Terms of Booking & Booking Deposit
By placing a booking with The Regency (Us/We) you (the person/ legal entity making the booking) and your booking party (guests) are deemed to accept and are bound by the following terms and conditions as set out. These conditions apply to both direct bookings and those made via third party channels. If you have any questions about booking with us, please contact us before making a booking.
1. Booking Process
To place a booking with us the lead guest must be at least 25 years of age. The maximum number of staying guests per room is illustrated in the room occupancy details on the website/ welcome pack. Where the person making the booking is different to the lead guest taking up the occupation, the person making the booking may be held responsible for cancellation, non-arrival and damages as set out within.
This contract becomes effective when your booking is confirmed by phone and/or email, a reservation number is given. This number must be retained and quoted in all communications. Should any cancellation or amendment be necessary you will need to quote this reservation number when you contact us.
All prices include VAT or other applicable taxes at the current rate. Prices quoted are correct only for the specific number of guests, dates, nights, and rooms shown on your Booking Confirmation.
If you have selected optional extras these are added to the total price of your Booking. Prices do not include other costs you may choose to incur during your stay (unless otherwise stated).
To secure a booking via our website we require a deposit to be paid in advance, this deposit amount is equal to 50% of the total booking value. This includes any optional extras added to your booking at the time of reservation.
Payments must be ‘cleared funds’ before a booking can be confirmed. All Deposits are non-refundable.
Payments can be made online or over the phone using a debit / credit card.
The outstanding balance due on your booking will be due 30 days prior to arrival. Bookings made less than 30 days prior to arrival will require the full balance to be paid at the time of reservation.
Optional extras added to the booking before the reservation has been paid in full will automatically be paid by way of the standard payments outlined above. Optional extras added after the full balance on the booking has been paid will be due immediately at the time of the request.
We reserve the right to charge the lead guest for any damages caused throughout the course of a booking by any member of the booking party. This includes breakages, spillages, stains, (beyond small accidents deemed to be in the course of general wear and tear) and all damage to furniture or fixtures and fittings. Any accidental damages should be reported as soon as possible in order to minimise damage and associated costs.
Upon booking you accept liability for damages caused by you and your booking party and grant The Regency permission to take a Damage Deposit of £200 by way of a pre-authorised ‘hold’ on your card used at the time of booking. The hold will be placed on the day of arrival and released within three days of departure where there is no cause to retain it. A pre-authorisation is not a charge, and no monies are taken from your account, but the credit limit available on your card may be temporarily reduced by the value of the Damage Deposit.
Where the cost of damage repairs exceeds the value of the Damage Deposit you will be billed separately after your stay.
Arrival and Departure
The standard arrival (check-in) windows in between 3pm and 11pm. In order to provide you with the highest level of service on your arrival, we ask that you provide an accurate estimate of your arrival time and update us when changes occur. The standard departure (check-out) window is before 11am. While we will try to accommodate arrivals and departures outside the standard time windows there may be circumstances where this is not possible. Request for a late check-out may incur additional charges. We will confirm these charges with you prior to adding them to your bill.
Prior to arrival, we ask that you complete our “Pre-Arrival Check-in Form”. We will email you a link to this form 14 days prior to your arrival.
Cancellation & Amendments
Guests needing to cancel a booking should contact us as soon as possible. The level of refund awarded will depend on the amount of advance notice given.
Cancellations more than 30 days in advance of the check in date will be awarded a full refund. Future payments due on the reservation will also be waived.
Cancellations less than 30 days in advance of the check in date will be charged the full booking value quoted at the time of confirmation
There are no additional cancellations fees.
Non-arrival guests, who are unable to attend or fail to attend for whatever reason forfeit the full amount paid. It is suggested that booking guests take out appropriate holiday / cancellation insurance where required.
In the rare event we need to cancel your booking with us, please be aware that we cannot be held liable for circumstances beyond our control and that our liability to you is limited to the refund of any payment already made. We will only cancel a booking in extreme circumstances. Examples of such circumstances include but are not limited to:
o In the event of a natural disaster or ‘an act of God’.
o In the event of unforeseen and considerable damage to the property.
o To comply with a government mandate.
In circumstances where guests fail to comply with the booking terms and conditions, or we have reason to believe false information was provided on the reservation or “Pre-Arrival Check-in Form”, we reserve the right to cancel the booking with no refund given.
Where possible we will always work with guests to find an alternative solution before terminating the reservation.
Should you require any changes to you booking in advance of or during your stay you should contact us directly. Changes to dates, occupancy and duration of stay will be subject to any relevant price changes and may not always be possible. No refunds will be issued in respect of amendments to any booking.
Optional extras may be added after the time of booking. Please arrange these as soon as reasonably possible. Our team will always try to accommodate last minute requests, however, those made within 24 hours of check-in may not be possible.
2. Accommodation Rules
Rules are in place to promote and safe and enjoyable stay for all guests. We ask that you adhere to the following policies throughout your stay. We reserve the right to cancel a booking with immediate effect if guests are not honouring this agreement or causing a disturbance / nuisance to other guests, neighbours, or staff.
All guests agree to respect the privacy and peace of all other staying guests and residents of neighbouring properties.
While we welcome families and children to the property, all other guests must be at least 25 years of age at the time of booking. In the case of a family booking, the lead guest must be at least 25 years of age.
Only the lead guest and guests named on the reservation are allowed to use the property and its facilities. Please refer to our Visitors Policy before inviting anyone not listed on the reservation into the property.
No parties are permitted on the premises.
No Hen or Stag groups.
The Regency operates a No Noise Policy between the hours of 11pm and 7am. We ask that in this window you do not play loud music or generate an unreasonable amount of noise, in both communal areas and private residences, that may disturb other guests and/or residents of the neighbourhood.
Additional Overnight Guests Policy*
If you wish to invite a guest to stay overnight in your residence who was not listed on the Check-in Form, you must give us notice prior to their arrival. We will require you to provide a name and contact number for all additional overnight guests. The number of guests, including guests listed on your Check-in Form and any additional overnight guests, must never exceed the bed capacity of your residence. The presence of additional overnight guests must not cause disruption to other guests and/or residents.
It is important to us that you enjoy the social space provided by the property and so we understand you may wish to invite visitors to your residence during your stay. To ensure our guests’ health and safety is not compromised you must adhere to the following restrictions when inviting anyone not listed as a guest on your booking form to enter the property:
o Visitors are not permitted between the hours of midnight and 7am. Visitors not listed on the reservation must not stay overnight (unless prior permission has been granted for an overnight stay).
o The visitors’ presence in The Regency must not cause disruption to other guests and/or residents.
o The maximum capacity of the residence should not be exceeded at any time. For residences located on the ground floor the maximum capacity is 6 persons, and for all other residences the maximum capacity is 10 persons.
o Visitors are not permitted in the communal areas / communal courtyard.
o We reserve the right to refuse a visitor entry and/or ask them to vacate the premises at our discretion.
*Any persons entering the property, not named on the Check-in Form, do so at their own risk. The Regency accepts no liability for personal injury or theft of personal items while on the premises.
Communal Courtyard Policy
The communal courtyard is a unique and social space to be enjoyed freely. In order to make the space enjoyable for all our guests we ask that you adhere to the following rules:
o Guests only – No visitors are permitted in the Communal Courtyard
o The Courtyard will close between 11pm and 7am.
o No loud music/ loud singing/ shouting
o Please use the bins provided to remove all your own litter from the area
o Please exercise caution when using the fire basket. Only burn the firewood provided. This will be replenished regularly by us. Please ask for assistance via the contact methods provided in the welcome pack if you have any concerns regarding the fire basket.
o Children must be supervised by a responsible adult while in the Communal Courtyard.
Wi-Fi Appropriate Usage Policy
Wi-Fi access is provided throughout our property. Guests wishing to avail of this service accept to use this access to the Internet fairly and appropriately. We may monitor network performance and user usage in order to maintain a fair and high level of service to all our guests.
The Internet access provided is intended for general use such as access to the world wide web, email, messaging, social media, light video / music / media streaming. It is not intended or ideally suited for heavy media streaming, online gaming, extensive downloads / uploads. Access to illegal activity or use of our network for illegal activity is not prohibited and will be reported to local authorities.
Smoking & Illegal Substances Policy
Smoking of any tobacco products including, but not limited to cigarettes, pipes, e-cigarettes, e-liquids, cigars, snuff or chewing tobacco, is not permitted anywhere on the premises. We ask that guests wishing to use such products do so away from the property.
Use of any illegal substances on the property is strictly prohibited. Any illegal activities or suspicions of such activities will be reported to the Police Service of Northern Ireland.
The Regency Operates a strict No Pets Policy.
Service Dogs are permitted in the ground floor apartments. We ask that you bring the requirement of a service dog to our attention prior to your arrival to allow us to prepare the property.
Lost Property Policy
Any lost property, if discovered, left behind by guests during a stay will be held for a period of 1 month. While we will make our best efforts to reunite lost property with their owners, we accept no responsibility in replacing lost items and encourage guests to ensure they have all their belonging before checking out. We may offer to post lost items via recorded delivery at the cost of the item’s owner, otherwise collection can be arranged.
As a serviced and self-catering accommodation provider, we are legally obliged to keep a register of all guests over the age of 16 who stay with us. To comply we collect personal details including full names, addresses, and nationality. Guests classified as ‘aliens’ by the UK Government are also legally obliged to provide their passport number and place of issue, and a forwarding address (next destination or permanent residence if returning home). For completeness of our own records and security we ask all lead guests or companies booking on behalf of the lead guest to provide a contact number and email address. These records are kept for a minimum of 12 months and in accordance with the DPA (Data Protection Act 2018) and the GDPR (General Data Protection Regulation).
You accept that any entries you submitted to our online review system, should not contain personal information, or details you would not want disclosed. Any entries containing personal details that may fall into the DPA and GDPR may not be published.