Group Stay Hire Terms and conditions

Claridge House offers a welcoming, peaceful setting for Group Stays and Retreats, in line with our Quaker ethos and our charitable aim of rest and renewal. These Terms and Conditions outline what is included, booking requirements and cancellation policies.

Group Stay Definition

1. A Group Stay is a non-exclusive hire of Claridge House for 6–18 participants, including the Group Stay leader.
   • A minimum charge for 8 participants (including the Group Stay leader) applies.
2. Suitable for groups such as Quaker Meetings, meditation or yoga retreats, and other activities aligned with Quaker values.
3. Group Stays may be listed on the Claridge House website or annual programme upon request.

Accommodation

• Main House: 10 bedrooms (1 single, 4 twins, 5 doubles).
  • 9 rooms are ensuite – 2 accessible on the ground floor
  • 1 double room with a dedicated bathroom
• Courtyard Rooms (on request):
  • 2 rooms – 1 double room and 1 kitchenette with single sofa-bed
  • Shared shower room
• Inside Flat (new):
  • 2 single rooms with shared bathroom
  • Recently upgraded – comfortable, but simpler than the guest rooms
  • Primarily for Group Stay leaders or overspill accommodation.  25% discount for leaders based on a full house (8 minimum)

Quaker Worship

• Quaker Meeting for Worship is held on Sundays, 9:45 -10:45 am.
• Group Stay leaders are welcome to incorporate this into their programme.
• If not included, we request this hour of silent worship is respected.

Catering

• Claridge House provides excellent vegetarian cuisine.
• Meal times are fixed and cannot be changed.
• With advance notice, we can cater for medical dietary requirements, including:
  • Vegan
  • Wheat-free
  • Dairy-free
  • Gluten-free
  • Sugar-free
  • The 14 allergens covered by UK Food Safety Law
• Please note: We are unable to cater for personal dislikes, preferences, or non-medical diets. Participants and Group Stay Leaders may bring their own specialist food, which can be stored in mini fridge in dining room.

Costs & Deposits

Item	Cost	Notes
Full Board accommodation (per person, per night, single occupancy)	£162.25	Includes all meals, accommodation, and use of facilities
Deposit	Equivalent to the cost of 2 participants’ stay for the booking: e.g. – £649 for 2 participants for 2 nights, £973.50 for 2 participants for 3 nights	Payable within 5 days of booking confirmation

• Rates will increase 4% from March 2027 to £168.75pp per night
• Longer or mid-week Group Stays are welcome by agreement.
• Discounts for sharing twin or double rooms can be arrange after the house reaches a minimum of 8 single room occupancy bookings.
• Participant charges = Full Board accommodation fee + Group Stay leader’s fee.

 

 

Payments

• The balance of all fees is due 4 weeks before arrival.
• At this point, the Group Stay leader must also provide:
  • Participant list
  • Dietary and mobility requirements
  • Room allocations

Cancellations

Notice Period	Cancellation Fee
9 – 12 weeks before arrival	Deposit only
6 – 8 weeks before arrival	25% of total cost
4 – 6 weeks before arrival	50% of total cost
Less than 4 weeks pre-arrival	100% of total cost

• We strongly recommend that Group Stay leaders take out cancellation insurance.
• Bookings may be rescheduled up to 9 weeks before the Group Stay start date. In this case, the deposit can be carried forward (once only) to another Group Stay date to be held within our financial year, up to 12 months.
• Deposits are non-refundable within 12 weeks of arrival.
• If Claridge House must cancel due to unforeseen national or local circumstances, all payments (including deposit) will be refunded in full.

Use of the House

• Up to 4 weeks before arrival, Group Stays have exclusive use of Claridge House (excluding Courtyard Rooms).
• Within 4 weeks of arrival, Claridge House reserves the right to accept other bookings if the House is not fully occupied.
• If other guests are present:
  • One lounge will be reserved for them.
  • Dining will usually be shared, though separate dining can be arranged with notice.

Additional Services

• Add-ons such as fire pits, BBQs, or other extras are available by request and may incur additional costs.