Terms & Conditions - Grimscote Manor

Grimscote Manor Hotel Accommodation and Function Terms and Conditions

Accommodation Bookings

To make your online booking via booking sites , simply follow the directions, entering the details as prompted. Please allow 2 hours notice prior to your expected arrival for our systems to process the booking. Confirmation of any booking by the Client is deemed acceptance of these terms. In these Terms of Business, the following words shall mean:- “Hotel(s)” Grimscote Manor Hotel. “Client(s)” – the person, firm or company making a booking or staying at the Hotel These terms apply to all bookings except to the extent that specific terms apply for a particular booking.

Our accommodation packages and pricing will fluctuate depending on availability and demand at any given time. All prices are subject to change without notice. Your price is guaranteed once you have been given a confirmation number.

Advanced Purchase rates are available 14 days or more before arrival and are fully prepaid 48 hours prior to arrival. Advanced purchase rates are non-refundable and non-transferable. The credit/debit card used to book the Advanced Purchase rate must be presented to reception on arrival at the hotel. Please note that failure to do so will result in an alternative payment method being required

Your accommodation price does not include any incidental charges which you may incur during your stay (including, by way of example only, in respect of your use of the hotel’s bar, costs of external telephone calls from your room). Such charges will be payable by you on your departure and, in the event that you fail to pay any such incidental charges, it is a condition of your contract with Grimscote Manor Hotel that you irrevocably authorise Grimscote Manor Hotel to debit your credit or debit card for the amount of any shortfall.

Hotel rooms are available from 15.00pm – 22.00pm on the day of arrival. Rooms must be vacated by 11.00am on the day of departure, unless otherwise sanctioned at the discretion of the hotel manager. Our reception closes at 22.00pm, check-in is unavailable after this time. Please give reception a call to discuss your timings if after this time. Your booking will still be charged at normal rate if you arrive after 22.00pm.

Credit card transaction in excess of £1000 will be subject to a credit card administration fee of 2% of the balance.

Best Available Rates may be cancelled up to 48hrs prior to arrival without charge, after which a charge for the first night’s accommodation shall be payable. A cancellation number must be obtained to ensure that minimum charges are levied. Promotion rate may only be cancelled in accordance with specific terms applying to that rate which will be advised at the time of booking.

Guests who fail to arrive at the hotel to take up their accommodation booking will be charged 100% of their accommodation value – ‘no-show’ charge   

Prices

All published rates include VAT (or local taxes) at the current rate. Accommodation rates are per room per night (unless otherwise stated) with meal plans as indicated. Prices may only be altered to reflect a change in the rate of VAT (or local taxes) or for any other reason outside of the control of the Hotel, in which case the changes will be notified to the Client. In the latter event, the Client may cancel the booking without cost. Additional costs for any extra person/s or pets than what’s stated.

The hotel will and can cater for any special dietary conditions if pre-booked.  

The guest can cancel free of charge until 2 days before arrival. The guest will be charged the total price of the reservation if they cancel in the 2 days before arrival.

Payment will be taken in full on booking through online system and telephone bookings

The guest will be charged the total price of the reservation if they cancel within 48 hours (past midday)

The guest will be charged a prepayment of the total price of the reservation at any time.

Full payment prior to arrival for all policy types.

The amount I block on the guests’ credit card is: Full amount.

I pre-authorise guests’ credit cards after free cancellation ends.

Bookings and Guest payment options

Bookings must be either guaranteed or fully pre-paid by a major credit or debit card.

We accept the following credit cards: American Express, Visa, Euro/Mastercard, Maestro, Solo

guests to pay online with their preferred payment method.

Availability

All rooms and rates offered by the Hotel are subject to availability and the discretion of the Hotel manager. Limited numbers of suitable rooms may be allocated to individual rates, packages or promotions and, when these allocations are taken up, remaining available rooms may be offered to the Client at a higher price.

Cancellations, amendments and non-arrivals

Cancellations and amendments for all bookings, can only be made in writing or via email. Online bookings can also be amended on line. When the booking is confirmed, a reservation number will be supplied. This must be retained for access to the booking in the event of the need for cancellation and/or amendment.

In the event of a cancellation of a pre-paid reservation (Advance Purchase Rate Bookings or Special Deals) the amount equivalent to 100% of the total booking value will be charged. Normal terms of payment apply to these charges. If the Hotel cancels before 2pm local time on the scheduled day of arrival, the Hotel’s liability to the Client will be no greater than the amount paid by the client in respect of any booking. If the Hotel cancels after 2pm local time on the day of arrival, the Hotel’s liability will be limited to the charge for one night’s accommodation.

Any changes to, or the cancellation of a credit card guaranteed booking (Best Flexible Rate Bookings) must be made by telephone to the Hotel before 2pm the day prior to arrival if you wish to avoid any charges. If you cancel after this time you will be charged for one night’s accommodation for each room you have booked.

Payment

Settlement of the bill in full, less any advance payments must be made prior to departure from the Hotel. All major credit and debit cards are accepted. Personal cheques and company cheques cannot be accepted as a form of payment. Accounts may only be forwarded for payment on completion by the Client and formal acceptance by the Hotel of an application for credit facilities, which may be withdrawn at any time. Credit facilities are not offered to private individuals. All sums are due for payment on presentation of the invoice. In the event of any query relating to the invoice, the Client must notify the Hotel within 7 days of the invoice date and the Client’s obligation to pay all outstanding balances immediately will not be affected. The Hotel may charge interest at a rate of two percentage points per year above Barclays base rate on any outstanding balance before and after judgement. Your credit card or billing account details are only retained for the purpose of handling that individual transaction, unless you ask us to keep these details for future purchases which you may make through us. Personal Information and payment details may be used by the system to determine automatically the appropriate way to fulfil your order. In order to process a booking, your Personal Information and payment details may be passed to third party service providers (Barclays Business) and, where we are lawfully requested to do so, regulatory authorities. Such third party service providers will have access to the Personal Information needed to perform the relevant service. They may not, however, use your Personal Information for any other purposes and are required to process your Personal Information in accordance with the Data Protection Act 1998.

Insurance

Clients are recommended to have insurance to cover cancellation, curtailment, and loss of baggage, personal effects and money.

Child policies

Children of any age are allowed.

Children under the age of 15 must be with a parent, guardian

Children aged 15 years and under must be accompanied by a responsible adult to ensure that the children’s behaviour is appropriate for other guests within the Hotel. At the discretion of the Hotel, children may be excluded from certain events or promotions where deemed unsuitable or inappropriate.

Cots

We have travel cots available @ GBP

Extra beds

Children up to and including 11 years old stay for @GBP per person per night when using an available extra bed. ** if young children and sleeping in parents bed then just a charge of breakfast @GBP

Guests 12 years old and overstay for @GBP per person per night when using an available extra bed.

Disabled guest rooms

A number of rooms offer modified facilities for use by guests with minor disabilities. As needs do vary, guests are requested to check the Hotel before booking.

Dogs and other pets

With the exception of guide dogs, we do allow pets in the Hotel but at an extra charge Pets are allowed. Extra charges applicable and are per animal per night. Prior notice needs to be given for room allocation

Guide and hearing dogs are the only dogs allowed in our normal restaurant. Other pets visiting will have to dine in a separate restaurant with there owners. Subject to availability

Behaviour

The Hotel reserves the right to judge acceptable levels of noise or behaviour of Clients, guests or representatives, who must take all steps for corrective action as requested by the Hotel. In the event of failure to comply with management requests, the Hotel may terminate the booking or stop any event immediately without being liable for any refund or compensation.

Discrimination

It is the policy of the Hotel not to discriminate on the grounds of race, colour, nationality, creed, sex, marital status, age, ethnic origin or disability. Clients, their employees, guests and all sub-contractors engaged by or on behalf of the Client are expected to adhere to this policy and the Hotel may, without incurring any liability to the Client, remove from the Hotel any person or persons offending against this policy.

External purchases

Comments and complaints

Any comment or complaint regarding the stay should be made to the General Manager at the time of visit so that the matter can be resolved immediately.

Statutory requirements

The Hotel is subject to statutory controls, including those relating to fire, licensing, entertainment, health, hygiene and safety. These must be strictly observed by Clients, their guests and representatives.

Drugs and Alcohol Policy

Grimscote Manor Hotel operates a zero tolerance policy towards alcohol and substance abuse

It is against the law (Licensing Act 2003) for anyone under 18 to consume alcohol on a licensed premises, anyone found purchasing alcohol for a guest under 18 years of age will have the alcohol confiscated from them and will be asked to leave immediately.  The incident will be reported to the police and the individuals involved can be fined up to £5,000 each by local authorities.

External purchases

No wines, spirits, beers or food may be brought in or delivered to the Hotel or Hotel grounds by Clients, their guests or representatives for consumption or sale on the premises without the express written consent of the Hotel and for which a charge may be made by the Hotel. Food can not be stored unless medical purposes proof maybe required human medication only.
Anyone found using or under the influence of illegal drugs or substances classified under the Misuse of Drugs Act (1971) will be reported to the police and asked to leave the premises. Any evidence or suspicion of drug use on our premises will also be reported immediately to the police.

Grimscote Manor Hotel is a completely non-smoking and Vape environment, including all bedrooms and public areas. The main designated smoking area is outside the main reception entrance and side door where there are ashtrays on the wall, smoking is also permitted on the Waldron Suite patio at the manager’s discretion. The use of electronic cigarettes is prohibited in the same way as smoking. Evidence of guests smoking in bedrooms will result in a charge of £150.00, payable on departure

Damage and Liability

Guests shall pay for any loss or damage to any part of the Hotel premises or any fixtures, fittings and equipment which is caused by the guest.

Guests must comply with Hotel requirements, all reasonable requests of the Hotel staff and all requirements of law including Health, Safety and Fire regulations and in particular the requirements of the Licensing Act 2003

The Hotel staff shall not be liable for any loss or damage to the property of the guest including motor vehicles and their contents except within the constraints of the Hotel Proprietors Act 1956. Any such circumstances must be reported by the guest to the Duty Manager at the time of discovery and to the police within 24 hours

If the guest leaves any items of property at the Hotel they will be held by the Hotel for one week and then donated to charity. The Hotel is not liable for any damage caused to items of property left at the Hotel. Guests will be charged for post and package to return items by Royal Mail.

Where there are more than one Guest detailed in the Booking Confirmation they are jointly and severally liable.

General Terms & Conditions

Prices quoted in the Hotel’s brochures and website are correct at the time of publication but may be subject to change without notice. Any alteration in prices relating to a confirmed booking will be notified to the Client in writing.

All prices are inclusive of VAT at the current rate. No service charge is added & gratuities are discretionary. The Hotel reserve the right to increase its published prices for VAT and duty increases imposed on them by the Government’s budget without prior notice.

The Hotel’s brochures and website are correct at the time of publication however subsequent changes may be made to the venue or bedrooms and the Hotel is not responsible for any diversion from the description or representation in the brochures or website.

The Hotel reserves the right to refuse any booking at its sole discretion

If the Hotel, in its absolute discretion, considers the Guest’s behaviour to be unreasonable, unacceptable, likely to cause harm to staff, property, other guests of the Hotel, cause noise nuisance or disturbance , the Hotel reserves the right to request the Guest to leave the premises.

The Hotel’s name or trademark cannot be used for advertising or other promotional purposes without written permission of the hotel. Any material used for promotional purposes or distribution to the general public must be approved by the hotel prior to printing or distribution.

In the event of difficulty in obtaining an ingredient, we reserve the right to make changes to published or agreed menus.

Deposits                       

are none refundable paid by cash, card or Bacs. Any deposits made will not be refundable but maybe transferred depending on notice of cancellation

In paying a deposit you are accepting that On booking an event the named booker has responsibility for any late cancellations or any outstanding value on the account

In paying a deposit you are accepting that a deposit paid is non refundable as our normal terms and conditions

 Your reservation will be cancelled if the deposit is not paid within 7 days after the  provisional booking is place.

Payment

It is the booker’s responsibility for full payment to final numbers given 48 hours prior to any event. In paying a deposit or confirming the booking you are accepting our terms and conditions. If final numbers are met 48 hours prior and contact not made we will cater for details a stated on booking. Payment for all functions must be made prior to the day of the event 7 days before. unless agreed other. All major credit cards are accepted.

Numbers

If guest numbers fall below the required number for your chosen suite before the booking, we reserve the right to amend the booking accordingly. For example this could mean moving the booking to an alternative room/suitable sized room.

Personalisation

we kindly ask for nothing to be pinned or stuck to the walls and that you do not use table confetti as these would incur additional cleaning charges.

Any outsourced suppliers, you must determine a collection time agreed by with hotel manager. Additional cleaning and storage charges may occur

Parking

Free private parking is possible on site (reservation is not needed).

Overnight car parking is only permitted for hotel residents unless pre-arranged with the Hotel. All cars parked at the hotel are left at the guests own risk. We like to remind you that any items of value should not be left on show in vehicles that are left unattended in the Car Park area. The hotel does not accept any responsibility whatsoever for items left in our car park.

Electric charging points are not offered at Present. The nearest available are within a 5 mile radius. Please do not use your own equipment to recharge. – if you are seen charging your car, an added charge will be added to your account at the owners discretion.

These terms and conditions shall be subject to English Law, E&OE

Internet

Wi-Fi is available in all areas and is free of charge.

Guest phone number

Your guests must provide a phone number when they book

Main Entrance and Reception

Reception is open from 7.00am to 10.00pm Monday to Friday, 8.00am to 10.00pm Saturday, Sunday the reception is closed from 4.00pm. In an emergency telephone 07702510429 or 07720406464.The hotel does have a lift in the new building only. There is a ramp door way into the hotel, via the entrance to the rooms 1 to 10. There are 4 steps into reception via the front main entrance.

There is seating by room 1 to 10, that connects the 2 buildings together and also in the main lounge, off reception and in the reception area.

Public Areas

The toilets are situated in the following:-

Males in the Hennessey bar, which is on the ground floor.

Ladies on the first floor above reception, only accessible by one flight of stairs, and also by the reception desk on the right.

Disabled toilets and baby changing facilities are situated on the ground floor by reception desk on the left hand side.

Restaurant/ Dining room, Hennessey Bar, lounge and Waldron Suite

You can access all of the above through the main entrance to reception or via the entrance between the two buildings to the room’s 1-10.All the tables and chairs in the public areas are moveable. The tables in the dining room/restaurant are all at the same height.

The hotel can cater for special dietary requirements on request (notify on booking preferred) Waiter and Waitress service is available in all areas.

Laundry

In house laundry service is available, ask at reception. If specialist cleaning or dry cleaning is required this will take slightly longer, please enquire at reception. The Hotel accepts no responsibility or liability what so ever

Conference, meeting rooms

There are four rooms available in the main hotel building, “The Guild Room”  “The George Lewis Suite” “The Orangery” and “The Waldron Suite” all on the ground floor. These rooms can seat a minimum of 10 guests to a maximum of 40 guests. All function rooms  are accessible from reception, the main entrance and the entrance between the two buildings to the rooms 1-10.

Bedrooms

Rooms 7-14 are all on the first floor only accessed via staircase and reception or through the entrance between the two buildings (to room 1-10); this is suitable for minor disabilities only but does not have a wet room or disabled bathroom. All bedrooms and public areas have no hand rails available.

Please note: there will be a charge of £50 for keys and key tags which are lost or forgotten to be handed back to Reception at the end of your stay

Cats and dogs are allowed to stay in the hotel rooms, but must sleep in their own crate or bedding only there will be a small surcharge. Guide or hearing dogs only are allowed in all public dining areas. Dogs and cats must be kept on a lead at all times. Prior notice needs to be given fir room allocation. A separate dining area will be made for any other pets. Please give prior notice as subject to availability

 All cat and dog excrement must be bagged and disposed of in the hotel’s wheelie bin, located behind the fenced area in the small paddock.

Rooms 1 – 26, Bathroom and Toilets

All rooms in the hotel are ensuite; all rooms have showers only except the “Brockington Suite” which has a bath and shower. All showers are on Floor level with a slight step up. All bathrooms are suitable for minor disabilities only. There are no hand rails in the bathrooms

Marquee

The marquee is accessible on one level. The disabled toilets and baby changing facilities are situated under the arch in the stable block. All other toilets are on ground floor level at the rear of the marquee

Grounds, Gardens Woodlands, and Terraced Areas

The hotel and grounds are on many levels, because of this, some areas are unsuitable for wheel chair access; these are woodlands, “Laipui” bandstand, “Stenhouse Bridge” and surrounding areas.

All adults are responsible for themselves and their children around the outdoor pond, as the hotel does not have a life guard on duty. There are life buoys available in the areas. The management and Grimscote Manor Hotel accepts no responsibility or liability.

General

Grimscote Manor Hotel does not accept responsibility or liability, for loss or damage to belongings or property on their estate what so ever. Areas of our grounds are left in a semi natural state. This is part of our deliberate plan to encourage wildlife to share our grounds. There are no hand rails. Grimscote Manor accept no responsibility what so ever in the grounds or hotel.

Dining Times

Breakfast is available from 7.00am to 9.00am Monday to Friday, 8.00am to 10.00am Saturday and Sunday unless otherwise arranged. Earlier continental breakfast if required by prior arrangement at reception

Dinner is by RESERVATION ONLY to none residents from 7.00pm to 9.00pm Monday to Saturday and for residents from 7.00pm to 9.00pm Monday to Saturday. The restaurant is closed is on Sunday evenings

Bank Holidays and Christmas

Grimscote Manor has the policy to close on these weekends unless prior arrangement has been made in advance.

Contact information

Address – Lichfield Road, Coleshill, North Warwickshire, B46 1LH

Telephone – 01675 464222 or weddings 01675 464000

Mini com – not available (please note: telephones in bedrooms are for contacting Reception only)

 Email – info@grimscotemanor.co.uk

 Website – www.grimscotemanor.co.uk

 Hours of operation – 7.00am – 10.00pm

 Emergency number – Ambulance, fire or police 999/111

 Directors: Gillian – 07702510429

Steven – 07720406464

 Please note: These numbers are only available from a mobile or the public payphone in the hallway, by the GeorgeLewis Restaurant.

We welcome your feed back to help us to continually improve, if you have any comments please phone 01675 464222 or email info@grimscotemanor.co.uk