Hotel policy

Here you can find details of the Hotel’s Policies on issues such as check-in/check-out times, cancellations, payment and more. For additional details, please e-mail or visit the hotel’s website.

Booking a room

The majority of room bookings will be handled via a dedicated website provided by the hotel. For more information, including how to book an accessible room, please see the Hotel Rooms page.

Requesting a room is not a guarantee that we or the hotel will be able to allocate you a suitable room. The hotel will allocate rooms according to the number and type of rooms available. We have a certain number of rooms reserved for the event, and the hotel may be able to go above this number, but it is not guaranteed, so please ensure you request a room as early as possible.

You will receive an e-mail to confirm the successful booking of a room and a deposit of the first night's charge will be taken from your credit card to confirm the booking. This deposit is refundable up until 28 days before the event.

Credit and debit cards

Credit or debit card details are taken to confirm booking and a deposit consisting of the first night's stay will be charged at the time of booking. This deposit will be refundable up until 28 days before the convention.

Proof of ability to pay will be requested on check-in and if paying by credit or debit card a hold may be placed on deposit amounts for settlement on check-out.

A full list of the cards accepted is available on request.


Cancellations can be made by contacting the hotel directly on +44-121-780-4242. If you cancel more than 28 days before the start of the convention, you will get your deposit back in full.  Less than 28 days before the start, that deposit will be lost.

If you have booked your room via you can also contact us and we will cancel your room on your behalf.  However, as this will incur a delay in the hotel receiving the information, we encourage you to contact the hotel directly.

Food and Drink

Please be considerate of the Convention hotel and do not consume food and drink bought outside the hotel on its premises.

Food and drink purchased in the Dealers Room may not be consumed on site.


Smoking is not allowed anywhere inside the hotel. There will be a separate, covered smoking area provided for us by the hotel for the convention. This will be signposted, but please ask if you are unsure. 

Please ensure that cigarette butts are properly disposed of in the bins and not left on the ground.

Damage incurred by members

While dressing up is a big part of the convention, and we’re looking forward to seeing all your wonderful costumes, please be aware that body paint and makeup can rub off onto furniture and walls. If you are in such a costume, please ensure you have something suitable to sit on (such as a towel) to prevent transfer to the furniture and be careful when touching hotel property.

Please ask before sticking any posters or similar to the walls. The hotel are happy for us to do so provided the substance used for said stickage does not damage the walls, so please check with Ops beforehand.

Any damage incurred will have to be paid for by the offender.

The hotel rules / policies

Hotel guests should read the hotel's policies which can be found on the Hilton Birmingham Metropole website.

Please also read our Pet Policy to find out about the rules regarding animals at the Convention hotel.