agreement or accept a Booking from any person who is under the age of 18 however children under the age of 18 may be Guests provided that You comply with the provisions of clause 8.1(d).

4. Cancelling and amendments to this Agreement

4.1 If you wish to cancel your confirmed booking You must notify Us in writing or by telephone not less than seven days before the arrival date. If you cancel the accommodation less than seven days before the arrival date then we reserve the right to impose a cancellation charge upon you equal to the cost of accommodation for one night which will be payable in accordance with clause 6.3.

4.2 If you wish to amend the terms of your booking we will try to accommodate reasonable requests and where changes are accepted we will notify you in writing.

4.3 At Our discretion We may make an additional charge for amendments made at Your request but these will be agreed with you in advance.

4.4 We may on rare occasions have to make changes to the Accommodation or to provide Accommodation at a different Venue where this is necessary. This could occur for example if a room or venue was unable and could not be used because of unexpected fire damage or if a utility such as our gas or electricity supply was interrupted/down, or due to some ‘act of God’.

4.4 If we have to make minor changes to the Accommodation we may do so and We will simply ensure that the Accommodation with which You are provided is equivalent or similar to the Accommodation specified in the Booking confirmation and you are not disadvantaged as a result.

4.5 If however, we need to make a major change to the Accommodation We will email or telephone You to notify You of this as soon as possible and You will be provided with the following options:

(a) accepting the changes to the Accommodation

(b) changing Your Booking so that We provide either different Accommodation or Accommodation at a different Venue; or

(c) cancelling Your Booking and receiving a full refund of all sums paid to Us in advance of such cancellation.

Please note however, if we refund you in accordance with (c) above, we will only refund you the accommodation costs that you have paid to us. We will not be liable for any additional costs or losses of any kind that you may have incurred such as travel costs/the costs of food or other consequential loss (i.e. loss of earnings etc.). All refunds will be provided promptly and in any event within seven days of the date of the cancellation of the Booking. You must notify Us within seven days of Our email or telephone call of the option which You wish to accept. If You wish to change Your Booking We will send you an amended booking confirmation. In the event that We do not hear from You within seven days of Our Booking confirmation We will assume that You wish to cancel Your Booking and receive a full refund of all sums paid to Us in advance of such cancellation. We will write to You confirming the cancellation and Your refund.

5. Cancellation by Us

5.1 We may cancel the booking without any liability for any loss suffered by You if You have not paid Us for the Accommodation in accordance with clause 6.2.

5.2 (a) We may in certain unforeseen circumstances (such as if we experienced unexpected fire damage; if a utility such as our gas or electricity supply was interrupted/down, or due to some ‘act of God’), have to cancel the Booking and if this occurs We will notify You verbally as soon as possible and confirm the cancellation in writing within three days.

(b) If You have paid any sums to Us in advance of such cancellation We will refund such sum to You with the written notice of cancellation or You may elect to change Your Booking to an alternative date in which case We will send You an amended booking confirmation specifying the new Arrival Date. Please note however, if we refund you in accordance with (b) above, we will only refund you the accommodation costs that you have paid to us. We will not be liable for any additional costs or losses of any kind that you may have incurred such as travel costs/the costs of food or other consequential loss (i.e. loss of earnings etc.).

5.3 We reserve the right to provide facilities different from those detailed in the Booking confirmation and will use our best endeavours to ensure that any facilities provided are equivalent or similar to those detailed in the Booking Confirmation and that you are not disadvantaged as a result.

6. Payment and Price

6.1 When You return the completed booking form to Us You must provide full payment for the Booking as specified in the Booking confirmation We will deduct the full amount of the Booking as specified in the Booking confirmation from Your credit or debit card at the time of booking.

6.2 We reserve the right to deduct from your credit/debit card any additional charges incurred by You under this Agreement. For the avoidance of doubt this includes (but is not limited to) sums which may become due as a result of the following acts on your part or the part of a Guest:

  • failing to return your keys by 10am on the day of departure (see clause 7.2 below)
  • losing the keys to the accommodation (see clause7.3 below)
  • improper use of fire equipment (see clause 8.1 e below)
  • damage caused to the accommodation (see clause 8.2 below)

6.3 If payment is unable to be taken at the time of booking your booking will not be processed.

6.4 The price of the Accommodation set out in the Booking confirmation will not be changed after this Agreement has come into effect in accordance with clause 3.2.

7. Accommodation

7.1 The Accommodation will be available to You after 2.00 p.m. on the Arrival Date. Keys to the Accommodation will only be released after We have received full payment for the Booking in accordance with clause 6.1 and 6.2. Nearer to the event date specify the arrangements for collecting the keys to the Accommodation will be emailed to you.

7.2 All Accommodation must be vacated by 10.00 a.m. on the date of departure and the keys to the Accommodation must be returned to the Accommodation Services Centre or such other location as may be notified to You. If you do not return the keys by 10.00am on the date of departure then we reserve the right to charge you in full for a sum equal to the cost of the accommodation for one night. Failure to remove possessions and/or equipment from your room amounts to a failure to vacate within this clause.

7.3 Extensions to bookings will only be possible with Our agreement and full payment will be required.

7.3 If You lose keys to the Accommodation in which you are staying the UoB reserve the right to charge You or a guest the full cost of replacement keys and/or door furniture.

8. Your Obligations

8.1 You will be responsible for ensuring that:

(a) the number of persons in any room does not exceed its recommended maximum capacity

(b) the behaviour of You and the Guests on Our premises is appropriate and acceptable. If You or the Guest’s behaviour could objectively be regarded as unreasonable, antisocial or otherwise unacceptable or likely to endanger the health and safety of yourself, the Guests or others or the well-being and enjoyment of others We may exclude You or the Guests from the Accommodation or from the Venue

(c) You and the Guests cause as little disturbance as possible to Our staff and students or others who may be resident or working at or near the Venue

(d) any children under 18 years of age using the Accommodation are properly supervised. If children arrive at the Venue without proper supervision We reserve the right to refuse access to the Venue and if any child could objectively be regarded as not properly supervised We may ask them to leave the Venue until such time as proper supervision is available

(e) You must read and comply with the fire notices at the Venue. You must only use the fire equipment in the Venue in the event of an emergency. We reserve the right to charge You for our costs incurred due to negligent or improper use of fire equipment at the Venue by You or the Guests

(f) Neither You or the Guest may bring pets into the Venues or the Accommodation. If You or one of the Guests have a guide dog which You or they need to bring to the Accommodation You must notify Us of this in advance so that special arrangements can be made for yourself or the Guest and the guide dog

(g) the Guests are familiar with and understand the provisions of this Agreement and You are responsible for ensuring that they comply with its terms

(h) taking all reasonable steps to ensure that the personal property of You and the Guests is kept safe and secure whilst You and the Guests are at the Accommodation including locking doors and windows when the Accommodation is unoccupied and not leaving items otherwise unattended; and

(i) You and the Guests must comply with Our regulations which apply to the Venue and the Accommodation with all reasonable requests and instructions of Our employees

8.2 You are responsible for the rooms, furniture, furnishings and equipment in the Accommodation and the Venues. You must ensure that on the date of departure all furniture and equipment has been returned to the original location upon arrival. Any damage caused by Your or the Guests’ neglect or default may result in a charge to You of the cost of rectifying this damage and these sums may be deducted from your credit/debit card immediately. If such damage prevents the Accommodation or Venues being used whilst the damage is repaired then You may also be charged for any revenue which We lose during this period ‘Lost Revenue Costs’, (we will of course take steps to minimise any such losses). We will invoice You for any Lost Revenue Costs and if you fail to pay such invoice the amount owed shall be recoverable as a debt.

8.3 You and the Guests will leave the Accommodation at or before the end of the Booking. In the event that You or the Guests do not leave the Accommodation at the end of the Booking We reserve the right to charge You at our standard daily rate for the number of days which You or the Guests remain in the Accommodation after the end of the Booking. These sums may be deducted from your credit/debit card immediately. We also reserve the right to invoice You for the revenue which We lose during this period and for our costs including legal costs and management time which We incur as a result of You or the Guests continuing to occupy the Accommodation after the end of the Booking ‘Overstaying Costs’. We will invoice You for any Overstaying Costs and if you fail to pay such invoice the amount owed shall be recoverable as a debt.

8.4 In clause 8.1(d) We will only take steps to ask children to leave the Accommodation if the children involved could objectively be regarded as:

  • causing or likely to cause damage to the Accommodation or the Venue
  • causing or are likely to cause harm to themselves or other people at the Venue; or
  • causing or are likely to cause disruption or a nuisance to other people using the Venue

8.5 You may request written reasons for any decision taken by Us under clause 8.1 within seven working days of the date of the decision. If You are unhappy with any decision which We take under clause 8.1 You may refer the matter to the Sales and Customer Service Manager for determination.

Our Liability

9.1 We accept responsibility if You or a Guest are injured or die as a result of Our negligence. We will not limit this responsibility.

9.2 We also accept responsibility for damage to physical property owned by You or a Guest arising from Our negligence. However, we are not responsible for any loss or damage to physical property resulting from your failure to comply with clause 8.1(i)

9.3 Subject to clause 9.1 above, We do not accept responsibility for any other loss or damage suffered by You or any Guest resulting from:

  • 9.3.1 any losses that were not foreseeable to both You and Us when this Agreement was entered into
  • 9.3.2 any losses that were not caused by Our negligence or any breach by Us of this Agreement
  • 9.3.3 loss of business, revenue or profits, other financial loss or wasted expenditure, corruption or destruction of data or for any indirect or consequential loss suffered by You

10. Insurance

10.1 We strongly recommend that you obtain insurance which will cover your obligations under this contract including the payments due on cancellation by you. It is your responsibility to ensure that the insurance cover you purchase is adequate for your particular needs.

10.2 You should ensure that Guests are aware of the terms set out in this Agreement and take out their own insurance cover as necessary.

10.3 If you or any member in your party causes any loss damage or injury to any person or to Our property you will compensate Us for any loss claim or liability We suffer as a result.

11. Parking

11.1 You or a Guest may park cars in Our car parks provided they pay the appropriate fee and display an authorised parking permit. Blue Badge holders may park in the designated parking spaces free of charge. We cannot guarantee parking spaces which are subject to availability and on a first-come first-served basis. Persons using vehicles on Our sites do so at their own risk and We will not accept responsibility for loss or damage to them or their contents, (unless such loss or damage is caused as a result of Our negligence).

Complaints Procedure

12.1 In the event that You or the Guests experience any problems with the Accommodation or the Venue or wish to make a complaint then You must notify the Beds@bath Office at the address set out in clause 13 below as soon as possible. We request that any complaints are brought to Our attention during your stay and We will use our reasonable endeavours to resolve the matter as soon as possible.

12.2 If a problem with the Accommodation or the Venue which You have reported in accordance with clause 12.1 or Your complaint is not resolved to your satisfaction during Your stay at the Accommodation then within 14 days of Your date of departure We request that You write to Kevin McCormick, Sales and Quality Manager at the Beds@bath Office at the address set out in clause 13 below setting out Your complaint and all relevant information relating to it. We will use Our reasonable endeavours to resolve the matter as soon as possible.

13. Communications

13.1 If You wish to contact Us with regard to this Agreement Our contact details are as follows:

Conferences, Events and Guest Accommodation Office,
Accommodation Services Centre,
The University of Bath,
BATH,
BA2 7AY
Tel: 01225 386622
Email: guestaccommodation@bath.ac.uk

13.2 All communications to Us in relation to this Agreement must be in writing sent by email to the email address above. We will contact you at the email address set out in the Booking confirmation unless You notify Us in writing of an alternative address.

14. General

14.1 We will not be liable to You for Our failure to perform any of Our obligations in this Agreement if that failure is due to circumstances which are genuinely beyond Our control, (for example if we are let down unexpectedly by a supplier and this was not foreseeable). Although in any such case, we will inform you as soon as we can about the problem, and use all reasonable endeavours to minimise any inconvenience caused to you.

14.2 If You break any of the terms of this Agreement but We choose not to exercise Our rights or delay in exercising Our rights this does not mean that We cannot exercise those rights after the delay or at a later date if You break the same terms again.

14.3 If We break any of the terms of this Agreement but You choose not to exercise Your rights or delay in exercising Your rights this does not mean that You cannot exercise those rights after the delay or at a later date if We break the same terms again.

14.4 For the avoidance of doubt nothing in this Agreement shall confer on any third party any benefit or the right to enforce any term of this Agreement.

14.5 If a court or applicable administrative body decides that any term of this Agreement is invalid or incapable of being enforced it will be deleted from this Agreement but the rest of this Agreement will take effect as if it had never existed. In these circumstances We will try to agree with You on a suitable replacement for the deleted term.

14.6 Our agreement is under the laws of England and Wales but You are not prohibited from starting proceedings in the courts of any part of the UK.