Booking Terms & Conditions

These terms and conditions apply to all bedroom reservations with Aspen Hotels Ltd t/a The Alan herein referred to within as the “Hotel”, “Company” or “The Alan”. Address 18 Princess Street, Manchester, M1 4LG.

1.Supplementary guest information

Guest bedrooms must be occupied by at least one individual who is aged 18 or above. There is a 24-hour Reception. Check in is from 15:00. Check out is by 11:00. Breakfast is served everyday, 7am- 11am [Do1] . For reasons of health and safety a member of staff is required to have access to guest bedrooms a minimum of every 24 hours. Fire Alarm tests are held every Friday at 11:00[Do2] . It is the responsibility of the guest to advice the Hotel of any allergies or intolerances they have before consuming food or beverage.

Complimentary roll away bed/travel cot up to the age of 12.  For children 12 years and over the charge is £50 inc VAT per person/per night. Complimentary breakfast for children up to 12 years old.

2. Group Bookings

If you need to make a group booking for more than 10 rooms, please contact us at [email protected]

3. Payment & Guarantee

a) Guarantee – best flexible rate: If you have not provided a valid credit or debit card to guarantee your reservation, we reserve the right to cancel your reservation anytime between the time of booking and the day of arrival.
b) Guarantee – pre purchase rate: A valid credit or debit card must be given to guarantee your reservation and make the payment for the reservation in full. A payment link may be sent via email to the guest to complete prior to arrival to process the payment. We reserve the right to cancel your reservation anytime between the time of booking and the day of arrival if secure payment cannot be taken.
c) Check in: A credit card is required on check in and a preauthorisation for the total sum of the reservation (if a flexible rate) plus £50 per room per stay to allow for any incidentals will be taken using the credit card. The Hotel does not accept cash as payment for any service. Please note that due to banking industry policy and procedures, the funds preauthorised plus the final amount due may remain ring fenced on a credit or debit card for up to 30 working days. Person/s staying are required to produce valid personal credit or debit card to validate stay, this must be presented at check-in.
d) Increasing your credit limit: Should charges added to the bedroom exceed the preauthorisation sum taken on check in, the Hotel reserves the right to carry out a further preauthorisation for charges or anticipated charges for the duration of the guest stay.
e) Maximum credit limit: Guests may be permitted to have a bill for up to a maximum of £500 at any given time, at which point they are required to pay the bill in full using their pin verified credit or debit card at Reception.
f) Ad hoc charges: Guests who request for the Hotel to source external services or products for them are required to pay any external supplier directly. This includes but is not limited to travel arrangements and tickets to sporting or music events etc. The exception is for taxi charges using the designated Hotel partner.

g)We are a cashless business. We accept only card payments.

4. Cancellation

Cancellation of a reservation is only valid on receipt of a cancellation confirmation email.
a) Best flexible rate if you wish to cancel your reservation you must notify the Hotel before 3pm, the day prior to your arrival date to avoid a charge. Notification received after this time, will incur a charge equating to up to the first night of the reservation at the full rate booked.
b) Pre purchase rate
i. Pre purchase rates are paid in full prior to your arrival date using the card details given when you made the reservation. You authorise that your card is charged the full amount, at the time of booking. This rate is non-refundable, non-transferable, and non-changeable.
ii. b) In the event the card details are unable to be charged for any reservation made under a pre purchase rate, the Hotel reserves the right to cancel the reservation in full at any time.

5. Packages

All packages and offers can be withdrawn without prior notice and are subject to availability. When booking a package inclusive of an allocation towards food, please be aware that a dinner reservation is strongly recommended and up to seven days’ notice may be required to avoid disappointment for availability. Package allocation cannot be redeemed against beverage charges. Special Terms and Conditions for packages are detailed on your confirmation.

6. Add Ons

Any ‘add ons’ can be withdrawn without prior notice and are subject to availability. These must be booked at least 24 hours in advance of your arrival date to be guaranteed and are non-refundable.

7. Room types

All bedrooms are air conditioned and feature an ensuite bathroom with a shower and bespoke toiletries. Bedrooms include a desk area, iron & ironing board (or steamer), and TV’s, access to complimentary WiFi, tea & coffee station, bottled water, and a hairdryer.
a) Classic – feature a double bed. Note, guests who book a Classic Room may be given a Wheelchair Accessible room based on availability. a. Classic Double Wheelchair Accessible Rooms – feature larger floor space a bathroom with mobility aids. Two alarm cords which alerts hotel employees when pulled. 
b) Classic Double Double – feature two double beds.
c) Signature – Intimate, designed to feel warm and calm through tones and texture, with high ceilings and architectural detail.
d) Signature Deluxe – Our most sizeable rooms with lounging sofa, perfect for a longer stay, whether relaxing, working or getting stuff done.
f) Signature Suite – Our suites with multiple windows giving beautiful natural light through the day.

8. Maximum bedroom capacity

Guest bedrooms accommodate a maximum of two adults. Classic Double Double accommodates a maximum of four adults.[Do4]

9. Car Parking

a) Preferential rates at local car parks may be available for guests but are not guaranteed and can be withdrawn at any time.
b) The Hotel accepts no liability for the vehicle. Liability is placed on the vehicle owner and their insurer.
c) The Hotel does not provide any car parking and the hotel does not accept responsibility for any recommended or suggested parking options given.

10. Non-Smoking Policy

Smoking is not permitted in any part of the Hotel. Guests found to be smoking in bedrooms and/or on any part of the premises will be subject to a minimum additional cleaning charge of £150, which will be charged to the debit or credit card provided to guarantee or pay for the reservation. In the event that no debit or credit card was provided, on check-in the Hotel reserves the right to immediately terminate the reservation and request their immediate departure.

11. Emergency Evacuation

a) In the event of the fire alarm system sounding, all persons within the building must make their way to the Fire Muster Point and report to the Roll Call taker who will be wearing a high visibility jacket.
b) Guests must make themselves known to Reception upon check in if they will require assistance to evacuate the building in the event of an emergency and will be requested to complete a Personal Emergency Evacuation Plan. This includes guests with limited mobility, and sight or hearing impairments.
c) Evacuation caused by behaviour In the event that the fire alarm system is triggered by a guest tampering with the fire detector, smoking, or using unauthorised equipment or items including sparklers, candles, and gas burners, the guest will indemnify the Hotel from any liability in respect of any injury to or death of any person, damage to any property or all and any losses howsoever suffered by the Hotel as a result of such actions and others by the guest and from all proceedings, costs, claims and demands in respect of any such liability or alleged liability.

12. Guide dogs

Guests with guide dogs agree to abide by the following guidelines:
a) Guests are required to control noise made by the dog to ensure that other guests are not disturbed.
b) Dogs that constitute a nuisance to other occupants of the Hotel may subject their owner to any other charges due to lost revenue incurred by the Hotel.
c) There must be a ‘Relaxing’ sign on the door if the dog is loose in the room, in which case your room will not be serviced.
d) We will not be responsible for the pet getting loose if the ‘Relaxing’ sign is not displayed.
e) It is the responsibility of the guest to immediately clean up after their pets.
f) Only guide dogs are permitted in food serving areas.
g) We will endeavour to allocate a wheelchair accessible bedroom to allow for additional floor space.

13. Damage by and/or behaviour of guests

We are entitled to recover from a guest, (a) the cost of repairs or replacements of any damage or loss caused by the guest, or their pets, or others from whom they are responsible and (b) loss of revenue caused by a bedroom damaged by a guest being unsellable, at the room only best available rate, until the bedroom can be resold, up to a maximum of 3 nights after the guest leaves the premises, or when the damage was occurred, whichever is the later. Full payment for such damage or loss will be charged to the credit or debit card held on file for the room occupied by the guest concerned. We also reserve the right to terminate, without compensation or further obligation, the reservation if it is deemed that the guest’s behaviour is unsociable, abusive or in any way unacceptable to ourselves or any other guest. In such circumstances the guest accepts that they will be required to immediately leave the premises.

14. Lost Property

The Hotel is not responsible for lost, damaged, or stolen personal items. Should any guests lose or leave personal belongings, if recovered, the item will be recorded as ‘found’. The Hotel will keep detailed records of all ‘found’ items and will ship items back at the owner’s expense on request. Any items in Lost & Found, which are not claimed within ninety (90) days, will be donated to a local charity or discarded.

15. CCTV

24-hour CCTV cameras are fitted throughout the public areas of the Hotel for the safety of all concerned. By staying at the Hotel, guests agree to be filmed using our CCTV equipment.

16. Loss or Damage to Guest Property

Under the Hotel Proprietors Act 1956, a Hotel Proprietor may in certain circumstances be liable to make good any loss of or damage to Guests’ property. This liability however: a) Extends only to the property of Guests who have engaged in sleeping accommodation in the hotel; b) Is limited to £50 for any one article and a total of £100 in the case of property which has been deposited, or offered for deposit for safe custody.

17. Protection of guest data policy

a) The Alan needs to keep certain information about its guests for the purposes of guest care as well as health and safety compliance and legal obligation. To comply with the law, information must be collected and used fairly, stored safely, and not disclosed to any other person unlawfully. To do this, The Alan must comply with the GDPR. How we achieve this is outlined in our Privacy Policy found on our website www.thealanhotel.com
b) All The Alan employees who process or use any personal information must ensure that they follow these principles at all times. The Alan as a corporate body is the data controller under the GDPR, and the Board is therefore ultimately responsible for its implementation.
c) Access to the reservations to amend or cancel will only be granted to persons who can confirm the full guest name, dates of stay, and The Alan confirmation number. Exceptions may apply to reservation made through the Global Distribution System.
d) Requests for invoices must be made in writing to Reservations and confirm the full guest name, dates of stay, and The Alan confirmation number.
e) It is a common gesture from friends or family of a guest to request that a gift or message be left as a surprise for them in their room. This can be arranged if the requesting party confirms the full guest name and dates of stay. If guests do not wish for The Alan to confirm that you indeed have a booking with us, you must advise this at the time of booking.
f) Our Privacy Policy highlights that any accidents, near misses, or alleged food poisoning incidents will be reporting to a third party for further investigation and the guest may be contacted for further information.

18. Electrical Equipment

Guests wishing to bring their own electrical equipment for use within their room are reminded that in the UK, the declared voltage and tolerance for an electricity supply is 230 volts -6%, +10%. Guests are responsible for ensuring their own equipment is safe to use (has passed a Portable Appliance Test {PAT}). The guest will be responsible for any and all damage to hotel property and infrastructure resulting from a faulty device being connected to the hotels mains supply. All personal electrical or electronic devices that are brought into the hotel are used entirely at the owner’s risk. The hotel will not be responsible for any damage to such appliances under any circumstances.

19. Fire Arms Statement

The Alan are unable to provide storage facilities for fire arms and under no circumstances should fire arms be left within the Hotel, or grounds by a guest. Failure to comply with this requirement and resulting consequences will be the sole responsibility of the offending guest. Therefore, no liability can be accepted regarding the transport or storage of fire arms.

20. Third Party Marketing

a) Third parties are not authorised to market The Alan brand in any form without written authorisation from the Company.
b) Experiences and credit including but not limited to, overnight stays, gift vouchers, and dining are non-transferable. As such, are not authorised to be included as part of a prize, competition, giveaway, or sold package without written authorisation from the company.
c) Images, marketing material, and company logo are the intellectual property of Aspen Hotels Limited and are not authorised for use or publishing by any other company without written authorisation from the company.

21. ‘Force Majeure’

We regret that we cannot accept liability or pay any compensation where your stay or experience with the Hotel is prevented or affected by ‘Force Majeure’. In these booking terms and conditions, ‘Force Majeure’ is defined as any event which we could not, even with all due care, foresee or avoid. Such events may include sleep disturbance from fellow guests, disturbance from emergency evacuations, fire, adverse weather conditions, industrial dispute, and all other events outside of our control.

22. Incident Definition:

23. Guest Reallocation

Note: The Hotel reserves the right to change these Terms and Conditions at any time.

[Do1]Times to be confirmed.
[Do2]Day and time to be confirmed.
[Do3]Awaiting confirmation of room type naming convention.
[Do4]To be finalised when room type conventions named.ClassiSignaSignaSigna