Please read the following terms carefully before confirming your reservation. By making a booking with The Caerwylan Hotel, you are entering into a legally binding contract.
Bookings, Payment & Cancellation
Bookings & Payment
A £40 deposit per room is required at the time of booking to secure your reservation. For online bookings, card details are requested during the booking process; for telephone bookings, card details will be taken securely over the phone.
The remaining balance is payable on departure, or earlier where required under the cancellation terms below.
We accept Visa, MasterCard, Maestro, Switch, and cash. The hotel reserves the right to pre-authorise a payment card for a minimum of £50, or where appropriate request a cash security deposit on arrival. Any pre-authorisation will be released following departure, subject to no additional charges being incurred.
All reservations are non-transferable.
Cancellation & Amendment Policy
This policy applies to bookings made directly with The Caerwylan Hotel.
Arrival is defined as 3:00pm on the first day of your stay.
- Cancellations or amendments must be made by telephone at least 72 hours prior to arrival
- Cancellations made within 72 hours of arrival will be charged 100% of the total accommodation cost
- Cancellations made within 7 days of arrival will result in the loss of the deposit paid
- Cancellations made 7 days or more before arrival will receive a full refund of the deposit
For bookings made within 72 hours of arrival, full payment may be required on arrival. Card details may be securely held to cover any additional charges or damages incurred during the stay.
Guests are strongly advised to take out appropriate travel insurance.
Non-Refundable Bookings (via Third-Party Providers)
Non-refundable bookings made via third-party booking providers are charged in full at the time of booking and cannot be cancelled or amended.
In the event of cancellation or non-arrival, 100% of the booking value will be retained. These bookings are subject to the terms and conditions of the third-party provider used at the time of booking.
Group Booking Terms
A group booking is defined as three or more rooms, with a maximum group size of 12 guests.
To confirm a group booking, the following is required:
- Full contact details for the booking organiser
- Card details to be held securely on file
- A 10% deposit of the total accommodation cost
Once the booking is made, we will issue a written booking confirmation along with these Terms & Conditions. Continued confirmation of the booking will be taken as acceptance of the terms outlined.
The booking organiser will be responsible for the conduct of the group during the stay and for any damage or loss incurred to the hotel or its property.
Group Payment Schedule
- At the time of booking: 10% deposit
- 45 days prior to arrival (or immediately if booking within 45 days): full balance payable
Failure to meet the payment schedule may result in cancellation of the booking.
Group Cancellation Policy
- More than 45 days prior to arrival: the deposit is forfeited
- Within 45 days of arrival: no refund will be given and the full accommodation cost will be charged
Guests arranging group bookings are strongly advised to take out appropriate travel insurance.
Rates & Offers
Room rates are subject to availability and vary depending on room type, season, and demand. Different room categories are priced at different levels to reflect size, outlook, and amenities.
Rates differ between high and low seasons, with pricing adjusted throughout the year.
The best available rates are always offered when booking directly with us. Any special offers or promotions will be clearly displayed on our website at the time of booking and may also be shared via marketing emails for guests who have chosen to opt in.
On occasion, room rates may be offered below our standard seasonal tariff as part of a promotion or special offer. Rates discounted below the published tariff for the season are excluded from commission and are not available to travel agents, tour operators, conventions, or group bookings unless otherwise stated.
For bookings made via third parties or intermediaries without a commission agreement in place, commission is subject to a capped rate as determined by the hotel. The Caerwylan Hotel reserves the right to limit or exclude commission where rates fall below the agreed or published tariff.
All room rates are confirmed once a deposit is received.
Check-in Requirements
On arrival at the hotel, guests may be asked to:
- Present their booking confirmation
- Show the payment card used to make the booking
- Provide valid proof of identity
For bookings made via third-party providers, guests will be required to provide up-to-date payment card details on arrival. These details will be held securely on file for the purpose of covering incidental charges or damages, in line with standard hotel procedures.
Guests are responsible for ensuring that all booking details are accurate and up to date, including contact information, email address, and telephone number. This allows us to communicate important information relating to your stay.
Accessibility Statement
The Caerwylan Hotel is a historic Victorian building. Due to the original design and layout of the property, the hotel is not fully accessible. Although a lift serves all floors, all bedrooms require steps to access, and there are currently no wheelchair-accessible rooms.
We are committed to providing clear and accurate information to support guests with access requirements. Guests with mobility needs or disabilities are encouraged to contact the hotel prior to booking so we can discuss individual requirements and provide detailed information to support an informed decision.
Where reasonable and practicable, we are happy to offer assistance during a guest’s stay; however, due to the physical constraints of the building, some limitations cannot be avoided.
Children & Pets
The minimum age for children staying at The Caerwylan Hotel is 12 years.
Pets are not permitted within the hotel, with the exception of registered guide dogs.
Behaviour, Damage & Smoking
The hotel operates a strict non-smoking and non-vaping policy throughout all areas, including bedrooms. Smoking or vaping will incur a minimum cleaning charge of £100.
Guests are responsible for any damage or disturbance caused during their stay. Additional charges may apply for damage, nuisance, or excessive disruption to other guests.
Liability
Liability & Responsibility
Except in cases of death or personal injury caused by our negligence or fraudulent misrepresentation, the hotel’s total liability to you is limited to the value of your booking. In no circumstances will we be liable for any indirect, consequential, or special losses or damages.
We will not be responsible for any failure or delay in providing services where such failure is caused by factors beyond our reasonable control.
Guests are responsible for any damage or loss caused to the hotel or its property as a result of their actions, omissions, or negligence. You agree to indemnify the hotel and to pay, on demand, any reasonable costs incurred to repair or remedy such damage or loss.
All reservations are non-transferable. We reserve the right to cancel or amend any booking where fraudulent, inappropriate, or abusive behaviour is suspected, or where a reservation has resulted from an error or mistake.
On arrival at the hotel, guests may be asked to present their booking confirmation and the payment card used to make the reservation. Proof of identity may also be requested. The hotel reserves the right to pre-authorise a payment card for a minimum of £50 or request a cash security deposit.
Force Majeure
The hotel shall not be liable for any failure or delay in the performance of its obligations where such failure or delay results from events beyond our reasonable control. These events may include, but are not limited to, acts of God, extreme weather, flooding, fire, pandemics or public health emergencies, industrial action, strikes or work stoppages, equipment or utility failure, interruption to power, water, gas, telecommunications or IT systems, acts of war or terrorism, civil unrest, or government restrictions.
In such circumstances, the hotel will use reasonable efforts, consistent with accepted industry practice, to minimise disruption and to resume normal services as soon as reasonably practicable.