Alnwick Youth Hostel Terms & Conditions

Alnwick Youth Hostel is operated by Alnwick Youth Hostel Ltd. Registered office: 16 Bondgate Without, Alnwick. NE66 1PP

Company Reg: 5678999

We work in partnership with YHA under an Enterprise License Agreement.  

YHA (England and Wales) is a registered charity and company limited by guarantee trading as YHA whose registered office is at Trevelyan House, Dimple Road, Matlock, Derbyshire DE4 3YH (registered company number 00282555, registered charity number 306122) 

In these terms and conditions ‘we’ or ‘us’ refers solely to Alnwick Youth Hostel (AYH).  

Bookings via YHA, Booking.com or any other online retailer or third party operator are subject to their own terms and conditions.  Please refer to the third party for details of their terms and conditions

1. General

1.1 Glossary

“Booking” means a booking for a stay at Alnwick Youth Hostel and includes accommodation, any meals and any Third Party Services;

“Contract” means the agreement between us and you to fulfil a Booking or purchase a Product;

“Customer” means any customer who makes or is making a Booking with us or purchases a

Product from us and references to ‘you’ and ‘your’ shall have the same meaning;

“Group” means an organised, official group of 16 or more people formed with a constitution and/or memorandum and articles and as explained in further detail in clause 4.

“No-Show” means a guest who does not arrive and gives no notice or indication of intent

“Product” means a book, souvenir or other product sold by us;

“Third Party Services” means Wi-Fi, attraction tickets;

“Writing” means letter or email;

1.2 These conditions and any matters referred to by us, form the entire understanding between you and us and supersede any prior promises, representations (unless fraudulent) or undertakings.

1.3 Any omission or error in any sales literature, web page or site, order form, quotation, price list, order acknowledgement, despatch note, invoice or other document issued by us may be corrected by us without liability. We will advise you of any changes at the time of making a Booking or purchasing a Product or as soon as is reasonably possible thereafter.

1.4 The provisions of the Contracts (Rights of Third Parties) Act 1999 are expressly excluded from the Contract so that no third party may claim any rights under any Contract.

2. Making a Booking or purchasing a Product

2.1 All Bookings and Products are subject to acceptance by us and we will confirm such acceptance to you by sending you an e-mail that confirms that the Booking or the purchase of the Product has been successful. The Contract between us will only be formed when we send you this confirmation. If you have made multiple orders, the Contract will only relate to the order or part of the order which has been confirmed as successful. All Bookings and Products are subject to availability and we reserve the right to decline any Booking or purchase of a Product at our discretion.

2.2 A Booking cannot be amended unless agreed between an authorised representative of Alnwick Youth Hostel and you.

2.3 Bookings to stay at Alnwick Youth Hostel may be made by telephoning the hostel direct, using our online booking widget, emailing the hostel or using a third party website, such as YHA or Booking.com.  Payment details will be used to take full payment for bookings made via third party sites at the time of booking except where third party site terms differ.

2.4 By making a Booking or purchasing a Product you warrant that you are legally capable of entering into a binding contract and that the information you have provided to us is correct. All Bookings and purchases made by telephone, email or other forms of distance communication are made subject to these terms and conditions and the person placing the Booking warrants that he/she has the full authority to do so on behalf of all the persons they are making a Booking for, and confirms that all such persons are aware of and accept these conditions.

3. Payment

3.1 Payments shall be made in such format as we may agree with you when you place an order.

3.2 In order for us to confirm your Booking or purchase you must pay us the appropriate sum, as set out below: –

Individual Bookings

3.2.1 for Bookings made direct with Alnwick Youth Hostel, full payment is required when you request a Booking; unless agreed otherwise by phone or email with an authorised representative of Alnwick Youth Hostel at the time of Booking.

Group Bookings

3.2.2 Group Bookings made more than 12 weeks (84 days) in advance of arrival date. A provisional booking can be held for up to a maximum of 21 days without payment. To confirm a booking an initial deposit of 20% of the total booking value is required. Your first deposit payment will confirm acceptance of the group booking terms and conditions stated in this document. Full balance is due 8 weeks (56 days) before arrival.

3.2.3 Group Bookings made within 12 weeks (84 days) of arrival date. A provisional booking can be held for up to a maximum of 7 days without payment. The total booking value should be paid at least 8 weeks (56 days) before arrival.

3.2.4 Alnwick Youth Hostel will require you to confirm final group numbers no later than 8 weeks (56 days) prior to arrival.

3.3 Alnwick Youth Hostel will, where applicable, send you an invoice for all payments at least two weeks (14 days) before the payment due date, based on the latest guest numbers provided.  If payment is overdue at any stage, AYH reserves the right to remove any free leader places, discounts or eligibility for exclusive hostel usage or cancel your booking.

3.4 If any payment under these terms and conditions is overdue, then without prejudice to our other rights and remedies we may cancel your Booking and/or we may suspend the supply and/or deliveries of any other services being provided to you by us.

3.5 Supplements: At AYH we have a number of rooms that are ideally suited for group bookings.  If you wish to book specific room types, we will offer you the closest matching room option but we reserve the right to charge an additional Supplement.  This can include an Exclusive Use Supplement or an Individual Room Supplement where Group leaders request Individual Rooms .

3.6 Deposits payable under clause 3.2 are non-refundable except in the circumstances set out in clauses 6 and 7.

4. Group Bookings

4.1 Groups are defined as being an organised official group having a constitution or memorandum and articles and comprising of 16 or more people. If such Groups choose to book through third party websites they will be subject to non-Group terms and conditions and will have to make full payment at the time of booking.

4.2 People travelling as an informal group with friends or family are not classed as a group and are subject to individual booking terms and conditions.

4.3 Group leaders accompanying the Group are responsible for the safeguarding, discipline and behaviour of their Group. Group leaders are responsible for all damage caused by their action or inaction, or the actions or inactions of those in their Group. If any Group is given exclusive use of the Youth Hostel, it shall not offer for sale to the general public or publicly advertise the sale of Youth Hostel facilities or services without the prior written agreement of Alnwick Youth Hostel.

5. If you change your Booking

Individual Bookings 

5.1 Requests to change any part of a Booking must be made directly to Alnwick Youth Hostel by phone or email no later than 14 days before arrival. Such requests will be treated on a case by case basis and will be accommodated where possible. Where it is not possible to amend your booking, a cancellation will need to be made, subject to our refund policy (see clause 6 below).

Group Bookings

5.2 subject to availability, you may change a Group Booking to a different date, up to 6 months before your arrival date.

5.3 If, less than 6 months before your arrival date, you wish to change a Group Booking, such a change shall be treated as a cancellation and shall be subject to our standard refund policy (see clause 6.4), subject to the exception in clause 5.4.

5.4 A Group Booking can vary its numbers once by up to 10% up to 28 days before arrival. Thereafter any additional decreases in Group numbers will be considered a cancellation and will be subject to our refund policy.  An increase in numbers will only be allowed, subject to availability and must be paid for in full at the time of variation.

6. If you cancel your Booking – our refund policy

6.1 All Booking cancellations are subject to our refund policy, contained within this clause.

6.2 All refunds are calculated according to the time between notification of the cancellation being received by us and the time of the first night of your stay. The first night of your stay is defined as starting at 4pm.

6.3 Individual bookings – please call or email the hostel to cancel your booking. Cancellations will be subject to our refund policy below.

 Notice given Cancellation of the whole Booking
14 days or more notice Full refund
24 hours – 14 days notice We will refund 90% of the total Booking.
Less than 24 hours notice (after 4pm of the day prior to the booking) We will refund 90% of the total Booking less the full cost of the first night’s stay including any meals and/or Third Party Services.
No Show No refund

Promotional Bookings made using any promotional code are non-refundable and non-transferable (see section 6.5 below)

6.4 Group Bookings Please let the Youth Hostel know immediately of any cancellation.

Cancellation charges are based on the notice given and are set out below

No. of weeks before arrival Cancellation Charge Due
8 weeks or more Any deposits already paid or due
4 – 8 weeks 50% of the total cost of your stay
4 weeks or less 100% of the total cost of your stay

6.5 Promotional offer terms and conditions apply throughout the offer period for stays of one night or more at Alnwick Youth Hostel.  Any promotional reservations are paid in full prior to arrival. No amendments or refunds can be made and offers are non-transferable. Offers are available only subject to accommodation availability. Additional services and products included with any offer will not be transferable or refundable. Advertised rates are inclusive of VAT. This does not affect your rights should we cancel your Booking in which case clause 7 applies.

6.6 Third Party Services

Any Third Party Service purchases will be considered part of your Booking and any cancellations of these Third Party Services will be dealt with in accordance with clause 6.3 or clause 6.4 as appropriate.

6.7 Products

From time to time we may offer additional products for purchase.  Products purchased will be exchanged if faulty or a refund offered, if the product is unopened.  Your statutory rights are not affected.

6.8 Applying for a refund

6.8.1 Bookings made direct with Alnwick Youth Hostel. 

Refunds should be requested at the time of cancellation and are usually processed within 14 days. Payment of refunds will be via the same method as the original payment.

6.8.2 Bookings made via Third Party operators. 

Bookings made via third party operators will be subject to that operator’s refund policy. Please contact the relevant operator directly regarding cancellations and refunds.

 7. If we change 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 or cancelling your Booking and receiving a full refund of all payments made.   Room allocation / meal times / menu options are not considered a material change.

8. Delay or Failure to Perform

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; failure by you to give us a correct contact details or notify us of any change of contact details.

9. Our liability to you

9.1 Alnwick Youth Hostel will ensure that the accommodation and /or other services you order from us are provided in accordance with these terms and conditions and shall be provided by us with reasonable skill and care.

9.2 Where an element of your Booking is not provided to the standard stated in clause 9.1 you must notify us within 28 days of the alleged breach. We shall then investigate the matter and if we have not delivered the services in accordance with clause 9.1 you shall be entitled to choose between: a full refund of the cost of your order (or, where appropriate, the relevant section of it) less any fees charged for changes requested by you; or a free stay to the equivalent value of the services complained of, where such dates are agreed in Writing by us.

9.3 We will not be liable to you by way of representation (unless fraudulent), common law duty or under any express or implied term of the contract for: any losses which are not foreseeable by both you and us when the Contract is formed arising in connection with the supply of the services or their use by you; any losses which are not caused by any breach by us; or business or trade losses.

9.4 Our entire liability in connection with the Contract will not exceed the value of the Products purchased or the Booking made less any amendment charges paid to us.

9.5 Except in relation to death or personal injury caused by our negligence our liability remains, at all times, limited to the value of the Products purchased or the Booking made, excluding any amendment charges paid to us.

10. Your Responsibilities & Behaviour

10.1 Alnwick Youth Hostel strives to offer a safe friendly welcoming environment for all our guests to enjoy.

10.2 If your behaviour or the behaviour of any member(s) of your Group is deemed to be unacceptable or causes damage, your Booking may be terminated and you may be asked to leave Alnwick Youth Hostel premises. No whole or part refunds will be made under these circumstances and we will not be responsible for any costs you incur as a result of this action. You will be liable for the costs of making good any damage caused by you or your parties’ behaviour.

10.3 Alcohol – Alnwick Youth Hostel is a licensed for the sale of Alcohol.  Guests own alcoholic drinks should not be brought onto the premises.

Under licensing laws, AYH and its staff are responsible for the behaviour of guests on licensed premises. In the event of rowdy, unsafe or drunken behaviour on licensed premises, or where one guest supplies another with alcohol brought on to the premises, AYH and its staff as the licensees could be deemed to be liable. This is the case even if AYH did not supply the alcohol.

Should an incident occur which contravenes the law resulting in guests becoming drunk or causing nuisance to other guests, then AYH may be liable to prosecution for allowing the incident to take place. They may also be liable where alcohol is supplied by a guest to an individual under 18, in which case both the guest and AYH may be liable to prosecution.

 AYH guests are however free to bring their own alcohol when hiring the entire site on an Exclusive Hire basis, although AYH maintains responsibility for the behaviour of guests and therefore expects the same level of conduct as on licensed premises.

AYH has to recognise its responsibilities to its own staff that could face substantial fines or jail sentences of up to six months.

11. Written communication

When using our website you accept that communication with us will be mainly electronic. We will contact you by e-mail or provide you with information by posting notices on our website. By using this website you agree to this electronic means of communication and you acknowledge that all contracts, notices, information and other communications that we provide to you electronically comply with any legal requirement that such communications be in Writing. This condition does not affect your statutory rights.

12. Governing Law and Jurisdiction

The contract is subject to English law and the exclusive jurisdiction of the English Courts.

13. Severability

If any of these terms and conditions or any provisions of a Contract with you are determined to be invalid unlawful or unenforceable to any extent, such term, condition or provision will to that extent be removed from the remaining terms, conditions or provisions which will continue to be valid to the fullest extent permitted by law.

14. Changing these Terms and Conditions

We have the right to revise and amend these terms and conditions from time to time. You will be subject to the terms and conditions in force at the time that you make a Booking or purchase Products from us, unless any change is required to be made by law or if we notify you of the change to these terms and conditions before we confirm that your Booking or purchase has been successful.

15. Your Information

We will only store and use the information you supply to us for the purposes of carrying out our Contract with you and to collect valuable feedback about how satisfied you were with the services provided. If you do not wish to receive requests for your feedback, please let us know by: 

emailing info@alnwickyouthhostel.co.uk;  or telephoning 01665 660800;  or writing to us at Alnwick Youth Hostel, 34 – 38 Green Batt, Alnwick. NE66 1TU

16. Privacy Statement

For a copy of our Privacy Statement, please email us at info@alnwickyouthhostel.co.uk

17. Valid ID Required

We work hard to create a safe and welcoming atmosphere for all of our guests. To assist with this you may be asked to provide valid ID on arrival at the hostel. We reserve the right to ask for ID from any guest on check in. We reserve the right to refuse accommodation at our discretion.

Acceptable ID includes either: 

  • Current Passport – This is Mandatory for Non UK residents, unless they have a Recognised or National Identity Card if the guest is from within the European Union.
  • Services ID – Fire, Police or NHS or Armed Forces
  • A valid photographic driver’s licence, not older than 10 years old
  • A Student Identity Card with a current admissions date
  • Bus Pass
  • A Bank Card when accompanied by another card that has the individuals name embossed on it, or accompanied with a recent utility bill with a matching name and address to the booking.

. Terms and conditions last updated 17th February 2020

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