Terms and Conditions

Terms & Conditions – Jan 2015

Check-in/out Times

Rooms can be occupied from 2pm on the day of arrival, although you are welcome to arrive at the Virginia Court Hotel earlier. If your room is available you can check in.

Late check in’s after 10pm are by prior arrangement only. Please note a late night check in fee may apply to cover additional staff time, this will be advised to you at time of enquiry.

Rooms should be vacated by 11am on the day of departure.

Reservation Deposits & Payment

Bookings are secured by payment of a non-refundable deposit equivalent to the first nights stay which will be deducted from your account at the end of your stay. You will be asked to pay the deposit at time of booking. We are happy to accept cash and card payments however we do not accept personal or company cheques as payment at the time of departure. We regret we cannot accept American Express or Diners Club cards. The balance of your booking is payable on departure.

A reservation is a legal contract under British law. It can be made by telephone, email, fax, in writing or verbally in person and confirmed with a debit/credit card, cash or cheque.

The hotel will forward an email confirmation of your booking. It is your responsibility to check arrival and departure dates, room type and tariff, and to advise us immediately if any details are incorrect. If you require a postal confirmation an additional charge may apply.

Prices quoted are correct and include VAT at the prevalent rate when the reservation was made, currently 20%. Due to unforeseen market forces we reserve the right to amend prices accordingly.

All pre agreed credit amounts are due within 28 days of invoice, and we reserve the right to charge interest at the rate of 2% above the base rate, per month on all overdue accounts.


Pre-paid Rates

All pre-paid rates, such as our Special Offers or voucher deal rates are fully pre-payable, non-refundable and non-changeable. Special offers are not combinable with our Short Break Rates or other offers. You are advised to take out adequate insurance to cover any unexpected reasons for cancellation by yourselves.


Dinner Bed & Breakfast rates

Dinner bed & breakfast rates are only available if all nights are booked as such. We reserve the right to serve a Table d’hote Menu for guests on a Dinner B&B tariff, which may be served in either of our restaurants. If a Table d’hote Menu is served we will make an allowance of £25 per person against the A la Carte menu for guests who prefer to dine from the A la Carte menu.


Changes to Bookings

If you wish to amend your booking please advise us as soon as possible and we will make every effort to meet your requirements.


Cancellations by the Guest

Cancellations made at least 48 hours prior to arrival will incur no further charge beyond the deposit. If you provide at least 48 hours’ notice we will hold the deposit towards the cost of one future booking in the following 3 months, if however that is also cancelled your deposit will be lost. If you cancel less than 48 hours before the start of the booking, you will lose your deposit and you could be liable for a cost equal to any loss of income incurred if we are unable to refill the ensuing vacancy. In the event of early departure, you will be charged in full, for the remainder of your stay.We recommend you take out insurance to cover your costs should you have to cancel your booking.


Cancellations by the Virginia Court Hotel

The Virginia Court Hotel reserves the right to amend or cancel any booking without liability on its part in the event of any damage or destruction to the facilities by fire or flood or cause beyond the control of the Virginia Court Hotel which shall prevent it from performing its obligation in connection with any booking. We reserve the right to offer you an alternative choice of dates or local location for your stay in the unlikely event the need should arise. The Virginia Court Hotel will not be responsible for any consequential loss arising from such circumstances. The Virginia Court Hotel strongly recommends that guests purchase Holiday/Travel Insurance.


Return of Room Keys

There will be a £25 charge should a guest lose, damage or fail to return keys.



Parking is available in the private on-site customer car park to the side of the Virginia Court Hotel. Cars are parked at their owners’ and drivers’ risk and the Virginia Court Hotel cannot accept responsibility for any damage or theft occurring to vehicles. If a vehicle is left in the car park without the consent of the Virginia Court Hotel, we reserve the right to remove the vehicle at the owner’s expense.



All children are the responsibility of their parents/carers and must be under supervision at all times. Children under 13 years are charged at £20 per child, per night for accommodation and breakfast, provided they are sharing a room with two full paying adults. A very limited number of rooms are suitable for 2 Adults & 1 child or for 2 Adults and 2 children. Children under 2 are free provided they share a bed with adults or you provide your own travel cots with all meals to be paid separately. A travel cot and bedding can be provided at £5 per night supplement.



With the exception of assistance dogs, no pets are allowed within the Hotel.



We would kindly request that rooms are kept in a reasonable order. Should excessive cleaning be required a surcharge will be added to account for this.



In line with government legislation, smoking is prohibited in all rooms and public spaces at the Virginia Court Hotel. Guests who breach our no smoking policy will be charged for de-fuming costs. A fine of £100 will be levied per room. Please note this also applies to electronic cigarettes.


Food and Drink

The Virginia Court Hotel is fully licensed and guests are welcome to reserve tables in our restaurant. Only food, drinks and alcohol bought at the Virginia Court Hotel may be consumed on the premises without our express advance permission, in which case a corkage fee will apply.


Inappropriate Behaviour

All our guests have the right to be treated with dignity and respect. Should the management deem any actions by a guest inappropriate, or if any illegal or inappropriate behaviour is brought to the attention of the management, the Virginia Court Hotel reserves the right, after any allegations have been investigated, to take action against the guest, which may entail asking the guest to leave or involving the police.


Damage to Property

We reserve the right to charge guests the cost of rectifying damage caused by accidental, deliberate, negligent or reckless acts of the guest (or their guests) to any property of the Virginia Court Hotel. We will however make every effort to rectify any damage internally prior to contacting specialists to make the repairs.


Removal of Property

We reserve the right to charge guests the cost of replacing any items that are removed from the premises by them without consent. The charge will be the full replacement amount of the missing item, including any carriage charges.


Tampering with Fire Detection Systems and Fire Fighting Equipment

We reserve the right to take action against any person found to have tampered/interfered with any fire protection equipment throughout the Virginia Court Hotel. Guests found to have tampered with such equipment will be charged with any costs incurred by the Virginia Court Hotel due to their actions and may be asked to leave. Depending on the severity of the guest actions, the police may be contacted.


Lost Property

The Virginia Court Hotel is not liable for any loss or damage to the property of the client or any person as may occur within the constraints of the Hotel Proprietors Act 1956. If we find any lost property, we will make every reasonable effort to locate the owner and return it, but if we cannot locate the owner and an item is not reclaimed with 3 months of the guest’s departure it will be disposed of by the Virginia Court Hotel.


Use of the Grounds

We are pleased for guests to use facilities within our grounds, including the garden area, but point out that we cannot accept responsibility for any accident or injury which might occur whilst using these facilities.



We are committed to protecting your privacy and security. Whenever you provide personal information, we will treat that information in accordance with this policy, current UK Data Protection legislation and Internet best practice.

Data Protection: We never sell your details to anyone else. If we wish to use your personal information for an additional purpose, we will always ask you to agree at the point of collection. If you have already supplied us with personal information, you can change your instructions at any time.

Links to third party sites: Our website contains hyperlinks to other websites. This information is supplied in good faith, in case it is of interest or use to website users. We are not responsible for the content or functionality of any of these external websites – but please let us know if a link is not working.