Free resource

Booking and cancellation terms template for groups

Deposits, headcount changes, cancellation tiers, group leaders and allergies. A starting point to adapt for your hostel or group house.

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What's inside

  1. Scope
  2. Booking and confirmation
  3. Prices
  4. Payments
  5. Changes in headcount
  6. Cancellation by the customer
  7. Cancellation by the property
  8. Arrival and departure
  9. Group leaders and house rules
  10. Damage
  11. Allergies and diets
  12. Guest registration and personal data

The template

Replace everything in [BRACKETS] with your own details and terms.

Group booking terms

1. Scope

These terms govern group bookings at [PROPERTY NAME], tax ID [TAX ID], address [ADDRESS]. By making a booking, the person or organisation booking (the "customer") accepts them.

Get the full template

Leave your email and it unlocks right here: copy it, download it for Word or save it as PDF.

This is an indicative model, not legal advice. Review it with your adviser or lawyer and check the consumer and tourism rules that apply to you.

Frequently asked questions

What deposit do groups usually pay?

It depends on the property. The template leaves the amount and due dates blank for you to fill in; many properties split it into more than one instalment.

Why are cancellation tiers a list rather than a table?

Because they read well on a phone and in an email, and many website and software text editors break tables when pasted in.

Can I use the template without HostelOp?

Yes, it's free to use wherever you like.

More resources

Send your terms with every provisional booking automatically

In HostelOp you write them once and they go out in the provisional booking email, with the deposit and its payment link.

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