Booking Terms and Conditions
Complete our online booking form and this will be processed by the Accommodation Service. If you want to make a group booking (multiple rooms/multiple people) - a booking form is required for each individual room, preferably in the name of the person who will be occupying the room. We will get back to you within seven days to confirm availability and make a booking. We advise you to book in advance and ensure that your booking request is made a minimum of seven days in advance of the first night stay. If you are travelling from overseas and require a visa we recommend you do not make any request until your visa has been confirmed as any cancellation will incur charges in line with our cancellation policy.
To complete a booking, you should do the following:
- For stays of one month or less, full payment for the booking is required within seven days.
- For stays of more than one month, we require a pre-payment of one month’s rent, as shown on your booking details. You will then receive an invoice on your arrival for the balance.
- If you are occupying any accommodation for more than six months, you will also have to pay a £400 deposit refundable within four weeks of departure less any damage caused.
- Payment can be made online quoting your customer number and stating that the payment is for accommodation. Payments can be also be made in person at the Cashiers Office, Level 2, King's Gate, by cash, card or cheque.
- If the accommodation is being paid for by your University department please ensure that you have provided us with the cost centre or research account to arrange payment.
- Please note, if payment is not received within seven days, then the booking will be cancelled.
Once payment has been received, we will issue a contract which must be signed and returned within seven days either by e-mail to staff-bookings@ncl.ac.uk or mail to:
Accommodation Service
Student Services
King's Gate
Newcastle upon Tyne
NE1 7RU
Fax: 0191 222 6313
Arrival Times
Guests can check into our accommodation from 14.00 hours on the day of arrival and must check out by 10.00 hours on the day of departure. If you are planning to arrive outside normal working hours, you should refer to the arrival instructions on the relevant site for more details on collecting keys.
Cancellation Policy
Our cancellation and amendment terms firstly reflect the cost to us in administering any changes to your booking including processing any refund that may be due. Also we have factored in the costs to us in terms of reduced probability of the room being filled as well as any room servicing costs incurred in preparation for your visit. As such, we regret that the less advance warning you give us, the higher the cancellation fee will be. We do understand that plans can change unavoidably.
You can always amend the dates of your stay, as long as it is the same property, the value of the booking does not decrease, and only if availability for the new dates exist. You may amend your booking free of charge on one occasion, but if you require further changes an amendment fee of £25.00 will apply to each subsequent change. We also reserve the right to cancel the booking and apply the relevant cancellation charges detailed below, should any amendments results in a loss of business due to a request to delay your arrival.
All cancellations/amendments must be made by e-mail to staff-bookings@ncl.ac.uk or by writing to us at the address above.
Cancellation Charges
| Cancellation of a booking |
|||
|---|---|---|---|
| More than one month notice |
Between one month and two weeks before arrival |
Less than two weeks but prior to day of arrival |
Planned day of arrival / |
100% refund less a £50 administration fee |
75% refund of the payment, but not less than £50 |
50% refund of the payment, but not less than £50 |
No refund |
If your University department is paying for the accommodation, these charges will be automatically deducted from their cost centre/research account.
Please note that once accepted and arrived into the accommodation, you, the Tenant will be legally bound for the full period of the Contract. This means that you cannot give notice to leave.
Important Information
We would reiterate that if you are travelling from overseas and require a visa we advise you do not make any booking request until your visa has been confirmed as any cancellations/amendments will incur charges in line with the cancellation policy above.