Guest accommodation terms and conditions

1 - Definitions

1.1 - The “Client” means the person, or organisation, named on the booking. 

2 - Cancellation Terms for Bed and Breakfast (not applicable to Open 2027 bookings)

2.1 - If the Client cancels a reservation 14 or more days prior to arrival all monies paid will be refunded with the exception of a £15.00 per room administration fee which shall be retained. Cancellations made within 14 days of arrival will receive no refund.  Any amendment to your booking made 14 days or more prior to your arrival date which results in a lower overall booking cost will incur a £15.00 per room administration fee.  Any amendment to your booking made within 14 days of the arrival date will receive no refund.

3 - Cancellation Terms for Self-Catering at David Russell Apartments (not applicable to Open 2027 bookings)

3.1 - If the Client cancels a reservation 28 or more days prior to arrival, all monies paid will be refunded with the exception of a £100.00 per flat administration fee, which shall be retained.  Cancellations made within 28 days of arrival will receive no refund.  Any amendment to your booking made 28 days or more prior to your arrival date, which results in a lower overall booking cost, will incur a £30.00 per flat administration fee.  Any amendment to your booking made within 14 days of the arrival date will receive no refund.

4 - The Open 2027 Package accommodation bookings - arrival 12 July 2027 – departure 19 July 2027

4.1 - The provisions in this clause 4 apply to bookings made for the period between 12-19 July 2027 (“Open Reservation”) notwithstanding any other provisions of these Terms and Conditions of Booking.

4.2 - For all Open Reservations, payment of the full accommodation cost per room is required at the time of booking.

4.3 - Where a Client cancels all or part of an Open Reservation then the following shall apply:-

For avoidance of doubt, a part cancellation would be cancelling number of nights and/or number of rooms.

Date of cancellation notice	Cancellation Fee (% of the charges)
From the date of Booking to Monday 31 August 2026	£100.00 per room
From Tuesday 1 September 2026 to Sunday 31 January 2027	50% per room
From Monday 1 February 2027	100% per room

4.4 - We strongly recommend that Clients and guests arrange travel insurance cover.

4.5 - For all Guest bookings. Should the client cancel any event/contract where the University has paid a deposit or pre-paid a fee to a Third Party Vendor/Supplier on their behalf, the Client will be liable for any changes incurred by the University of St Andrews to any such Third Party Vendors/Suppliers.

4.6 - Where a client amends part or all of an Open Reservation, then the following will apply:-

For the avoidance of doubt, an amendment would include:
1) a room and/or venue change
2) a change in catering package (from a DBB package to a BB package for example)

Any amendment to a client's booking made before Monday, 31 August 2026, which results in a lower overall booking cost, will receive a refund of the difference, and a £100 per room administration fee will be incurred.

Any amendments to a client’s booking after Monday, 31 August 2026, which results in a lower overall booking cost, will receive no refund of the difference, and a £100 per room administration fee will be incurred.

Any amendment to a client’s booking, which results in a higher overall booking cost, no administration fee will be incurred; however, the client will pay the rate difference.

All amendment requests are subject to availability.

5 - Liability

5.1 - The University will not accept liability for death, injury, disease, damage to, or loss of property unless proved to have been caused by negligence on the part of the University.

5.2 - The Client will be liable for the costs of rectifying any damage caused by or arising out of their occupancy of the premises.

5.3 - The University accepts no responsibility for loss or damage to property or goods belonging to or used in the premises by the Client, or third party.

6 - Health & Safety Regulations

6.1 - Smoking is not allowed in any part of the premises in compliance with the Smoking, Health and Social Care (Scotland) Act 2005 and the Client must comply with the no smoking policy.

6.2 - All exits, fire alarm controls, firefighting appliances and emergency doors must not be tampered with in any way, and at all times shall be kept free of obstruction.

6.3 - The Client is responsible for ensuring that the University is notified in advance of any individual who will require assistance in the event of an emergency evacuation.

7 - Other

7.1 - Animals are not permitted on University premises. However an exception is made for Registered Assistance Dogs. Please notify us in advance if you plan to bring an Assistance Dog with you so we can assist you.

8 - Availability

8.1 - The University reserves the right to alter or cancel any booking, or part of a booking. If for any reason beyond the control of the University we are unable to fulfil any order, we shall not be liable for damages or compensation but our charge will be abated by a fair and reasonable apportionment.

9 - Jurisdiction

9.1 - The contract shall be read, construed and governed in all respects in accordance with the Laws of Scotland. The parties agree that the contracts shall be subject to the non-exclusive jurisdiction of the Scottish courts.

10 - VAT

10.1 - Prices quoted include VAT at the prevailing rate, unless otherwise specified, and are subject to alteration should the rate change.
Rates quoted are inclusive of Value Added Tax (“VAT”) applicable at the prevailing rate at the time of quotation. If the rate of VAT changes, then the underlying net rate will remain the same; however, the gross rate payable will be adjusted to take account of such change in the rate of VAT. This means that the total gross rate payable may increase or decrease. The rate of VAT applicable is the prevailing rate on the date of your invoice. All prices are quoted in Pounds Sterling.

11 - Terms

11.1 - These Terms and Conditions of Booking supersede any previous Terms and Conditions of Bookings, notifications, correspondence, discussions, and all other communications between the University and the Client (howsoever communicated).

12 - Correspondence

12.1 - Correspondence on the organisational and financial arrangements should be addressed to:

Accommodation, Conferences and Events,
Walter Bower House,
Guardbridge, Fife,
KY16 0US

Tel: +44 (0)1334 46 3000

Email: aceteam@st-andrews.ac.uk