Group Bookings

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 10% of the total booking value is required. Your first deposit payment will confirm acceptance of the group booking terms & conditions stated in this document. The remaining full balance is due 8 weeks (56 days) before arrival at the Hostel.

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 at the Hostel.

We will require you to confirm final group numbers no later than 8 weeks (56 days) prior to arrival at the Hostel.

We 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 any payment under these terms & conditions is overdue, then without prejudice to our other rights we may cancel your booking for the relevant Booking.

At Kirkby Stephen 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 will normally charge an additional Room Supplement.

Groups are defined as being an organised official group having a constitution or memorandum and articles and comprising of 15 or more people.

Group Bookings must have a nominated group leader, who is responsible for making and overseeing the Booking, including financial and legal responsibility.

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.

Kirkby Stephen Hostel does not allow adults from educational establishments and youth groups to share bedrooms with children under the age of 18. The exception to this is where a child’s health or wellbeing would prevent them from staying with us otherwise, for example carers. Kirkby Stephen Hostel will require confirmation in writing that the parent or guardian of the child have provided written consent naming the adult they permit to share with the child or young person.

Groups shall not offer for sale to the general public (or publicly advertise the sale of) our Hostel facilities or services without our prior written agreement.

Sole use of the Hostel may be offered by us but will be subject to explicit agreement at the time of placing your booking. Unless specifically highlighted in the Booking Confirmation, you will not be entitled to, nor should you expect sole-use of the Hostel. In the case of placing an Order for the Booking of the Hostel on a sole-usage basis, you may be asked to pay for a minimum number of beds or be charged an additional supplement. These conditions will be agreed and confirmed prior to issuing you with a Booking Confirmation. Please note, sole-usage will not be guaranteed should the number of paying guests reduce below the agreed minimum number at a later date.

An Order for a Booking relating to the sole use of a property shall only be accepted on the understanding that the total number in your party shall not exceed the total number of beds available at the Hostel. You must seek special permission from us in writing before making a Booking for sole use, if you wish to hold any kind of event where the number of guests exceeds the bed capacity.

Bookings for sole use of the Hostel will require a £200 deposit, which will then be returned 2 days after the completed booking. This is for any damages or extra cleaning needed.

Our refund policy

All Booking cancellations are subject to our refund policy, contained within this clause. We recommend that you cover your Booking with appropriate travel insurance.

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 at the Hostel. The first night of your stay is defined as starting at 12pm (12 noon) on the day of arrival at the Hostel.

To make an amendment and/or a cancellation of a Group Booking, the party leader must notify Kirkby Stephen Hostel in writing via Email. Our cancellation charges depend on the notice period given and are shown below:

56 days or more Any booking deposits already paid or due
55 – 28 days 50% of total amount of your booking
27 – 0 days 100% of total cost of booking