Hotel bookings terms & conditions

The following terms and conditions apply to all hotel room bookings made on the Royal society of Medicine website for Domus Medica and Chandos House hotels.

Terms and conditions are subject to change without notification.

Reservations

Requests

All reservations and amendments must be made by calling Domus Medica or Chandos House, or reserving online.

To guarantee a reservation the following details must be received:

  • Full name of the occupant
  • Full address, mobile and email
  • Valid Debit or Credit Card
  • Membership details if applicable
  • Room type and number of occupants
  • Check-in / check-out dates
  • Any special requirements

All request made without the disclosure full details stated as above will not be accept with guarantee information.

All changes and additions to your reservation must be made by noon two days before the check-in date by email. Confirmation of changes will be returned via email.

Confirmations, no-shows & amendments

Confirmation of your hotel reservation will be emailed or faxed to the guest details provided unless stated otherwise.

Cancellations

We operate a cancellation policy and reserve the right to charge the equivalent of one night’s accommodation and sundries for any cancellations received after 2pm within two days of check-in date or in the event of a no-show.

Group bookings

The reservation of four or more rooms is considered a group booking. If a group of individuals has reserved bedrooms separately for the same hotel, the RSM reserves the right to enforce the ‘Group Bookings’ additional terms and conditions to those reservations regardless of the booking medium used.

All reservations and amendments must be made through the Royal Society of Medicine receptions via email or online.

All group bookings are held on option until 35 days prior to the arrival date, at which time the RSM must have received your signed contract to guarantee the rooms and a completed bedroom allocation sheet with the details below:

  • Guest room allocation
  • Guest names and contact information, preferably mobile and email
  • Guest room requirements

Amendments to the reservation can be made up to 14 calendar days before the arrival date.

 

Cancellations, no-shows & amendments

We operate a cancellation policy and reserve the right to charge the equivalent of one night’s accommodation and sundries per room booked for any cancellations received after 2pm within 14 days of check-in date or in the event of a no-show.

Check-in and check-out information

Check-in

Guests may check-in from 2.00 p.m. on the date of arrival.

Guests will be required to sign in for their room, confirm identity and payment details.

All rooms that have been secured by credit / debit card or prepaid at the time of booking will be held until 10.30am on the following day.

Any secured rooms that are unused by 10.30am the following day will still incur the full charge.

Early check-in before this time can be requested subject to availability and will be charged at an hourly rate at the discretion of the hotel.

Check-out

On the day of departure we kindly ask all guests to vacate their rooms by 10.30am.

Late check-out after this time can be requested subject to availability and will be charged at an hourly rate at the discretion of the hotel.

Accessibility

Dependent on the individual needs of the guest, accessible rooms are available on request only and subject to availability.

Rooms at Chandos House are only accessible by an 84 step rear staircase; for assistance a luggage lift is provided. Please notify reception upon reserving your bedroom if you are unable to manage the stairs.

A majority Chandos House standard double rooms are located in the lower ground floor (lower ground floor rooms may not have adequate mobile phone reception).

Please contact our reception team to discuss specific individual requirements and the availability of appropriate accommodation.

Luggage storage

Luggage storage is available to all guests and can be stored for a maximum term of 24 hours.

Any items left for more than two weeks without prior arrangement will be disposed of without notification.

Chandos House does not take responsibility or liability for any items left unattended on the premises.

Luggage rooms are accessible to all in-house guests on request.

Lost property

The RSM will hold onto found items for a maximum period of three months. Any items still unclaimed after this time will be permanently disposed.

Guest making claims for lost items must provide a full and accurate description of the item(s) before staff will release the item(s).

Any item(s) that require postage will be incur a minimum charge of £5.00 or higher depending on requirements.

Parking

The RSM members are entitled to use the parking facilities for a flat nightly fee and is subject to availability.

The RSM, in conjunction with Q-Parks, can offer reduced rates at the Harley Street or Cavendish Square car parks. The offer is valid via the Chandos House website (for Harley street) or via Domus Medica Reception (Cavendish Square).

Please call hotel reception to make arrangements.

Charges

The prices shown are per room per night and include continental breakfast and VAT (charged at current rate upon date of stay).

The VAT breakdown shown is indicative based on the current rate of VAT, and the expected VAT treatment of the goods or services, and may change depending on the actual tax point of the invoice, and the VAT treatment of the goods and services purchased at that date.

Additional items, such as restaurant meals, bar tabs and phone calls, will be shown on your invoice on check-out.

Payment

You will be asked to provide a credit or debit card at the time of the booking to secure your reservation. Any outstanding monies owed to Domus Medica or Chandos House in relation to group reservations will be charged against the card details given.

Where individual guests will be paying for the rooms as part of a group booking for Domus Medica and Chandos House, we will acquire the information via the completed rooming list 14 days prior to arrival.

Guests must finalise payments on checkout, any discrepancies must be raised at this time. Cash payments and all major credit and debit cards are accepted.

Where invoicing is requested, written consent must be received with full contact details14 days prior to arrival date. We reserve the right to refuse this requested if required. Details for payment are as follows:

  • Payment of the invoice is required within 30 days of presentation of the invoice. Any delay in payment may incur statutory interest charges pursuant to The Late Payment of Commercial Debts (Interest) Act 1998.
  • BY POST: Please make cheques payable to The Royal Society of Medicine, quoting the invoice number. Send to the Finance Department, The Royal Society of Medicine, 1 Wimpole Street, London, W1G 0AE.
  • BY CREDIT CARD: All major credit cards are accepted. Please telephone us on 020 7290 2971 to make the payment.
  • BY BACS: Please contact us for the bank details. If you have made telephone or internet banking arrangement with your bank please quote your invoice number when making the payment. Please send a remittance to us so that we can identify your payment.

Please note that any query on your invoice has to be notified within 10 days of receipt.

Other

In connection with your booking the RSM and its subsidiary companies will hold personal data about you and your guests in accordance with GDPR and the RSM’s Privacy Policy and Chandos Houses’ Privacy Policy.

The RSM and its subsidiary companies do not accept any liability for loss in excess of the amount paid by you for your stay except that which cannot be limited by law.

This agreement is governed by the laws, and subject to the jurisdiction, of the courts of England & Wales.

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The Royal Society of Medicine
1 Wimpole Street, London W1G 0AE
T: +44 (0) 20 7290 2960

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