Room Booking Terms & Conditions

Room Booking Terms & Conditions 

These Terms & Conditions apply to room bookings made with Butcombe Pubs & Inns. Please read them carefully before making your booking. 

 

Cancellation Policy 

Bookings made on our Standard Bed & Breakfast or Flexible rates can be cancelled free of charge up to 12:00pm, two days before arrival. 

 Cancellations made after this time will be charged in full. In the event of non-arrival, the full stay will be charged. 

 Bookings of five or more rooms made by the same booker will be treated as a group booking, and separate group terms and conditions will apply. Please contact the relevant hotel for full group booking terms. 

 

Advance Purchase, Pre-Pay and Stay, Promotional and Seasonal Rates 

All bookings must be guaranteed at the time of booking by a valid credit or debit card, or by payment of the required deposit or pre-payment amount. 

 Bookings made on Advance Purchase, Pre-Pay and Stay, promotional or seasonal rates are non-refundable, non-transferable and cannot be amended or cancelled without charge, unless otherwise stated at the time of booking. 

Payment for these rates may be taken at any point after the booking has been made and prior to arrival. 

 In the event of non-arrival, the full accommodation amount will be charged, except where separate group booking terms apply. 

 

Our Rates 

We offer a range of rates across Butcombe Pubs & Inns. These may include: 

  • Standard Bed & Breakfast or Flexible Rate, including breakfast and VAT, where cancellations and amendments are permitted up to 12:00pm, two days before arrival. 
  • Room Only Rate, inclusive of VAT, with breakfast charged as taken. 
  • Advance Purchase or Pre-Pay and Stay Rate, where no refunds, amendments or cancellations are permitted. 
  • Promotional and seasonal rates, which are subject to availability and may carry separate payment and cancellation terms. 

Rates, discounts and availability may vary by hotel, date and demand. 

 

Payment 

For direct bookings, payment will usually be taken on the morning of arrival using the card details provided to secure the booking. If you wish to use an alternative card, please notify the hotel before arrival or update your card details through express check-in, where available. 

 Butcombe Pubs & Inns’ preferred method of payment is debit or credit card. Cash in pound sterling may be accepted at selected hotels. Where cash is accepted, payment will be required on arrival and valid photographic ID may be requested, such as a passport, driving licence or other accepted photo ID. Managers reserve the right to refuse a cash payment where suitable ID cannot be provided. 

 We accept American Express, Mastercard, Visa Credit and Visa Debit. 

 The card used to secure the booking may also be charged for cancellation fees, no-show charges, unpaid room charges, lost keys, damage, smoking or vaping charges, specialist cleaning charges, or any unpaid extras added to the room during the stay. 

 

Prices 

All prices include VAT unless otherwise stated. 

Butcombe Pubs & Inns reserves the right to alter published prices at any time for bookings that have not been confirmed or guaranteed. Once a booking has been confirmed and guaranteed, the rate confirmed at the time of booking will apply, unless the booking is amended. 

 

Third Party Bookings 

For bookings made through a third-party platform, such as Booking.com or Expedia, or through a third-party travel professional, please contact the third party directly to amend or cancel your booking. 

 Third-party bookings are subject to the terms and conditions agreed at the time of booking with that provider. These may differ from our direct booking terms, so please refer to the terms provided by the third party at the time of booking. 

 

Check-In and Check-Out 

Rooms are available from 3:00pm on the day of arrival. 

Last check-in is usually 9:00pm. If you expect to arrive later than this, please contact the hotel in advance so the team can advise on the best arrangements for your arrival. 

Please note that our welcome reception desk is not manned 24 hours a day. During the winter months, check-in times may vary, so please check with the hotel ahead of arrival. 

Check-out is by 11:00am on the day of departure. 

Late check-out may be available, subject to availability and an additional charge. Late check-in and late check-out are at the discretion of the hotel. 

 

Early Departure 

If you choose to leave before the booked departure date, no refund will be given for any unused nights on Advance Purchase, Pre-Pay and Stay, promotional, seasonal, package or non-refundable rates. 

 For Standard Bed & Breakfast or Flexible rates, any refund or charge adjustment for early departure is at the discretion of the hotel and may depend on the notice given and whether the room can be resold. 

 

Special Requests 

We will always do our best to accommodate special requests, including room preferences, bed configuration, early check-in, late check-out, cots, accessibility requirements, dog-friendly rooms and parking. 

 All special requests are subject to availability and cannot be guaranteed unless confirmed by the hotel in writing. 

 

Accessibility 

Some of our inns are historic buildings and room layouts, access routes and facilities may vary by property. 

 If you have any accessibility requirements, please contact the hotel before booking so our team can discuss your needs and help recommend the most suitable room for your stay. 

 

Room Occupancy 

Rooms must not be occupied by more guests than the maximum occupancy stated for the room type or confirmed at the time of booking. 

 Additional adults, children, infants or dogs must be declared before arrival and are subject to availability, room restrictions and any applicable charges. 

 We reserve the right to refuse additional guests where the maximum room occupancy would be exceeded or where the room is not suitable. 

 

Room Availability and Relocation 

In the unlikely event that we are unable to provide the room booked due to circumstances such as maintenance, damage, closure, system error, overbooking or events outside our reasonable control, we will offer a suitable alternative where available. 

 

This may include an alternative room at the same hotel, a room at another Butcombe Pubs & Inns hotel, or a refund of any accommodation charges paid for the affected night or nights. 

 

Offers and Promotions 

All offers and promotions are subject to availability and are only available at the hotel stated. Offers and promotions cannot be transferred between hotels. 

Each offer or promotion will state whether it applies per person or per room, and the dates on which it is available. 

 

Offers and promotions are subject to their own payment and cancellation terms. Where no separate terms are stated, the standard cancellation policy will apply. 

Bookings of five or more rooms on an offer or promotion will be treated as a group booking, and separate group terms and conditions will apply. 

Rewards, offers and discounts cannot be used in conjunction with any other offer unless expressly stated. 

 

Refunds 

Where a refund is due, it will usually be processed back to the original payment card or payment method. We are unable to issue refunds in cash, regardless of whether the original payment was made in cash. 

 Refunds may take several working days to appear in your account, depending on your bank or card provider. 

 

Hotel Details 

We reserve the right to update hotel details without prior notice. 

Please note: 

  • You must not advertise, resell or otherwise offer any Butcombe Pubs & Inns room for sale, either on its own or as part of a package. 
  • All our hotels are entirely smoke-free, including bedrooms. Smoking, vaping and the use of e-cigarettes are not permitted inside the hotel. If this policy is breached, we reserve the right to charge an additional £200 cleaning fee. 

 

Lost Keys, Damage, Missing Items and Specialist Cleaning 

A charge of £60.00 applies for any lost or non-returned keys to cover the cost of locks being changed and new security keys being cut. 

 Guests are responsible for any damage caused to rooms, fixtures, fittings, furniture, equipment, soft furnishings or other hotel property during their stay. 

 We reserve the right to charge the credit or debit card provided at booking, check-in or during the stay for any damage, missing items, specialist cleaning, lost keys, or reasonable costs required to make good the room or hotel for future guests. 

 Charges will be based on the reasonable cost of repair, replacement, cleaning or making good the damage, including quotes or invoices from our facilities management company or relevant suppliers. 

 

Sundries and Extras Added to the Room 

Upon check-in, a debit or credit card may be requested if you wish to charge food, drink or other sundries to your room during your stay. 

 Any food, drink or additional items charged to the room must be settled before departure. Any unpaid charges may be processed to the card provided at the time of booking, check-in or during the stay. 

 

Booker Responsibility 

The person making the booking is responsible for ensuring that all guests included in the booking are aware of and comply with these Terms & Conditions. 

The booker may be held responsible for any charges, damage, losses or breaches of these Terms & Conditions caused by any guest, child, dog or visitor included in the booking. 

 

Child Policy 

Butcombe Pubs & Inns classifies children as guests aged 17 or under. Guests aged 18 or over will be classed as adults and charged accordingly. 

 Children aged 17 or under must be accompanied by a responsible adult. The accompanying adult is responsible for the child’s behaviour throughout the stay. 

 Guests aged 17 or under cannot check in or stay without a parent or guardian aged 18 or over. The room must be booked by the accompanying parent or guardian, who must be staying in the hotel and have key access to the room occupied by the child or children. 

 Children occupying additional beds will be charged at £35.00 per child, per night, for the duration of the stay. Additional beds are subject to availability, room type and maximum room occupancy. 

 At the discretion of the hotel, children may be excluded from certain bedrooms where the room is not suitable. 

 

Guest Behaviour 

All guests and staff have the right to be treated with dignity and respect. As a responsible host, we have a duty of care to our guests and team members to provide a safe and enjoyable environment. 

 If hotel staff believe a guest’s behaviour is inappropriate, unsafe, disruptive or likely to cause distress to other guests or team members, the hotel reserves the right to take appropriate action. 

 Depending on the circumstances, guests may be asked to leave the hotel and the police may be contacted. No refund will be given where a guest is asked to leave due to inappropriate, unsafe or disruptive behaviour. 

 

Entertainment Licence 

Butcombe Pubs & Inns are popular venues for entertainment, weddings, functions and Christmas parties. 

 If a function is taking place during your stay, this will not affect the standard of room booked. However, lounge and bar areas may be busy at times. 

 Our entertainment licence may permit music and entertainment until 12:00am, and you may experience noise up to and shortly after this time. 

 

Dog Policy 

We are pleased to welcome dogs at many of our inns. For participating inns, please look for the dog-friendly logo on the hotel website or contact the inn directly. 

With the exception of assistance dogs, which are permitted throughout our pubs and inns, the following terms apply: 

  • Dog-friendly rooms are subject to availability and room restrictions. 
  • Dogs must be declared at the time of booking or prior to arrival. 
  • A charge of £35.00 per dog, per night applies. 
  • A maximum of two small dogs, such as Springer Spaniel size or smaller, or one large dog, such as Labrador size or larger, is permitted per room. 
  • Dogs must not be left unattended in the room. 
  • Dogs are not permitted on furniture. 
  • Dogs must be kept on a lead in public areas. 
  • Please be considerate of other guests and keep your dog under control at all times. 
  • Team members are unable to enter the room to perform their duties unless you, or a nominated pet-sitter, is present. Please contact reception to arrange a convenient time for your room to be serviced. 
  • Owners are responsible for any damage, specialist cleaning or additional costs caused by their dog during the stay. 
  • Any dog staying with us must comply with all applicable UK legislation, including legislation relating to banned or controlled dog types. 
  • Where a dog is legally required to be muzzled, kept on a lead, covered by a valid exemption certificate, or subject to any other control measure, the owner is responsible for ensuring these requirements are met at all times. 
  • Owners may be asked to provide evidence that their dog complies with any relevant legal requirements, including a valid Certificate of Exemption where applicable. 
  • We reserve the right to refuse any dog where we reasonably believe there may be a risk to guests, team members, other animals or property. 
  • Dogs showing aggressive, disruptive or unsafe behaviour may be refused entry or required to leave the premises. No refund will be given where a stay cannot continue due to a breach of this policy. 

 

Privacy and Guest Information 

We will process your personal information in accordance with our Privacy Policy. 

This may include using your information to manage your booking, process payments, provide services during your stay, meet legal requirements and contact you about your booking. 

 

Circumstances Outside Our Control 

Butcombe Pubs & Inns will not be liable for failure to provide services or facilities where this is due to circumstances outside our reasonable control. 

 

This may include, but is not limited to, extreme weather, fire, flood, power failure, utility failure, government restrictions, industrial action, supplier failure, health and safety issues, emergency maintenance, or any other event outside our reasonable control. 

 

Where your stay is affected by circumstances outside our control, we will work with you to offer a suitable alternative where reasonably possible.