The Porth Avallen Hotel
Group Bookings - Terms & Conditions
Thank you for your interest in The Porth Avallen Hotel.
Clients are invited to read these provisions and note their responsibilities, arrangements for payments, cancellation terms and limitations of liability of The Porth Avallen Hotel.
1.1 In these conditions:
“Arrival” means the date on which the Services are the be provided or shall start to be provided by The Porth Avallen Hotel;
“Booking Agent” means the person or organisation to which The Porth Avallen Hotel has agreed to provide the services in accordance with these Terms;
“Client(s)” means the person(s) that the Booking Agent represents, specifically those that will be using the Services of The Porth Avallen Hotel and may include the Booking Agent;
“Contract” means the contract for the provision of the Services including these Terms as appropriate and as agreed in writing between the Booking Agent, the Client(s) and The Porth Avallen Hotel;
“Departure” means the date on which the Services provided have concluded, the Client(s) depart The Porth Avallen Hotel and the final, complete payment of the bill is settled;
“Guarantee Card” means the card details offered by the Booking Agent when the booking is confirmed with which authority is granted to The Porth Avallen Hotel to take monies for Services, deposits and any other necessary payments;
“Services” means the provision of accommodation, room hire and/ or supply of food and beverages and other Services by The Porth Avallen Hotel for the Client(s) described in writing by The Porth Avallen Hotel and on its website or in its brochure;
“Terms” means these terms and conditions.
1.2 The headings in these Terms are for convenience only and shall not affect their interpretation
2. General Information
2.1 Rooms will be ready from 3pm on arrival day and should be vacated by 10am on the day of departure. Please advise us if you are likely to arrive before 3pm and we will do our best to ensure accommodation is prepared earlier, though this may incur further cost.
2.2 Please advise us of any late arrival after 6pm. Arrangements can be made to allow check in after this time, though these may incur further costs.
2.3 Breakfast is served between the hours of 07:15 and 09:15 each morning.
Dinner is served between the hours of 18:15 and 21:30 each evening.
Arrangements can be made to cater outside of these times with prior notice and at extra cost.
3.1 Rates are agreed by The Porth Avallen Hotel at the time of enquiry. The Porth Avallen Hotel reserves the right to alter the agreed rates if the Booking Agent deviates from the initial enquiry.
3.2 Rates offered in the Contract are confidential between The Porth Avallen Hotel and the Booking Agent/ the Client(s). They are not to be disclosed under any circumstances to any party outside of the Booking Agent
3.3 Rates offered in the Contract are non-commissionable unless otherwise stated. Unless an alternative agreement has been made, The Porth Avallen Hotel offers no commission.
4. Provisional Reservations, Confirmation of Reservations
4.1 If The Porth Avallen Hotel confirms the reservation, the Contract is conditional on the Booking Agent supplying credit/debit card details as a Guarantee Card and the authority for charges to be deducted in the event that charges must be applied due to breach of these Terms by the Booking Agent or the Client(s).
5. Supply of Services
5.1 The Porth Avallen Hotel shall provide the services to the Booking Agent and their Clients subject to the Contract.
5.2 The Booking Agent shall at its own expense supply The Porth Avallen Hotel with all necessary data or other information relating to the Services required within sufficient time to enable The Porth Avallen Hotel to provide the Services in accordance with the Contract.
6. Payment and Payment Schedule
6.1 Details of a Guarantee Card must be offered to The Porth Avallen Hotel at the time the booking is confirmed by the Booking Agent.
6.2 A non-refundable deposit of 10% is required at the time of booking.
6.3 A further non-refundable payment of 40% of the total booking cost is required 3 months prior to the arrival date.
6.4 If the booking is made with an arrival date of less than 3 months, a 50% non-refundable deposit must be made at the time of booking.
6.5 The remaining balance must be settled no later than 30 days prior to the arrival date.
6.6 The bill, including sundries, extras and additional charges, (unless alternative arrangements have been confirmed in writing to the Booking Agent by The Porth Avallen Hotel) must be settled before Departure of the Client(s). It is the responsibility of the Booking Agent to inform the Client(s) of their responsibility in payment of any sundries, extras and additional charges prior to Arrival.
6.7 In the event that payment is not received before Departure, The Porth Avallen Hotel will issue a bill to the Booking Agent for the amount owed. If an agreement of payment has not been made 14 days after Departure, The Porth Avallen Hotel will take payment from the Guarantee Card.
6.8 Please be aware that due to changes in recent bank policies we no longer accept payment via American Express or cheque or accept an American Express card as a Guarantee Card.
7. Additional Charges
7.1 The costs of any damages caused by the Client(s) are the responsibility of the Booking Agent. The Porth Avallen Hotel will issue a bill itemising the damages and the costs incurred and take payment from the Guarantee Card.
7.2 It is the sole responsibility of the Booking Agent to remunerate these charges from the Client(s).
7.3 Smoking within The Porth Avallen Hotel premises, including the use of e-cigarettes and vapour cigarettes, is strictly prohibited. A standard charge of £100.00 per offense will be charged to the Guarantee Card.
8.1 Cancellations must be sent in writing to The Porth Avallen Hotel.
8.2 Upon receipt of cancellations, The Porth Avallen Hotel will always confirm in writing. Until that cancellation confirmation is received by the Booking Agent, The Porth Avallen Hotel is unaware of the cancellation.
8.3 All payments made by the Booking Agent or the Client(s) are non-refundable.
9. Variation in Services Required
9.1 Any variation in numbers, accommodation and food and beverage requirements specified for the Services or other changes or additions must be agreed by the Booking Agent and The Porth Avallen Hotel in writing.
10.1 When The Porth Avallen Hotel supplies the Services which include any services supplied by a third party, The Porth Avallen Hotel does not give any warranty, guarantee or other term as to their quality, fitness for purpose or otherwise, but shall, where possible, assign to the Booking Agent the benefit of any warranty, guarantee or indemnity given by the party supplying the Services to The Porth Avallen Hotel.
10.2 The Porth Avallen Hotel shall have no liability to the Booking Agent or the Client(s) for any loss, damage, costs, expenses or other claims for compensation arising from any instructions supplied by the Booking Agent or the Client(s) which are incomplete, incorrect, inaccurate, illegible, out of sequence or in the wrong form, or arising from the Client(s) late arrival or any other fault of the Booking Agent or the Client(s).
10.3 Except in respect to death or personal injury caused by The Porth Avallen’s negligence, or as expressly provided in these Terms, The Porth Avallen shall not be liable to the Booking Agent or the Client(s) by reason of any representation (unless fraudulent), or any implied warranty, condition or other term, or any duty at common law, or under the express terms of the Contract, for any loss of profit or any indirect, special or consequential loss, damage, costs or expenses (whether caused by the negligence of The Porth Avallen Hotel, its servants or agents or otherwise) which arise out of or in connection with the provision of the Services or their use by the Client(s), and the entire liability of The Porth Avallen under or in connection with the Contract shall not exceed twice the amount of The Porth Avallen’s charges for the provision of the Services for each booking, except as expressly provided in these Terms.
11.1 The Porth Avallen may (without limiting any other remedy) at any time terminate the Contract by giving written notice to the Booking Agent if the Booking Agent or the Client(s) commits any breach of these Terms, or if the Booking Agent goes into liquidation, becomes bankrupt, makes a voluntary arrangement with its creditors or has a receiver or administrator appointed.
12. Please Note
12.1 All Booking Agents and Client(s) are also subject to the standard terms and conditions of The Porth Avallen Hotel, as are noted on our website: www.porthavallen.co.uk
13. Confirmation of Understanding
13.1 Please complete and return the Contract to The Porth Avallen Hotel. By signing you accept as, or on behalf of, the Booking Agent all Terms and provisions in the Contract and confirm that all details herein are understood.
On behalf of The Porth Avallen Hotel
To be completed and returned to The Porth Avallen Hotel by the Booking Agent or the Client
Date of Receipt
Signature Print Name