UK Guest Accommodation Booking Terms & Conditions

Effective date: 1 March 2026

These terms and conditions govern all guest accommodation bookings made through the Easy Weddings UK platform, acting on behalf of couples hosting destination weddings.

1. Role of Easy Weddings

Easy Weddings UK facilitates accommodation bookings as an agent for hotels, venues, and resorts contracted for destination weddings. All bookings are subject to the supplier’s own terms and availability. Easy Weddings UK Ltd is not the accommodation provider and acts solely as agent in arranging bookings on the guest’s behalf.

Easy Weddings UK Ltd is a company registered in England and Wales (Company No. 9342314, VAT No. 211 8522 40) with its registered office at 25 Procter Street, Lion Court, Holborn, London WC1V 6NY.

2. Payment Terms

  • A non-refundable deposit of 20% or higher is required at the time of booking to secure your accommodation and exclusive event rates.
  • The remaining balance is broken into manageable monthly instalments, tracked via your Easy Weddings guest portal.
  • Final payment must be settled no later than 90 days prior to your check-in date. If payment is not received by this due date, Easy Weddings UK reserves the right to cancel the booking and release the rooms.
  • All amounts are quoted and payable in GBP (£).

3. Cooling-Off Period

Under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, you have a 14-day cooling-off period from the date of booking, provided accommodation services have not yet commenced at your explicit request.

To exercise your right to cancel within the cooling-off period, please notify us in writing at service@easyweddings.co.uk. A full refund of all monies paid (excluding the non-refundable 20% deposit where services have commenced) will be issued within 14 days of receiving your cancellation notice.

4. Cancellation and Booking reduction Policy

All refunds, if applicable, will be issued excluding any processing or transaction fees. We understand that plans can change. All cancellations or booking reductions must be notified in writing to service@easyweddings.co.uk.

Once Easy Weddings receives notification of a cancellation or reduction request, the following terms apply:

Time Before Arrival
Cancellation Fee
More than 181 days
20% of total booking
180–90 days
75% of total booking
Less than 90 days
100% of total booking amount

These cancellation charges reflect genuine pre-estimated losses. Nothing in this clause affects your statutory rights under the Consumer Rights Act 2015.

5. Name Changes & Transfers

  • Name changes on bookings are permitted free of charge up to 30 days prior to arrival.
  • Within 30 days of arrival, name changes are subject to hotel approval and may incur an administration fee.
  • Reservations are valid exclusively for the duration of the allotted room block at the selected Venue. Bookings are non-transferable to any dates or periods outside of this specified block. Any stay requested outside of these dates shall be subject to separate availability and prevailing rates.

6. Refunds & Force Majeure

Refunds will not be issued for cancellations made within 90 days of arrival except where required under UK consumer protection legislation.

In cases of force majeure (natural disasters, government restrictions, etc.), Easy Weddings UK will work with hotels to secure credits or deferrals; however, this is not guaranteed and is subject to the individual hotel’s policy.

7. Travel Insurance

We strongly recommend all guests purchase comprehensive travel insurance covering cancellations, delays, illness, and medical expenses. Easy Weddings UK accepts no liability for costs that would otherwise be covered by appropriate insurance.

8. Hotel Check-In Policies

  • Check-in and check-out times vary per hotel and will be outlined in your booking confirmation.
  • Guests may be required to provide a valid credit or debit card upon check-in for incidental charges.

9. Responsibility for Extras

All incidental charges (minibar, spa treatments, room service, etc.) are the sole responsibility of the guest and must be settled directly with the hotel upon checkout.

10. Room Night Allocations & Rates

Room categories and bed configurations are allocated by the hotel and are subject to availability. Room nights are often contracted based on a minimum stay requirement. Additional fees may apply for dates requested outside the contracted minimum stay.

11. Group Booking Benefits

Guests booking within the Easy Weddings UK platform may be eligible for benefits such as locked-in rates, VIP welcome amenities, and group check-in coordination. These are only available for bookings made via the platform by the specified cut-off date.

12. Data Privacy

We collect and process your personal data solely for managing your booking in accordance with the UK GDPR and the Data Protection Act 2018. We share your data with hotels and venues only to the extent necessary to complete your booking.

13. Consumer Rights

These Terms do not affect your statutory rights under UK law, including the Consumer Rights Act 2015 and the Package Travel and Linked Travel Arrangements Regulations 2018 (where applicable). If you believe your statutory rights have been breached, you may contact Citizens Advice.

Easy Weddings UK Ltd | Registered in England and Wales | Company No. 9342314 | VAT No. 211 8522 40