How to manage your group booking

Confirm your booking

Young female student holding a battle shield at YHA Castleton

1. Review your quote

After you submit an enquiry, our groups team will check availability and send you an online quote (usually within 2 working days). This quote is valid for 7 days.

2. Accept your quote

If you're happy with your quote, you can accept it online. We'll make a provisional booking and reserve availability at the quoted price for up to 3 weeks (depending on your arrival date).

3. Pay your 20% deposit

Once you pay your deposit over the phone or by bank transfer, your booking is confirmed and our booking T&Cs will apply. Your final balance payment won't be due until 8 weeks before arrival.

Plan and prepare

4. Speak to the hostel

Once your booking is confirmed, hostel staff will contact you personally (usually within 7 days). They'll introduce themselves, go over your booking and discuss any specific requirements.

5. Plan a free visit

Whether you've stayed in one of our beloved hostels before or you're trying YHA for the first time, we encourage group leaders to organise a free preview visit.

Group of school children on a residential at YHA Wye Valley

6. Make any final changes

Groups can reduce guest numbers once by up to 15%, up to 12 weeks before arrival, free of charge. Simply use our change my booking form.

To add more guests/nights (subject to availability) or change your board basis, submit our change my booking form as soon as possible.

YHA Chester Trafford Hall exterior on a sunny day

7. Check your invoice

Around 12 weeks before arrival, we'll send you an invoice with a breakdown of your final booking details. You'll need to pay your final balance within 28 days of the invoice being sent (8 weeks before your arrival date)

Get ready for check-in

Young person smiling while doing an activity at YHA Osmotherley

8. Pay your final balance

Once you pay your final balance over the phone or by bank transfer, your booking is fully confirmed. Not long to go now!

9. Speak to the hostel

Once your booking is finalised, hostel staff will contact you to confirm arrival times, activities and itineraries. You'll also need to discuss meal requirements and room allocations.