Group Reservation Terms & Conditions

We’re delighted you would like to confirm your group booking at Holbeck Ghyll. Please read and agree to our booking terms below in order to progress.

1.0 : Numbers Attending

  1. The client shall give details of final numbers attending the function when requested by the Hotel and in any case not less than seven days beforehand. The acceptance of any increase over the previously advised numbers will be chargeable and at Holbeck Ghyll Estate Ltd’s sole discretion.
  2. Full details of the number of persons, together with the type of accommodation and the length of stay must be stated, in writing, no less that 14 days prior to the date of arrival or sooner if requested. The names of those occupying each room must be given, in writing at least 7 days before the date of arrival.
  3. Holbeck Ghyll Estate Ltd will charge, pro-rata, for any increase in the number of guests confirmed to us, as a minimum this will be pro-rata the percentage of the total value of this agreement, which includes accommodation, food and drink and any other applicable charges.

2.0 : Information

  1. The Client shall provide, upon request by the Hotel, all such information which is available in relation to the function as may be necessary to enable the hotel to make a fully informed assessment of its obligations to provide the services.

3.0 : Charges

  1. Holbeck Ghyll Estate Ltd reserves the right to alter prices without notice in line with inflation rates or where Holbeck Ghyll Estate Ltd suffers an increase in costs caused by events outside of the control of Holbeck Ghyll Estate Ltd, such as price increases by suppliers or other third parties.

  2. Account facilities will only be granted to companies which have established credit facilities in advance with us, NO credit will be granted to any private individuals at any time.

  3. The Client agrees to pay all charges on the due dates failing which, under the Late Payment of Commercial Debts (Interest) Act 1998 and the Late Payment of Commercial Debts Regulations 2002, Holbeck Ghyll Estate Ltd reserves the right to charge interest on invoiced amounts unpaid for more than 30 days after the date of invoice at the rate of 4% above the National Westminster Bank base lending rate from the due date until the date of actual payment.

  4. Any function for which advance payment is overdue by more than 7 days may be cancelled by the Hotel and the cancellation fees detailed in Clause 6 will be applied. If there are queries on any part of any invoice, the Client will pay the undisputed balance of the sum owing on the date due and the remainder immediately upon resolution of the query.

  5. The Company reserves the right to withhold or withdraw credit facilities at any time without notice.

4.0 : Client's Use Of The Hotel

  1. The Client and persons attending the function shall:
    • (a) comply with all licensing, health and safety and other regulations relating to the Hotel.
    • (b) Not carry out any electrical or other works at the Hotel, including alterations to lighting, power, data and / or plumbing systems without the prior written consent of Holbeck Ghyll Estate Ltd
    • (c) Not bring any dangerous or hazardous items into the Hotel and remove any such items promptly when requested to do so by a member of the Hotel management or any other authorised person.
    • (d) Not consume any food or drink at the Hotel that was not supplied by Holbeck Ghyll Estate Ltd or its authorised caterers, without the prior written consent of Holbeck Ghyll Estate Ltd. In the case of any infringement of this agreement the full rate cost of any such food or beverages shall be charged as a ’corkage’ to the clients account.
    • (e) Not allow any naked flames or candles to be placed inside the hotel at any time in any location whatsoever whether supervised or not.
    • (f) Not to allow any fireworks to be ignited at the hotel site at any time.
    • (g) Not to permit the use of Drones or any other unmanned flying objects of any kind at the hotel.
    • (h) Not act in an improper or disorderly manner, leave promptly at the appropriate time and comply with any reasonable requests by Holbeck Ghyll Estate Ltd employees.
    • (i) Not use non-biodegradable confetti, in the event of a breach of this clause the client remains liable for the clear-up costs of £500.00 + VAT.

Any person or item in breach of these conditions may be refused admission to or be removed from the Hotel.

5.0 : Liability

  1. Holbeck Ghyll Estate Ltd will be liable to the client and/or persons attending the function for injury to persons or loss or damage to property only where and to the extent that it has been proven negligent but otherwise will be under no liability to them whatsoever.

  2. The client will be liable for any loss or damage to Holbeck Ghyll Estate Ltd’s property including but not limited to walls, fixtures, furnishings, light fittings and equipment (including items hired for their use) or injury to any person including Holbeck Ghyll Estate Ltd staff and shall indemnify Holbeck Ghyll Estate Ltd against any loss or liability arising from the function.

  3. The Client is advised to consider arranging insurance for the function covering public liability, loss or damage to Holbeck Ghyll Estate Ltd’s property and that of persons attending the function, and insurance to cover cancellation charges.

  4. Where a third-party contracts direct with the Client to provide services at the hotel, the contractor must provide evidence of public liability insurance to Holbeck Ghyll Estate Ltd seven days prior to the event, and the Client must enter into (or procure that the contractor enters into) any waiver of liability agreement reasonably required by Holbeck Ghyll Estate Ltd. In the event that the client fails to provide copies of all such thirdparty insurances, in the event of any claims arising from the actions or negligence of that third party, the client shall then remain liable to Holbeck Ghyll Estate Ltd in regard to that claim.

  5. The Client will enter into a direct contractual agreement with any third-party contractor providing services at the hotel and will procure that any such contractor will comply with any requirements made by Holbeck Ghyll Estate Ltd to ensure the efficient operation both of the Client’s event and of the hotel in general and will indemnify Holbeck Ghyll Estate Ltd for any failure on the contractor’s part to do so.

  6. Contractors employed by the Client must vacate the hotel, remove all of their equipment and replace any hotel equipment (including all floral arrangements), by checkout on the day of departure. Failure to comply with this sub-clause will give rise to a fee payable by the Client to indemnify Holbeck Ghyll Estate Ltd for any damages, losses or costs arising from the breach, the minimum charge being £500.00 +VAT.

  7. In the event of any damage caused to the hotel, its fixtures or fittings, by a person named in advance as a guest of your event, residential or non residential, or is simply a guest occupying a room booked as part of your event. In the event that the person causing the damage does not pay in full for that damage, by signing these terms you remain liable to the hotel for any shortfall in the monies recovered from the guest to pay for the damage caused.

6.0 : Cancellation By Holbeck Ghyll Estate Ltd

  1. Holbeck Ghyll Estate Ltd may cancel the booking under the following circumstances;
    • (a) If the Hotel or any part of it is closed due to circumstances outside of its control.
    • (b) The Client becomes insolvent or issues a notice to appoint an administrator, enters administration or receivership.
    • (c) If the Client is more that 7 days in arrears with any payment due to Holbeck Ghyll Estate Ltd.
    • (d) To avoid a breach of these conditions.
    • (e) If it might prejudice the reputation or cause damage to Holbeck Ghyll Estate Ltd; in such event, Holbeck Ghyll Ltd will refund any advance payment made but will have no further liability to the Client.

7.0 : Cancellation By The Client

  1. If the Client cancels a reservation s in advance Holbeck Ghyll Estate Ltd’s cancellation fees are:
    • a) For a cancellation received 12 to 6 months of the date of arrival; 15% of the total value of the agreement
    • b) For a cancellation received within 6 months of the date of arrival; 25% of the total value of the agreement
    • b) For a cancellation received within 4 months of the date of arrival; 50% of the total value of the agreement
    • c) For a cancellation received within 2 months of the date of arrival; 75% of the total value of the agreement
    • d) For a cancellation received within 1 month of the date of arrival; 100% of the total value of the agreement.

  2. In all instances, notification of cancellation must be made in writing and will be effective on the date received and is only deemed accepted after being acknowledged in writing by Holbeck Ghyll Estate Ltd to the client. For avoidance of doubt, the “total value of the agreement” means the total anticipated costs +VAT of the event including accommodation, food and drink for all guests and any further pre-agreed charges. 

8.0 : Deposit & Payments

  1. To confirm your booking a £1,000.00 non-refundable deposit is required:
    a) 6 months before the arrival date 25% should be settled
    b) 4 months before the arrival date 50% should be settled
    c) 2 months before the arrival date 75% should be settled
    d) 1 month before the arrival date 100% should be settled along with all final numbers and details to be confirmed.

    If the Client fails to confirm these details, Holbeck Ghyll Estate Ltd will invoice based upon their own assessment of what the anticipated costs will amount to. Any additional costs are payable on departure.

9.0 : General

  1. Holbeck Ghyll Estate Ltd will take all reasonable steps to fulfil its contracted arrangements with its client to the best of its ability and in accordance with the details provided. However, it reserves the right to provide alternative services of at least an equivalent or higher standard at no additional cost to the Client.

  2. The Client shall not be entitled to assign the booking to any third party nor utilise the Hotel’s facilities without the prior written approval of Holbeck Ghyll Estate Ltd.

  3. Holbeck Ghyll Estate Ltd reserves the right to pass on to the Client any additional costs incurred by them in respect of goods and services requested during the course of the function or caused by the Client not adhering to the agreed times of services.

  4. Whilst Holbeck Ghyll Estate Ltd has taken all reasonable steps to ensure that the information contained on its website, brochures, tariffs, leaflets and advertisements is accurate, it reserves the right to alter, substitute or withdraw any service, facility or amenity without notice if necessary.

  5. No variation of these conditions shall be effective unless agreed in writing and signed on behalf of both Holbeck Ghyll Estate Ltd and the Client.

  6. This agreement shall be subject to the jurisdiction of the courts of England.

  7. Notwithstanding anything contained in these Terms, the Company will not be liable for any failure to perform its obligation to the Client in whole or part as a result of any of the following circumstances:
    • (a) Strikes
    • (b) Other industrial action
    • (c) Fire at or near the Hotel
    • (d) Flood at or near the Hotel
    • (e) Civil unrest, dispute, terrorist act or commotion at or near to the hotel
    • (f) Adverse Weather
    • (g) Legal action against the company, not resulting from its negligence, preventing the supply of services

10.0 : Advertising

  1. If the general public are admitted to the function, the Client should not use the Holbeck Ghyll Estate Ltd name or trademarks without its prior written permission and must show all tickets, posters and advertising material to the Hotel for its prior approval in writing. In all other circumstances this information should be provided if so requested by the Hotel.

Acceptance

    What Happens Now?

    A copy of your signed terms has been sent to our team for review. You will receive an email from us with a signed copy of your terms and payment details for settlement of the deposit in the near future.

    We are delighted you have chosen Holbeck Ghyll and look forward to working with you to ensure your event is nothing short of perfect.


    From Stars to Sustainability

    Our Commitment to Transparent Ratings and a Greener Future

    At Holbeck Ghyll, we believe in transparency and the power of community feedback. That’s why our hotel ratings are based on reviews from trusted booking channels such as Booking.com, Expedia, Google, and TripAdvisor. These platforms provide real, unbiased insights from guests who have experienced our hospitality firsthand.

    We’ve chosen to move away from traditional, dated rating systems because we recognise that today’s travelers rely more on open, social proof. This approach ensures our ratings reflect the most current and genuine guest experiences.

    In alignment with our commitment to sustainability, the funds previously allocated to subscribing to outdated rating systems have been redirected towards environmental initiatives. These initiatives include waste reduction programs, support for local conservation efforts. We believe this not only enhances your stay but also contributes to a healthier planet.

    Thank you for being part of our journey towards a more transparent and sustainable hospitality experience.

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