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EVENT TERMS AND CONDITIONS

EVENT CONTRACT

All bookings are provisional until the relevant Contract (signed by the Client) is countersigned on behalf of the Hotel and dated and the £150.00 non-refundable OR room hire charge OR £10.00 per person non-refundable is paid. The Hotel will provide to the Client a copy of the Contract once countersigned on behalf of the Hotel.
The Contract will specify the anticipated number of guests for the Event, the agreed minimum number of guests for the Event (the “Contract Minimum”) and the maximum number of guests permissible for the function room(s) reserved for the Event. The contract will specify the time of the event as stated by the client in accordance with the time booked with the registrars. It will also specify the approximate buffet times agreed with the client. The contract will specify the package and quote booked which will therefore be used. The client has up to 2 weeks prior to the event stated in the contract to change components in the event quote. After this point in time any changes cannot be made. Is the event of a date change the client will be issued with a new event contract.

NUMBERS

Initially, the Contract Minimum will advise the hotel on the initial quote for the client and provide an approximate amount payable. The Client must inform the Hotel of the number of guests it wishes to be catered for at the Event (the “Final Number”) at least 2 weeks prior before the Event. The Final Numbers may decrease after 2 weeks prior however can not increase. After this time the hotel are unable to offer any refunds for any deductions, however the hotel will require to take card details in the event of any additions.

PACKAGES AND EXTRAS

All event prices are subject to change by a yearly review by the hotel. Through your contract, you will have guaranteed a price for that package by paying your non-refundable deposit. If any changes are made to the prices after this time it will not affect your individual quote. However, the quote is subject to change through deduction/addition of guests, components of the package or a date change. The increase will be subject to the latest pricing set out by the hotel. Your individual quote will need to have a finalised quote price no later than 2 weeks prior to the event date in your contract when final numbers and final payment are required. This will be the amount that the final payment will be taken for. After this time the hotel are unable to offer any refunds for any deductions, however the hotel will require to take card details in the event of any additions.

SOCIAL MEDIA

Surya Hotels engages in all Social Media channels and will from time to time promote and communicate through this medium. Please make a note on your event contract whether you allow Surya Hotels to use your event pictures for marketing purposes. We may also require the authorisation of the photographer to use any professional pictures.

OUTSIDE SERVICES/SUPPLIERS

The prior consent of the Hotel must be obtained for any entertainment or services contracted for the event by the Client, all of which must comply with any statutory codes and regulations. It shall be the responsibility of the Client to ensure that, where applicable, Performing Rights Society forms and Phonographic Performance Limited forms are completed by any band or musicians. The Client also has the responsibility to confirm drop-off and pick-up times for any equipment they have hired. They MUST inform the hotel of this prior to the wedding.

DEPOSIT, PAYMENTS AND CREDIT

A non-refundable OR room hire charge OR per person non-refundable deposit is required the secure the booking. This payment can either be taken in cash or via debit/credit card. Payment must be made in Pounds Sterling (UK) payable to the Hotel – Please note all invoices will be marked Surya Hotels. The client is not able to set up a ‘payment plan’ with the hotel however the client is able to make any payments they would like either through BACS, debit/credit card or via cash. Final payment is required 2 weeks prior to the event date as stated in the contract. If this payment is not made then the event will not go ahead. The hotel will also require debit/credit card details in case of any additional items after 2 weeks.
The Surya Hotels CANNOT issue any credit on wedding or events bookings.

CORKAGE

Surya Hotels does not allow the client to bring their own wines, spirits, food and beverage or to consume on the Hotel premises.

ETIQUETTE AND DAMAGE

The Hotel reserves the right to judge acceptable levels of noise or behaviour of the Client, its guests, representatives or contractors (including, but not limited to, persons engaged by the Client to provide entertainment or other services).The Client must ensure compliance with the Hotel’s direction as to noise or behaviour. The Client shall be responsible to the Company for any damage caused to the allocated rooms or the furnishings, utensils and equipment therein. As stated within the contract, you CANNOT attach anything to the walls, windows or ceiling of the room otherwise a damaged/marked charge will be added on to the event billing. This will start at a flat rate of £50.00 and will be reviewed depending on the severity of the damage. The Client must pay the damage charge to the hotel within 3 days of the event date stated on the contract or the payment will be taken from the debit/credit card held on the booking.

EQUIPMENT STORAGE

The Hotel will assist the Client, where reasonably possible, with the storage of equipment etc., however, the Company does not accept any liability for loss or damage to any item of equipment, furniture, stock or the like, left in storage. The room hire charge within the package covers the use of our function room from 8am till midnight on the date of the contract. Any access prior or after will need to be agreed by the Hotel.

ACCOMMODATION TERMS AND CONDITIONS

FLEXIBLE AND ADVANCE PURCHASE ROOM RATES

All rates we quote are, subject to availability and alteration. While every effort has been made to ensure the accuracy of all information, Surya Hotels Ltd cannot accept liability for any errors or omissions and we reserve the right to change rates on a reviewed yearly basis and to amend manifest error in the quoted prices.
The flexible function rates are as below (please note these can only be used for a maximum of 3 nights per stay):
Single Room:
Standard Double:
Family room (maximum 4 people):
Where a camp bed or sofa bed can be used in a room an additional charge of £10.00 per night will be added to the room rate.
When booking an Advance Purchase Rate your credit card will be charged for the entire stay at the time of booking and the cost is completely non-refundable. A cancellation or change will result in forfeit of the cost of the reservation.

GUARANTEED RESERVATIONS AND PRE-AUTHORISATION

All reservations made on www.suryahotels.co.uk or directly at the hotel must be guaranteed with a major credit card (Visa, MasterCard, American Express and Diners). The guest has up to midday the day prior to check-in to cancel the room free of charge. In the event of a no show the card on the booking will be used to take the full rate of the 1st night.
Upon check-in the guest will be required to complete a pre-authorisation for the amount of the room on a debit/credit card to allow them to stay in the room. We accept all cards for pre-authorisation excluding American Express. This will ‘hold’ the amount of the room onto the card by Surya hotels Ltd. Surya Hotels Ltd pre-authorises your card to ensure there are sufficient funds to settle the bill. This amount will stay as a ‘pending transaction’ through the duration of your stay. Upon checkout the final balance of the room can be paid either in Cash or debit/credit card through the completing the pre-authorisation. The pre-authorisation amount will be replaced by an actual charge debited from your card. You can use a different card to pay your final bill.
If the pre-authorisation is not completed this will be cancelled and normally takes 5-7 working days to release. However, it may take up to 28 workings days to release back onto the card. Failure to complete this will result in the guest unable to stay.

ONLINE BOOKINGS

Please note that different terms, conditions and cancellation policies in relation to all online bookings via Surya Hotels websites may apply, depending on the room or rate type selected. Please read the room rate details that are provided carefully before you make your online booking.
Once your booking is made, you will receive an on-screen confirmation reference number – we recommend you make a note of it, though you will also receive an email outlining your reference number and reservation details.
In the event that you have to cancel your reservation, you will need your confirmation reference number, as well as the email address used to make the reservation.
If you have made a booking through a third party (Booking.com, Expedia etc.…) we are unable to change the rate direct at the hotel. All cancellations have to be completed through your third party agent. You may be charged in the event of a cancellation in which the hotel is not liable for.

CANCELLATION POLICY AND CHANGES TERMS AND CONDITIONS

CANCELLATION POLICY (By the Client)

Any such cancellations must be advised by the client to the Hotel in the first instance verbally, followed by written notice of cancellation. The Cancellation shall be effective, final and binding on the Working Day on which the Hotel receives written notice of cancellation (the “Cancellation Date”).Any notice of cancellation received out of the hours of 9.00am and 5.00pm shall be deemed made on the next Working Day. Any postponement of any Event shall be considered as a cancellation.
In the event that it is a bedroom reservation that needs to be cancelled the guest must contact the hotel directly. If the booking is through a third party the client must contact the third party agent to cancel the booking. If there is a deposit held against the bedroom reservation and the booking is an advance purchase the hotel cannot refund the amount. There will be no cancellation charge if a booking is cancelled before 12 noon, 1 day before your date of arrival. If the booking is cancelled later, or in the case of a no-show, the first night will be charged.
In the event that the cancellation is a event booking the client must contact the hotel directly and speak to either the Wedding and Events Manager, Operations Manager or General Manager. Cancellations must be made within the cancellation period signified on the reservation confirmation. The Hotel’s cancellation fees are set out below:
Once the non-refundable deposit is placed, this is never refundable.
If the event is cancelled:
Before 6 weeks prior – 100% of any additional payments after the deposit will be refunded
4 weeks prior – 50% of any additional payments after the deposit will be refunded
2 weeks prior – 20% of any additional payments after the deposit will be refunded
1 week prior – 0% of any additional payment after the deposit will be refunded
For the client to receive a refund all signed participants on the contract will have to be present at the hotel, both provide identification to receive the refund. The hotel does not decide who receives the refund, this must be agreed prior by the signed participants. The refund will be made onto one debit/credit card and cannot be done with cash.

CANCALLATION POLICY (by the hotel)

The Hotel may cancel the Booking if the Booking might prejudice the reputation of the Hotel if the Hotel becomes aware of any deterioration in the Client’s financial situation such that the Company reasonably considers the Client may not be able to fulfil its material obligations under the Contract. If the hotel has to cancel the booking due to circumstances outside of their control they may be obliged to refund any payments including the deposit back to the client. The Company may charge cancellation fees.

CHANGES BY THE COMPANY

The Hotel reserves the right without prior notice to change the Client’s assigned booking / function room for one of equal suitability if the Hotel has reasonable commercial or operational reasons for so doing (including, but not limited to, the carrying out of works on the relevant room or such room being otherwise unavailable).

GENERAL TERMS AND CONDITIONS

LOST PROPERTY

Items left behind in a room will be kept at the property until such time the guest contacts the Hotel. The Item will be returned to the guest upon satisfactory identification of item. Items not claimed will be stored for 1 months and then disposed of.
Items from the event that are left, the guest will be contacted within 48 hours by the hotel. If there is no reply the item will be held for 1 week from contact then will be disposed of. If there is a reply, a suitable time will be allocated for the collection/return of the item. Please note sending charges may be applied for a postage return.
The Company does not accept responsibility for the property of the Client or its guests. A cloak rail is provided for the convenience of clients and guests but any goods left unattended on Hotel premises are deposited at the owner’s risk and without any liability on the part of the Company.

COMPLAINTS

In the event that a guest is not satisfied with the services received at the Hotel, the guest has the opportunity in the first instance, to contact their Wedding and Events Manager. Secondly, the complaint can be passed to the General Manager in order to resolve any issues. Should matters not be concluded satisfactorily, the Guest and General Manager will escalate the matter to Head Office where a Senior Director of the Company will respond.

VAT

Reservations are subject to prevailing VAT rates applicable during the provision of the service. Therefore, if the prevailing VAT rate changes, the costs of the services provided during the stay may be subject to the new greater or lesser VAT rate as applicable.

NON-PERFORMANCE

If, for reasons beyond the hotel’s reasonable control, including, but not limited to, strikes, labour disputes, acts, regulations or orders of governmental authorities, civil disorder, disaster, acts of war, acts of God, fires, flood or other emergency conditions, or due to any delay in necessary and essential repairs of the hotel, the hotel is unable to perform its obligations under this agreement, the non-performance is excused and the hotel may terminate the original agreement without further liability of any nature. In no event shall the hotel be liable for consequential damages of any nature, for any reason whatsoever.

DATA PROTECTION

Surya Hotels Ltd abides by the Data Protection Act 2018 in keeping personal information gathered through all touchpoints with our guests, private and confidential.

CHILD POLICY

Only child under the age of 10 can stay on a camp bed. Rooms in which require an extra bed for a child will be charged at £10.00 per night per room.

PET POLICY

Pet dogs, cats or any other animals are not permitted to stay or be in the hotel. Guide Dogs or therapy dogs are permitted and notification is required on booking.

PROMOTIONS AND OFFERS

All promotional offers are subject to specific terms, conditions and restrictions listed on the specific webpage. All special offers are subject to availability.

BOOK OUT POLICY

Surya Hotels do not book out guests to other Hotels. In the unlikely and unavoidable event that we are required to book out a guest, we will notify the guest either one week before arrival or on the day of arrival. Alternative accommodation will be arranged and transport from a Surya Hotel will be complimentary. The booking will be paid for by the guest however, breakfast will be included. Room rates higher than those booked at Surya Hotel will be paid for by Surya Hotels.

PRICE VARIATION

In the event of circumstances beyond the Company’s control (including, but not limited to, increases in the standard rate of VAT), the Company reserves the right to vary the prices specified in the Contract to an extent which reflects such circumstances.

THE HOTEL RESEVRES THE RIGHT GENERALLY

To exclude or eject any person from the Hotel or Event if it reasonably considers such person to be objectionable.
To terminate the Contract and stop the Booking or Event without liability to any refund or compensation, if necessary to prevent or terminate unacceptable noise or behaviour.
The Client shall indemnify the Company against all and any losses, costs, damages, liabilities, claims, demands and expenses suffered or incurred by the Company arising out of any exclusion, ejection, termination or stopping the circumstances giving rise thereto.

LEGAL REGULATIONS AND POLICIES

HEALTH AND SAFETY

The Client must fully comply (and ensure the full compliance of its sub-contractors, employees and guests) with the Hotel’s Health & Safety policy, a copy of which is available on request from the Hotel.

LICENSING AND STATUTORY REGULATIONS

The Client shall maintain free access to fire exits at all times and shall obtain the prior approval of the Hotel before using any special effects equipment on the Hotel premises. The Client shall submit for approval by the Hotel all table layouts for the Event. The Client shall observe the permitted hours for selling intoxicating liquors in the Hotel premises, as advised by the Hotel. Last orders at the bar will called at 11.30pm and the bar will close no later than Midnight. The hotel will not accept any card, cash or room transactions past this point.

LIABILITY OF THE COMPANY

The Company shall not be liable, whether in contract, tort (including negligence) or otherwise for any indirect, consequential or economic losses or loss of profits however arising.
In no event will the Company’s liability for any loss or damage in contract or tort (including negligence) or howsoever otherwise arising, exceed the total amount paid by the Client for the Event.
The Company shall not be liable for any breach of the terms and conditions or delay or failure in providing services as a result of causes beyond its reasonable control including (but not limited to) fire, floods, strikes, delays in transportation, failure of services or inability to obtain any necessary information or consent from any authority.
The Company does not exclude or restrict its liability in respect of death or personal injury resulting from its negligence.

GENERAL GOVERNING LAW

The Contract shall be governed by and construed in all respects in accordance with the laws of England. The Contract does not affect any rights which the Client may have under the Hotel Proprietors Act 1956 where that Act applies.

USE OF PERSONAL INFORMATION AND DISCLOSURE

We process the personal information, which you provide us via this website through your registration for the Latest Offers Bulletin, Brochure Requests, online competitions, your visits to this website and other sites accessible from this website. We also collect information about the transactions you undertake including details of payment cards used. This is for the purposes of dealing with your bookings and requests, tailoring our services to your requirements, providing you information about products and services we offer and to improve our service to you. Please note that there may be instances where it may be necessary for us to communicate with you, in any event, for administrative or operational reasons relating to our services.
We will not sell your personal information to third parties and we will only disclose to our selected business partners and service providers for the purpose of facilitating your stay. These parties are contractually prohibited from using personally identifiable information for any purpose other than for the purpose Surya Hotels specifies.

PRIVACY AND SECURITY STATEMENT

We treat the information that you provide to us as confidential information. We work to protect the security of your information during the transmission by using Secure Sockets Layer (SSL) software, which encrypts the information that you input. This allows your computer to communicate with our server in a way that is designed to prevent eavesdropping, tampering, or message forgery. You will also know when you are in a secure mode when the padlock or key icon in lower right-hand or left hand corner of the computer screen appears in the locked position. In addition, the first characters of the site address will change from ‘http’ to ‘https’ when accessing the server.

USE OF COOKIES

Our website uses ‘cookie’ technology. A cookie encrypts strings of text that a website stores on a user’s hard drive (but it does not access your hard drive). In order to improve our website, services and build profile information about visits to our website, we may from time to time send you cookies.
Whilst you do not need to allow your browser to accept cookies in order to browse much of our website or access our services, we strongly recommend that your cookies are enabled if you wish to proceed with a booking at any of our hotels.
Your credit card data is transferred over this secure line provided you are using a SSL enabled browser such as Microsoft Internet Explorer, Safari or Google Chrome, after your information reaches us, it is stored on a secure server that sits behind firewalls designed to block unauthorised access outside of Surya Hotels.
Whilst we take all reasonable steps to protect your personal information, data transmission over the Internet cannot be entirely secure. We therefore cannot guarantee the security of the information you disclose online and the use of our facilities (e.g. email) is at your own risk.
Surya Hotels will not be liable for any damages or losses suffered directly or indirectly arising out of or in connection with unauthorised access, loss or corruption of personal data which you provide to us on this website.
Meeting the needs and expectations of our customers has always been our highest priority and that includes protecting your privacy. With advances in technology and legal developments we may need to change this privacy statement. We request that you refer to our website on a regular basis in order to ensure that you are aware of our most current Privacy Statement

DISCLAIMER OF WARRANTIES

SURYA HOTELS Ltd has compiled the information on this website for the use of guests, prospective guests and travel professionals. The information, material and software algorithms contained in this website or which may be downloaded from this website, including text, graphics and hyperlinks, are provided ‘as is’ and ‘as available’.
The information and material contained in this website are believed to be accurate and complete at the time of their posting. Although SURYA HOTELS attempts to ensure that all information and material remain current and accurate, they are subject to change without notice and SURYA HOTELS does not warrant their accuracy, completeness and currency at all times.
In addition, SURYA HOTELS does not warrant the accuracy, adequacy or completeness of this website and expressly disclaims liability for errors or omissions therein.
No warranty of any kind, implied, express or statutory, including but not limited to warranties as to non-infringement of intellectual property rights or third party rights, title, latent defects, uninterrupted service, merchantability, fitness for a particular purpose and freedom from computer viruses, is given in respect of this website, including without limitation all information, materials and software provided through this website.

NO UNLAWFUL OR PROHIBITED USE

As a condition of your use of this website, you warrant to FRHI that you will not use this website for any purpose that is unlawful or prohibited by these terms conditions.