Guest accommodation terms and conditions

1 - Definitions

1.1 - The “Client” means the person, or organisation, named on the booking. 

2 - Cancellation Terms for Bed and Breakfast

2.1 - If the Client cancels a reservation 14 or more days prior to arrival all monies paid will be refunded with the exception of a £15.00 per room administration fee which shall be retained. Cancellations made within 14 days of arrival will receive no refund.  Any amendment to your booking made 14 days or more prior to your arrival date which results in a lower overall booking cost will incur a £15 per room administration fee.  Any amendment to your booking made within 14 days of the arrival date will receive no refund.

3 - Cancellation Terms for Self-Catering at David Russell Apartments

3.1 - If the Client cancels a reservation 28 or more days prior to arrival all monies paid will be refunded with the exception of a £100 per flat administration fee which shall be retained.  Cancellations made within 28 days of arrival will receive no refund.  Any amendment to your booking made 28 days or more prior to your arrival date which results in a lower overall booking cost will incur a £30 per flat administration fee.  Any amendment to your booking made within 14 days of the arrival date will receive no refund.

4 - Liability

4.1 - The University will not accept liability for death, injury, disease, damage to, or loss of property unless proved to have been caused by negligence on the part of the University.

4.2 - The Client will be liable for the costs of rectifying any damage caused by or arising out of their occupancy of the premises.

4.3 - The University accepts no responsibility for loss or damage to property or goods belonging to or used in the premises by the Client, or third party.

5 - Health & Safety Regulations

5.1 - Smoking is not allowed in any part of the premises in compliance with the Smoking, Health and Social Care (Scotland) Act 2005 and the Client must comply with the no smoking policy.

5.2 - All exits, fire alarm controls, firefighting appliances and emergency doors must not be tampered with in any way, and at all times shall be kept free of obstruction.

5.3 - The Client is responsible for ensuring that the University is notified in advance of any individual who will require assistance in the event of an emergency evacuation.

6 - Other

6.1 - Animals are not permitted on University premises. However an exception is made for Registered Assistance Dogs. Please notify us in advance if you plan to bring an Assistance Dog with you so we can assist you.

7 - Availability

7.1 - The University reserves the right to alter or cancel any booking, or part of a booking. If for any reason beyond the control of the University we are unable to fulfil any order, we shall not be liable for damages or compensation but our charge will be abated by a fair and reasonable apportionment.

8 - Jurisdiction

8.1 - The contract shall be read, construed and governed in all respects in accordance with the Laws of Scotland. The parties agree that the contracts shall be subject to the non-exclusive jurisdiction of the Scottish courts.

9 - Vat

9.1 - Prices quoted include VAT at the prevailing rate, unless otherwise specified, and are subject to alteration should the rate change.

10 - Terms

10.1 - These Terms and Conditions of Booking supersede any previous Terms and Conditions of Bookings, notifications, correspondence, discussions, and all other communications between the University and the Client (howsoever communicated).

11 - Public Health Emergencies

11.1 - IN this clause a “public health emergency” means any public health emergency of international concern as formally declared by the World Health Organisation.

11.2 - Notwithstanding the terms of clause 2 and 3, if either we or the Client has to cancel the booking because UK or Scottish Government public health measures imposed as a result of a public health emergency  mean it is unlawful (i) for the Client to travel to or to use the venue or any accommodation booked or (ii) for us to offer or open the venue or any accommodation booked, the Client may choose either to: (i) (subject to availability) transfer the booking to a later date free of any administration charges but the Client will have to pay any difference in price if the cost of the new booking is higher or be reimbursed the difference if the cost of the new booking is lower; or (ii) obtain a refund of the amount already paid by the Client for the booking, less any administrative costs which we incur in processing such refund.

11.3 - If either we or the Client has to amend the booking because UK or Scottish Government public health measures imposed as a result of a public health emergency mean it is unlawful (i) for some of the Client’s party or group to travel to or to use the venue or accommodation booked or (ii) for us to offer or open the venue or accommodation booked for the original number in the Client’s party or group, the cost of booking will be reduced to take account of (i) such reduced numbers and (ii) any reasonable and direct costs incurred by us. Before such amendment to the booking is made we will discuss with the Client and agree the cost reduction to be applied.

11.4 - The Client acknowledges that a public health emergency may require us to take one or more of the following measures for the safety of our staff and the safety of guests attending to which this booking relates:

  1. impose maximum guest numbers at either the event or any activity to be carried out as part of the event or booking
  2. limit food or drink availability
  3. impose specific requirements regarding personal protective equipment such as the wearing of masks
  4. restrict the numbers of overnight stays if applicable
  5. limit any planned entertainment for the event or any activity to be carried out as part of the event or booking
  6. designate alternative entrance and exit routes; and/or
  7. require the Client to take such steps or measures as we require to prevent the spread of any illness or disease or to comply with laws and guidance relating to any public health emergency.

11.5 - The Client shall, and shall procure that all members of its party or group, comply with all laws and guidance relating to any public health emergency, included but not limited to the size and composition of any gatherings, whilst on our premises or property.

11.6 - The Client acknowledges that where it facilitates any activity or event during the booking then, unless agreed otherwise with us, the Client is the organiser of such activity or event for the purpose of any public health emergency law or guidance notwithstanding that this is to be carried out on or uses our premises or property.

13 - Correspondence 

13.1 - Correspondence on the organisational and financial arrangements should be addressed to:

Accommodation, Conferences and Events,
Walter Bower House,
Guardbridge, Fife,
KY16 0US

Tel: +44 (0)1334 46 3000

Email: aceteam@st-andrews.ac.uk