Terms & Conditions
Please see below our standard terms and conditions for the following types of bookings:
STANDARD ROOM BOOKINGS TERMS & CONDITIONS
1. Making a booking, Deposits and Payments
a. All rooms at Broadoaks are released for booking on a rolling 90 day basis eg from the day that you speak to us you may book a room anytime subject to availability within the next 90 days.
b. A Maximum of 8 rooms for a single group may be booked at any one time. If more rooms are needed then you will need to speak to our events team about an exclusive hire booking.
c. We will ask you for a non-refundable deposit of £75.00 to secure each individual room reservation; the remainder is charged to your account and is due for payment on check out.
d. The credit or debit card that you use MUST be registered to the address that you give to us when you book.
e. We do not accept cheques; all payments made by BACS must be cleared prior to arrival or departure.
2. Cancellation Policy
a. When you make a reservation at a hotel it is a contract in law, we appreciate that things sometimes do change so we would urge you to take out travel insurance so that in the event of a cancellation out of your control then you are covered.
b. To book a room we will ask you for a £75 deposit. All deposits are non-refundable but we will allow you to transfer the booking provided you give us 14 days’ notice.
c. You may transfer your booking to another date within 90 days of your original booking providing you have given us 14 days’ notice. You may be asked to pay the difference in the booking value if you have moved to a higher priced season or room type.
d. Bookings cancelled within 14 days of arrival will be charged the FULL stay value including food and any pre agreed extras booked. We will do our very best to resell the room within the 14 days. If we do than we will refund your credit card with the amount we receive less 25% of the value of your total booking to cover administration costs (and to cover any commissions we may have paid to booking agents).
e. If you have booked a room using a discounted 3rd party voucher purchased from another company eg groupon , travelzoo, wowcher etc then the date may be moved “once“ to another date within the allocated date range stated on the voucher providing we get 14 days notice . If we get less than 14 days notice then the voucher will be lost .
3. Check in and Check out
a. Check in is guaranteed from 3pm on the day of arrival, if you do need an earlier check in time please just call us in advance, we will try our very best to accommodate your request . Check out is generally 11am on the day of departure, if you find our beds so comfortable that you just can’t get up, then subject to availability we might be able to give you a little more time.
4. Single Occupancy
a. We are pleased to offer the rooms from our Bijou collection for single occupancy, see our tariff for details of discount available .If other rooms are available on the day of arrival then you will be invited to upgrade if you so wish.
5. Children and Extra Adults
a. We do not charge for children aged 3 years and under providing they don’t eat cooked full breakfasts!
b. All other children (3yrs to 11yrs) will be charged at £30.00 B&B.
c. Extra Adults staying in designated rooms will be charged at £50 B&B.
d. The above rates assume that 2 other adults will be sharing the same room with their extra guests. Not all of our rooms are suitable for accommodating extra guests so please ask us at the time of booking.
e. Children are allowed in our Oaks restaurant providing they are seated and not making a noise disturbing other guests
a. We welcome well behaved Dogs to stay in the following guest rooms:
i. The Boudoir, and all 3 of our Garden Suites
b. Dogs “on a lead” are permitted in the following public areas & rooms:
i. The Front Bar, our Music Room, all main grounds and outside terraces.
c. Dogs “off the lead” are permitted in our rear dog walking field at the back of the hotel . This is a dedicated and enclosed area specifically for dog owners .
d. Dog guests must be over 12 months old , maximum of 2 medium sized ( up to 30kg ) dogs per room
e. Dogs are charged at £25 DDBB (Doggie Dinner Bed & Breakfast) per night (see 4 paws menu on our web site for food selections). Price will be reduced by £5 if own food provided.
f. Dogs are NOT allowed in our fine dining restaurant or in our Orangery . Our small bar has 1 table that can be booked for 2 adults and 1 dog for dining . We regret that this table can only be confirmed 24 hours in advance and is only available if we have less than 50% occupancy in the hotel.
g. If your dog causes disturbance to other guests while they are in house or in your room then we may politely need to ask you to move the dog into your car.
h. A damage deposit of £250 will be held on a credit card of your choice . Typically this amount is held for up to 3 days by the credit card company . If you are paying cash then we will require payment of this amount in full . If you are paying cash then we will need to do a room inspection prior to your departure .
i. Any damage found after your departure will be photographed ,date stamped and emailed to you within 24 hours of your stay . Spoilage and damage charges will be applied to your account per clause 10 below .The amount will be held back from the damage deposit held , if this is not sufficient then you will be sent an invoice for the remaining amount . The amount should be paid within 7 days of your departure .
j. We would strongly recommend not leaving your dog in our bedrooms unattended, from past experience if your dog frets in your absence then they sometimes decide to scratch or chew items in our rooms .
a. We reserve the right to increase prices by the relevant amount if VAT is increased on or before arrival date. Rates currently are 20% VAT inclusive.
8. Payment Methods
a. We welcome cash, and all major credit Cards except AMEX.
b. Credit Card charges :
Debit cards – Zero charge
Credit cards – 1.5% if your bill is over £800
a. We are a STRICT NON SMOKING HOUSE; smoking is permitted on our outside terraces and gardens only. We also respectfully ask that you and your guests please use the ashtrays provided. The minimum charge for non-compliance is £150 per guest room.
10. Spoilage and Damage to Rooms & Furniture
i. Specialist deep cleaning or re decoration to walls : If any extra intensive cleaning is required over and above normal usage after you or your guests have departed ( this includes 3rd party companies hired to provide a service for you ) , you shall be liable for the cost of the extra cleaning that may be required . Charges will only be levied in the event that it takes our team of cleaners any extra time and/or effort to clean the room. We will automatically take £250 from your damage deposit until all work has been completed. If part of the room needs to be re decorated due to damage to the walls then we will take £1,000 . When the work has been done we will give you a copy of the final bill for your records.
ii. Carpets : If a carpet is soiled or damaged to the point that it needs to be replaced , then you will be responsible for the entire replacement cost to include fitting . We will automatically take £1,000 from your damage deposit until the replacement carpet has been fitted .When the work has been done we will give you a copy of the final bill for your records.
iii. Repairs or replacements to furniture or other house items: Will be charged for at a labour rate of £35 per hour plus materials. We will automatically take £250 from your damage deposit until all work has been completed. We reserve the right to hold a higher amount if needed. When the work has been done we will give you a copy of the final bill for your records.
iv. Mattress Spoilage: Our standard minimum charge for Mattress Spoilage is £150 . If the Spoilage is severe and the mattress needs to be replaced then we will take the entire £1,000 until a replacement mattress has been purchased . We will replace the mattress with the same quality and type that was on the bed. When the mattress has been replaced we will give you a copy of the final bill for your records.
Note : We use commercial quality mattresses .
v. Loss of room or hotel revenue
If a room or use of the entire Hotel at Broadoaks needs to be kept out of service due to any reason including any of the above items , you will be charged the full DB&B rate per our standard tariff for the room until the room can be opened again for use .
b. Notes : If you or your guests have already left our premises before our housekeeping team discover any of the above damages, we will inform you by email along with the provision of any time stamped photographs . All damage payments due will also be listed. Any damage payments due will be taken at 5pm on the same day . We will happily take the payment from the guest that caused the damage providing it is paid prior to 5pm .
11. Loss of room revenue
a. Broadoaks reserves the right to charge full room std B& B tariff should we not be able to resell a guest room after your stay due to the following reasons:
b. Smoking in any of our guest bedrooms.
c. Breakages rendering the room incomplete to resell to another guest.
d. Specialist room cleaning including carpet shampooing.
e. Soiled beds or furnishings
12. Non Broadoaks Food & Drink
a. We do not permit customers to consume their own alcohol in any of our public rooms or grounds, unless it has been specifically agreed in advance.
b. If any Alcohol other than Alcohol purchased at Broadoaks is found within these areas we reserve the right to charge the main bill the following corkage charges :
c. 1ltr/750mL bottle of spirit £75 each
d. Bottles or cans of beer £5 each
e. Bottles or boxes of wine £25 each
f. Mini bottles of alcohol £3.50 each (50ml)
g. As licensees we have a duty of care to provide alcohol to our guests that is under our control. We thank you for your understanding in this sometimes difficult matter.
Christmas & New Year Breaks TERMS & CONDITIONS
Christmas Party Nights TERMS & CONDITIONS
Gift Vouchers TERMS & CONDITIONS
Terms and Conditions for our exclusive hire packages are sent out individually with each booking. Please contact a member of our events team if you would like to see a copy.