Hotel Terms & Conditions
The following Terms and Conditions apply to all bookings made on the website, in person or over the phone. We kindly ask that you take a moment to read them prior to making a Booking.
The Company enters into this Agreement as principal for Bookings made for the hotels it owns and as agent where a Booking is made for a hotel that it operates on behalf of the Hotel Owner. The booking confirmation will clearly state the identity of the Owner.
In these Terms and Conditions the following definitions apply:
“Company” or “we” means Waterside Hotel and Galleon Leisure Club Limited (company no 02914950) whose registered office is at Waterside Hotel and Leisure Club, Wilmslow Road, Didsbury, Manchester, M20 5WZ.
“Booking” means the booking for accommodation.
“Contract” means the Booking and these Terms, and any other terms and conditions stated to apply to the Booking.
“Hotel” means the premises for which your Booking is made.
“Terms” means these terms and conditions.
“Websites” means www.waterside-hotel.co.uk or any other website owned or operated by us relating to a Hotel from time to time.
“VAT” means value added tax.
All Bookings at the Hotel are subject to these Terms.
At the time of booking or at check-in, we will take your credit/debit card details and you authorise the use of this card for any sums that become owing to us. We shall also have the right to require full payment in advance or a deposit at the time of booking in certain circumstances or if the Booking includes the supply of certain items or services. No Booking shall be treated as confirmed until the details and/or payment/deposit described in this paragraph have been provided.
The prices displayed on the Websites are an average per night per person until a rate is selected. Any meals, service or VAT (at the prevailing rate) are included only if specified. A minimum length of stay, deposit, cancellation charge and other conditions may apply to certain rates, as specified. Once a rate is selected on the Websites, the total for your requested stay shall be displayed on the reservation summary. Prices shall be charged in the local currency of the Hotel and any currency conversion facility is provided as an approximation tool only, please refer to the Currency Disclaimer for more details.
The VAT breakdown shown is indicative based on the current rate of VAT, and the expected VAT treatment of the goods or services. VAT will be payable at the prevailing rate applicable at the tax point of the invoice or Booking confirmation issued, and may change depending on the actual rate and the VAT treatment of the goods and services purchased at that date.
Price lists for additional items, such as restaurant meals and room service, are on display at relevant locations within the Hotel and are available on request.
- Check-in/ Check-out Requirements
In the interests of security and to prevent fraud, at the time of check-in, guests may be required to confirm their identity by providing their booking reference; their passport/identity card/driving licence and a valid credit or debit card which will be swiped in the presence of the card holder. If guests are travelling from outside the UK, Ireland or any country in the Commonwealth we are also obliged by law to require guests to provide the number and place of issue of your passport/identity card and details of their next destination. These records will be kept for at least 12 months and may be disclosed or made available for inspection by any police officer or as otherwise required by applicable law in connection with the prevention or investigation of crime. The information above may be requested for each member of your party over the age of 16 and we reserve the right to refuse entry to persons who cannot provide the information set out above.
Unless otherwise stated on the booking confirmation, Guests may check-in at any time from 2.00 p.m. on the scheduled day of arrival. All rooms that have been secured by credit/debit card or prepaid at the time of booking will he held until 11:59pm on the scheduled day of arrival unless otherwise agreed directly with the Hotel. Any non-secured reservation will be held until 2.00 p.m. on the day of arrival at which time we will be entitled to re-let the room, unless the guest has notified the hotel of a late arrival.
On the day of departure we kindly ask all guests to vacate their rooms by 11.00 noon (unless a later departure is stated as part of your Booking). Late check-out after this time can be requested subject to availability and will be charged at an hourly rate at the discretion of the Hotel.
Rooms are subject to maximum occupancy rules set by the Hotel. If you would like further details please contact the Company or the Hotel.
We accept the following methods of payment: credit cards: American Express, MasterCard/Diners International, Diners Club, JCB International Credit Card, Visa; debit cards – Visa/Delta and Visa/Electron.
All bookings made a 1p (one penny GBP) pre-authorisation will be taken 7 days prior to arrival. This is done as a security measure to protect both parties against fraud. After a minimum of 10 days the sum of 1p (one penny GBP) will be released back to your account.
For advance purchase rates the card you booked with must be presented on arrival, along with the appropriate ID.
At the time of check-in we will pre-authorise the accommodation charges (room rate, VAT and any service charge) and anticipated incidentals for the duration of your stay against your credit/debit card. We may also choose to accept a deposit in place of payment card authorisation by another valid form of payment, including cash.
During your stay the Hotel’s system will calculate the incidentals charged to your room on a daily basis. If the cost of those incidentals exceed the authorisation taken on check-in, further authorisation will automatically be requested and if such authorisation is not available, we may request another method of settlement or a deposit to be provided, failing which we reserve the right to restrict access to your room.
All outstanding charges must be paid for in full on check-out from the Hotel. If the outstanding charges do not exceed the authorisation taken on check-in, the authorisation for the amount not utilised will be released, however, we cannot control how long it takes for your bank to effect such release. If staying for multiple nights at the Hotel we may require you to make payment for any outstanding charges on a more frequent basis during your stay. If you fail to make a payment on departure we will charge the card used to pre-auth, this also includes any linked rooms.
- Cancellation Policy and No Shows
For rates marked as “Flexible Rate” – These are cancellable without charge up to 2.00 p.m. local time 24 hours prior to arrival. Cancellation and non-arrival charges apply after the relevant time and will be charged to the credit/debit card supplied at the time of booking. We reserve the right to charge for one night’s accommodation per room booked if the above cancellation requirements are not met.
For rates marked “Advance Purchase Rate” – We require full prepayment for the entire stay at the time of the Booking and this is non-refundable and the Booking non-changeable. Prepayment is charged to the credit/debit card supplied at the time of the Booking. Cancellation or non-arrival will result in the forfeiture of the prepayment.
- Changes or Cancellation by the Company
Very occasionally we may need to cancel your Booking. In such circumstances you will be given a full refund but we shall have no further liability to you arising out of such cancellation. We will, however, use reasonable endeavours to try and re-locate any confirmed Booking cancelled by us to an alternative location similar in standard to the Hotel.
Your booking is for a class of room in the Hotel and does not guarantee that you will be able to stay in a specific room or in the same room for the duration of your stay. If you have indicated a preference for a particular room, we will use our reasonable efforts to honour this preference. However, we may need to allocate an alternative room to you for operational or safety reasons. If we need to move you to a different room during your booking for which a lower rate is available than the rate you booked at, we will refund you the difference in the rates.
We reserve the right and you hereby authorise us to charge your credit or debit card for any damage incurred to your room or the Hotel during your stay (including without limitation specialist cleaning) or for any items that are missing when you leave. We also reserve the right to apply a smoking charge if you are found to be smoking in your room, we may apply this charge after you have checked out using your card details.
Dependent on your individual needs we may be able to accommodate you, we always advise calling the hotel prior to booking to discuss these needs.
Guests staying in a Hotel may use the club throughout the duration of their stay. A condition of using the facilities is that you must comply with the club’s rules, a copy of which is available at the club reception. Charges may apply for use of some facilities, please enquire at the Hotel for further details.
Children under 16 years of age must be accompanied by an adult at all times and may use the facilities until 6.00 p.m., except on a Friday, Saturday and Sunday when they can use the pool until 8.00 p.m. For health and safety reasons children under 16 are not permitted to use the gymnasium and children under 12 are not permitted to use the sauna, spa bath or steam room.
At certain times, facilities may become unavailable due to maintenance, adverse weather conditions or other reasons beyond our control. We will attempt to keep all Hotel guests informed of these circumstances however this may not always be possible. If any facility is a significant reason for your choice of Hotel, we would advise you to check directly with the Hotel in advance of arrival.
The hotel has a large car park that is free to use for all guests.
Terms and conditions may also apply to car park use. Please contact the Hotel directly for more information. Cars and their contents are left at the owner’s/customer’s own risk. We do not accept responsibility for loss or damage (save as may not be excluded or restricted by applicable law).
- Hotel Events
Please be aware that at certain times throughout the year some of our hotels may host weddings, events and parties, which you may feel would be an intrusion on your break. Please contact the Hotel directly in advance of your stay for further information.
- Guest Behaviour
Guests are requested to conduct themselves appropriately at all times and to comply with Company procedures and/or requests with regard to conduct and respect for the property of the Hotel, its employees and guests and their health and safety. Guests are requested not to disrupt the comfort and enjoyment of other guests, the smooth running of the Hotel, or cause offence to other guests or our members of staff. We reserve the right to refuse accommodation or services or remove you and members of your party from the Hotel if, in our reasonable opinion, we consider this provision to have been breached. Where this is the case shall have no obligation to refund you for lost accommodation, other services or any other loss or expense incurred.
- No Smoking
Guests are not permitted to smoke in any part of the hotel, designated smoking areas are provided.
All children (a person under 16 years of age) staying at the Hotel must be accompanied by an adult and must be supervised by an adult at all times.
Cots and extra beds are available in most of our properties. However, these are limited and subject to availability. Additional charges may apply. Please check at the time of booking.
We do not offer a babysitting service.
Guide dogs are accepted with prior arrangement, any other pets are not accepted.
- Personal Information
Telephone calls may be recorded from time to time to help us improve the service we offer you.
- Force Majeure
The Company accepts no liability and will not pay any compensation where the performance of its obligations is prevented or affected directly or indirectly by or as a result of force majeure or any circumstances beyond its reasonable control including, but not limited to, flood, earthquake, extreme adverse weather conditions, natural disasters, other acts of God, acts of terrorism, fire or failure of electric power, gas, water, or other utility service, plant machinery, computers, vehicles or any collapse of building structures.
- Limitation of Liability
The Company will not be responsible for the loss or damage of any property left in the Hotel other than as required under the Hotel Proprietor’s Act 1956 and the Local London Authorities Act 2004 (a copy of the notice under such Acts is displayed in the reception of the Hotel) or any other applicable law.
The Company will not be liable for any indirect, consequential or pure economic loss or any loss of profit, goodwill or opportunity (whether caused by the negligence of the Company, its employees, contractor or agents or otherwise). The Company’s total liability shall not exceed the value of the charges received by it under the Contract.
Nothing contained in the Contract or in any other document referred to or incorporated in it shall be read or construed as excluding any liability for death or personal injury caused by the Company’s negligence or liability for fraud or fraudulent misrepresentation.
- Governing Law and Jurisdiction
The Contract and any non-contractual obligations arising in connection with it are governed by English law.
The English courts have exclusive jurisdiction to determine any dispute arising in connection with the Contract, including disputes relating to any non-contractual obligations.
Each party irrevocably waives any objection which it may now or later have to proceedings being brought in the English courts (on the grounds that the English courts are not a convenient forum or otherwise).
- Web Site Information
While all reasonable efforts have been taken to ensure the accuracy of information on the Websites, the Company does not accept responsibility for errors or omissions and reserve the right to amend, cancel or vary any of the arrangements featured on the Websites without notice. Please note that in certain circumstances, generic photographic images have been used to represent the general style of a particular product or hotel.
The content of the Websites is the copyright of the Company, and may not be copied, reproduced, published, distributed or amended for any other purpose without our prior written consent.
Trademarks used on the Websites are the property of the respective owners. Hyperlinks to third party websites are provided for your convenience. We cannot accept responsibility for the content or use of third party sites.
The Websites are operated by the Company.
- Currency Disclaimer
The currency converter is provided by XE.com and is for illustration purposes only. It is meant only as an approximate conversion tool based on the latest information available and should not be relied upon for any other purposes. All rates are in the currency of the hotel booked and the currency exchange rate to be applied will be based on the exchange rate in use by Waterside Hotel and Leisure Club on the day that payment for the reservation is taken.
- Group Booking Policy
For more than 10 rooms:
If The Client wishes to cancel some or all of the Group Accommodation, such cancellations should be advised to The Hotel in writing. The cancellation shall be deemed to be effective from the date of receipt of written notification. Any cancellations received after 17.00hrs shall be deemed effective the following day.
Any postponement of Group Accommodation shall be considered a cancellation.
If the Client cancels a booking The Hotel will charge a cancellation fee as outlined below:
Time Frame (relevant to date of reservation) Cancellation Charge
Cancellation between 90 days & 46 days 25% of anticipated charges
Cancellation between 45 days & 29 days 75% of anticipated charges
Cancellation thereafter 100% of anticipated charges
For less than 10 rooms:
Any cancellations made within 7 days of arrival will incur full charges.
Wedding, Conference and Events Terms & Conditions
These terms and conditions form an agreement between The Waterside Hotel & Leisure Club, any company or individual wishing to make arrangements for the booking of and event meeting space or accommodation.
Any booking is provisional until The Waterside Hotel & Leisure Club receives a signed copy of these Terms & Conditions along with a signed copy of the Contract.
(a) The terms apply to all services we can provide for you or those you book with. They also apply to any arrangements made in connection with your booking.
(b) The client shall provide on request by The Waterside Hotel & Leisure Club all such information, which is available in relation to the event as may be necessary to enable the hotel to make a fully informed assessment of its obligations to provide the services.
(c) The hotel should be aware of the reasons for the booking of the event meeting rooms or any other public area. Similarly the booking of bedrooms must be above board at all times. We reserve the right to review all bookings at any time.
(d) The terms and conditions of the organiser, whilst respected do not supersede those of the hotel, unless agreed in writing.
- Conclusion of Contracts/Parties to the Contract/Liability
(a) Once both parties have signed they become contractual partners. Changes can be agreed with due notice.
(b) Any third party, as an individual or commissioned by the organiser adding to or changing the terms of the agreement, becomes jointly liable for all payments arising from the contract.
(c) In the case of any minor or medium negligence, the hotel will be liable only up to the amount of any rental charge agreed.
- Delegate Numbers in attendance
(a) The provisional numbers for which the client has booked are set out on the event order and must be provided 28 working days in advance. The client needs to advise the hotel of final numbers at least 14 days before the scheduled start date of the event.
(b) The client must also advise the property of any menu choices, wine and beverage choices and any other relevant or requested information at least 7 days before the scheduled start date of the event, otherwise the property cannot guarantee that the choices will be available. Under such circumstances The Waterside Hotel & Leisure Club will offer the most appropriate alternative.
(c) Where the booking includes bedroom accommodation, full details of the numbers of persons staying, together with the type of accommodation and the length of stay must be stated, in writing no less than 21 days prior to the date of arrival or sooner if required by the hotel. The names of those occupying each room must be given, in writing, at least 14 days before the start of the booking, otherwise the hotel will cancel any provisional bookings.
(d) Reduction in Numbers
Any reduction in numbers below the minimum numbers agreed between the client and the property will result in cancellation charges being raised. An increase in numbers must be communicated to the property at the earliest possible date and is subject to availability. The property will make reasonable endeavours to accommodate any increase in numbers and this new number will become the minimum number of guests to be charged.
- The Hotel reserves the right to reallocate meeting rooms
(a) Any significant changes in numbers by the client may require the event being relocated to more suitable space within the same property and in these circumstances the client may incur an additional room hire charge or amended rates to reflect the value of the newly allocated room. The room may also be changed if business needs require the event to move to an alternative room in the hotel.
The Waterside Hotel & Leisure Club reserves the right to request an Advance Deposit at any time prior to arrival, the amount being determined by the Hotel. In the event of cancellation any Advance Deposit will be set against cancellation charges
- Deposit Policy
Written confirmation is required for all bookings and a non-refundable deposit is also required
An interim payment of 50% of the estimated balance to be paid 6 months prior to event for all day & evening wedding celebrations, Conferences and events, the final balance should be paid 2 weeks prior to the event. Any additional charges incurred on the day of the event or after the invoice has been sent out to you are due for payment at the time unless you have arranged credit facilities with the hotel providing no credit facilities have been given.
- Clients’ Use of the Hotel
The Client, its representatives or any person attending the event at the clients request or invitation must:
(a) Comply with all licensing, health and safety and other regulations relating to the property
(b) Not carry out any electrical or other works at the property including amplification and lighting without the company’s prior written consent
(c) Not bring any dangerous or hazardous items to the Property and remove any such items promptly when requested to do so by the company’s management team or any other authorized person
(d) Not consume any food or drinks at the property which were not supplied by the property
(e) Not act in any improper or disorderly manner and comply with the properties reasonable regulations and instructions, including abiding by any dress code requirements, search policies and entry procedures
(f) Obtain prior written permission from the property if providing their own entertainment, services or activities at the event
- Payment Terms
(a) The organiser is obliged to pay for all services requested, including any additional or third party services contracted in connection with the booking. All prices are quoted in Pounds Sterling and include VAT at the current rate. We reserve the right to amend the quoted price to reflect any changes in the rate of VAT
(b) Tax and service are included in all prices included and we are bound by local laws on this subject. We will review any prices we have indicated if a period of 60 days or more passes from our first correspondence.
(c) Applications for credit accounts must be received no later than 14 days prior to the date of arrival and must be made on the hotel’s application form (available on request) This facility is available at the hotel’s sole discretion and for UK based companies only.
(d) The balance of all sums due from the client to the hotel (after taking into account any deposits or pre-payments) shall be paid by the client on departure from the hotel
(e) If the client has a credit account, an invoice will be rendered immediately after hotel departure, which is payable within 14 days of the date of invoice
(f) All accounts are process in Pounds Sterling, Payment may be made in cash, by credit cards accepted by the hotel, or by cheque up to the amount supported by a bank or guarantee card. Prior arrangements are required for payment by cheque if the amount is in excess of the amount of the bank guarantee card.
- Withdrawal of the hotel
(a) Notwithstanding anything contained in these Terms, the Company will not be liable for any failure to perform its obligations to the Client in whole or part as a result of any of the following circumstances:
(ii) Other Industrial action(s)
(iii) Fire at or near the Hotel
(iv) Flood at or near the Hotel.
(v) Civil unrest, dispute or commotion.
(vi) Act of God.
(vii) Legal action against the company, not resulting from its negligence, preventing the supply of services
(b) The Waterside Hotel & Leisure Club will reserve the right to withdraw from a contract without notice should the event be deemed to prejudice the reputation of the hotel.
- Withdrawal of the Organiser (cancellation)
(a) Because each service we provide has a lead time, we reserve the right to protect our ability to re-book any cancelled meeting or accommodation, food or beverage. The cancellation date is the date that the hotel receives notification in writing. We have indicated below cancellation policy for each service.
Please note that the % is based upon the total of all pre booked items, times the number of nights these have been booked.
Notice % of Original Booking Value Payable
Between 27 – 52 weeks 25%
Between 13 – 26 weeks 50%
Between 5 – 12 weeks 75%
Between 1- 4 weeks 100%
(b) We will at all times endeavour to sell part or all of the rooms, food & beverage booked, however we will charge for any lost opportunity.
- Changes to your arrangements
If you need to make change to numbers, timings, food, beverage or equipment, we are happy to help you. There may be charges though based upon this. Please confirm any of these in writing as it affects our contract with you.
We appreciate business arranged with us through or by agents. Commissionable rates may be available.
The Waterside Hotel & Leisure Club is a registered name of which we are proud to see advertised. However any use of The Waterside Hotel & Leisure Club name or logo by any party outside the company must be authorised in writing by the Marketing Department. Any misuse or misrepresentation will result in prosecution.
- Organiser’s Liability for Damages
If damage to the fabric or fittings in the hotel results from the booking itself, the organiser will be held liable for the costs. The hotel is not obliged to produce evidence of the negligence or fault of the operator for any such damage.
(a) The Waterside Hotel will take all reasonable steps to fulfil the reservation 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 standard at no costs to the Client.
(b) The Client shall not be entitled to assign the booking to any third party nor utilise the Hotel’s facilities, other than for the purpose stated overleaf without the hotel’s prior written approval.
(c) The Waterside Hotel & Leisure Club reserves the right to pass on to the Client any additional costs incurred by them in respect of goods and services required during the course of the function or caused by the Client nor adhering to the agreed times for services.
(d) Any payment made to the waterside hotel is a non-refundable payment
(e) Whilst the Company has taken all reasonable steps to ensure that the information contained in its 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.
(f) No variation of this contract shall be effective unless in writing and signed on behalf of both The Waterside Hotel and Leisure Club and the Client.