Convention 2018 – Booking and Cancellation Policy



Thank you for your interest in attending PCF’s Convention this year at Ashburnham Place, East Sussex from Friday 26th October to Sunday 28th October 2018.

This document contains conference booking information, terms and conditions for making a reservation and provides detail on our cancellation policy. We, therefore, urge you to read this document thoroughly and where necessary, speak with the events team for clarification before signing.


As of 29.10.17, only Standard Rooms are available at Ashburnham Place. Rooms are priced per person according to the age of the guest and are booked on a first come, first served basis (see table below). Please, where possible can rooms be shared in order for PCF to achieve its booking target and to allow as many people as possible to attend Convention.

Room Type Adult (aged 18 or over) Price Child & Youth (aged 5-17) Price
Standard (2 rooms share bathroom) £103 £47.00
Standard single £114


Prices for twin or double rooms are based on a minimum of two paying guests per room (2 adults or 1 adult with 1 child aged 5 or over), otherwise, a single person supplement charge of £11 is applicable. There is no charge for infants under 5 years of age. All children must be accompanied by an adult.


Your booking includes a two-night stay in the accommodation of your choice, as well as meals and refreshments.  Check in, is from 4:30pm on Friday 26th October, while bedroom checkout is 10:00am on Sunday 28th October. The Conference closes at 4:30pm on Sunday 28th October.


There is the opportunity to attend as a Day Visitor at a cost of £22.50 per adult and £11.25 per child/youth. These costs include lunch and refreshments, however, additional costs are applicable for any day visitors requiring breakfast and/or dinner. All day visit costs must be paid for in full prior to attendance.


You can confirm your booking by making a £15 deposit payment per person by 27th October 2017. This deposit is non-refundable and non-transferable.

For your convenience, payment of the remaining balance can be made over an 11-month period from November 2017 to September 2018. Payments can be made by direct debit, standing order, card or cash. You will receive from us, a unique reference number on receipt of your deposit, which should be used for all remaining payments to allow prompt reconciliation of any outstanding amounts.

All bookings must be made on our Booking Form by the person responsible for the party (if there is more than one person), who must be over 18 years of age. This person is the person named and signed as the Lead guest, on your booking form. The lead guest is responsible for all outstanding amounts due to those persons mentioned on the Booking Form.

If you are making a booking within 4 weeks of the first day of the conference, the full payment must be made with the booking.


Transportation costs to and from the venue are not included. Any PCF arrangements for transportation will be advised later along with costs.


After acceptance of your booking, if you subsequently decide to cancel your reservation, the following percentage charges will be payable by you, depending on the date cancellation is received:

Cancellation period Cost
27th October 2017 until 27th April 2018 10% of full booking cost
28th April 2018 until 3rd August 2018 25% of full booking cost
4th August 2018 until 5th October 2018 50% of full booking cost
6th October 2018 until 26 October 2018 100% of full booking cost

All requests for refunds must be made in writing to the Events Team at: or can be handed in person to any member of the team.

If you have any questions, contact us via our contact us form.