YHA Exclusive Hire terms and conditions

1. General

1.1 Please read these terms and conditions carefully if you intend to make a Booking for Exclusive Hire (each as defined below) as these terms will, in addition to our Standard Terms, apply to the Contract between you and us.

1.2 In the event of any conflict or inconsistency between any provision contained within these terms and our Standard Terms, the provision contained within these terms shall prevail, to the extent of any such conflict or inconsistency.

1.3 These terms apply to Exclusive Hire bookings only. If you wish to make a booking for anything other than Exclusive Hire, please see our Standard Terms.

1.4 The following definitions apply to these terms:

“Booking” means a booking for Exclusive Hire to stay at a Hostel or any other facility and includes accommodation, meals and any additional product or service (including those provided by a third party) purchased from us.

“Contract” means the agreement between you and us (made subject to these terms) to fulfil a Booking or purchase a Product.

“Exclusive Hire” refers to Hostels hired for exclusive use via the YHA website or contact centre.

“YHA Website” www.yha.org.uk

“Extra Services” means early check in, late check out, dog supplement, or meal option selected at the time of placing an Order.

“Group” means an organised, official group formed with a constitution and/or memorandum and articles and as explained in further detail in clause 5 of these terms.

“Hostel” means a youth hostel run by us or an independent owner affiliated to us.

“Order” means your order for a Booking and/or Product, made online or by calling us on +44 (0) 1629 592700

“Standard Terms” means our standard booking terms and conditions available at yha.org.uk/our-policies/booking-terms-conditions

“We, us, our, YHA” means the YHA (England and Wales), 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).

“Writing” means letter or email.

“You, your” means any customer who places an Order with us for a Booking and/or Product.

2. Booking

2.1 A non-refundable, non-transferable deposit of 20% will be taken to secure your Booking (Bookings made less than 8 weeks (56 days) in advance require full payment at the time of Booking). Payment can be made by MasterCard or Visa.

2.2 The balance of your Booking is due 8 weeks (56 days) before the date of arrival at the Hostel.

2.3 The payment card details used to pay your deposit payment will be securely stored against your Booking and the balance will automatically be taken 8 weeks (56 days) before the date of arrival at the Hostel. You will be notified by e-mail 1 week prior to this payment being taken.

2.4 In the event of a failed balance payment, you will be contacted to provide alternate payment details. Failure to pay your balance may result in your Booking being cancelled.

3. Cancellation

3.1.1 In all cases, if you have to cancel your Booking, please inform us as soon as possible by phone and in writing.

3.1.2 If you have to cancel your Booking the following cancellation fees apply, dependent on the number of days before the arrival date that notification of cancellation is received:

  • If you cancel 56 days or more before the arrival date, the cancellation charge is any booking deposits already paid or due
  • If you cancel 55 to 28 days before the arrival date, the cancellation charge is 50% of the total cost of your booking
  • If you cancel 27 to 0 days before the arrival date, the cancellation charge is 100% of the total cost of your booking

4. Arrival and departure

4.1 Arrival and Departure: On the day of arrival, the Hostel is available from 4.00pm. On the day of departure you are asked to vacate by 10am.

5. Your responsibilities

5.1 This Exclusive Hire booking has been entered into on the understanding that at any point during your stay, the number of guests does not exceed the booked Exclusive Hire accommodation’s maximum capacity. 

5.2 You must seek special permission from us in writing before Booking, if you wish to hold any kind of event where the number of guests exceeds the bed capacity and/or you wish to bring any additional equipment or temporary accommodation to the site (including additional cooking equipment, tents, marque, gazebos or similar). We reserve the right to terminate the hire immediately should this be taking place without our prior written consent.

5.3 You must ensure you are aware of and are up to date with the current Government guidance on gatherings in self-catering accommodation. In making a booking with YHA you are agreeing to adhere to the relevant Government guidance that applies at the time of your stay. Please bear in mind that the guidance may be different in England and Wales.

5.4 You are considered to be the group leader and must be over 21 years old.

5.4 You are responsible for the payment of the Booking, the safety of the group and the general housekeeping of the Hostel during the stay.

5.5 You are responsible for looking after the Hostel and its equipment during the period of hire and are expected to take good care of it. The Hostel is provided fully furnished. Bed linen is provided, but you will need to bring your own towels.

5.6 You are advised to check on arrival and report any shortcomings, damage or missing items immediately to us or our representative. You must report and pay for any damage caused to the Hostel or for equipment lost, damaged, broken or stolen during the occupancy. Unsuitable substitutes are not accepted.

5.7 All the equipment, utensils etc. must be left in a clean condition at the end of the hire period. A charge of £20.00 per hour will be made by us if any additional cleaning is required.

5.8 Please ensure that all gas cookers, lights and heaters are switched off, doors and windows are secured, rooms are left clean and tidy and waste bins are emptied, before handing the key back to us or to our representative.

5.9 Should the Hostel you are hiring be licensed for the sale and consumption of alcohol, you are permitted to bring your own alcohol but you are kindly asked to respect the law, which prohibits the sale, supply or consumption of alcohol to those under 18 years of age. You or your group members may become liable to prosecution should this law be breached.

6. Your conduct

6.1 As many hostels are located in or close to residential areas, please show consideration for our neighbours. If you or a member of your party fails to comply with this requirement, your Booking may be terminated and you will be asked to leave the Hostel. If you enter the Hostel after this time you will be trespassing. No whole or partial refunds will be made if your party is asked to leave under these circumstances.

6.2 We reserve the right to decline a Booking or refuse to hand over a Hostel to any person or group where, in our opinion, facilities are unsuitable for the hirer or any member of the hirer’s party without liability on either side.

6.3 The use of candles, incense burners, flammable liquids/gases, fireworks, smoke machines, dry ice machines, camping stoves and firearms is strictly prohibited at all of our Hostels. Use of such items may result in the party being asked to leave immediately, without refund of any portion of the hire fee.

6.4 We reserve the right to repossess the Hostel at any time where damage has been caused, or in our opinion, is likely to be caused, by you or any member of your party. In such cases we shall not be liable to make a refund of any portion of the hire fee paid.

7. Dogs

7.1 Dogs are permitted at some of our properties as indicated on the YHA website. Please do not bring dogs to our properties that are not indicated as dog friendly.

7.2 You must tell us at the time of booking if you wish to bring a dog to one of our dog friendly properties. An Extra Services charge will be made per dog for the duration of the stay with a maximum of 4 dogs permitted per Booking.

7.3 You can find more information about our dogs’ policy here.

7.4 No other domestic pets are permitted at our properties.

7.5 Highly trained assistance dogs are permitted at all of our properties. You must notify us at the time of booking if you wish to bring a highly trained assistance dog with you which can stay with us free of charge.