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
(Please note: 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).