Terms and Conditions
Please scroll down to find the relevant terms and conditions.
All rates are inclusive of Service and VAT at the current rate.
Payment (all bookings except for leisure offer rates, see separate terms)
When booking you will be required to provide credit card details as a guarantee to secure the booking. No charges will be made to your card or you during the booking process. You will incur charges if you fail to cancel your booking within the cancellation period (see below). You can secure your booking by all major cards. Payment for your stay, including extras, will be required in full upon departure from the hotel.
Cancellations (all bookings except for leisure offer rates, see separate terms)
Cancellations must be made via www.four-pillars.co.uk using the reservation number provided at the time of booking or by calling the hotel direct. If you cancel after 12pm on the day of your arrival a charge up to the quoted rate for the first night may be made if we are unable to sell the room.
Leisure Offer Rates
For bookings on these offers, full prepayment for the stay is required at time of booking and will be non-refundable and non-transferable. Fully flexible rates are also available, see our online booking system or call our Central Reservations. If you depart early, you will not receive a credit or refund for the unused nights.
Bedrooms are available from 3pm on the day of arrival and must be vacated by 11am on the day of departure.
Booking on line allows you to make special requests. Whilst every effort will be made to carry out these requests, they cannot always be guaranteed.
Prices for Speciality Weekends are per person sharing a standard twin/double room for the stated number of nights and are inclusive of dinner, bed, English breakfast and entertainment. To secure your booking a deposit of £25.00 per person, per night will be required at the time of booking. The full balance will then be debited from your card 14 days prior to arrival. Certain weekends depend on a minimum number of people. In the unlikely event of minimum numbers not being achieved we reserve the right to cancel the weekend, we would however give one month’s notice. Any deposits paid will be refunded and/or an alternative date/break offered. These events are in addition to our short breaks. Please note these weekends are not suitable for children.
Most Four Pillars Hotels have a leisure club which guests can use free of charge. However, additional services such as beauty treatments will be charged as taken. To avoid disappointment with beauty treatments it is advisable to pre book directly with the hotel.
All hotels have their own car parks which are available free of charge to residents. All cars are parked at their owners risk and Four Pillars Hotels does not accept any responsibility for damage or theft from vehicles parked within hotel premises.
With the exception of working dogs for disabled people, our hotels do not accept pets.
Child Friendly Policy
In the interest of privacy for all our customers it is Four Pillars Hotels Policy that any child over the age of 5 should not use the changing rooms of the opposite sex. However we do understand that there may be times when this is not suitable to all, and therefore should you need alternative changing facilities please ask a member of our Leisure Club team and they will be able to assist you. In addition we request that all toddlers and babies wear swimming nappies whilst using our facilities. We would also like to remind our customers that children must be supervised by an adult at all times with under 5’s being looked after on a 1:1 basis.
You may have been made aware by your bank, that as of 30th June 2011, the UK Domestic Cheque Guarantee Scheme will close. This means that it will be no longer possible to guarantee a cheque under the Scheme after this date.With the closure of the above scheme, Four Pillars Hotels will no longer be accepting personal cheques as a method of payment from 1st July 2011. We do still however accept all major debit and credit cards, for which we do not generally charge a transaction fee.
For further information please download the Four Pillars Standard Terms and Conditions PDF Please note that these are sample terms and conditions and may vary.
“Administrator” means Corporate Rewards Ltd, programme administrator
“Participant” is defined as the users of Showtime Rewards who have accepted these Terms and Conditions of Use.
“Programme” is defined as Showtime Rewards and all its component parts.
“Website” is defined as www.showtime-rewards.co.uk
By accessing, transacting points, or using any aspect of the Programme or Website, the Participant agrees to be bound by these Terms and Conditions of Use and the terms, conditions, disclaimers and limitations of liability posted in the rewards page by the Administrator on the Website. Principal Hotels Topco 1 Limited reserves the right to amend or update any of the Terms and Conditions of Use at any time without providing notice to the Participant. By using the Website, the Participant acknowledges that they have read and understood these Terms and Conditions.
This Programme is open to Participants who are a resident in the UK and are 18 years of age or older at the time of entry. Employees must obtain the prior permission of their employer to participate in this scheme. This Programme cannot be combined with any other Principal Hotels Topco 1 LimitedProgrammes, offers or rebates.
The Programme and its benefits are offered at the discretion of Principal Hotels Topco 1 Limited and its affiliated companies, and has the right to terminate the Programme or to change the Programme terms and conditions, rules, benefits, conditions of participation or rewards levels, in whole or in part, at any time, with or without notice, even though changes may affect the value of the Rewards Points already accumulated. It is the Participant’s responsibility to maintain its knowledge of these terms and conditions.
[Participants of a sales incentive may not be able to obtain Rewards Points on all products or all sales.]
Employees of Principal Hotels Topco 1 Limited, their affiliated companies, advertising agencies, gift suppliers or other representatives, or members of the respective immediate families of such employees and anyone with whom such employees are domiciled are not eligible to participate in sales related Programmes. Employees of Principal Hotels Topco 1 Limitedare eligible to participate in employee reward or recognition Programmes.
All bookings which have pre contracted discounted rates are exempt from the Showtime Rewards scheme.
Agents with a Preferred Commerical Agreement
Agents with a preferred commercial agreement with Principal Hotels Topco 1 Limitedare not eligible Showtime Rewards points.
1 cinema ticket is rewarded for every meeting enquiry made. All standard cinema ticket Terms and Conditions apply, as noted in the cinema ticket section below. If the original enquiry was made by a corporate, but the booking was made by a contracted agent that has a preferred commercial agreement with De Vere Venues, then the booking will not qualify for Showtime Rewards points. Showtime Rewards – Point’s Promotion. If a promotion is applicable points and rewards will be allocated as per the specifics laid out in the specific promotion documentation.
All other standard Showtime Rewards Terms & Conditions apply: please see website for details www.showtime-rewards.co.uk
In order to participate in the Programme, users must log enquiries and bookings directly with the hotel or via our conference desk. Users will receive 2 cinema tickets for every enquiry logged (with the exception of agencies who will receive 1 cinema ticket) and will receive 1 point for every £1 they log against specified bookings.
The reward value is based on the total revenue recorded in Principal Hotels Topco 1 Limited’s booking system i.e. what is confirmed on the contract prior to the event, it does not include additional expenditure incurred at time of event such as beverages and any additional service. This means that the invoice you receive may not reflect the points rewarded. Please also note the booking value excludes VAT.
Any new members joining the Showtime Rewards scheme have up to 4 weeks from receipt of their welcome email to activate their account, by accepting the terms and conditions stated here, to claim their rewards from that booking. You are only eligible to redeem points from bookings that have been created after joining – you cannot claim for bookings that have been created prior to joining, unless it’s within the 4 week period from receiving your welcome/joining email.
Any members that move companies will need to update their company details within their Showtime Rewards account. This is the Particpants sole responsibility.
Showtime Rewards only applies to meetings, conference and corporate function enquiries & bookings, but excludes accommodation and social events unless taken in conjunction with one of the aforementioned.
Principal Hotels Topco 1 Limited is not responsible for lost, corrupted or delayed entries. Participation constitutes full and unconditional acceptance of these Terms and Conditions. Any failure to follow Programme terms and conditions, any abuse of the Programme, any conduct detrimental to the interests of either Principal Hotels Topco 1 Limitedor the Administrator, or any misrepresentation of any information furnished to Principal Hotels Topco 1 Limitedmay result in the termination of his or her participation, the cancellation of accrued points, rewards or benefits, or both.
TIMING - This Programme runs from 1st April 2016.
USE OF DATA
Personal data which you provide when you register for the Programme may be used for Programme communications and future Principal Hotels Topco 1 Limitedmarketing activity. If you agree to this use, please tick the ‘accept terms and conditions box’ on the Programme website. The Showtime Rewards member accounts will be created with the email address provided at the time of booking enquiry, as captured in the Principal Hotels Topco 1 Limited booking system.
EARNING REWARD POINTS
Reward points will be awarded to each Participant on a weekly basis based on the value of booking logged against specified criteria.
Your confirmed event rewards will only be issued after the event has taken place and has been paid for, then once your account has been credited you may redeem your rewards. Please allow 7 working days after your event has taken place for your account to be credited. If your event has been cancelled or if the venue is no longer part of Principal Hotels Topco 1 Limited, the Showtime Rewards scheme does not apply.
Participants may opt to either:
(i) save points awarded for redemption at a later date; or
(ii) redeem some or all of the points awarded for prizes through the www.showtime-rewards.co.uk website
Points must be redeemed via the Programme Website. Prizes, once chosen, can only be changed if the redeemer contacts www.showtime-rewards.co.uk within 24 hours of the redemption.
Participant points will expire after 12 months of allocation to the participant’s account unless redemptions are made within that 12 month period.
If you make a query relating to an event that has already taken place, then the query must be made within 1 month of the event start date. We will be unable to investigate any queries which fall outside of this time frame
Fraudulent use of accounts and points on participant’s accounts will result in the account being immediately suspended. Fraudulent activity may result in the termination of Participants account and the cancellation of accrued points, rewards or benefits, or both.
Points may only be redeemed via the Programme Website Administrator. Prizes, once chosen, can only be changed if the redeemer contacts www.showtime-rewards.co.uk within 24 hours of the redemption.
Points cannot be redeemed for cash, cheque, bank deposit or any other kind of payment by Principal Hotels Topco 1 Limited to the Participant.
Participants may not pool, transfer or combine points with any other participant or person in order to redeem rewards.
Participants may not combine cash, cheque, bank deposit or any other kind of payment and points to redeem rewards. Rewards can only be redeemed by using points.
Delivery is only available to the participant’s country of residence.
Experience rewards will be fulfilled by the participant’s direct arrangement with the experience reward supplier, in accordance with each individual supplier’s availability, lead-time and capability.
In the case of a Reward item not being available, The Administrator will contact the Participant within 7 days of placing the order and offer a replacement item of similar value. If the Participant does not wish to accept the replacement item, the original value of the reward deducted from the Participant’s account will be re-credited.
The Administrator reserves the right to remove or include any reward from the range at our discretion and Participants may not rely upon the continued availability of a reward category or reward item. The Administrator will honour any Rewards that have already been ordered by a Participant prior to any price alterations.
The delivery of reward items will be made within 28 days of placement of order unless otherwise stated on the website or by email communication.
The delivery of all reward items will be made to the address as supplied by the Participant at the time of order. The delivery address for reward items should be to an address where the item can be signed for. If there is nobody available to sign for receipt of the goods then the delivery company will usually leave a card with contact details for the Participant to arrange delivery again. Where a rearranged delivery is made and there is nobody present to sign for the item the supplier may at their discretion charge for re-delivery costs and this will be passed on to the Participant.
Participants should not accept delivery of items that have been delivered where the packaging is damaged. Delivery of damaged items must be refused and our customer service team must be advised immediately so that we can contact the supplier and arrange for replacement product to be shipped. If the package is opened and item is then found to be faulty then the Participant must advise us within 24 hours and will make contact with the supplier on the participant’s behalf to arrange a replacement or suitable alternative.
Where a signed-for delivery is made to the Participant but delivery is not possible for whatever reason, The Administrator will arrange for re-delivery at the earliest possible opportunity but there may be charges incurred by the participant from the courier or similar service provider for re-attempting delivery for which the Participant shall be liable.
Returns of reward items will be arranged for the Participant if there is a fault with the reward item or it is damaged provided the issue is reported to The Administrator within 24 hours of receipt. Couriers will not generally accept liability for damages or lost items beyond this time frame.
If the Participant wishes to discuss or organise a return, exchange or refund of any item, please contact us within 24 hours of receipt.
The Participant acknowledges that some reward items are not returnable and non-refundable (i.e. items with a customised aspect or which are made to order, perishable goods such as flowers/food or personal items such as jewellery or cosmetics).
Once the reward item has been received by the Participant, provided there is no damage the Participant accepts all risks for the goods and will need to contact the manufacturer if a fault develops at a later stage as per manufacturer warranty terms and conditions.
This promotion is only available to registered Showtime Rewards members. To register click www.showtime-rewards.co.uk.
For each valid booking enquiry, 1 Odeon ticket code will be rewarded to agency bookers and 2 Odeon ticket codes to a corporate company booker. If an enquiry is made across several venues for the same event, it will only count as one enquiry. Odeon ticket codes will be issued via email within 7 days of your enquiry being placed. Each Odeon code entitles the bearer to a free ticket valid any day of the week, for a period of 15 months from the date of issue. Codes are valid for standard 2D film screenings only at any Odeon destination throughout the UK. Excludes Alternative Content, Special Advance Screenings, VIP Boxes & IMAX. Need to double check with Odeon. All other standard Showtime Rewards Terms and Conditions apply.
Principal Hotels Topco 1 Limited reserves the right to add, modify and delete any of these conditions or terminate the programme at any time with or without notice.
Vouchers and Gift Cards
From time to time the retailers who provide the vouchers or gift cards may experience temporary delays in providing The Administrator with the stock of vouchers or cards. In the event that delays will impact on The Administrator’s ability to deliver the Order as originally scheduled, The Administrator will advise the Participant and discuss appropriate actions.
In the event of a gift card or voucher being lost or stolen in transit, The Administrator will investigate whether the card or voucher has been used.
a) If the card has been dispatched via 1st or 2nd Class Royal Mail Service and has not been redeemed, The Administrator will issue a replacement card
b) If the card has been dispatched via 1st or 2nd Class Royal Mail Service and has been redeemed the participant will be charged for a replacement card
c) If the card has been dispatched by Special Delivery or other courier service and the delivery has been signed for at the correct address, the participant will be charged for a replacement card; if the card has been incorrectly delivered The Administrator will investigate and replace as appropriate.
Where a Participant reports a voucher or gift card as lost or stolen, the Participant acknowledges that a fee is deducted from the balance of the card for the issuance of a replacement. The Administrator is not liable for any refusal of a retailer to deactivate or provide credit or replacement of a lost or stolen gift card or voucher. Once a gift card or voucher is delivered, the Participant assumes all risk and liabilities for the gift cards and voucher and no refunds will be made.
Principal Hotels Topco 1 Limitedor The Administrator reserves the right in its sole discretion to cancel or suspend the Programme at any time.
Registered participants will be given written notice of Programme termination and all points must be redeemed 30 days following notification of the end of the Programme.
Principal Hotels Topco 1 Limitedand The Administrator will absolve themselves from any liability arising from any tax or National Insurance Contributions arising from this prize. Recipients are directly responsible for accounting for and paying to their local tax offices any tax liability and NI contributions or other local taxation arising on their prize.
No correspondence will be entered into regarding either this scheme or these Terms and Conditions. In the unlikely event of a dispute, Principal Hotels Topco 1 Limited’sdecision shall be final. Principal Hotels Topco 1 Limitedand/or The Administrator reserve the right to amend, modify, cancel or withdraw this scheme at any time without notice.
Principal Hotels Topco 1 Limitedand/or The Administrator cannot guarantee the performance of any third party and shall not be liable for any act or default by a third party. Participants in this incentive scheme agree that Principal Hotels Topco 1 Limitedand The Administrator will have no liability whatsoever for any injuries, losses, costs, damage or disappointment of any kind resulting in whole or in part, directly or indirectly from acceptance, misuse or use of a prize, or from participation in this promotion. Nothing in this clause shall limit Principal Hotels Topco 1 Limited’s or The Administrator’ liability in respect of death or personal injury arising out of its own negligence or arising out of fraud.
This Programme is administrated by Corporate Rewards Ltd
Promoter: Principal Hotels Topco 1 Limited, The Inspire, Hornbeam Park, Harrogate, HG2 8PA
This promotion is only open to UK residents aged 16 or over, excluding employees and their immediate families of PH Hotels, Four Pillars Hotel, De Vere Venues and their respective commercial partners or anyone professionally connected with the promotion.
To enter you must make a wedding booking that takes place in a PH Hotel, Four Pillars Hotel or De Vere Venue by 29th December 2015. There will be two prize draws: one for weddings held in 2014 which is for weddings taking place at a PH Hotel only and one for weddings held in 2015 at a PH Hotel, Four Pillars Hotel or De Vere Venue.
For weddings held in 2014 the draw will be conducted no later than 31st January 2015 and is only applicable for weddings at PH Hotels. For weddings held in 2015 the draw will be conducted no later than 31st January 2016. Only one prize draw entry per booking. Cancelled weddings will not be eligible for the prize draw.
The winners will be selected in a random draw from all valid entries. The winners will be contacted by email within 7 days of the draw. In the event that a winner has not responded within 14 days of notification, after reasonable efforts have been made to contact the winner, then the promoter reserves the right to reallocate the prize to a reserve winner.
By entering, winners agree that if they win, they will participate in any reasonable publicity arranged by The Promoter or its agencies. The winners name may be posted online on the PH Hotels, Four Pillars Hotels and De Vere Venues websites.
The cash prize is non transferable and will be paid by company cheque, which will be sent to the prize winners home address by recorded delivery. PH Hotels, Four Pillars Hotels and De Vere Venues will not be liable for any circumstances beyond its reasonable control that prevents the prize from being delivered to the winner. The lead booking name will appear on winners’ cheque.
By entering the promotion, entrants confirm that they have read and agree to be bound by these terms & conditions and by the decisions of the Promoter, which are final in all matters relating to the promotion. Failure to do so will result in the forfeiture of the prize. No correspondence will be entered into.
The Promoter or its agencies accept no responsibility for any loss, injury or damage suffered through acceptance of the prize.
The Promoter or its agencies will not be responsible for the non-inclusion of entries as a result of technical failures or otherwise, including any such failure which is within the control of The Promoter or its agencies. Proof of submission of entry is not proof of receipt of entry.
The Promoter reserves the right at its sole discretion to disqualify any person it finds to be tampering or to have tampered with the operation of the promotion or to be acting in violation of these terms and conditions.
To the full extent permitted by law the Promoter will not accept liability for any loss, damage, injury or death arising from this promotion beyond its reasonable control.
The Promoters are:
PH Hotels: The Inspire, Hornbeam Park, Harrogate, HG2 8LY
Four Pillars Hotels: Olney House, Ducklington Lane, Witney, Oxfordshire OX28 4EX
De Vere Venues: Albert Day Building, Sunningdale Park, Larch Avenue, Ascot, SL5 0QE
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Subject to this, our liability to you in relation to the use of our website or under or in connection with this disclaimer, whether in contract, tort (including negligence) or otherwise, will be limited as follows:
[(a) to the extent that the website and the information and services on the website are provided free-of-charge, we will not be liable for any loss or damage of any nature;]
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(6) Entire agreement
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This disclaimer will be governed by and construed in accordance with English law, and any disputes relating to this disclaimer will be subject to the non-exclusive jurisdiction of the courts of England and Wales.
(8) Our details
The full name of our company is Four Pillars Hotels Ltd.
We are registered in England & Wales under registration number 1303927
Our registered address is Olney House, Ducklington Lane, Witney, Oxfordshire, OX28 4EX
You can contact us by email to email@example.com
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