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  • Frequently Asked Questions

Frequently Asked Questions



Where do I find the access code?

Each event is allocated an access code and this is advertised by the event organiser to the attendees,via their own website or through mailings. If you have any difficulty locating this please contact our office.

What is the best way to view the hotels? – check current availability

Having reached the welcome page for your event you have several choices of how to view the hotels, we would always recommend checking the current availability first.  By entering the dates that you require a room you will then be presented with a list of hotels, guesthouses and self catering accommodation with accommodation available for the dates you wish to book.

How do I select a hotel – view the hotel information

Each hotel has its own web page, which allows you to view the property and provides information on the facilities and services offered. This covers useful information regarding car parking, distance from the venue, restaurant and bar service, leisure facilities, etc.

How do I make a booking?

Click "reserve this room" and follow the simple steps to reserve your room and receive an instant confirmation.

How do I secure my booking? - do I have to provide a credit card guarantee?

Under our new system you can now select to either provide a credit card guarantee or prepay by proforma invoice.

If you supply a valid credit card guarantee to secure your room, please note there is no charge taken from this card and it is only used to hold the room and you can then settle directly with the hotel on departure, by whichever means you wish.  The only time this card would be charged is if you failed to cancel the room within the specified cancellation policy shown on your confirmation. 

If you wish to prepay your accommodation you can request a pro-forma invoice which will be processed with your booking confirmation and will be due for payment 21 days prior to arrival.  Please note bookings that remain unpaid at the due date are at risk of release.

 What is a Proforma Invoice

To allow you to pay in advance of your stay you can select to prepay by proforma invoice.  This is a statement showing the details of your booking and the total amount, inclusive of tax, that is due.  This is not a tax receipt - a tax receipt is issued by the hotel at the end of your stay.  Payment can be made by cheque or bank transfer, bank details available on request.  Payment must be received 3 weeks prior to arrival to allow for the payment to be administered by the hotel and to secure your booking. Non payment would result in your booking been cancelled.

Multiple bookings

If you wish to book more then one room, you have the option to enter additional guest names and book as many rooms as you require within the one booking. Always check the correct number of rooms is available for the dates before you start. For block bookings you may enter the company name, instead of a delegate name and forward your rooming list to us nearer the time.

Mulitple Hotels

If you wish you can reserve rooms for different events or different hotels, before you go to the check-out,  which will use the same company details to avoid having to re-enter the same information.


Once you have completed your reservation print out a copy of your confirmation as this contains a booking reference number. Always double check your details are correct. We will forward an acknowledgment, by email to you within 24 hours.

Amendments and cancellations

If you need to cancel or amend your reservation please contact our office, by telephone, fax or email and we will be able to process any changes and reconfirm your reservation. Please note, we do not charge for this service, however the hotel may charge for changes made after the cancellation deadline for your reservation. Check the terms and conditions printed on your confirmation page.

Other information

Once you have completed your reservation don’t forget to use the other services on our site: arrange your travel, map directions, restaurant guide, weather update, traffic information, etc.