Booking Terms and Conditions
Adventure Okehampton manages YHA Okehampton and YHA Bracken Tor and is a Private Limited Company owned by Dartmoor Active Leisure Ltd (Registered Company No. 3343687) and operates as an enterprise partner with YHA (England and Wales). Adventure Okehampton has adopted, where appropriate, the current terms and conditions of YHA.
YHA (England and Wales) is a 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) .
"Booking" means a booking for a stay at the Youth Hostel and includes accommodation, any meals, activities and any Third Party Services;
"Contract" means the agreement between us and you to fulfil a Booking or purchase a Product;
"Customer" means any customer who makes or is making a booking with The Youth Hostel
"Group" means an organised, official group of 5 or more people formed with a constitution and/or memorandum and articles and as explained in further detail in clause 4.
“Product” means any goods for sale by the company.
“Activity” means an organised activity issued for sale by The Hostel
"No-Show" means a guest who does not arrive and gives no notice or indication of intent
"Third Party Services" means activities delivered by sub-contractors (e.g. transport companies or providers of specialist activities such as pony trekking and surfing etc, or attraction tickets);
"Writing" means letter, fax or email;
"YHA" means the Youth Hostels Association (England and Wales);
"The Youth Hostel" means a Youth Hostel managed by Adventure Okehampton.
1.2 These conditions and any matters referred to by us, form the entire understanding between you and us and supersede any prior promises, representations (unless fraudulent) or undertakings.
1.3 Any omission or error in any sales literature, web page or site, order form, quotation, price list, order acknowledgement, despatch note, invoice or other document issued by us may be corrected by us without liability. We will advise you of any changes at the time of making a Booking or purchasing a Product or as soon as is reasonably possible thereafter.
1.4 The provisions of the Contracts (Rights of Third Parties) Act 1999 are expressly excluded from the Contract so that no third party may claim any rights under any Contract.
2. Making a Booking or purchasing a Product or Activity
2.1 All Bookings are subject to acceptance by us and we will confirm such acceptance to you by sending you an e-mail that confirms that the Booking or the purchase of the Product has been successful. The Contract between us will only be formed when we send you this confirmation. If you have made multiple orders, the Contract will only relate to the order or part of the order which has been confirmed as successful. All Bookings and Products are subject to availability and The Youth Hostel reserves the right to decline any Booking or purchase of a Product at its discretion.
2.2 A Booking cannot be amended unless agreed between an authorised representative of the Youth Hostel and you.
2.3 Bookings to stay at a Youth Hostel may be made by visiting YHA website at www.yha.org.uk, The Youth Hostel’s website www.adventureokehampton.com, by telephoning the YHA Contact Centre or by telephoning the youth hostel direct.
2.4 Members rates are only available by booking directly with YHA (England and Wales) (e.g. by telephoning the YHA Contact Centre or visiting YHA website at www.yha.org.uk). If you book at a member price, you will be required to provide proof of membership or purchase the relevant membership upon arrival (see clause 1.5). If you do not hold or buy membership, you will be required to pay the published overnight rate as at the time of your booking.
2.5 By making a Booking or purchasing a Product/Activity you warrant that you are legally capable of entering into a binding contract and that the information you have provided to us is correct. All Bookings and purchases made by telephone, fax or other forms of distance communication are made subject to these terms and conditions and the person placing the Booking warrants that he/she has the full authority to do so on behalf of all the persons they are making a Booking for, and confirms that all such persons are aware of and accept these conditions.
2.6 The maximum length of stay at one location for all bookings is two weeks.
Arrival and Departure Times:
On arrival, please report to the hostel reception before pitching. For arrival and departure times, please see the individual hostel information pages. If you wish to arrive outside of these hours, please contact the hostel directly. Please note that we are unable to allow under 16 year olds to camp at our sites without adult accompaniment.
Noise policy and behaviour:
We operate small scale quiet, relaxed and laid back campsites. Loud noise doesn't fit into the vibe of communal camping and we reserve the right to remove any campers who act inappropriately or do not follow our noise guidelines. We ask that campers please respect fellow campers and other hostel users and therefore keep noise to a minimum from 10.30pm to 7.00am. Amplified radios/stereos, loud music or percussion instruments are therefore not permitted on our campsites. The booking lead name will be taken as being responsible for the behaviour of all party members whilst on site.
Dogs and pets:
Unfortunately we are unable to accept dogs or any other pets in the buildings but well behaved dogs could stay on campsite or in appropriate vehicles.
Open fires and ground level barbecues are not permitted, except as specified at the individual hostel. The use of generators is also not permitted on the site. Cutting or damaging trees and other vegetation is strictly prohibited and we request that all campers respect the natural conditions of, and around, the campsite.
3.1 Payments shall be made in such format as we may agree with you when you place an order.
3.2 In order for us to confirm your Booking or purchase you must pay us the appropriate sum, as set out below:
3.2.1 For Bookings made via the YHA Contact Centre, the YHA Website or at The Youth Hostel, full payment is required when you request a Booking.
3.2.2 Group Bookings made more than 7 months in advance of arrival date
A provisional booking can be held for up to a maximum of 14 days without payment. A first deposit of 10% of the total booking value is required. Your first payment will confirm acceptance of the group booking terms and conditions stated in this document. A further deposit of 15% of the total booking value is due 6 months before arrival and the full balance is due 8 weeks before arrival.
3.2.3 Group Bookings made within 7 months of arrival date
A provisional booking can be held for up to a maximum of 14 days without payment. A deposit of 25% of the total booking value is required. Your first payment will confirm acceptance of the group booking terms and conditions stated in this document. The full balance is due 8 weeks before arrival.
3.2.4 Group Bookings made within 12 weeks 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 before arrival.
The Youth Hostel will, where applicable, send you an invoice for all payments at least two weeks before the payment due date, based on the latest guest numbers provided. If payment is overdue at any stage, we reserve the right to remove any free leader places, discounts or eligibility for exclusive hostel usage or cancel your booking.
Purchases of Products
3.2.5 For purchases of all Products full payment is required at the time of purchase.
3.3 If any payment under these terms and conditions is overdue, then without prejudice to our other rights and remedies we may cancel your Booking and/or we may suspend the supply and/or deliveries of any other services being provided to you by The Youth Hostel
3.4 Deposits payable under clause 3.2 are non-refundable except in the circumstances set out in clauses 6
4. Group Bookings
4.1 Groups are defined as being an organised official group having a constitution or memorandum and articles and comprising of 5 or more people. Such Groups are entitled to hold Group membership of YHA. These 'Groups' are entitled to Group terms and conditions and overnight discounts applicable to the relevant demographic of the Group when booking through the YHA contact centre, direct with Adventure Okehampton or the youth hostel. If such Groups choose to book through the website they will be subject to non-Group terms and conditions and will have to make full payment at the time of booking.
4.2 People travelling as an informal group with friends or family are not entitled to Group membership of YHA and should purchase the appropriate memberships through the methods set out in clause 1.5.
4.3 Group leaders accompanying the Group are responsible for the 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. If any Group is given sole use of a Youth Hostel(s) it shall not offer for sale to the general public or publicly advertise the sale of Youth Hostel facilities or services without the prior written agreement of The Youth Hostel.
5. If you change your booking
Individual Bookings - single Youth Hostel
5.1 Changes requested from the date your Booking is accepted will be treated as cancellations (see clause 6 below).
Group Booking - single or multiple Youth Hostels
5.2 If, less than 6 months before your arrival date, you wish to change a Group Booking, such a change shall be treated as a cancellation and shall be subject to our standard refund policy (see clause 6.4), subject to the exception in clause 5.5.
5.3 Changes to Numbers - A Group Booking can decrease in guest numbers by up to 10% up to 8 weeks before arrival without incurring a cancellation fee. Thereafter any additional decreases in Group numbers will be considered a cancellation and the cancellation charges will apply. Cancellation charges will be calculated on a per person basis.
5.4 All changes shall be subject to the availability of a suitable alternative.
6. If you cancel your Booking - our refund policy
6.1 All Booking cancellations are subject to our refund policy, contained within this clause.
6.2 All refunds are calculated according to the time between notification of the cancellation being received by The Youth Hostel and the time of the first night of your stay. The first night of your stay is defined as starting at 12pm (12 noon).
6.3 Individual bookings – please call the hostel to cancel your booking.
6.3.1 Single accommodation and activity Bookings
Please note that you cannot cancel part of a Booking without cancelling the whole Booking and re-booking. Such cancellations will be subject to our refund policy below.
|Cancellation of the whole Booking
|24 hours or more notice||We will refund 90% of the total Booking|
|Less than 24 hours notice||
We will refund the total Booking less the full cost of the first night's stay
including any meals and/or Third Party Services.
6.4 Group Bookings and Family Activity Breaks.
Please notify the hostel immediately of any cancellations. Our cancellation charges depend on the notice period given and are shown below:
|No. of days before arrival||Cancellation Charge Payable|
|more than 56 days||Any deposits already paid|
|55 - 42 days||30% of the total cost of your stay|
|41 - 28 days||60% of the total cost of your stay|
|27 - 15 days||90% of the total cost of your stay|
|14 days or less||100% of the total cost of your stay|
Cancellation charges will be calculated on a per person basis.
Gift vouchers are non-refundable.
6.8 Applying for a refund – please apply within 90 days of cancellation.
Please contact the Youth Hostel. Applications are usually processed within 28 days of receipt.
7. If we change your booking
In the unlikely event it becomes necessary to change your Booking, in total or in part, The Youth Hostel will inform you as soon as is reasonably possible of any necessary changes. You will have the choice of:
- accepting the changed arrangements;
- or purchasing another Booking from The Youth Hostel (and paying or receiving a refund in respect of any differences);
- or cancelling your Booking and receiving a full refund of all payments made.
8. Delay or Failure to Perform
We will not be liable to you if we are prevented or delayed in the performing of any of our obligations to you if this is due to any cause beyond our reasonable control including (without limitation):
- an act of God, explosion, flood, fire or accident;
- war or civil disturbance; strike, industrial action or stoppages of work;
- any form of government intervention;
- a third party act or omission;
- failure by you to give us a correct delivery address or notify us of any change of address.
9. Our liability to you
9.1 The Youth Hostel will ensure that the accommodation and /or other services you order from us are provided in accordance with these terms and conditions and shall be provided by us with reasonable skill and care.
9.2 Where an element of your Booking is not provided to the standard stated in clause 9.1 you must notify us within 28 days of the alleged breach. We shall then investigate the matter and if we have not delivered the services in accordance with clause 9.1 you shall be entitled to choose between:
- a full refund of the cost of your order (or, where appropriate, the relevant section of it) less any fees charged for changes requested by you;
- or a free stay to the equivalent value of the services complained of, where such dates are agreed in Writing by us.
9.3 We will not be liable to you by way of representation (unless fraudulent), common law duty or under any express or implied term of the contract for:
- any losses which are not foreseeable by both you and us when the Contract is formed arising in connection with the supply of the services or their use by you;
- any losses which are not caused by any breach by us;
- or business or trade losses.
9.4 Our entire liability in connection with the Contract will not exceed the value of the Products purchased or the Booking made less any amendment charges paid to us.
9.5 Except in relation to death or personal injury caused by our negligence The Youth Hostel liability remains, at all times, limited to the value of the Products purchased or the Booking made, excluding any amendment charges paid to us.
If your behaviour or the behaviour of any member(s) of your Group is deemed to be unacceptable or causes damage, your Booking may be terminated and you may be asked to leave YHA premises. Your YHA membership card will be retained pending further enquiry. No whole or part refunds will be made under these circumstances.
11. Written communication
When using our website you accept that communication with us will be mainly electronic. We will contact you by e-mail or provide you with information by posting notices on our website. By using this website you agree to this electronic means of communication and you acknowledge that all contracts, notices, information and other communications that we provide to you electronically comply with any legal requirement that such communications be in Writing. This condition does not affect your statutory rights.
12. Governing Law and Jurisdiction
The contract is subject to English law and the exclusive jurisdiction of the English Courts.
If any of these terms and conditions or any provisions of a Contract with you are determined to be invalid unlawful or unenforceable to any extent, such term, condition or provision will to that extent be removed from the remaining terms, conditions or provisions which will continue to be valid to the fullest extent permitted by law.
14. Changing these Terms and Conditions
We have the right to revise and amend these terms and conditions from time to time. You will be subject to the terms and conditions in force at the time that you make a Booking or purchase Products from us, unless any change is required to be made by law or if we notify you of the change to these terms and conditions before we confirm that your booking or purchase has been successful.
15. Your Information
16. Valid ID Required
We work hard to create a safe and welcoming atmosphere for all of our guests. To assist with this you may be asked to provide valid ID on arrival at your chosen hostel. We reserve the right to ask for ID from any guest on check in. We reserve the right to refuse accommodation at our discretion.
Acceptable forms of ID to include passport, identity card, YHA Membership card, approved photo ID cards, driving licence, student ID card or credit cards that match the name on the booking.
Terms and conditions last updated 19 December 2014