Astley Bank Hotel & Conference Centre
Terms & Conditions
These are the terms and conditions that apply when you reserve a room at the Astley Bank hotel or one of our digital channels (such as our website, mobile site or app).
We reserve the right to amend these terms and conditions at any time and you should therefore check them each time you make a reservation. The terms and conditions applying to your reservation will be those in place on the date that you make your reservation.
Additional terms apply to your use of our digital channels whether or not you make a reservation through them. These are published on the relevant digital channel.
To reserve your room please follow the instructions on the website, mobile site or app (as applicable).
You must be at least 16 years old to make a reservation.
You will need to provide your credit or debit card details to secure your reservation. Astley Bank accepts Visa, MasterCard, American Express and Diners Club to secure a reservation.
Astley Bank Business Account customers may also secure their reservation using their Astley Bank Business Account Card. The rules of the Astley Bank Business Account scheme will apply to reservations made with an Astley Bank Business Account Card.
Please check that the details of your reservation are complete and accurate before you confirm your reservation. We will not be liable for any delay or non-performance if you provide us with incorrect information.
We will confirm our acceptance of your reservation by sending you an email to the email address that you provide during the reservation process. The contract between us for the provision of your room and any additional services added to your reservation will be formed when you receive this email confirmation from us.
If you think that there is a mistake in your reservation or if you require any changes to a confirmed reservation, please contact us to discuss.
3. Group reservations
A reservation of five rooms or more is usually considered a group booking within Astley Bank.
4. Room prices
Astley Bank adopts dynamic pricing and the price of our rooms fluctuates based on demand and special rates. When you make a reservation request, we’ll give you a total price for the rooms and number of nights you’ve requested. The price you pay is the price quoted to you at the time you make your reservation.
Room prices are per room, per night and are inclusive of VAT at the applicable rate at the time of your reservation. If the rate of VAT changes between the date of your reservation and the date of your stay, we will adjust the rate of the VAT that you pay, unless you have already paid for the reservation in full before the change in the rate of VAT takes effect.
Meals and other extras are not included in the room price but you may be able to add them to your reservation during the booking process or they may be available to you during your stay. You may pay for breakfast and selected extras at the same time as paying for your room. All other meals and extras must be paid for separately.
The maximum room occupancy is two adults. Family rooms (where available) can accommodate two adults and two children (under the age of 16). You must not exceed the maximum occupancy for the room allocated to you.
Children under 16 are not permitted to stay in an Astley Bank hotel unless a parent or guardian is also staying in the hotel.
6. Special requests
Although Astley Bank will try to accommodate special requests, all rooms are subject to availability.
Meals are not included in the room price.
You may add breakfast and/or a meal deal (where available) when you make your reservation.
8. Paying for your room
If you have not paid for your room and any extras added to your booking in full at the time you make your reservation, you will need to pay on arrival.
Payment may be made by cash, credit/debit card (Visa, MasterCard, American Express, Diners Club, Maestro, and Electron. The expiry date of your debit/credit card must be later than the end of your stay. We do not accept personal cheques or family discount cards.
Rooms may be paid for by business cheque, however, Astley Bank must receive all business cheques at least three weeks before the arrival date.
Your right to cancel
Rooms may be cancelled before 24 hours prior to room check-in time of the arrival date. If you cancel your reservation before this period and have paid for the room in advance by debit/credit card, a full refund will be processed to the same debit/credit card normally before the next working day though it may take a few days for the funds to reach your account. A cancellation reference will be given and should be retained as proof of cancellation.
If you cancel a reservation during the 24-hour period prior to the check-in time of the day of arrival and have not already paid for the room in advance you will be charged a cancellation charge equivalent to one night’s accommodation per room booked and for any meals and other extras booked for the first day of your stay.
If you decide to shorten your stay you must inform reception at the Astley Bank hotel that you are staying in by 12 noon on the day you wish to check out. Otherwise, you will be charged a cancellation charge equivalent to one night’s accommodation per room booked and for any meals and other extras booked for the following day.
You may wish to take out room cancellation insurance in case you need to cancel your reservation.
You are not entitled to cancel or withdraw from your reservation under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.
If you’ve made a group booking, our cancellation terms are as follows:
For 14 rooms or fewer, we’ll need full payment 14 days before arrival. This is non-refundable, but you can cancel your booking free of charge if you do so before this time.
For 15 rooms or more, we’ll need a 50% deposit 28 days before arrival and the balance 14 days before arrival. These payments are non-refundable, but you can cancel your booking free of charge if you do so before we take a deposit.
10. Our right to cancel
We may cancel your reservation at any time with immediate effect by giving you written notice (which includes email) if:
you do not pay us when you are required to do so; or
you break the contract between us in any other material way.
If we cancel your reservation where you are at fault, we reserve our legal rights in respect of your breach of contract.
11. Events outside our control
We may also cancel your reservation if an event outside of our control (including industrial action, explosion, fire, flooding, and failure of power and/or water supplies or emergency evacuation) means that we are unable to make your room available to you. In this case, we will contact you to let you know as soon as possible and:
if you have already paid for your room, we will refund your payment to you; or
if you have not yet paid for your room, you will not have to make any payment to us.
Save as set out above, we will not be liable or responsible for any failure to perform, or delay in performance of, any of our obligations that is caused by an event outside of our control.
12. Arrival and departure
Rooms are available from 2 pm on the arrival date. Please, let Astley Bank know if you are likely to arrive after 11 pm.
Guests will be asked to provide proof of identity and nationality upon check-in. Overseas guests, excluding Republic of Ireland and Commonwealth citizens, will be asked to complete a registration form and provide their identity card/passport details. Acceptable forms of identification are a passport, driving license, ID card or police warrant card.
Rooms must be vacated by 11 am on the day of departure. Failure to leave your room by this time may result in a late check-out charge.
13. Check-in online
Check-in online is available via our website and our booking channel partners.
If you wish to check in online you will need to make full payment online prior to arrival.
If you choose to email a booking, you must receive a confirmation email from email@example.com that your room booking as been been reserved.
If any additions have been made to a booking, (e.g. breakfast, Meal Deal or Wi-Fi) they must be paid for in full during the check-in online process. If the booking has been pre-paid, any extras must be paid for with the same credit/debit card used to pre-pay the booking.
Bookings made on behalf of a guest can be checked in by either the original booker or the named lead guest, providing payment has been made in full. If the booking has not been pre-paid, the guest will need to pay for their stay during the online check-in process.
Where there are multiple rooms on one booking, all rooms on the booking will automatically be included when checking in online. You cannot check in some rooms only.
Details of the lead guest for each room in the booking must be entered during check-in together with their nationality and passport details (if required).
Bookings that have been checked in online cannot be amended online.
Bookings made using an Astley Bank Business Account Card can be checked in online by the booker or guest.
Bookings made on behalf of a guest who will not have the booking card present upon arrival can be amended during the online check-in process provided the correct security information (username and password) is entered when prompted and full payment is made.
14. Astley Bank expectations of you (and your group)
You must not:
- smoke anywhere inside any Astley Bank premises. This includes the smoking of e-cigarettes. The only permitted smoking area is located in the Smoking Garden and other outside designated areas. There are no Smoking areas with the Astley Bank Building. Smoking on Astley Bank premises outside of the designated smoking area will result in a £100 fine;
- bring any pets onto Astley Bank premises, with the exception of assistance dogs;
- bring any potentially dangerous or hazardous materials or equipment onto Astley Bank premises;
- use any electrical appliances that may set off the fire alarm system, such as toasters, mini cookers or portable grills;
- tamper with any fire alarms or emergency equipment;
- remove, damage or destroy any Astley Bank property;
- use any of the technology provided by Astley Bank to download or access any unlawful or obscene material; or
- cause unreasonable disturbance to our other guests or any Astley Bank staff.
If you or your group cause damage or loss of any kind to the hotel, other guests or their property, you (as the person making the booking) will be responsible for that damage or loss and you shall be liable to pay to Astley Bank on demand the amount required to make good or remedy such damage or loss.
You and the members of your group must not resell or transfer your reservation (or any part of it) nor advertise market or otherwise offer any Astley Bank room for sale either on its own or as part of a combined offer. Astley Bank will not honour any reservations made in this way and does not accept any liability for doing so. If you are a Tour Operator and wish to book rooms at an Astley Bank hotel you should contact firstname.lastname@example.org.
If you or your group cause damage to the hotel, other guests or their property, or otherwise breach any of these terms and conditions, Astley Bank reserves the right to:
- cancel your reservation with immediate effect and (if appropriate) eject you from Astley Bank premises;
- retain all sums paid by you and/or charge you the full amount of your reservation; and/or
- refuse future reservations from you and/or refuse you entry or accommodation at any of our hotels.
Astley Bank will not be liable for any refund or compensation in such circumstances.
All customers and guests have access to free parking on our private car park. There is disabled parking available at the front of the hotel, which is accessible to blue badge holders. Should a badge not be displayed, a fine of £100 will be charged.
17. Private Dining
Private dining is available at a small room hire cost (please contact for information). However, on Sundays, a three hour time slot applies.
18. The contract
This contract formed when we confirm your reservation is between you and us. No other person shall have any rights to enforce any of its terms, whether under the Contracts (Rights of Third Parties Act) 1999 or otherwise.
19. Your rights
If you are a non-business customer you have certain rights under consumer protection legislation. Nothing in these terms and conditions is intended to affect those rights.
20. Our liability
We accept liability for death and personal injury arising from our negligence or that of our employees and agents. We do not seek to exclude our liability for fraudulent misrepresentation by us or our employees or agents.
We do not accept liability for failure to meet any of our obligations where such failure is due to events beyond our reasonable control.
If we breach these terms and conditions for reasons within our control we shall only be liable for losses that are direct losses and a reasonably foreseeable consequence of such breach.
We shall not be liable whether in contract, tort (including negligence) or for breach of statutory duty or in any other way, for any indirect or consequential losses including:
- loss of income, sales or revenue;
- loss of business;
- business interruption;
- loss of profits or contracts;
- loss of anticipated savings;
- loss of data;
- loss of reputation and/or goodwill; or
- wasted management or office time.
Where we are liable to you (save as prohibited by applicable law) our maximum liability to you whether in contract, tort (including negligence) or for breach of statutory duty shall in no event exceed the price of your reservation unless the Hotel Proprietor’s Act 1956 applies, in which case our liability will be limited to the maximum prescribed under that Act.
The hotel does not accept responsibility for loss of or damage to any items of value (including but not limited to cash, jewellery and electronic items such as laptops, cameras, and phones) unless deposited with the reception desk for safe keeping.
The hotel is entitled to rely on the limitations of liability for lost or damaged property contained in the Hotel Proprietors’ Act 1956, a copy of which will be displayed in reception. Where applicable, the hotel’s maximum liability for lost or damaged property is limited to £50 per item and £100 per guest.
21. Applicable law
These terms and conditions, their subject matter and formation (and any non-contractual disputes or claims) are governed by and construed in accordance with English law.
If you are a consumer you and we both agree that the courts of England and Wales will have non-exclusive jurisdiction over any claim arising from or related to, your reservation and/or stay at any Astley Bank hotels. We retain the right to bring proceedings against you for breach of these terms and conditions in your country of residence or any other relevant country. If you are a resident of Northern Ireland you may also bring proceedings in Northern Ireland, and if you are resident in Scotland, you may also bring proceedings in Scotland.
If you are making a business reservation, you and we agree that the courts of England and Wales will have exclusive jurisdiction over any claim arising from, or related to your reservation and/or stay at any Astley Bank hotel.
If any part of these terms and conditions is deemed invalid, illegal or for any reason unenforceable then that part will be deemed deleted and will not affect the validity and enforceability of the remaining parts. Any failure by us to enforce our rights or remedies under these terms and conditions or otherwise shall not be construed as a waiver by us of those or any other rights or remedies.
All rights not expressly granted in these terms and conditions are reserved.
23. Contact us
If you require further information or have any questions regarding our website or these terms and conditions, then please email: email@example.com or firstname.lastname@example.org (Manager), telephone us on 01254 777 700 or write to us at:
The Astley Bank Hotel & Conference Centre