Terms & Conditions

1.         How do I make the reservation?

You can make a reservation for a meeting or an event by simply returning to us this document, duly completed and signed where indicated. If you wish to make any special arrangement or if you have any special requests, then please do not hesitate to contact the Manager, who will be glad to help you. If you are making a reservation on behalf of someone else, then please let us know so that we can complete any necessary forms or documents.

2.         What is included in the charges for my reservation? How should I pay?

All prices charged to you include VAT. We provide you with a detailed invoice so that you know exactly what items you are paying for. We accept most credit cards, but if you wish to make use of our credit facilities (subject to status), then please contact us 28 days before the date of your meeting or event. Please note that unless you have been granted credit facilities, overdue amounts shall incur interest at 1.5% per month from the due date. Payment of invoices for credit cleared clients is due no later than 30 calendar days from the date of invoice. 

2.1   Non credit cleared clients

2.1.1 Will be required to pay a deposit of 20% or £ 500 (whichever is higher)  to the hotel no later than 7 days after the booking. This will be based on the full allocation of rooms held at that stage and on receipt of the hotels pro-forma invoice.

2.1.2 Balance of payment is due to the hotel based on final invoice no later than 30 clear working days(excludes bank holidays and weekends) prior to arrival.

The hotel reserve the right to cancel a reservation if payment is not received by the due date in which case cancellation charges as set out below will be payable.  

3.         Can I change the booking?

Yes, as long as you give us adequate notice in writing of any variation to your reservation and within the agreed cancellation policy as below.

 4.         Can I cancel my reservation?

A cancellation of a room would result in a considerable loss for the hotel. That is why we have set up the following cancellation policy. The cancellation policy will be 24 hours i.e. by 12pm prior to the date of arrival.

Notice of cancellation or substantial change will only be effective on the working day that it is received in writing by us. A working day is any day Monday to Friday other than bank and public holidays in England. 

5.         Can we cancel your reservation even if you have made no change to your reservation?

Sometimes we are forced to cancel reservations. In the unlikely event that this should happen, we will immediately refund to you any advanced payments you have made. We will however only cancel you reservation if any of the following events occur:

  1. the hotel is closed due to fire, by order of a public authority or by any other cause outside our control.
  2. the hotel is sold to a third party.
  3. the reputation of the hotel could be damaged by the reservation or the reservation could disturb other hotel guests.
  4. the person or entity making the reservation is declared bankrupt or has become insolvent.Once you have been refunded for the cancelled reservation, we will have no further liability regarding your reservation.

6.         Who’s liable in case something goes wrong?

Our rule is “you Break, you pay”. We shall hold you liable for any loss or damage to our property and for injury to persons including our staff and guests arising out of negligence or misconduct of you or the attendants of your conference or event.

7.         Behaviour:                  

7.1 You accept responsibility for any damage or loss caused by any member of your group.  Full payment for any such damage or loss must be paid direct at the time to the hotel. 

7.2 The hotel is entitled to exclude or remove any guest who causes damage, danger or distress or otherwise behaves in an inappropriate manner.

8.         Corkage:                     

No wines, spirits, food or beverage may be brought into the Hotel or grounds by you or on your behalf for consumption on the Hotel premises unless the prior consent of the Hotel has been obtained, for which a charge will be made.

9.         Hotel’s Liability:          

9.1 The hotel does not accept responsibility for loss of or damage to any items of value (including but not limited to cash, jewellery and electronic items such as laptops, cameras and phones) unless deposited with the reception desk for safe keeping.

9.2. The hotel is entitled to rely on the limitations of liability for lost or damaged property contained in the Hotel Proprietors’ Act 1956, a copy of which will be displayed in reception. Where applicable, the hotel’s maximum liability for lost or damaged property is limited to £50 per item and £100 per guest.

Thank you for taking time to read our terms and conditions. You can now confirm your reservation by signing below and returning this form to us. Please note that we hold the right to release your reservation if we have not received this agreement duly signed by such date. Should you however have any further questions, then please do not hesitate to contact us.


On behalf of BEST WESTERN Claydon Country House Hotel.