Terms & Conditions for conference/meeting and events booking

1. HOTEL SHEPHERDS BUSH LONDON(HSB Hotel) requires credit card details at the time of booking (meeting rooms and/or bedrooms). Full pre-payment is required prior to the start of the event date of conference/meeting and any event. HSB Hotel accepts debit, credit card payments; cash and also bank transfer as valid payment methods.

25% is to be paid at the time of booking and the remaining amount to be paid 1 week before the event unless agreed on different payment policy at the time of booking (payment policy is mentioned on each booking confirmation). Failure to do this will result in your booking being cancelled and 100% cancellation fee incurred.

2. Unless otherwise stated, all prices quoted are subject to VAT at the prevailing rate.

3. Prices are reviewed periodically with any relevant price increases; the prices charged will be those current on the date of the event, unless otherwise agreed by HSB Hotel.

4. Any payments due after bedroom booking and/or conference/meeting/ event booking is to be charged to credit card provided for guarantee at the time of booking. Any delayed payments will result in applying interest charges and penalty for amount outstanding.

Confirmation by Client

5. All bookings are considered provisional until the client signs the contract, confirms method of payment and payment has been made. Once the contract is signed all such facilities and services reserved on your behalf will be subject to the terms and conditions of the contract.

6. The contract must be signed and returned by the client within 3 working days of the date of issue or if such time is not available (e.g. late booking) within 48 hours.  If the signed contract is not received by HSB Hotel within 5 working days prior to the event start date, the booking shall be classified as cancelled and full nonrefundable payment applies.

7. All details and special requests must be advised to HSB Hotel at the time of booking and will be identified on the booking confirmation/contract. Final timings, menus, AV equipment for meetings and special requests must be confirmed to HSB Hotel at least 5 working days prior to arrival. If not Hotel cannot guarantee last minute requests; premium rate may be incurred.

Amendments by the Client

8. Any amendments to guest numbers, arrangements or cancellation must be confirmed to a member of the Sales team at HSB Hotel in writing.

9. No additional charges for meeting room bookings will be made if numbers of delegates are reduced at least 5 working days prior to the event date, providing that they do not fall below the minimum number of delegates for meeting room. If they do then the appropriate under occupancy rate will apply and will be charged.

10. HSB Hotel Meeting room Cancellation policy (free of charge) ‘’by 11am, 29 days prior to arrival. Failure to adhere to our cancellation policy will result in full charges being incurred”.

Please see below the table of cancellation deadlines and charges for meeting room bookings:


29 days and over

22-28 days

15-21 days

8-14 days

0-7 days

Meeting Room

No Charge

25% of
signed quotation

50% of
signed quotation

70% of
signed quotation

100% of
Signed quotation

Amendments by HSB Hotel

11. a) Should HSB Hotel for reasons beyond its control, need to make any amendments to or cancel your booking, we reserve the right to offer a reasonable alternative choice of facilities.

      b) Should the client make significant changes to the program or the expected number of guests, this may result in amendments in the applicable rates and/or facilities offered by HSB Hotel.

12. HSB Hotel may cancel the booking of events:

     a) If the booking might, in the opinion of HSB Hotel, prejudice the reputation of HSB Hotel.
     b) If the client is more than the credit terms in arrears of previous payments to HSB Hotel.
     c) If HSB Hotel becomes aware of any alteration in the clients financial situation.

 Arrival /Departure

13. The meeting rooms are available from the time shown on your contract. Any extension may incur additional charges. Note that subject to the discretion of HSB Hotel, additional charges will be levied for early access or set up time.

14. The bedroom accommodation is available from 14:00 on the day of arrival, and must be vacated by 11.00am on the day of departure, unless specific arrangements have been agreed with HSB Hotel.


15. All luggage and equipment is placed at owner’s risk. HSB Hotel cannot be held responsible for loss or damage to client’s property. If HSB Hotel equipment is used then the client is responsible for it whilst in use. If the equipment is faulty then a member of staff should be notified immediately.  
HSB Hotel will endeavor to see that equipment is set up and working before the start of the event.

Specific requests for equipment must be notified in advance with a minimum of 3 working days’ notice required.

16. No food, alcohol or beverages may be consumed on the premises unless provided by HSB Hotel, or unless agreed in writing by HSB Hotel.  Where corkage is agreed this must be agreed in writing by an authorized senior member of HSB Hotel staff.

17. Notices of any kind or flipchart sheets should NOT be stuck to walls, other than the rails provided in some of the rooms.  Any damage caused by misuse in this way will be charged to the client’s final invoice.

18. Rooms will be set up in accordance with the instructions received. HSB Hotel cannot be responsible for last minute changes of layout or AV requirements. In the event that a change is required on the day, an appropriate charge will be applied.

19. HSB Hotel does not have an on-site technician, therefore we advise for larger events or events where there is a lot of technical equipment that you hire a technician.  We can provide this service at an extra cost.

20. HSB Hotel will not tolerate rude or loutish behavior either to you, HSB Hotel staff, or other guests. In the case where this does occur HSB Hotel reserves the right to ask the offender to leave the premises. HSB Hotel will not be responsible for any loss that occurs because of this.

21. Hotel holds strict Age verification policy which comes to selling Alcohol, also any reservations can only be made by guests 18 years old or over. When arriving at the hotel, no guests under 18 years of age will be permitted to stay without being accompanied by a guest 18 years old or over.

22. Hotel does not have it’s own car parking space, please be aware when travelling for your stay at HSB Hotel.

All prices are in GBP