Customer Booking Charter

The following Terms and Conditions apply to all bookings made. We kindly ask you take a moment to read them.

The Company enters an Agreement as principal for Bookings made for the hotel and as agent where a Booking is made for a hotel that it operates on behalf of the Hotel Owner. In these Terms and Conditions the following definitions apply:

“The Agreement” is your Booking Confirmation and the Terms and Conditions; “The Company” is The Swan Hotel Market Street Limited;

“The Hotel” is the premises for which your Booking is made;

“The Owner” is the Owner of the Hotel as mentioned on the booking confirmation;

“The Booking(s)” includes accommodation, functions and any event bookings made;

“The Guest(s)” is the person, company or other body responsible for the Booking;

Bookings
Guests may book in advance or on arrival. Rooms are subject to availability and the Company reserves the right to refuse any Booking for good reason. Accommodation must be paid for at least 7 days prior to arrival. Final settlement is required on your departure. Guests may be required to fully prepay or provide a deposit at the time of the Booking, or, on arrival at The Hotel; at the Managers discretion. Guests may also pay for accommodation before 7 days prior to arrival.

Charges
The prices quoted are a total for your requested stay. Any meals or other services are included on final invoice. A minimum length of stay, deposit, cancellation charge, and other conditions may apply to certain rates, as specified.

Your invoice will show each charge line item inclusive of VAT for our goods and services for which VAT (at the current rateable value) is applicable to.

Payment
You will be asked to provide a credit/debit card at the time of the booking to secure your reservation. Full payment will be taken 7 days prior to arrival. By booking you are authorising the further debiting of the card provided upon booking for the final invoice total. If you wish for payment to be split over multiple cards, please provide us with the details of other cards to be charged (or request the relevant cardholder contact us to provide us with those details).

Guests are advised that due to the high demand for accommodation for calendared events (for example: Badminton Horse Trials, Cricket, Cheltenham Festival, Christmas, etc.), during these times, full payment will be taken at the time of booking. This payment is not refundable (except in the cases described in the ‘Cancellation/Non-Arrival’ section), nor is it transferable.

We accept all Credit and Debit Cards (excluding American Express) The Guest must pay all outstanding charges on departure from the Hotel.

Cancellation / Non-Arrival
For any booking(s) cancelled at least 7 days prior to arrival, there will be no charge for cancellation. If a booking is cancelled after noon 7 days prior, the full amount will be chargeable except in the event of the room(s) being resold for the same price that was agreed on the original booking. If the room is resold at a discounted price, the difference between the original price and the discounted price will be chargeable to the card that was given at the time of booking. For any booking booking booked direct, cancellation must be submitted via email. For any booking booked through an agent (Laterooms, Bookings.com, etc.), cancellation must be done via the site through which it was booked (if you are unsure of how to do this, be sure to contact the customer service team of the company used to book the room and they will be able to talk you through the cancellation process).

Guests are advised that due to the high demand for accommodation for calendared events (for example: Badminton Horse Trials, Cricket, Cheltenham Festival, Christmas, etc.), during these times any bookings cancelled after noon 7 days prior will be re-opened for sale. If a room is resold at the original price, the customer may be refunded the full amount. If the room is sold at a discounted rate, then the customer may be refunded up to and including the discounted amount, but any excess is non-refundable. The customer is unable to be refunded a greater amount than they originally paid.

Block Bookings
A non-refundable deposit of 25% of the total cost of the booking is required to secure the booking and the full balance is due to be paid 2 months before the arrival date. Guests may check in from 4pm and must check out by 12 noon on the day of departure. If guests require an early check in or late check out, there will be a £50 surcharge. All guests will have a 20% discount on food over the duration of the stay (this cannot be used in conjunction with any of our food offers).

Damages
In the event of any damage (fixable or otherwise), caused by deliberate, negligent, or reckless acts of the guests and/or their guests and/or sub-contractors to the Hotel’s property or structure, whether reported or unreported, we reserve the right to make a charge to guest’s credit/debit card, and/or send an invoice for the amount required to make good or remedy any such damage, to the address/email address attached to the booking. We will, however, make every effort to keep any costs that the guest(s) would incur to a minimum.

Loss of Keys
In the event that customers take room keys with them on departure, they will be subject to a £15 charge unless the keys can be returned to us in good condition and in an acceptable period of time (we would ask guests to contact us as soon as they notice). All keys have a wooden fob attached to them with an address and postcode for the hotel so that the keys can be returned by post.

WiFi
By using our WiFi, you agree to the following:

You will not be using it for any illegal or unsavoury activities including but not limited to:

  • Viewing or distributing child pornography
  • Pirating or illegally viewing any media in any form including but not limited to streaming, torrenting, P2P (peer to peer), and via direct downloads
  • Illegal distribution of content including but not limited to the above means
  • Gaining unauthorised access to devices, files, accounts, websites, etc.
  • Scamming another party
  • Threatening, harassing, defaming, slandering, libelling, or bullying anyone through whatever means (be it social media, forums, comment sections, emails, instant messaging services, et al)

Whilst we strive to keep the WiFi accessible at an acceptable speed at all times, we can not be held responsible for maintenance, or any other problems regarding the internet service provider(s).

We can not be held liable for, nor can we control the websites you visit or the internet services you access, as such, we can not guarantee that they are error-free, reputable, or malware free.

Change of Booking Details
Reservations may be amended in line with the Booking conditions. Changes may be made subject to those conditions and any deposit/prepayment held is subject to those booking terms at the time of the original reservation.

Changes to the arrival date, departure date or room type is subject to availability at the time the change is requested and may result in a possible rate change.

Luggage
Please note that we have a luggage weight limit of 20kg per bag, if any bag exceeds this weight, then we will be unable to carry it to your room for you.

Arrival and Departure
Guests may check-in at any time from 3:00 p.m. on the day of arrival. All rooms that have been secured by credit/debit card will be held until 11.00am the following day.

On the day of departure we kindly ask all guests to vacate their rooms by 11.00am (unless a later departure is stated as part of your booking). Late check-out after this time can be requested subject to availability and will be charged at an hourly rate.

Easy Sunday
From £85 per room per night, based on two people staying in a standard double or twin room on the Sunday evening. Each person is entitled to a newspaper (one per room), a 125ml glass of house wine along with a two course meal from our lunch/dinner set menu. This can be upgraded to three courses for £5 per person ordering a third course.

Drinks Loyalty Card
Stamps can not be claimed for any drinks that are complimentary or discounted including but not limited to drinks that are complimentary or discounted due to any other special offer.

Conflict of interest
(i) A situation that has the potential to undermine the impartiality of a person because of the possibility of a clash between the person’s self-interest and professional interest or public interest.
(ii) A situation in which a party’s responsibility to a second-party limits its ability to discharge its responsibility to a third-party.

Parking
The Chipping public car park is a couple of minutes walk from the Hotel. Please contact the hotel directly for more information.

Hotel Events
Please be aware that at certain times throughout the year some of our hotels may host weddings, live music, events, and parties, which you may feel would be an intrusion on your break. Please contact the hotel directly for further information.

If you have a problem
In the unlikely event that you have a problem during your stay you must bring it to the attention of the hotel management at the time to ensure that we have an opportunity to rectify the problem during your stay.

If you are not satisfied that the issue has been resolved fully, please submit details in writing as soon as possible to David Harrison or Deborah Fry, Hotel Management, The Swan Hotel, 16 Market Street, Wotton-Under-Edge, Gloucestershire, GL12 7AE; or email [email protected]

Festive Menu
A non-refundable deposit of £5 per person will be required upon booking with the rest of the balance to be paid on or by the 1st of December, this is also non-refundable. A pre-order must be placed 7 days prior to the date of the meal at the very latest with any alterations being made 48 hours prior to the date of the meal at the very latest. If there are some people who ‘might be coming’ and this isn’t able to be confirmed until much closer to the time, if they come to the meal, they will be due to be paid for on the day, after the meal (please bear in mind that if anyone arrives on the day without prior notice or with no pre-order, their meal may be slightly delayed and certain items on the menu may not be available and this may delay your meal.).

Christmas Day Meal
You will be required to place a pre-order for your meal by 1st December, if you need to make any alterations, they must be made 7 days prior at the very latest. A non-refundable deposit of £15 per person is required upon booking with the rest of the balance to be paid on or by the 1st of December, this is also non-refundable.

Christmas Terms and Conditions
All Christmas break rates are per person, per three night stay and based on two people sharing a double/twin room (unless otherwise stated) including all entertainment, stated meals and VAT at the current rate.

A 25% non-refundable deposit is taken upon confirmation with the remaining balance due by the 1st December. Full payment will be required on any bookings made thereafter. If you cancel from 1st December onwards, full cancellation charges apply. We recommend guests seek appropriate travel insurance in case of any unforeseen circumstances that may arise.
Children under 14 stay free with meals included at £75 per night (where at least one adult and one child are sharing a room) – Children 14+ are charged at the full adult rate. Pets £15 per night stay

New Year’s Terms and Conditions
Prices are per person, per stay based on two guests sharing a double/twin room (unless otherwise stated) and includes entertainment, specified dinners, full English breakfast, and VAT at the current rate.

A 25% non-refundable deposit is taken upon confirmation with the remaining balance due by the 1st December. Full payment will be required on any bookings made thereafter. If you cancel from 1st December onwards, full cancellation charges apply. We recommend guests seek appropriate travel insurance in case of any unforeseen circumstances that may arise.

Functions
A non-refundable deposit of at least 25% of the total cost of the function must be paid upon confirmation of the details of the function with the remaining balance to be paid at least 14 days before the date of the function, this is also non-refundable. Any alterations should be made at least 7 days prior to the date of the function.

When booking a sit-down meal, you will be required to place a pre-order 7 days before the date of the meal at the very latest, any alterations must also be made at least 7 days prior. Everything must be pre-ordered from the same menu; you can not mix-and-match between bronze, silver, and gold menus.

If there is no food being served at the function, there will be a room hire charge of £50 that will be due to be paid 14 days prior to the date of the function. If the cost of food is less than £50 then the difference is to be added to the bill and paid 14 days prior to the date of the function.

Licensing and Statutory Regulations
The Company, Hotel, functions and conferences are subject to Statutory Regulations including those relating to fire precautions and entertainment. The regulations should be observed and adhered to in such an event; a copy is suitably located in your room. The provisions of the Licensing Act 1964 as amended must be adhered to.

Liability
(i) This clause sets out the entire financial liability of the Company (including any liability for the acts or omissions of its employees, agents, consultants and subcontractors) to the Guest in respect of:

any breach of this Agreement; and

any representation, statement or omission (including negligence) arising under or in connection with this Agreement.

(ii) All warranties, conditions and other terms implied by statute or common law are, to the fullest extent permitted by law, excluded from this Agreement.

Nothing in this Agreement limits or excludes the liability of the Company:

for death or personal injury resulting from negligence; or

for any damage or liability incurred by the Guest as a result of fraud or

fraudulent misrepresentation by the Company.

(iv) The Company shall not be liable for any special, indirect, consequential or pure economic loss including but not limited to loss of profits, loss of business; depletion of goodwill and/or similar losses.

The Company’s total liability in contract, tort (including negligence or breach of statutory duty), misrepresentation, restitution or otherwise arising in connection with the performance or contemplated performance of this Agreement shall be limited to the value of the Agreement.

(v) The Company does not accept liability for loss or damage to any object, equipment, furniture, stock or any other property brought onto the premises by the Guest or persons authorised by the Guest. Public areas, cloakrooms and facilities are provided for convenience of the Guests; but any property deposited there is entirely at your own risk.

The Company will endeavour to assist Guests with storage of their equipment etc but it excludes liability for the loss or damage of those items.

Force Majeure
The Company shall not be in breach of this Agreement if it does not provide the services under this Agreement due to the following circumstances:

Industrial action by the Company’s employees

Industrial action by the staff of one of the Company’s suppliers

Fire, lighting, explosion, riot, civil commotion, malicious damage, extreme weather conditions, storm, flood, burst pipes, earthquake , terrorism and the

Hotel being damaged or destroyed.

Postal bookings which do not reach the Company

Breakdown of machinery, or any failure to supply the Hotel with gas, electricity, water and so on, outside the control of the Company.

If any of the above occurs the Company will do its best to avoid any inconvenience to you or your Guests.

Assignment
The Company shall have the ability to assign, subcontract or transfer any of its rights or obligations under the Agreement as it sees fit.

Third Party Rights
None of the terms of the Agreement are intended to be enforceable by any third party nor is it intended that this Agreement will confer any right on any person pursuant to the Contracts (Rights of Third Parties) Act 1999.

Variation
No variation of this Agreement shall be valid unless it is in writing and signed by, or on behalf of, each of the parties.

Waiver
Failure to exercise, or any delay in exercising, any right or remedy provided under this Agreement by law to the Company shall not constitute a waiver of that (or any other) right or remedy, nor shall it preclude or restrict any further exercise of that (or any other) right or remedy.

Severance
If any provision of the Agreement (or part of any provision) is found by a court to be invalid, illegal or unenforceable, that provision or part-provision shall, to the extent required, be deemed not to form part of this Agreement, and the validity and enforceability of the other provisions of this Agreement shall not be affected.

Right of Set Off
The Company shall have the ability to deduct any sums owed to it by the Guest against any sums it owes whether any such sum is present or future (whensoever arising), liquidated or unliquidated, under this Agreement or not. Any exercise by the Company of its rights under this clause shall be without prejudice to any other rights or remedies available to it under this Agreement or otherwise.

Jurisdiction
The Agreement shall be governed by laws of England and Wales and Courts of England and Wales shall have exclusive jurisdiction to settle any dispute that arises out of or in connection with this Agreement or its subject matter or formation

Website Information
While all reasonable efforts have been taken to ensure the accuracy of information on this website the Company do not accept responsibility for errors or omissions and reserve the right to amend, cancel or vary any of the arrangements featured on the site without notice. Please note that in certain circumstances, generic photographic images have been used to represent the general style of a particular product.

The content of the website is the copyright of the Company, and may not be copied, reproduced, published, distributed or amended for any other purpose without our prior written consent.

Trademarks used on the website are the property of the respective Owners. Hyperlinks to third party websites are provided for your convenience. We cannot accept responsibility for the content or use of third party sites.

Hotel Management: Booking Charter Updated: 10th of June 2017