Terms & Conditions

Book with Confidence!

Bedrooms:

• From 16^th March 2020 until further notice, we will allow cancellations up to 9am on the day of arrival for any accommodation booked direct with the hotel without a deposit. 
• Online Travel Agents such as Booking.com & Expedia have a cancellation time of midday, 24 hours prior to arrival.
• For advance purchase bookings or those with a deposit: If Coronavirus (Covid-19) government restrictions does not allow you to travel, the booking can be moved to a future date of up to 6 months.  If Coronavirus (Covid-19) government restrictions leads to the hotel being closed, you can either postpone and move the deposit within 1 year or cancel and we will refund the deposit amount in full.
  
• For Function bedroom bookings, a deposit of £25 per room is required to confirm your booking.  To avoid being charged in full, you must cancel the bedroom by midday 24 hours prior to arrival.  The deposit is non-refundable unless for the reasons stated below.
  If Coronavirus (Covid-19) government restrictions does not allow you to travel but the function goes ahead, we will refund the deposit (please note this relates to the function rate booked direct with the hotel).  If the function is postponed due to Coronavirus restrictions, the booking and deposit will be moved to the future date of the function. 
  

Weddings, Functions & Conferences:

• Until further notice all Weddings, Functions & Conferences booked for dates after our re-opening (currently 4th July) will be able to postpone free of charge within 1 year if Covid-19 restrictons subsequently limit the ability of the booker to hold the event or the hotel to perform the event.

Accommodation Booking Conditions

Please be advised that the Hotel cancellation policy is 9.00 am the day of arrival.  In the event of a non-arrival at the Hotel without notice of a cancellation reference, the full amount for the first night’s accommodation will be automatically charged.  Should you be part of a function group or meeting then separate terms & conditions will be pre-arranged with the Event Organiser.  For group bookings (4 rooms +), we generally advise that our cancellation policy stands that there is a full charge unless a cancellation is given at 12 noon from 1 week prior to arrival date.
Our hotel reserves the right to pre-authorise credit cards prior to arrival.
Check-in is from 14:00 hours
Check-out is between 07:00 and 11:00 hours

We guarantee:

•Your Booking is safe. When you book with us your details are protected by a secure connection.
•Your privacy is protected. Your details will only be used to guarantee your booking.
•No booking fees. You only pay the hotel. Booking.com will never charge your credit card.
•Best Price Guarantee. Found your room online at a lower price? We'll match it.

Wedding and Banqueting Booking Conditions

Deposits

A provisional booking may be made at any time, and will be held for 10 days.  To secure your booking, a non-returnable deposit of £1000.00 is required and the completed booking form included in this pack. Following receipt of these, we will confirm back to you in writing all details as we understand them. Please check this confirmation carefully to ensure we have understood your requirements correctly. (Please note your booking is not confirmed until you have received this letter back from us.)

Minimum Numbers

Our menus are suitable for all parties from 12 to 150 guests.  Room hire charges are dependent on the time of year, menu and type of booking - please discuss any room hire charges with your banqueting co-ordinator.

Discos/Bands

We recommend the use of our Disco, whose charges are very reasonable and who are familiar with working with us.  If you book another Disco or Band, we suggest they visit the Hotel prior to the event to check the layout and requirements. We will require sight of their Public Liability Insurance Certificate and must be assured that all equipment carries portable appliance test stickers.  In all cases, the Hotel reserves the right to control the volume of the music and the finish times.

Final Numbers

We need confirmation of final numbers 1 week in advance.  Your final invoice will be for this number or for the actual number of guests attending, whichever is the greater.

Cancellations

In the event of your having to cancel your function for any reason, the following conditions will apply:
More than 90 days before function                         Loss of deposit
Between 30 and 90 days before function                50% of estimated final invoice
Less than 30 days before function                          75% of estimated final invoice

Payment

We will invoice 100% of the estimated final invoice 90 days prior to your wedding, to be paid as follows:-                          
90 days prior                      50%
30 days prior                      75% 
10 days prior                      Payment in full

Any outstanding balance will be invoiced after the event and is payable within 7 days. A credit card guarantee is required for this and any extras incurred on the day.Loss and Damage

Please note that you will be liable for any loss or damage caused by any of the guests at your function to hotel property.

CHRISTMAS BOOKING CONDITIONS

General Conditions

• Casually Elegant Dress is required for all functions.  More formal wear is required for the Gala Dinner on New Years Eve.  New Years Eve Gala Dinner is only available for guests over the age of 18.
• The special accommodation rates offered are subject to availability.
• All prices are inclusive of VAT.
• We will always try and accommodate specific seating requests but these cannot be guaranteed.
• The Hotel reserves the right to vary the menus at anytime should difficulties occur with suppliers.
• Should you be experiencing problems then inform the Duty Manager at the time and every effort will be made to sort out any difficulties.  It is very awkward to address problems after the event.
• For Party Night bookings, we require guests to choose the same menu or supply a pre-order and seating plan 2 weeks prior to the function.
• For Party Nights to be a success a certain minimum number of guests is required.  If numbers fall short we reserve the right to cancel the night.  Advance warning of at least two weeks will be given.  In these circumstances an alternative date will be offered or a full refund of the deposit will be returned.
• Childrens prices for Christmas Day, Boxing Day, New Years Day and Overnight Packages are deemed to be below 12 years of age. 
• Price of Private Dining (no Disco) at £29.50 per person is dependant on function room minimum numbers being met.  If party numbers are below minimum numbers, a room hire charge may apply.
• Single Person Supplement applies for Christmas & New Year overnight packages.

Booking Conditions

Cancellations and large variations in numbers can prove very expensive for the hotel and we accept bookings as follows:

• We will accept a provisional booking at anytime.  However to secure your booking we require a letter of confirmation plus a deposit of £10.00 per person within 14 days of your provisional booking.  In the absence of a confirmation within this time the provisional booking will be released without notice.
• For New Years Eve & Christmas Accommodation Packages, we require a deposit of £50.00 per person to confirm the booking.
• Final Payment is due 14 days prior to your function.  For a reduction in numbers or total cancellations the deposit will be lost.
• The Hotel reserves the right to vary the menus at anytime should difficulties occur with suppliers.
  Should you be experiencing problems then inform the Duty Manager at the time and every effort will be made to sort out any difficulties.  It is very awkward to address problems after the event.
• Your final invoice will be for those confirmed 14 days prior or the number attending, whichever is greater.
• Please consider carefully the numbers likely to attend your function and only send a deposit for that number.  Deposits and prepayments paid on numbers in excess of the figure attending your function cannot be refunded under any circumstances.
• (v) = Vegetarian Dish.  (Gf) = Gluten Free Dish. A few allergen table for all menus available on request.

Stirrups Club

What is Stirrups Club?

The Stirrups Club is our loyalty program and if simply a place where we can reward friends of the hotel with exclusive offers throughout the year – no strings attached!

• By signing up to become a member of the Stirrups Club, you agree to receive marketing emails when new offers come on stream.  Please note no data will be given to any 3^rd parties and all data will kept secure as per GDPR guidelines.
• The 5% off discount for bedrooms as part of the Stirrups Club does not include Royal Ascot Week.
  
• There is no cost to join the Stirrups Club
• Stirrups Hotel Ltd reserves the right to discontinue offers without notice if necessary
• Stirrups Hotel Ltd reserves the right to discontinue membership of any single or group of members without notice for any reason.
• A member can opt out of future membership by clicking unsubscribe on an offer email or by contacting reception at reception@stirrupshotel.co.uk.
• For Drinks and Food onsite promotions, members will need to show their membership number on their phone or print off the membership details at home to show to the waiting team to ensure the discount. 
• Each offer will have it’s own terms and conditions and these will be clearly stated – for example dates and times the offer can used and its end date.  It will also state how many of people can claim the discount under a members card.
• Any complaints in regards to the Stirrups Club should be addressed in writing to banqueting@stirrupshotel.co.uk and the complaint will be responded to by the relevant Department.