Terms & Conditions
Draycote Hotel and Whitefield’s Golf Course reserve the right to update or modify these Terms & Conditions at any time without prior notice. However, the hotel will honour the Terms & Conditions that were in effect and agreed upon at the time of booking.
Reservations
1.1 Booking Rates
All accommodation bookings are subject to availability at the time of reservation. Room allocations are limited and confirmed only upon receipt of a booking confirmation from the hotel. Special requests are subject to availability and cannot be guaranteed. Reservation Bookings will be confirmed with a confirmation email. Guests will be required to provide their telephone number and email address to create their profile and we do request for any food allergens and dietary requirements to be made apparent on Check-in. Guests must be an Adult of 18 and older in order to check in to the hotel and we do not allow guests under the age of 18 to check in without an adult present. Any Guests requiring assistance with luggage are kindly requested to inform hotel staff upon check-in.
The Best Available Rate is the hotel’s flexible rate.
The Advance Purchase Rate is the hotel’s non-flexible and non-refundable rate and requires full payment at the time of booking.
All rates and prices are dynamic and subject to availability at the time of booking. The hotel does not guarantee to match or honour any lower rates identified before or after a reservation is made, unless expressly agreed otherwise.
1.12 Booking Rate Food Inclusive Packages
All accommodation bookings are subject to availability at the time of reservation. Room allocations are limited and confirmed only upon receipt of a booking confirmation from the hotel. Special requests are subject to availability and cannot be guaranteed. Reservation Bookings will be confirmed with a confirmation email. Guests will be required to provide their telephone number and email address to create their profile and we do request for any food allergens and dietary requirements to be made apparent on Check-in. Guests must be an Adult of 18 and older in order to check in to the hotel and we do not allow guests under the age of 18 to check in without an adult present. Any Guests requiring assistance with luggage are kindly requested to inform hotel staff upon check-in.
The Best Available Rate is the hotel’s flexible rate.
The Advance Purchase Rate is the hotel’s non-flexible and non-refundable rate and requires full payment at the time of booking.
All rates and prices are dynamic and subject to availability at the time of booking. The hotel does not guarantee to match or honour any lower rates identified before or after a reservation is made, unless expressly agreed otherwise.
1.13 Bill Back to Bedroom Reservations
The hotel offers a bill-back facility for all room bookings. Valid card details are required at check-in to open a room account. The outstanding balance must be settled in full by the lead guest upon departure.
If payment cannot be obtained at check-out, the hotel reserves the right to charge the card details provided. The hotel may take further action should the card be declined, invalid, or suspended. All receipts must be signed by the guest at the time of charge.
1.14 Add On’s
Guests may arrange breakfast or other add-ons to their reservation by contacting the hotel’s reservations team. All add-ons are subject to availability and additional fees may apply.
Bottles of wine, prosecco, or similar items may be arranged for the room in advance and will be charged at the applicable bottle price. Items requested in advance will be prepared for arrival, subject to availability.
All add-ons are non-refundable once paid. Payment for add-ons is required either in advance or at check-in. The hotel kindly requests a minimum of 24 hours’ notice prior to arrival for all add-on requests to ensure availability and preparation.
Guests are requested to inform the reservations or reception team prior to arrival if they wish to purchase any additional facilities, services, or packages for their stay.
1.15 Group Booking’s
Group accommodation bookings are available for guests wishing to reserve ten (10) rooms or more and are subject to availability at the time of booking. Specific group rates may be agreed and confirmed for the booking.
Agreed group rates are finalised at the time of booking and will not be amended once confirmed. A set number of rooms may be held for the group until three (3) months prior to the arrival date, unless those rooms have already been booked.
The lead guest is responsible for providing valid card details to guarantee the group room allocation. Each individual guest booking a room within the group allocation must also provide their personal details and valid card details to secure their individual reservation.
Cancellation terms will be agreed at the time of booking in accordance with the applicable group rate plan.
1.16 Check in and Check Out
Our Guaranteed Check in time is from 3:00pm on the day of arrival and check out is by 11:00 am on the day of departure.
1.17 Late Check in and Check Out
Additional charges may apply for early check-in or late check-out. If you require access to your room outside of the guaranteed check-in or check-out times, we recommend booking an additional night before or after your stay to ensure room availability. Early check-in is subject to availability and cannot be guaranteed. Charges are £25 per room for check-in before 12:00 PM and £15 per room for check-in before 2:00 PM. Guests should contact the reservations team in advance to confirm availability. Late check-out may be available until 12:00 PM for an additional fee of £15.00 per room and should also be arranged with the reservations team in advance.
Occupancy
2.1 Room Occupancy
Each room has a maximum occupancy of two (2) adults. Up to two (2) children may be accommodated per room, subject to the age of the children and the available space in the room. Additional guests may not be accommodated without prior agreement from the hotel
2.2 Children
Each room has a maximum occupancy of two (2) adults. Up to two (2) children may be accommodated per room, subject to the age of the children and the available space in the room. Additional guests may not be accommodated without prior agreement from the hotel.
Children under the age of 18 must be accompanied by an adult aged 18 or over in order to check in to the hotel. Children may not stay in a room without an adult present. Children must not be left unaccompanied or unsupervised at any time. While the hotel is family-friendly, we reserve the right to enforce safety measures for all guests, including but not limited to children.
Children under the age of 3 years stay and eat free of charge. Children under the age of 12 years stay and eat at half price.
2.3 Cots and Extra Beds
Cots are available for children aged 3 years and under at a charge of £10 per cot, subject to availability. Cots are non-refundable once booked. Z-beds are available for children aged 12 years and under at a charge of £10 per bed, subject to availability, and are non-refundable once booked. Guests are advised to request cots or Z-beds in advance to ensure availability.
2.4 Pets
Pets are not permitted inside the hotel premises. If you wish to bring a pet, please notify the hotel prior to arrival. The hotel does have an outdoor seating area where pets are allowed.
Pets must not be left unattended at any time. The owner or lead guest is fully responsible for any damage or disruption caused by their pet. The hotel reserves the right to apply damage fees where applicable.
Cancellations and 'No Shows'
3.1 Flexible Rate Reservations
Reservations booked on a flexible rate may be cancelled free of charge until 12:00 PM on the day prior to arrival. Cancellations made after this time, or failure to arrive (“no-show”), will result in a charge equal to the first night of the reservation. For multiple-night bookings, late cancellations or no-shows will be charged per night unless the hotel is notified in advance and alternative arrangements are agreed.
3.2 Advance Purchase / Non-Refundable Reservations
Reservations booked at an advance purchase or non-refundable rate require full payment at the time of booking and are non-refundable. No cancellations, modifications, or refunds will be accepted for these bookings under any circumstances.
3.3 Group Bookings
Group bookings are subject to separate cancellation terms, which will be agreed at the time of booking. Any cancellation policy or fees for group bookings will be confirmed in writing. The lead guest is responsible for notifying the hotel of cancellations within the agreed time frame. Failure to comply with the agreed cancellation terms may result in charges for the full group booking or the applicable portion as specified in the booking agreement.
3.4 General
All cancellations must be communicated directly to the hotel via email or phone. The date and time of cancellation will be taken as the moment the hotel receives the notification. The hotel reserves the right to charge the card provided at the time of booking for any applicable cancellation fees or no-show charges.
Parking
4.1 General Parking
All parking is subject to availability and is provided free of charge. The hotel car park is covered by CCTV and well-lit for safety.
Guests must not park in reserved spaces unless prior permission has been granted by the hotel.
Draycote Hotel accepts no liability for any loss, damage, or theft to vehicles or their contents while parked on hotel premises. Guests park their vehicles at their own risk.
4.2 Electric Car Charging Points
Electric vehicle (EV) charging is available subject to availability, with a maximum charging time of one (1) hour per vehicle. The hotel provides three (3) chargers for guest use.
Charging is provided through a third-party provider, and all payments must be made directly in accordance with the provider’s instructions. The hotel accepts no responsibility for the operation, availability, or payment processing of the charging service.
4.2 Accessible Parking
The hotel provides four (4) designated accessible parking bays for guests displaying a valid Blue Badge. Use of these spaces is subject to availability.
If you experience difficulty accessing one of these parking spaces, please contact our reservations team in advance or on arrival, and we will do our best to assist in finding the most suitable parking for easier access to the hotel.
Food and Drink
The hotel’s restaurant and bar are available for all residents to use during their stay and are not limited to guests who have booked specific accommodation packages. These facilities are also open to non-residents and visitors. Reception will inform the lead guest of the opening hours and service times for food and beverage facilities upon check-in.
Guests must comply with UK legal age requirements for the consumption of alcohol (18 years or older).
During busy periods, the hotel recommends that guests book tables in advance to ensure availability.
5.1 Reservation Bookings
We recommend contacting the hotel as early as possible to book a table. Reservations for ten (10) guests or more require a pre-order of food choices. The finalised pre-order and confirmed number of guests must be provided at least 48 hours prior to arrival.
The breakfast buffet may not be taken away or boxed, unless a waiver is signed. The hotel accepts no liability for food once it has left the premises. Guests taking food away are responsible for storing and handling it safely, and the hotel is not liable for any illness, injury, or complications that may result.
5.2 Afternoon Tea Bookings
Afternoon Tea must be booked at least 48 hours prior to the day of arrival. Full payment is required at the time of booking, and bookings are non-refundable.
If requested, Afternoon Tea may be boxed for takeaway; a waiver must be signed by the lead guest. The hotel accepts no liability for food once it has left the premises, and guests are responsible for storing and consuming it safely.
5.3 Sunday Lunch Bookings
All Sunday Lunch bookings must be made by the Friday prior to the date of the booking to guarantee the Sunday Lunch menu. Draycote Hotel reserves the right not to serve the Sunday Lunch menu if this notice period is not met or if circumstances make it inappropriate.
5.4 Allergies
Guests are requested to inform the hotel of any dietary requirements or allergies. For residents, this information should be provided at check-in for inclusion in the guest profile.
The hotel will make reasonable efforts to accommodate dietary needs; however, we cannot guarantee a completely allergen-free kitchen. The hotel is not liable for any adverse reactions where staff have not been made aware of allergies or dietary requirements.
5.5 Bar Service
The Restaurant Bar, and Fairways Bar are open to hotel residents and visitors of the hotel and golf course. Draycote Hotel reserves the right to refuse service to any guest and is authorised to close the bars when necessary.
Guests should check with hotel staff for the bar opening hours and availability of alcohol services on the day of their visit.
5.6 Vouchers
The hotel offers gift vouchers for Afternoon Tea and Golf experiences. Full payment is required at the time of booking to issue a voucher.
Vouchers are valid for one (1) year from the date of issue and cannot be used once expired.
Guest Behaviour
By entering the hotel premises, the lead guest and accompanying party are responsible for ensuring that all members conduct themselves appropriately. Draycote Hotel reserves the right to refuse service, bar, or remove any guest who behaves abusively toward staff, including harassment, discrimination, or inappropriate communication via phone, email, or in person.
6.1 Dress Code
Guests are expected to wear appropriate attire in public areas. While the hotel does not have a formal dress code, exceptions may apply for golf facilities. Draycote Hotel reserves the right to remove any guest whose attire or personal hygiene is deemed inappropriate
6.2 Liability for Damage
Guests are liable for any purposeful or excessive damage to hotel rooms, property, or items. Fees may be applied to cover repair or replacement costs.
6.3 Smoking
The entire indoor premises of the hotel is a non-smoking zone. Guests are strictly prohibited from smoking inside the hotel, including in bedrooms, corridors, and all indoor areas. This includes, but is not limited to, cigarettes, electronic cigarettes, and vaping devices.
A designated outdoor smoking area is provided with seating and protection from the elements for guests’ comfort.
Any guest found smoking indoors or in a bedroom will be charged a minimum damage fee of £250.00. In addition, the hotel reserves the right to recover any further costs incurred as a result of the violation, including, but not limited to, professional cleaning, deodorising, and lost revenue if the room cannot be resold due to smoke contamination. The lead guest is responsible for ensuring all occupants comply with this policy.
6.4 Illegal Substances
The use, possession, or distribution of illegal substances or items on hotel premises is strictly prohibited. Draycote Hotel reserves the right to take legal action and charge fees if such activity occurs. Guests are also prohibited from bringing dangerous items or conducting illegal business on the premises. The hotel reserves the right to remove or refuse access to any guest suspected of illegal or dangerous activity.
6.5 Complaints
Guests are encouraged to speak with hotel staff during their stay if they have any feedback or complaints. We are happy to listen and assist in resolving any issues. Please contact the Hotel directly on 01788 521800 or Reception@draycotehotel.co.uk
Health & Safety
7.1 Security
The safety and security of our guests is of the utmost importance to the hotel. Each resident will be provided with one key card per room unless otherwise requested.
Access to guest bedrooms is strictly limited. No other guests or visitors are permitted entry to the bedrooms without the consent of the lead guest on the booking. Hotel staff will only enter rooms with consent from the lead guest, except in cases of security, emergency, or for routine cleaning purposes.
7.2 Accessibility
Guests requiring the assistance of a guide dog should notify the hotel prior to arrival. The hotel does not allow pets or other animals on the premises without prior permission.
The majority of the hotel’s facilities are located on the ground floor, with the exception of function rooms (Dunchurch, Dunsmore) and first-floor bedrooms.
Guests with mobility issues may request a ground-floor room on arrival if required. This is subject to availability and may not be guaranteed without prior booking or additional charges.
For emergency purposes, all guests, residents and visitors, are required to inform hotel staff of any accessibility needs upon arrival.
7.3 Emergency and Fire Safety
In the event of a medical emergency, guests should notify hotel staff immediately. The hotel will assist in contacting emergency services as required. On-site staff are trained in first aid, and defibrillators are available for emergencies.
In the event of a fire, guests must evacuate the premises immediately and proceed to the designated assembly point in the front car park. Signage is provided in rooms and throughout the hotel to guide guests safely. A resident check will be conducted to confirm all guests have evacuated.
Draycote Hotel is not liable for any personal injury, harm, or damages incurred by guests who refuse to comply with evacuation instructions or staff guidance during an emergency.
7.3(1)
Mandatory fire alarm tests are conducted on Mondays of every week at 11:00am. We will notify any guests and function bookings of any disruptions.
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