Terms and Conditions

Terms and Conditions for Hotel and Rail Travel Bookings
Effective Date: 01 May 1998
Company Name: Venue Options Limited
Registered Address: 1 Europa Court, Sheffield Business Park, Sheffield, S9 1XE
Company Number: 4169941
 
1. Introduction
These Terms and Conditions ("Terms") govern your use of the services provided by Venue Options Limited ("we", "us", "our") for booking hotel accommodation and rail travel. By accessing or using our services, you agree to be bound by these Terms and our Privacy Policy. If you do not agree with any part of these Terms, you must not use our services.
 
2. Our Role
We act solely as a booking agent. We facilitate reservations for hotel accommodation and rail travel on your behalf. We do not own, operate, or control any hotels or rail services. Your contract for the provision of accommodation or travel services is directly with the respective service provider.
 
3. Booking Process
All bookings are subject to availability and confirmation by the relevant service provider.
You must provide accurate, current, and complete information during the booking process.
You must be at least 18 years of age to make a booking.
We reserve the right to refuse or cancel any booking at our discretion.
All bookings are guaranteed for late arrival; however, it is the sole responsibility of the hotel or venue to uphold this guarantee.
 
4. Pricing and Payment
All prices are quoted in GBP (£) and include VAT unless otherwise stated.
Prices and information are based on details provided by the hotel or venue and may be subject to change without prior notice.
Rates and tariffs are subject to availability and will be confirmed at the time of booking.
We will clearly disclose any booking fees, service charges, or additional costs before payment.
Payment methods and terms are defined in your individual agreement or as specified during the booking process.
We reserve the right to correct pricing errors and to update prices at any time.
 
5. Rail Travel Bookings
Rail tickets are issued subject to the terms and conditions of the relevant train operating company.
Certain fare types may be non-refundable, non-transferable, or non-changeable.
We are not responsible for delays, cancellations, or service disruptions caused by the rail provider.
You are responsible for ensuring you meet all travel requirements, including ticket validity and travel documentation.
 
6. Hotel Bookings
Hotel bookings are governed by the individual hotel's terms and conditions, including but not limited to check-in/check-out times, cancellation policies, and incidental charges.
We are not liable for the quality, availability, or standard of services provided by the hotel.
Special requests (e.g., dietary needs, room preferences) are not guaranteed unless confirmed in writing by the hotel.
If you (the client) requests a specific property that is considered sub-standard and not actively promoted by Venue Options, we (the agent) shall not be held responsible for any complaints resulting from a negative experience. We will assist in handling related complaints, but all associated costs remain the responsibility of the client.
 
7. Cancellations and Amendments
Cancellation and amendment policies vary by provider and will be communicated at the time of booking.
Refunds, if applicable, will be processed in accordance with the provider’s policy.
We may charge an administrative fee for processing changes or cancellations.
Cancellations are subject to the individual property's terms and conditions. In the event of a cancellation or non-arrival outside the stated policy, the provider reserves the right to apply cancellation charges.
All amendments and cancellations must be made through Venue Options Limited. If communicated directly with the hotel, we strongly recommend noting the name of the hotel contact and the date/time of the communication. We are not responsible for any costs arising from changes not made through our agent-assisted service.
 
8. Liability
We are not liable for any loss, damage, injury, or inconvenience arising from your use of the booked services.
Our liability is strictly limited to the amount of the booking fee paid to us, if any.
Venue Options places bookings in good faith and confirms details to both the client and the hotel. We are not responsible for the failure of the hotel or venue to honour the booking or for any resulting costs. However, we will provide full support to resolve such issues promptly.
We take full responsibility for any issues caused by internal service failures. In such cases, we will ensure a suitable resolution and cover any associated costs exceeding the original booking amount.
Venue Options will not accept liability for non-arrival or late cancellation charges. We will attempt to mitigate such charges, but you (the client) remains ultimately responsible for payment.
 
9. Consumer Rights
These Terms do not affect your statutory rights under UK consumer law, including the Consumer Rights Act 2015 and the Consumer Contracts Regulations 2013.
 
10. Data Protection
We process your personal data in accordance with the UK GDPR and the Data Protection Act 2018. Please refer to our [Privacy Policy link] for more information.
 
11. Online Bookings
Where bookings are made via our online system, all amendments and cancellations must be made by the booker through the same system.
The booker is fully responsible for ensuring all information provided is accurate.
The booking software is provided by a third party, and Venue Options is not responsible for the accuracy of the information displayed.
 
12. Special Property Bookings (e.g., Airbnb, Booking.com, Vrbo)
Reservations made through retail platforms are at your instruction and are not actively promoted or endorsed by Venue Options.
We are not responsible for any issues or complaints resulting from a negative experience.
We will assist in handling complaints, but all pre-paid costs are generally non-refundable and remain the client’s responsibility.
Some properties may require a damage bond or deposit, which we may cover on your behalf and invoice you for. Refunds are dependent on the property owner’s honesty.
For properties requiring special access instructions or key codes, we will pass on the information once received. It is the guest’s responsibility to ensure they have this information before arrival.
 
13. Car Parking
Any car parking fines incurred due to non-compliance with hotel parking policies are the responsibility of the client. Venue Options may assist in communication to resolve such issues but accepts no liability.
 
14. Complaints and Disputes
For hotel or travel-related complaints, please contact: reservations@venueoptions.com
For all other complaints, contact: sales@venueoptions.com
We aim to resolve all complaints amicably and promptly.
If a dispute cannot be resolved, it will be governed by the laws of England and Wales and subject to the exclusive jurisdiction of the English courts.
 
15. Contact Information
Venue Options Limited
1 Europa Court, Sheffield Business Park, Sheffield, S9 1XU
Email: sales@venueoptions.com
Phone: 08712 881388