(Booking conditions are automatically attached when a Function Form contract is warranted).
1) Terms: For all accommodation, payment will be taken automatically on the day of arrival 24hrs prior to the 3.00pm check- in start time using the credit/debit card provided for the deposit & guarantee of booking unless credit terms have been agreed in advance (allow 45 days to process) or where pre-payment has been stipulated. By the term "guarantee" this means that the credit card you are offering to pay the deposit with, is also "guaranteeing" that you have accepted these terms and conditions of booking. It will also be the credit card you will be using to pay for your stay which will be authorised by your credit card company at the time of paying the deposit. This allows for smooth and quick check-in and check-out procedures reducing delays and queuing. It also allows us to keep our administration and staffing costs to a minimum this giving the guest the best prices. For approved Business users who do not require a credit account payment is on day of arrival. Please note, it is a breach of banking regulations and conditions of use of a debit or credit card where there are insufficient funds in the account to cover the transaction/payment.
2) Deposits: Unless specifically stipulated all deposits are non-refundable.
3) Pre-payment is required: For all weddings (minimum 12 weeks), banqueting functions/receptions (minimum 6 weeks), accommodation booked immediately prior or during any race meeting being held at Cheltenham Race Course (minimum 6 weeks) and Certain Conferences and/or meetings.
4) Approved Account Customers: Payment within 14 days of invoice date. A credit charge of 10% will be automatically added to all invoices. This may be deducted if payment is made within 14 days. After 14 days the credit charge becomes payable. If payment is not received within 21 days of invoice date then the credit charge is payable, all discounts agreed will be void and normal published rack rate will be applied and a penalty interest applied of no more than 4% above bank base rate for each 7 days or part therefore the account remains outstanding.
5) Credit Cards: We accept Visa, Mastercard, most debit cards. We do not accept any credit card for amounts below £25.00. If paying for an account for a banqueting function or wedding or conference/meeting that exceeds a monetary value of £400.00, a surcharge of 3.5% of the total cost will apply.
An imprint of a credit card may be requested on arrival. PIN codes are always required.
6) Other payment methods: We accept cash and Euros by prior arrangement. If these payment methods are used a credit card imprint will be required.
7) All bookings remain provisional until a deposit is paid.
Cancellations
8) You are always advised to have cancellation insurance.
9) On cancelling any booking you must receive or request a cancellation number.
10) Cancellation of overnight Bed and Breakfast accommodation NOT exceeding two (2) nights and excluding; accommodation that has been booked for the night prior to a Cheltenham race meeting commencing or booked during a race meeting held at Cheltenham race course; or in conjunction with any other function booked such as a wedding. or banqueting/reception; or meeting/conference:
48 hours prior to 15.00hrs on the day of arrival - loss of deposit only.
Less than 48 hours prior to 15.00hrs on day of arrival - Full charge for booked stay.
11) Accommodation cancellation of overnight Bed and Breakfast accommodation that has been booked for the night prior to a Cheltenham race meeting commencing or booked during a Cheltenham race meeting held at Cheltenham race course; or when booked in conjunction with a function such as a wedding or banquet/reception or conference/meeting or where more than one bedroom has been booked (block booking) or where the accommodation booking exceeds 2 nights:
60+ calendar days prior to booking commencement date - loss of deposit only.
38 to59 calendar days prior to booking commencement date - loss of deposit AND 50% charge of the invoice value.
0-37 calendar days prior to booking commencement date - loss of deposit AND 100% charge of invoice value.
Where ever possible we will try to re-sell the dates which if done will be reflected in the cost calculation.
11A) Cancellation of Wedding Receptions including Civil Ceremonies.
Owing to the length of time most weddings are booked in advance, re-selling wedding dates is extremely difficult. If the date is re-sold then this will be reflected in the cancellation calculation of the charges.
183+ calendar days prior to the booking commencement date - loss of deposit.
153 to 182 calendar days prior to the booking commencement date - loss of deposit + 25% charge of the invoice value.
122 to 152 calendar days prior to the booking commencement date - loss of deposit + 50% charge of the invoice value.
91 to 121 calendar days prior to the booking commencement date - loss of deposit + 75% charge of the invoice value.
11B) Cancellation of Wedding Receptions including Civil Ceremonies, or Banquets / Receptions, or Conference/ Meeting /Training courses.
0 to 90 calendar days prior to the booking commencement date - loss of deposit + 100% charge of the invoice value.
Wedding and Banqueting deposits are held for 7 working days after the event. This is to cover damage and/or extra cleaning caused by the event.
12) Damage: After proper investigation any damage caused to any hotel property, the cost of repair/replacement will be due from the person responsible or the person who made the booking or guaranteed the booking.
13) Smoking: Prestbury House is a total non smoking site with the exception of the car park. There are no designated smoking bedrooms. As such it is illegal to smoke in any enclosed area of Prestbury House or the site other than the designated area. Any person(s) found smoking anywhere other than the designated area will leave immediately without reimbursement.
14) Force Majeue. Prestbury House will use it's best endeavours to carry out the contract of hire as agreed but shall not be liable for loss (whether direct or consequential) suffered by the client in the vent of Prestbury House being unable to complete the work in whole or in part due to matters beyond it's reasonable control which expression shall include (but shall not be confined to) illness, strikes, lockouts, other labour disputes, national crisis, disease restrictions (human or animal), adverse weather, flooding, loss of utilities, international crisis, terrorism, shortage of materials, accident or breakdown of vehicles, or other forms of transport, errors made by employees in making arrangements, other delays in travel, riot, civil unrest or war.
15) Variations. Any variations must be agreed in writing and confirmed in writing in advance of the booking date.
16) Insurance. We strongly advise our clients to take out cancellation insurance. Prestbury House can advise on this or the client should approach a reputable broker/insurance company or seek advice from the British Hospitality Association, or Cheltenham Tourist Information centre.
17) Dogs/other pets. We do not accept dogs other than assistance dogs ( by prior arrangement) or any other type of pet. See also Access Statement.
18) We do not accept either Hen or Stag nights/functions/accommodation bookings.
19) Check in is from 15.00hrs and checkout is 11.00 hrs. Late check outs are chargeable.
20 ) Children under the age of 18 are not permitted in the bar. See children policy on function form/contract.
By proceeding with the booking, the Hirer agrees to the following Booking Terms and Conditions of Business and the Terms and Conditions of Business.
1. Function Form
A Function Form will be completed at the outset and amended according to when booking and specific information is received prior to the booking date.
2. Bar
The hotel has a 2005/6 Borough Council Restricted Alcohol and Entertainments Premises Licence. What ever times are printed on the Function Form must be adhered to exactly as this will be a Licence requirement. No function may proceed past 12.00 mid-night. The gardens come under this stipulation and the licence and have to be vacated and closed no later than 23.30 hrs.. This is applicable to residents and non residents alike and is a Licensing requirement.
Under the same licence we must ask that all guests leave the premises in an orderly and quiet fashion as Prestbury House is in a residential area.
3. Cancellation Charges
These appear on the Terms and Conditions of business page.
You are strongly advised to take out cancellation insurance.
4. Smoking
Smoking is not permitted on the hotel premises or within any enclosed area of Prestbury House at any time. It is now an enforceable offence by Law. The only smoking designated areas are the car park. Please do not smoke at the front door.
5. Outside Contractors
Any outside contractor working on behalf of the Hirer shall indemnify the Hotel against any loss , damage , injury or death how so ever caused by such contractor and against all claims , demands , proceedings and damages arising there of. The hotel reserves the right to refuse access to any contractor in appropriate circumstances.
6. Hirer Liabilities
Please safeguard your property. The Hotel will not accept any liability for loss or damage to property nor personal injury or death to persons unless proven that it is the Hotels negligence. The hirer will indemnify the Hotel against all such claims and actions. You are advised to seek advice on you insurance cover for such eventualities.
The Hirer agrees to be bound by the reasonable instructions of authorised representatives of the hotel in relation to the conduct of the event and shall further ensure that all persons attending the event shall similarly follow such instructions. We reserve the right to vary menus and wine selections specified in the package in the event of unavailability of any items after full discussion with the Hirer. No signs, flags, display, posters or any other material may be erected or fixed without the express written permission of the hotel Proprietors. Goods , liquor , food and services of any description may not be bought in from outside ,consumed or sold without the Proprietors written consent in which case additional terms and conditions will apply. No tickets whatsoever may be sold at the event.
HIRER LIABILITIES CONTINUED:
The client is responsible for any damage caused to any area, room, furnishings, utensils, equipment, by any act or default or neglect, guests or sub-contractors and shall pay the hotel on demand the amount to make good or remedy such damage. This may include compensation for loss of business.
The hotel's name, telephone and fax number, e-mail addresses, web sites, and the hotel's name and partner company names and any derivatives must not be used in any advertising or promotion or publicity without the express prior written permission of the Proprietor.
7. Numbers of persons booked
Provisional numbers will be asked for at the time of booking. The hotel reserves the right to charge accordingly for differences in numbers on the day, differences from confirmed numbers and the right to change the designated room after appropriate consultation with the Hirer. This will not affect any minimum charge.
8. Hotel Liabilities.
Cancellation of the event by the hotel.
The hotel may cancel the booking at any time without any obligation to the Hirer in any of the following circumstances.
- If the hotel or any part is closed due to fire , flood , alteration or redecoration by order of any public authority or through reason outside the control of the hotel.
- If the Hirer becomes bankrupt or insolvent or enters into liquidation or have an Administrator , administrative receiver or receiver appointed over all or part or a substantial part of the Hirers assets.
- If the Hirer is in excess of 30 days in arrears with payment to the hotel for previously provided services.
- If in the event may , in the Proprietors reasonable opinion, predudice the reputation of the hotel.
9. BEHAVIOURS
The hotel reserves the right to judge acceptable levels of noise and/or behaviours of the Hirer and their guests or representatives and the hirer must take all steps necessary for corrective action as requested by the hotel. In the event of failure to comply the hotel may terminate/stop the event/booking without being liable for any refund or compensation.
The bringing onto Hotel premises of musical instruments or any other music playing device by the hirer or any of their guests is NOT permitted without the Proprietors written permission .
9A. Damage
After proper investigation re-imbursement of any damage caused by a customer, client or their guest will be either /or /and the responsibility of the person who caused such damage ,the person who made the booking , the person who paid the deposit, the person who made the payment or the person who used their credit card / debit card as means of guaranteeing the booking. Dependant on the nature of the damage and circumstances the Police may be called.
10. Hotel Policies
It is the policy of the hotel not to discriminate on the grounds of race, colour ,disability, sex, gender, creed, marital status age, ethnic origin .The hirer ,their employees ,guests, representatives and all subcontractors engaged by or on behalf of the hirer will adhere to this policy or the hotel may , without incurring any liability ,remove from the hotel premises any person offending this policy. The hotel and all events are subject to the statutory controls including those related to fire, health and safety, licensing, and hygiene. These must be strictly observed by the hirer and their guests, employees, representatives and sub contractors .Prior consent of the hotel must be received by the Hirer for any entertainment or services contracted by the Hirer or for any display to be fixed. All displays must comply with statutory codes and regulations.
11. Complaints
Any comment or complaint should be made at the hotel at the time of the event so that if possible the matter may be solved there and then. Alternatively, write within 7 working days of the event to the Proprietor.
12. Costs
Costs given on the Function Form for any event being booked in excess of 3 months in advance are ONLY A GUIDE. The hotel reserves the right to alter these costs after consultation with the Hirer.
13. These terms will be construed in accordance with English Law and the Hotel and the Hirer will submit to the non-executive jurisdiction of the English Courts.
PLEASE ENSURE YOU READ THE ATTACHED TERMS AND CONDITIONS OF BUSINESS.
CONFERENCES ONLY
14. Please ensure you read the pamphlet / notes inside the conference room which are guidelines to ensure the smooth running of your event at Prestbury House. This includes statutory obligations.
NON-CONFERENCES ONLY.
15. Confetti / party poppers
These must not be used inside the hotel or within the grounds . An additional charge will be made of £125.00 deductable from the Hirer's deposit if this occurs.
16. Deposits
Deposits or a proportion of the deposit will be lost for any infringement of the Hirers liabilities in (6) above. Deposits are usually repaid seven (7) days after the function.
17. Children Policy. Overall:
We welcome children provided they are supervised at all times and that all legal obligations are observed at all times.
* No one under the age of 18 should attempt to purchase alcohol nor have it purchased for them. It is a criminal offence to do so.
* Consumption of any alcohol under any circumstances on Prestbury House premises by anyone under 18 is prohibited.
* Persons under the age of 18 are not permitted in the bar after 18.00 hrs. unless they are attending a private function with " exclusive use of facilities " .
* Whilst every precaution is taken to ensure childrens safety whilst on Prestbury House premises, note must be taken that the buildings are old and not child friendly
(stone floors, stairways). The garden is not an approved play area and has some hazards such as the Georgian Ha Ha (dry stone ditch) and the dry pond area . Children must not be left unattended in the garden. No ball games are permitted. Any damage will be deducted from the deposit.
** It is the responsibility of the Hirer to ensure that their guests with children understand this policy and supervise their children accordingly.
18. Music
With regards to the playing of recorded music during the Wedding Ceremony , whilst the Hotel can usually supply a CD player it is the responsibility of a member of the the wedding party to actually play the appropriate tracks during the Ceremony. Please see the guide lines issued by the Registrars Office.
19. Bar
Under the Civil Marriages Legislation the bar must be closed prior to the Wedding Ceremony and for half an hour after the Ceremony. No drinks or alcohol may be sold or consumed on the Hotel premises prior to the wedding.
1. The Hotel is an independent family owned Cotswold Country Manor Hotel which is rated as AA, RAC, Visit Britain 3 Star and are members of The British Hospitality Association and International Hoteliers Association. There is a comprehensive 'photo album' on this website (click on 'Gallery').
2. The Hotel is no smoking with the exception of the rear gardens and the connecting car park between the Coach House and main house.
3. The main house (where the Premiere bedrooms are located) is over 300 years old and is of William and Mary design with a large Georgian 'extention' of 250 years old. This is where Breakfast is taken either in the Georgian Room or Oakroom, where the bar and lounge is, library and Polo room. The main house contains 7 en-suite independently unique/different bedrooms; 5 Premiere and 2 Standard. There is also a single budget room which has its own separate private bathroom. Premiere rooms are large bedrooms with either 4 posters, king size beds or garden views.
4. The Coach House is 50 feet from the main hotel and is nearer 400 years old. Renovated in 1989 this was the Coach House and stables to the original Prestbury House. Having a converted Coach House for bedrooms is typical of many Cotswold Country House Hotels. This accommodation is different again with its White Oak beams and Oak staircase and has seven en-suite twin and double Standard bedrooms with one en-suite budget single bedroom. Three rooms are on the ground floor and one room is category 1 accessibility (see accessibility statement and information).
5. The hotel is Grade 2 listed therefore has no lifts. Two Standard bedrooms are on the 3rd floor of the main hotel. The Coach House is a two storey building.
6. Prestbury House stands in 1 acre of garden and 5 acres of grounds complete with Highland Cattle. Prestbury House stands in a quiet, tranquil part of the ancient village of Prestbury with uninterrupted panoramic views of Cleeve Hill (1 mile - 1000 ft escarpment and several hundred acres of common land with excellent walking) from the gardens. Cheltenham town centre is 1.5 miles from the Hotel.
7. Country manor houses of this period were designed so that the reception rooms had views of the gardens and surrounding countryside.
8. Prestbury House provides accommodation, breakfasts, private dinner parties, Wedding receptions (Civil Licence held), exclusive use/hire, functions and conference facilities. There is no restaurant for lunches or evening meals. There are 23 restaurants within 1.5 miles of the hotel and the hotel has a partnership with the highly recommended Royal Oak Restaurant opposite the hotel. Information on restaurants will be sent with your confirmation letter. Prestbury House has a bar and lounge with a restrictive liquor licence (normally to 10pm) but with our partnership with The Royal Oak opposite, residents use this lounge bar which has longer evening licencing hours (it is as far to walk to the hotel's bar from the Coach House as it is to walk to The Royal Oak).
9. The Coach House Gym is located in the Coach House and has its own resident fitness instructor.
10. There are two excellent Golf Courses within easy reach of Prestbury House.
11. Croquet is available from 1st May to 30th September, weather permitting.
12. Cheltenham itself is a beautiful Regency Spa town with excellent shopping, museum, theatre, night clubs, Bistros, pubs, wine bars etc. There is the Flower Festival (July/August), International Festival of Music (July), and International Festival of Literature (October).
13. The National Hunt Racecourse, Cheltenham, is a 10 minute walk to the main entrance from Prestbury House (in fact the back straight is at the bottom of The Burgage).
14. Prestbury House is the ideal centre from which to visit Medieval Winchcombe village and Sudely Castle, The Slaughters (villages), the village of Broadway, Bourton-On-The-Water, Gloucester Cathedral, and at least 4 internationally acclaimed gardens. Further afield there is Stratford-Upon-Avon, Oxford and Bath, all within easy reach.
15. Prestbury House has easy access to the M5 and A40. The hotel has full helicopter landing facilities for up to 4 aircraft (for all directions, maps etc. click on the Contact page).
Restrictions
1. We do not accept dogs (assistance dogs only)
2. Check-in 3.00pm, Check-out 11.00am
3. No smoking hotel
4. Certain restrictions apply on race days and 31st December
5. Children under the age of 14 years are not allowed in the bar after 7.00pm unless it is an exclusive function.
6. We do not accept stag or hen nights.
WE HOPE THAT THIS FACT SHEET HAS BEEN USEFUL |
