Hotel Terms and Conditions (Business to Business)

Hotel Terms and Conditions (B2B)


These Hotel Terms and Conditions are designed for use by a hotel providing a range of services to business customers, i.e. where the services are wholly or mainly for the purposes of the customer’s (or another’s) business.

These terms are not suitable for use where the hotel’s customer is a “consumer” as defined in the Consumer Rights Act 2015, and they should not be used in such a case. Where the customer is a “consumer”, we have provided in this subfolder an alternative set of terms and conditions, the Hotel Terms and Conditions (B2C) which should be used instead. If you have any doubt as to whether your customer is a “consumer”, you should seek legal advice.

This template is compliant with the GDPR (General Data Protection Regulation). 

This template covers key aspects of the business of a hotel which offers various services including booking (of accommodation and other services), changes to bookings, fees and payment, cancellation by the customer or hotel, check-in and check-out arrangements, hotel rules (including use of hotel or customer equipment for meetings etc.), liability for theft or loss of or damage to customer property, limitation of liability, complaints and dispute resolution.

These terms have been written to cater for a hotel’s customer (whether a business or other organisation) booking for a group of its employees (or other individuals) staying at and/or using bedrooms or meeting rooms or other facilities at the hotel, but they are also suitable for use where the customer is making a booking for only one or two individuals.

These terms provide for the hotel’s customer (or any person authorised by it) to identify to the hotel the individuals to whom services are to be supplied. These terms also provide that the hotel may validly accept a booking or request from anyone who its customer names as someone authorised to book or request any services. These provisions aim to minimize misunderstandings or disputes about customer liability for hotel charges for any services.

Designed with flexibility in mind, these terms contain a number of optional clauses addressing supply of various services and facilities such as provision of car parking, food and drink, bedroom accommodation, use of meeting/conference/reception rooms, facilities provided in bedrooms and meeting/conference/reception rooms, fitness and leisure facilities, and additional charges for any such services and facilities.

This document assumes that your hotel offers promotional rates (for example, discounts for booking early and paying in advance). Additional payment terms are incorporated to cater for such rates.

Optional phrases / clauses are enclosed in square brackets. These should be read carefully and selected to ensure that they are compatible with one another. Unused options should be removed from the document. Clause cross-references may require updating.

This document duplicates the Hotel Terms of Business (B2B) available in Service Agreements > Services Business Terms.

These Hotel Terms and Conditions contain the following clauses:

1. Definitions and Interpretation

2. Reservations

3. Fees and Payment

4. Cancellations

5. Check-in and Check-out

6. Hotel Rules

7. Food and Drink

8. Car Parking Facilities

9. Disabled Customers

10. Limitation of Liability

11. Changes to Terms and Conditions

12. How We Use Your Personal Information (Data Protection)

13. Complaints

14. Set-Off

15. Assignment and Subcontracting

16. Third Party Rights

17. No Waiver

18. Severance

19. Notices

20. Entire Agreement

21. Dispute Resolution

22. Law and Jurisdiction

This document is in open format. Either enter the requisite details in the highlighted fields or adjust the wording to suit your purposes.

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