Summer Rowing Course Accommodation Terms and Conditions 2020

Thank you for choosing Imperial College summer accommodation. We look forward to welcoming you in one of our residences. Please read our term and conditions (“Terms and Conditions”) carefully.

Please be advised that by making this booking you and your party are entering into an agreement with us based on the below Terms and Conditions exclusively. Failure to read the below does not abrogate the applicability of the obligations contained herein. Please note that these Terms and Conditions apply for maximum of seven (7) rooms.

For the avoidance of doubt, references to “you” mean the person contracting for the accommodation, or where a parent is booking on behalf of their child or ward, it means the parent and or child/ ward.

Imperial College Boathouse (the “Boathouse”)

The Boathouse is located on the Putney Embankment overlooking the River Thames. It has been home to the Imperial College Rowing Club since 1938. The Boathouse comprises of seven (7) twin rooms and warden accommodation. Putney Bridge underground station is a 15 minute walk away providing access to District Line services. The area is also served by several frequent bus services.

Accommodation Dates

First check-in date: 2 August 2020

Last Check-out date: 14 August 2020 (Last night of stay 13 August 2020)


Rooms are booked on first come first-served basis.

The rate you pay

All rates we advertise are accurate at the time of booking and will not be affected by subsequent changes to room rates.

Payments and deposits

Full pre-payment is required in order to confirm your booking, unless otherwise stated. You must be able to provide photographic identification such as a passport or driver’s license and same credit card you have paid with when checking in to our accommodation.

Cancellation policy

If a refund needs to be processed due to cancellation or amendment then the refund will be made to the original payment card.

The following refund rates apply:

Notice Period Refund
More than 3 months prior to arrival 85%
3 months to 1 month prior to arrival 70%
1 Month to 10 working days prior to arrival 50%
Less than 10 days prior to arrival No Refund

No Show

In case of no-show, the full stay will be charged and your room will be released after the first day of your expected arrival.


Imperial College operates a relocation policy. If a room is unavailable on arrival (except due to an event beyond our reasonable control – see Force Majeure section) we will either provide a room in another Imperial College residence or if in our reasonable opinion there is no suitable alternative available, we will allow the cancellation of your booking and authorise a full refund. In the unlikely event of us changing your originally booked room type or a hall of residence, if the new room/ hall of residence is cheaper than the one originally booked you can receive a refund for the difference; if the new room/hall of residence is more expensive than the one originally booked, we will absorb the difference in the rate.

Check-in and Collection of Keys

You can check in from 08.45 on the scheduled day of arrival. Please be aware that keys are issued to you as part of your registration contract. These keys cannot be shared with another person. If you are found to let unauthorised people access the hall of residence, thereby creating security problems, evictions will follow automatically. There is a minimum fee of £40 for any lost or unreturned key fobs and key/swipe cards.

Keys/Swipe cards/Key fobs

Guests are required to return their keys and swipe cards to the warden by 16.00 on the day of departure assuming that you have paid in full, according to these Terms and Conditions. If you fail to check out by 16.00 you will be charged for the equivalent nightly rate at that time. Under these circumstances, we reserve the right to remove your property from your room without notice and place it in a relevant storage facility.


Imperial College reserves the right to enter the accommodation to make periodic checks, or for any other reasonable purpose. In exceptional circumstances, where urgent entry is deemed appropriate, Imperial College reserves the right to enter the accommodation at any time without notice.

Imperial College reserves the right to terminate the reservation at any time if the premises are found to be used for any illegal purpose. In such circumstances, monies paid will not be refunded and any outstanding debts must be settled immediately.


The guest or his/her visitor to the property of Imperial College or any other guest or person permitted to be on site, agrees to comply with the following:

Not to obstruct access to the rooms in the hall of residence;

Not to remove any of the contents of the rooms in the hall of residence;

Not to act in a way to cause or which is likely to cause disruption or distress to either Imperial College staff, other visitors, student residents or members of the general public or constitute a serious risk to the health, safety or welfare of others or their property;

Accept full financial liability for any loss or damage it may cause to Imperial College property within the accommodation, including rooms and public areas and all fixtures, fitting and equipment, including any cleaning costs.

Not to compromise one’s safety or the safety of others (e.g. never prop open fire doors especially kitchen doors or remove window restrictors as a fine of £75.00 will be levied if they are found to have been tampered with).


For fire safety reasons all visitors must be signed in and out in the Visitors Log Book which is located at the reception of the hall of residence. Please note that unless a visitor has been signed in and out officially using this visitor log book that person has no right to be on the premises and our security or reception staff have the authority to ask that person to leave the premises.

No more than 2 visitors at any time are permitted in a bedroom at any time.

No overnight visitors are allowed at any time.


Twin rooms have two single beds. Single rooms have one single bed. Each room is equipped with a wardrobe, desk, phone, chair, desk lamp and IT sockets. Internet cables are not provided but can be purchased locally. WiFi is accessible in bedrooms. Linen and towels are provided.


Pets are not allowed at Imperial College except those registered to provide assistance to disabled people, such as Guide Dogs for the Blind or Hearing Dogs for the Deaf.

Kitchen Facilities

Please note there is NO access to kitchens and self-catering facilities in the Boathouse.


You agree to provide to Imperial College, in writing, specific and complete details and/or instructions for any dietary or medical allergies, intolerances or special requirements or adjustments.

Imperial College will make reasonable efforts to accommodate any requirements that you provide us in accordance with the above clause, however, if we cannot, we will discuss the reasons with you and provide you with seven (7) days’ notice.


Electrical appliances must be used carefully. Gas and liquid fuel heaters, candles, kettles, irons, rice cookers and cooking appliances must not, in any circumstances, be used in bedrooms. Electric fires and heaters must not be used in bedrooms unless provided by Imperial College.


Bedrooms are serviced once a week. Communal areas are cleaned daily Monday to Friday.


England operates a smoke-free law ad it is illegal to smoke in any enclosed public space. Imperial College also operates a smoke-free policy and smoking is not permitted within 20 metres of any Imperial College building.

If you or your visitors are found smoking, or there is evidence of tampering to any smoke detectors or other fire prevention equipment, a minimum penalty of £100 applies. We operate a strict No Drugs Policy in accordance with Imperial College Rules and Regulations.


Imperial College accepts no responsibility for any damage or loss of luggage stored on our premises. We will only store luggage for a maximum of 12 hours prior to arrival and post departure; any luggage left in our storage for longer than 12 hours maybe disposed of.

Additional Information

Free internet WiFi access available in all properties. Please ask reception for instructions on how to connect to WiFi.

Parking – No parking available on-site.

In the Event of an Emergency – For emergencies please dial 4444.

If you should need urgent assistance or have any questions, you will be able to contact your respective reception desk at the advertised hours of opening. Outside of these hours you can contact security for non-emergencies: Ext. 58914 or 0207 589 1000


Complaints during your stay, must be made to the warden or course director who are on site 24 hours a day. The complaint will be reviewed by the Head of Commercial Sport, who will advise on what actions are being taken and how long a resolution might take.

Complaints before arrival and after departure, must be made in writing to the Imperial College Commercial Sport Office Imperial College London, Level 3, Sherfield Building, London, SW7 2AZ within 7 days of the event in order for constructive action to be taken. If you wish to email your complaint, please contact: Upon receipt of your email, a member of the team will reply back within two (2) working days to acknowledge the complaint to advise on what actions are being taken and how long a resolution might take.

If the actions we have taken have not resolved the situation to your satisfaction, please let us know by email or letter. Your complaint will be reviewed again by a senior member of staff and we aim to respond with the results of the review within 7 working days.

Force Majeure

Imperial College shall not be under any liability for failure to perform its obligations during any period of time, when such performance is prevented by circumstances beyond its reasonable control in situations such as, but not limited to, the following:

Acts of God, explosions, flood, lightning, tempest fire or accident

War hostilities (whether declared or not), invasion, act of foreign enemies

Rebellion, revolution, bylaws, refusals to grant any licences or permissions, prohibitions or measures of any kind on the part of the governmental authority

Strikes, lockouts or other individual actions or trade or disputes of whatever nature.

Insurance Coverage

Imperial College does not provide insurance for your personal items whilst left in your bedroom or in any other part of the building. Should you suffer a loss of any personal items, we ask that you complete an incident form that is available at reception. This form is for our information only and does not constitute in any part an insurance claim.

If you book standalone accommodation (or any other holiday add-ons) Imperial College advises that you look at taking out travel insurance. This insurance as a minimum should cover cancellation, baggage loss, accidents and health issues while you are away. It is your responsibility to ensure any insurance policy taken out is adequate to cover your requirements.

Commencement and Duration

This agreement shall commence on the date when full payment is received and confirmed in writing by the reservation team, and shall be deemed terminated at the end of your stay.


Without affecting any other right or remedy available to it, Imperial College may terminate this agreement with immediate effect by giving notice to you if you commit a material breach of any of the conditions listed above.


This agreement is personal to the parties and neither party shall assign, transfer, mortgage, charge, subcontract, declare a trust over or deal in any other manner with any of its rights and obligations under this agreement.

It is not intended that any person other than the parties or, where this agreement is entered into by a parent, the minor residing in the room will be entitled to enforce any provisions of this agreement and no third party will be entitled to enforce any of the provisions of this agreement under the Contracts (Rights of Third Parties) Act 1999.

Governing Law

This agreement and any dispute or claim arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the law of England and Wales.

Please note that every booking confirmation is subject to agreement with the above Terms and Conditions.

Imperial College London

Commercial Sport Office

Office of Financial Strategy

Level 3 Sherfield Building

South Kensington Campus


Tel: +44 (0) 020 7594 9527