Terms and Conditions
Individual Booking Terms
Bookings We reserve the right to only accept bookings of 2 nights or more. This typically only applies on Saturdays and other High Days and holidays. All prices are subject to change at no prior notice.
Cancellation charges are made if a guest cancels their booking within 48 hours of arrival or does not show up to the hotel without cancelling the booking. 100% of the first nights accommodation will be charged. We recommend that guests take out cancellation insurance in case of circumstances causing you to cancel or cut short your stay with us. Special terms apply to group bookings. Bookings of 4 nights or more are subject to a one week cancellation policy.
**please note Christmas and NYE are subject to our specific Christmas and NYE Terms and conditions below**
If there is damage caused to the bedroom, or public areas during your stay a charge will be made. This will either be the cost of the item damaged or a £50 charge, which is the day rate to get a maintenance operative in to fix the damage. The information regarding the problem will be communicated by telephone or email and the money will be deducted from the card stored to secure your reservation.
Credit card details will be taken and used to charge 100% of the first nights accommodation if a guest cancels within 48 hours of arrival. No deposit will be taken from 1/5/14
**Christmas and NYE and Weddings have separate policies**
Major credit (Visa & MasterCard) and debit (Switch) cards are accepted, as well as cash or cheques (when supported by a current cheque card) only when paying a deposit for a wedding or paying for an organised group lunch. NOT hotel accommodation. Sorry we do not accept Diners Club or American Express cards.
Accounts may be forwarded to companies only if credit facilities have been agreed on booking. Credit terms – strictly 14 days net. On failure to pay an Invoice by the Hotel by the due date the management reserve the right to apply a surcharge of 2% per month
Rooms are normally ready after 3pm. You may leave your bags with us if you wish to arrive before this time.
During the Covid-19 pandemic all accommodation bookings will be moved or cancelled without charge
Weddings- all weddings affected by Covid-19 will be postponed without charge or carried out in accordance with government guidelines. Any wedding cancelled by the bride or groom will forfeit their deposit
It is the responsibility of all guests to read and understand the hotels Covid-19 policy on the website- if you do not understand any elements please ask us to explain
Do not come to the hotel if you have any Covid-19 symptoms
If there is a case of Corona virus in the hotel we will be in touch to advise you to follow government advice
It is not possible to self isolate at the hotel, if you are taken ill at the hotel we will contact 111 and the guest will be liable for any additional charges
We are adhering to government guidelines and have put measures in place to reduce the transmission of Covid-19 to guests and staff, but we cannot eradicate the risk altogether and so guests come to the hotel at their own risk and the hotel does not accept any liability in regards to Covid-19.
Please vacate your room by 11.00am to allow us to service the room for new arrivals.
We have five bedrooms that are available to take dogs. They are all in the deluxe double or above category. Dogs are permitted in the bar, lounge, reception and garden and in the internal areas must be on a lead. Guests who leave barking dogs in the bedrooms will be asked to address the issue. The paddocks, which lead out directly into the Forest, are freely available for dogs to exercise etc. Please note that charges will be made for any damage or undue extra cleaning that is required. Dogs are charged at £10 per dog per night. A blanket, towel and treat will be provided on arrival. Please also note that the Forest is often very muddy, so please remember to bring extra towels etc. to clean and dry your dog before you come back in. Dog beds are not provided by the hotel.
Safety and Valuables
We cannot accept responsibility for valuables left in your room. We recommend that you use our safe deposit system.
Late Check out
Late check out is available on request (please note cannot be guaranteed in advance) the charge to check out of the room at midday is £20 per room.
If you leave property at the hotel it will be held for 30 days at the hotel. It is your responsibility to contact us and arrange correction. If you do not contact us within this time property will be donated to our local good will shop. We apologise that we cannot keep property indefinitely
Smoking & Vaping
THIS IS A NON SMOKING HOTEL. IT IS UNACCEPTABLE TO SMOKE IN BEDROOMS OR PUBLIC AREAS. GUESTS WILL BE FINED £100 OR THE COST OF THE ROOM FOR THE FOLLOWING NIGHT, WHICHEVER THE GREATER
You shall be liable to pay for any damage to hotel property that you, or someone in your party, have caused.
Woodlands Lodge Hotel will only be liable to the guest for injury to persons or loss or damage to property where and to the extent that it has been negligent but otherwise will be under no liability to them whatsoever. The terms of the Hotel Proprietors Act 1956 apply.
Corkage charges are made for “own consumption” beverages brought into the hotel. Licencing laws will be observed
Although we do not have special facilities for children they are welcome.
The hotel uses CCTV cameras in the car park, reception, and bar. The reason for this is security of the property and staff. We will provide this footage to comply with police investigations and to sort disputes at the hotel. It is not our policy to give this footage to guests. Our footage automatically over writes itself.
Group Booking Terms
As for Individuals except:
Charges will be made on the following basis in the event of cancellation of part or all of the accommodation booked where we are unable to re-let.
6 weeks notice prior to arrival. No charge
4 weeks notice prior to arrival. 50% total anticipated charge.
2 weeks notice prior to arrival; 75% total anticipated charge
less than 2 weeks notice 100% total anticipated charge
Cancellation insurance is available and a proposal form will be sent to you on request.
Travel Agent Booking Terms
As for Individuals except:
Cancellation charges will be made where we are unable to re let the cancelled accommodation. The full amount will be payable if you do not notify us by 2pm 48 hours in advance of the day of arrival. Special terms apply to group bookings.
Horses and Ponies
We do not have any stable facilities at present.
Weddings are subject to individual terms and conditions plus specific wedding terms, below:
All prices are subject to change at no prior notice.
The hotel reserves the right to cancel a wedding without consultation – 21 days notice in writing to be given. All monies excluding deposit will be returned unless special terms and conditions agreed.
If the hotel has to cancel a wedding due to government advice, quarantine, extraordinary disease or warfare the hotel will do it’s utmost to reschedule the wedding for the time next convenient to the bride and groom as well as the hotel- there will be no upward change in wedding costing- on the same basis as quoted .
Cancellation in this situation will be taken in accordance to advice received by the government or medical professionals to ensure the safety of staff and guests. In these situations if the bride/ groom does not wish to continue with their wedding and does not wish to reschedule the following cancellation policy will apply. Longer than 21 days – monies paid will be refunded less deposit, 21 – 14 days – 50% of the wedding cost will be forfeited, 14 – 1 day – 100% of wedding cost will be forfeited. There will be no exceptions to this policy.
Re the Special Condition Summer discount for more than 65 day guests please note that this is on full price guests. Note this is not applicable to the BBQ option or Children
If bride and groom wish to cancel:
In the event of a cancellation between the date of booking until six months before your deposit will be forfeited. ALL £500 DEPOSITS ARE NON REFUNDABLE. If you cancel from six to three months before then 33% of the estimated cost will be payable. From three months to one month before the function 66% of the estimated cost will be payable. Then if you cancel in the last month 90% of the estimated cost will be payable.
We cannot waiver in our cancellation policies for any circumstances
We attempt to offer everything as per the brochure but reserve the right to amend as necessary without prior notice.
Weddings are special events and bespoke packages and special requests are important, we attempt to achieve these for guests but they are only requests and cannot be guaranteed and are subject to change/ amendment or revoked until confirmed booked in your proposal.
Special requests and externally organised requests and can also subject to the terms and conditions of the company organising such produce, skill or equipment.
The proposal forms the basis of your wedding and therefore these cancellation terms.
We strongly recommend that our wedding parties take out cancellation insurance in case of, for example, family sickness and extraordinary circumstances – such as but not limited to weather, pandemic, warfare.
Booking your wedding is deemed acceptance of the Woodlands Lodge terms and conditions
Bride and groom to be responsible for all damages incurred
Terms and conditions as per individual booking conditions, However cancellation policy is different and deposits are forfeited one month before the package commences and cancellation within 1 month of the package commencing results in the full amount being charged.
New Years Eve
All payments for the Gala dinner evening will be taken one month before the event. A £10 pp deposit is also required. There is also a one-month cancellation policy for this event. If cancelled after the 1st December the full B&B and Gala dinner amount will be charged for this night.