T&C's

It is very important that you read and understand our Terms and Conditions for Guests at SYHA Hostels, before booking or staying in one of our RentaHostels.

The Terms on this page are a small section of our full SYHA Terms & Conditions PDF

5 Additional Specific Terms and Conditions for RentaHostel

5.1 Definition and Parameters of RentaHostel

The SYHA RentaHostel scheme allows a Customer or group to hire a whole hostel for exclusive use, normally during the winter season. No other customers can use the hostel at the same time, and the RentaHostel customer has full use of all hostel facilities except catering kitchens (unless specific arrangements are agreed in advance. Self-catering kitchens are available in all RentaHostels).
The facilities available in a RentaHostel are the same as those available during the normal open season. This means that the accommodation is usually in bunk bedded rooms.
In the event that you instruct third party contractors to operate within our premises i.e. caterers, disco firms, bar services or other, you must ensure that they possess all relevant insurances, qualifications and licences as required. Copies of these should be provided to the SYHA for reference prior to the start of your rental period. SYHA will charge a commission on services provided by third party suppliers.
You can bring any number in your group, up to the maximum number of beds available for your chosen Youth Hostel (full details are in the relevant Hostel profile). Fire Regulations require that we know the actual number of people in your group, which should be confirmed to the Reservations Department two weeks prior to your arrival date.
Any large changes (more than 5 persons - and not exceeding Hostel capacity) should be notified to the Reservations Department up to the arrival date.
Carbisdale Castle and Loch Lomond Hostels can accommodate extra non-residential guests. Full details are on the Hostel profiles and the details must be entered on the booking form.
You will find in your booking pack a RentaHostel Group List, which requires the names of all individuals using the hostel during your stay. The completed Group List should be presented to the Manager or staff member on arrival. This list should also be used to register that all guests have arrived.
SYHA reserves the right to require the Lead Person to organise, at his/her own cost, stewards from a reputable stewarding company, if appropriate to the event being held in the hostel.
Hostels cannot be hired under the RentaHostel scheme for any commercial use.
SYHA will not permit conduct or activities which could cause an offence on racial, political, sectarian or religious grounds, or which could constitute a threat to public order.

5.2 Purpose of RentaHostel

SYHA regrets that it cannot accept bookings for Commercial Events, or events which may bring SYHA into disrepute. SYHA reserves the right to determine which activities constitute a Commercial Event.

5.3 Weddings/Conferences/Functions at Carbisdale Castle and Loch Lomond

The wedding/conference/function facilities at either of these hostels may be able to accommodate more day guests than residential. The Reservations Department must be informed of this at the time of booking. SYHA require both the expected number of guests at a wedding/conference/function during the day, and the expected guests residing in the Youth Hostel. Please note that there is a maximum capacity for both these Hostels as specified in the Hostel profile. The Group List must include all visitors. (Not applicable to any other Hostels where the number of guests must always be the maximum residential capacity only).

5.4 Minimum Hire Periods

The minimum RentaHostel hire period for New Year Hire is three nights.
The minimum RentaHostel hire period for Wedding Hire is two nights.
The minimum RentaHostel hire period for weekends is generally two nights - exceptions will be advised at time of booking and a supplement may be charged.

5.5 What is Included

You will have use of a fully furnished Youth Hostel. To give you the peace and freedom that our RentaHostel users are looking for, the Hostel Manager or staff member will be contactable but may not be in the hostel throughout your stay. On arrival you will be advised of contact details for the member of staff or the SYHA support services if required. The Hostel Manager or staff member may be resident during your stay.
All utility costs (gas, electricity, water etc) are included in the price of the RentaHostel.
All bed linen is supplied at the hostel, (except Loch Ossian, where customers should bring their own sheet sleeping bag - duvets and pillows are supplied), but you will need to bring your own towels and toiletries. Please do not use your own sleeping bags (except sheet sleeping bags at Loch Ossian).
The Hostel Manager or staff member will clean the toilets and shower areas if you are booked for more than two nights.
Catering equipment and crockery may be limited due to the size of the hostel you have chosen. If you have any special requirements, it is best that you check before continuing with your booking that the facilities are suitable for your needs.
A profile of the hostel you have chosen will be included in the initial pack sent to you or is available upon request.
Only the self catering kitchen is available for use, access to the main catering kitchens is not permitted except where previously agreed and the relevant documentation is provided and in this instance a charge will be made.

5.6 Definition and Responsibilities of Lead Person

Each group staying in a RentaHostel must have at least one designated Lead Person. This is usually the person who makes the booking and the signatory of the booking form. SYHA will deem this to be the case unless a written and signed agreement is received from another designated person(s).
The Lead Person must be 25 years old or over and must be staying with the group for the whole rental period.
The Lead Person is responsible for the payment of the booking, the safety of the group and the general housekeeping of the hostel during the stay. The designated Lead Person will be liable for any damage to the property.
Groups with large numbers of junior (under 18 years) members will require a leader ratio of at least one leader per eight juniors as per our standard group terms and conditions.
It is the responsibility of the Lead Person to ensure that all members of the group are fully aware of the terms and conditions.
You are asked to take due care of the Hostel and its equipment during your stay. You should check on arrival and report any shortcomings, damage or missing items immediately to the Hostel Manager or staff member. Your group should keep the kitchen, lounge and bedrooms clean and tidy throughout your stay.
The Lead Person is expected to report any damage caused by any member of your group immediately to the Hostel Manager or staff member. Failure to do so may compromise the safety of your group during your stay for which SYHA will take no responsibility.
Any damage to the hostel or its contents will be charged to the group.

5.7 Assured Standards for Departure

At the end of your visit the Hostel Manager/staff member will go over the Assured Standards for Departure Agreement.
To ensure the Assured Standards for Departure are met, a retainer cheque to the value of £100.00 should be sent on a separate cheque at the same time as your final balance. This cheque will be held at our Reservations Department and will be returned to you within 14 days of the departure date, subject to the Assured Standards for Departure form being mutually signed by the Lead Person and the Hostel Manager or staff member.
The following charges will be made if the Assured Standards Document is not completed and signed as required: - (If the document has been mutually signed that the Assured Standards have been met, SYHA will not be able to instigate any charges and the retainer cheque will be returned within 14 days of departure).

Assured Standards not complete	The £100.00 retainer cheque will not be returned to you and any additional costs will be charged as follows:
Extra cleaning	£7.00 per hour (charged extra above retainer cheque)
Damage	As per invoice from relevant contractor plus administration fees

If any damage charges are to be made, you will be notified within 14 days of departure. SYHA reserve the right to delay the total costing subject to quotations from contractors. An invoice will be sent and full payment is required no later than 14 days from the issue date on the invoice.
SYHA is a member of the Green Tourism Scheme. Where there are no local recycling facilities available we kindly ask as per the Assured Standards that you remove all cans, bottles, newspapers etc to your local recycling point. Guests are responsible for the removal of all rubbish from the hostel.

5.8 Children

If you intend to bring young children we must be notified at the time of the booking.
We welcome all ages. However, some of our Hostel buildings and fittings have not been designed for children under the age of 5 years. Some hostels do provide equipment (cots/highchairs) which are suitable for infants (0-3 years). Please check with the hostel before you go.
Parents/guardians should be fully responsible for and be especially mindful of young children in communal areas, such as kitchens.
The Lead Person will be asked to sign a disclaimer with regard to any risk presented to children in the party. All children must be accounted for in the total number of guests.
Disposal of nappies should always be contained in the appropriate bins in sealed nappy sacks.

5.9 Membership

Scottish Youth Hostels Association is a not for profit membership organisation. The Lead Person is required to be a full member of the Association. The Lead Person can hold a life, individual or Family and Friends membership (see section 3.2 for details).

5.10 Payment and How to Book

Telephone our Reservations Department on 0845 293 73 73 to check availability, e-mail us on reservations@syha.org.uk or visit our website at www.rentahostel.com
Provisional bookings will be held until an agreed date. You will be sent Assured Standards for Departure,
Booking Statement and Booking Form (if not already received), which must be completed and returned by the agreed date to the Reservations Department.
A non-refundable deposit of 20% of the total cost of the booking is required at this time to secure the booking.
Payment can be made by cheque (payable to SYHA), Mastercard, Visa, Electron, Delta, JCB, Maestro Domestic or Solo.
We recommend an orientation visit to the hostel prior to your booking but we do understand that this may not always be possible. However, the Hostel Manager or staff member will endeavour to contact you at least two weeks before the date of your booking to ensure that all arrangements for your stay are in order.
The balance payment of the booking and retainer cheque for the Assured Standards of Departure (see above) must be received by the Reservations Department no later than 6 weeks prior to the arrival date (8 weeks prior for New Year bookings). Bookings made within 6 weeks of the arrival date should be accompanied by full payment. If the final balance is not received 6 weeks before arrival, the booking will be cancelled and the deposit retained.

5.11 Changing or Cancelling a Booking

If you have to cancel your booking, please inform the Reservations Department immediately. All cancellations must be confirmed in writing. If you cancel the booking more than 6 weeks before arrival the deposit will be retained. If you cancel your booking after confirming with payment of your deposit, the following charges will apply:

Period before your arrival date	Charge
More than 6 weeks (43 days or more)	20% of total cost
6 - 2 weeks (42- 15 days)	55% of total cost
2 - 0 weeks (14-1 day)	100% of total cost

Cancellation charges will also apply for any meals booked in advance. If a stage is cancelled more than 2 weeks in advance, the cost of the meals will be refunded in full. If a stage is cancelled less than 2 weeks before the arrival date, the full cost of any meals booked will be charged

5.12 Arrival and Departure

The Hostel will be available on your arrival date from 1700 hours. The Lead Person should be first to arrive at the Hostel for check in procedures.
You will be asked for your estimated time of arrival on the booking form. Should this change at any time, please let us know as soon as possible so that the Hostel Manager or staff can be there to assist you.
If you require access to the Hostel before the above time the following additional charges will apply:

Arrival between 1400 and 1700 hours	+ 1/4 overnight charge
Arrival between 1200 and 1400 hours	+ 1/2 overnight charge
Before 1200 hours	+ full overnight charge

Departure from the Hostel is required no later than 1200 hours.
The Hostel Manager or staff member will be there to check you out from the Hostel and ensure that the Assured Standards for Departure have been met. The Assured Standards form must be signed before departure or it may result in the retainer cheque being kept. Please ensure that you allow enough time for the inspection.
If you wish to remain in the Hostel after the above time the following charges will apply:

From 12 noon - 3.00pm	+ 1/4 overnight charge
From 3.00pm - 5.00pm	+ 1/2 overnight charge
After 5 pm	+ full overnight charge

NB: If departing from Loch Ossian on a Sunday, due to the train departure time no extra charges will be levied as long as the hostel is vacated by 1730 hours. Should you require this later departure time, please advise the Reservations Department at time of booking.