Terms & Conditions

Please scroll down for group policies, which apply to any group with 8 or more guests.

Arrivals and Departures

Check-in is from 15:00. If you arrive before then can check if there is a room available for check-in otherwise you can use our luggage store to store your luggage and explore the city! Check-out is by 11:00 so please make sure you (and your belongings) are out of the room by then. Luggage storage can be arranged with reception. If you’re late to check-out then you’ll be asked to pay for another night!

Identification

Please make sure to bring a valid photo identification with you, preferably a passport, government issued I.D. card or driving license. You’ll need this to check in.

Age Restrictions

Bookings cannot be accepted from any person under the age of 18 unless they are accompanied by an adult (18 or over). Guests who wish to bring their children under 16 years of age must book a whole dorm or private room.

Room allocation

If you’re travelling with friends or family, we’ll do our best to allocate you in a room together – but this can’t be guaranteed. If you want to make sure that you aren’t separated from your group, we’d recommend to reserve a private room or private dorm.
Please note that all our dorms are mixed unless a female only dorm is booked.

Payment Policy

Please be aware that we accept Mastercard, Visa and American Express card payments for online bookings. We do not accept Diners Club cards or any other card. Cash is only accepted for walk-in bookings.
If we are unable to charge the card the reservation may be cancelled.

Standard Rates

No deposit taken at the time of booking, the guest will be charged a prepayment of the total price 7 days prior to arrival.

Non-refundable rates

Full payment will be taken within 24 hours of your booking.

Dual Rate Selection

If both non-refundable rates and Standard rates are chosen in the same reservation, the most restrictive rate policy applies. i.e It will default to non-refundable rates for the entire reservation.

Group Bookings with 8 or more guests (more information about groups below)

A non-refundable deposit of the first night will be charged to secure the reservation. The remaining balance will be requested 28 days prior to the groups arrival date.

Cancellation Policy

Standard rate

If cancelled within 7 days prior to arrival date or in the event of a no show the full balance of the booking will be charged.

Non-refundable

No amendments allowed and if cancelled no refund will be offered.

Group reservations with 8 or more guests

Amendments free of charge up to 28 days prior to arrival, if you cancel within 28 days prior to arrival or fail to arrive the full amount of the reservation will be charged

If you arrive a day late without informing the hostel, we will try and find you a bed, but this may not be in the same room type booked and may incur extra charges.

Special Offers and Packages

CODE Pod Hostel runs various promotions throughout the year, these promotions can have different terms and conditions, so please make sure to read the terms and conditions of these promos before you make a reservation.

Guest Behaviour

The comfort, safety and security of our guests is important to us. CODE Pod Hostel reserves the right to refuse any guest(s) who, in the opinion of our staff, compromise the comfort, safety or security of other guests, staff or residents and will be asked to leave the hostel premises and will not be given a refund.

Guests are expected to respect other guests as well as staff, residents and property. Guests will be expected to reimburse CODE Pod Hostels for any damage caused by inappropriate behaviour during their stay.

No Smoking

Smoking is not permitted anywhere in hostel. Any guest found smoking inside the building, outside of the designated areas, will be fined for the costs caused and asked to leave the premises immediately. A refund will not be issued for the stay.

No Drugs

Any guest found using drugs will be asked to leave the premises immediately. A refund will not be issued.

Alcohol consumption

We will not serve alcohol to anyone under the age of 18. Guests cannot bring their own alcohol into the premises.

Personal Property

Each pod bed has a personal locker for small valuables. For larger valuables there are lockers located throughout the building. It is a guest’s responsibility to ensure that personal belongings are secure at all times. CODE Pod Hostels accept no liability for the loss, theft or damage to guests’ property, however sustained or caused.

Damage to our property

Guests will be expected to reimburse CODE Pod Hostels for any damage caused by inappropriate behaviour during their stay.

Liability

Except in relation to death or personal injury caused by our negligence, CODE Pod Hostels liability remains, at all times, limited to the value of the services booked, excluding any amendment charges paid to us.

Your Information

CODE Pod Hostels will only store and use information you supply to us or which is supplied to us for the purposes of carrying out a contract with you, and to inform you of other services and offers which we make available from time to time. If you do not wish to receive such information please let us know by using our contact form or by writing to us at 39 1/2 Hanover Street, EH2 2PJ, Edinburgh, United Kingdom.

Errors and Omissions

Any omission or error in sales literature, web pages/sites, order form, quotation, price list, order acknowledgement, dispatch note, invoice or other documents issued by us may be corrected by us without liability. We will advise you of any changes at the time of booking or as soon as is reasonably possible thereafter.

Discretion

All bookings are subject to availability and CODE Pod Hostels reserve the right to decline any booking at its discretion.

Refunds

In the event of Force Majeure (governmental action, transportation interruption, terrorist attack, acts of God…) affecting your booking, CODE Pod Hostels is unable to refund customers and we reserve the right to receive any outstanding payments in connection to your confirmed booking.

Groups of 8 or more guests

We do not offer coach parking, please ensure that drivers are fully aware of this and have organised proper coach parking prior to arrival.

Due to the layout of the buildings and the room types chosen, we can’t always accommodate groups on the same floor. We will, however, do our best to place them as close together as possible.

We must receive a rooming list for each group at least 1-week prior to arrival. This list must include the names of the guests, what room they are staying in, the name of leaders and the number of under and over 18-year-olds.

On arrival a ‘code on conduct’ must be filled out by a group leader.  It is company policy to charge a fully refundable damage deposit of 20.00Euro per person, or if more than 15people – 300.00Euro per group. Your credit card will be “Pre – Authorized” for this.

We don’t mix groups and solo travellers in shared dorms, groups will only be allocated into private dorms/rooms. Groups are expected to pay for full occupancy of the room.

under 18s

There are a few additional terms and conditions for any group with group members under the age of 18.

We accept groups with guests from the age of 12+. Groups with minors will need to be accompanied by adults.

There is a separate group area where the breakfast is served the space  is limited. To make sure we can accommodate all groups, we ask that you book a 30 minute slot in advance. Time slots are allocated on a first come, first served basis, so please get in touch as soon as possible to secure your preferred time. Slots will be allocated automatically if we don’t hear from you.

An 11pm curfew is in place for all guests under the age of 18, so please make sure any guests under 18 are in their rooms by then.

Arrival/departure

Check-in time is from 15:00.

Check-out is until 11:00. If the rooms are not vacated by that time, a late check-out fine will be applied.

Groups are required to check-in and check-out all together. If this isn’t possible, please advise the group reservations team in advance.

We offer free luggage storage before check-in and after check-out. Due to limited space, please let us know in advance if this is something your group will need.

Reception is open 24/7 so there is always a member of the team to help you and your group with any questions / issues.

We will accommodate the number of people in the room types pre-confirmed by you via email. If more people arrive, they will be asked to pay the available rate at check-in.

In house

Smoking inside the building is against the law. Any guest found smoking in the building will be fined for the costs caused.

Any guest found using drugs in the building will be asked to leave the premises immediately; no refund will be offered.

Guests will be expected to reimburse CODE Pod Hostels for any damages caused by inappropriate behaviour during their stay.

Sorry! We can’t accept delivery of packed lunches/tickets ordered by external companies at any of our hostels. If you’re looking for lunches or tickets for your group, we can arrange them – just let us know.

Please make sure guests have adequate travel insurance. We can’t take responsibility for any lost or stolen property.

Payment

A non-refundable deposit equal to the first night of the reservation is to be paid within 14 days of confirming the booking.

The remaining balance is due 28 days prior to arrival.

Cancellation policy

Cancellations must be emailed to: groups@codehostel.com
If a whole reservation is cancelled up to 28 days before the arrival date, the accommodation deposit (1st-night of the reservation) will not be refunded.

The group reservation can be amended free of charge up to 28 days prior to arrival. If due to the amendments the value of the reservation falls below the original deposit amount, then we will not be able to refund the difference. If you cancel your group reservation less than 28 days before your day of arrival, no refund will be given and the outstanding amount will be due.

If you are booking within 28 days of your arrival date, no refund will be given for any cancellation or amendments, and the full amount will be due immediately.

In the event of Force Majeure (governmental action, transportation interruption, terrorist attack, acts of God…) affecting your booking, we reserve the right to receive any outstanding payments in connection to your confirmed booking.

Please note

These T&Cs and groups guidelines exist to make sure that your group and CODE Pod Hostels enter into a relationship of mutual understanding and to make sure that CODE Pod Hostels are a safe and welcoming place to stay.

By confirming a group reservation at CODE Pod Hostels, regardless if this sheet is signed, you are agreeing to the above terms & conditions.

 

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