Hotel Terms of Business (B2B)
This document has been updated for Brexit. References to data protection legislation have been updated with reference to the UK GDPR.
These Hotel Terms of Business 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.
This document is 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 of Business (B2C) which should be used instead. If you have any
doubt as to whether your customer is a “consumer”, you should seek legal
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
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 bedroom or meeting room 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.
It is important that the contract you make with your customer incorporates
these terms and conditions. For this purpose, before your customer offers
to make a booking (see Clause 2.8), you need to provide a copy of these
terms and conditions to them, indicating at the same time that a booking
will be on these terms and conditions. One means of achieving this is if
you use a booking form which:
contains or attaches a copy of the terms and conditions;
states that those terms and conditions apply to any booking;
is signed by the customer and given to you; and
is then accepted/confirmed by you as a booking. (NB - you should not
until then accept or confirm any reservation/booking.)
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 template duplicates the Hotel Terms and Conditions (B2B) available in
Terms and Conditions > Services Terms and Conditions Templates.
These Hotel Terms of Business contain the following clauses:
1. Definitions and Interpretation
3. Fees and Payment
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. [Data Protection]
13. [Data Processing]
16. Assignment and Subcontracting
17. Third Party Rights
18. No Waiver
21. Entire Agreement
21. Dispute Resolution
23. Law and Jurisdiction
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