4 HUMANITY – HOTEL DONATION PARTICIPATION AGREEMENT

This Participation Agreement (“Agreement”) is made between:

4 Humanity, a registered charitable organisation in England & Wales. Charity Registration Number: 1201571 (the “Charity”)

and
[Hotel Name] (the “Hotel”).

Together, the “Parties”.

0. About 4 Humanity 

0.1 The Charity raises funds for selected, vetted charitable organisations by facilitating the sale of complimentary hotel stays donated by participating hotels.
0.2 The Charity distributes 75% of net processed funds to its selected and vetted charity partners.
0.3 The remaining funds are used to support the operational and fundraising activities essential to running and growing the Charity’s impact.

1. Donation of Stay

1.1 The Hotel agrees to donate one or more complimentary stays of four (4) consecutive nights each year (the “Donated Stay”).
1.2 This Agreement renews automatically each year unless the Hotel provides three (3) months’ written notice before the renewal date.
1.3 The Hotel may donate additional stays.

2. Booking & Communication

2.1 When a Donated Stay is sold, allocated, or gifted, the Charity will provide the Client’s name and contact details to the Hotel.
2.2 The Client shall liaise directly with the Hotel to request and confirm their preferred dates. All communication and agreement of stay dates shall be solely between the Client and the Hotel.
2.3 The Hotel will act reasonably when offering available dates.
2.4 Clients may extend or upgrade their stay directly with the Hotel at standard commercial rates.

3. Value of Donated Stay

3.1 The value of the Donated Stay will be calculated at a suggested eighty percent (80%) of the Hotel’s Best Available Rate at the time of the Client’s stay.
3.2 The Charity may adjust the valuation as needed for fundraising or administrative purposes.
3.3 This valuation does not create any financial liability for the Charity.

4. Blackout Dates & Restrictions

4.1 The Hotel may apply blackout dates and reasonable stay restrictions.
4.2 Blackout dates shall not exceed a total of three (3) months per year.
4.3 The Hotel will specify the board basis (e.g., room only, B&B, All-Inclusive) and Room Type of the Donated Stay.
4.4 The validity of the voucher will be a minimum of four years from the date when the donated stay is published.

5. Use of Unsold Stays

The Charity may use any unsold Donated Stay for fundraising, auctions, promotional activity, marketing, press stays, or PR initiatives.

6. Hotel Information & Representation

6.1 The Hotel is responsible for ensuring the accuracy of all descriptions, images, facilities information, and other content provided to the Charity.
6.2 The Hotel will update the Charity promptly with any changes.

7. Client Complaints & Refunds

7.1 All services provided during the Client’s stay are the sole responsibility of the Hotel.
7.2 Any complaints or issues raised by the Client shall be handled directly between the Hotel and the Client.
7.3 The Charity is not liable for service issues, dissatisfaction, or any circumstance occurring at the Hotel.
7.4 The Charity is not required to provide refunds, compensation, or alternative stays.

8. Liability

8.1 The Hotel shall indemnify the Charity against claims or losses arising from the Hotel’s failure to honour the Donated Stay or from issues related to the Client’s stay.
8.2 The Charity is not liable for indirect, incidental, or consequential losses.
8.3 Nothing in this Agreement limits liability for fraud or for death/personal injury caused by negligence.

9. Data Protection

Both Parties will comply with applicable data protection laws. Client data will be used only to fulfil the Donated Stay.

10. Termination

Either Party may terminate this Agreement if the other commits a material breach that is not remedied within 30 days of written notice.

11. Governing Law

This Agreement is governed by the laws of England and Wales, unless otherwise agreed in writing.