Booking Policy

Cave Castle Hotel offers various payment methods, including cash, credit/debit cards (Visa, Mastercard, American Express), and previously purchased hotel vouchers. Payment terms depend on the booking type, and for pre-paid bookings, payment must be made by credit or debit card unless the customer is present at the hotel to make the payment.

Customers paying with cash must pay in full for the duration of their stay upon arrival, and they will not be granted credit facilities during their stay, except for food and beverage facilities, which can be used and paid for at the time of usage.

Upon check-in, customers must produce a credit card for pre-authorisation for all accounts that will be settled directly. The card will be pre-authorised for the cost of the accommodation and an additional £50 per person for any extra costs. Debit cards may also be used, but in this case, the money may be held in the account throughout the stay and up to five working days afterward. Customers paying by debit card are advised to prepay on check-in and use the card in the various outlets around the hotel.

For bookings of less than 10 rooms, standard terms apply. For bookings of 10 rooms or more, group terms apply.

Flexible Booking Terms: Bookings made under flexible terms can be cancelled up to 3:00 PM on the day before arrival. Rates are quoted on a room-only basis, and VAT is included unless stated otherwise. A credit/debit card or a company/agent guarantee is required at the time of reservation. All credit and debit cards used must have an expiry date after the date of stay. In case of non-arrival, the first night's full cost will be charged. A non-refundable deposit of £50.00 may be requested at the time of booking, which will be lost in case of cancellation.

Advance Purchase Terms: Bookings made under the advance purchase rate require full pre-payment at the time of booking. These bookings are non-refundable and non-transferable. A full cancellation charge will apply upon cancellation or non-arrival.

Third-Party Reservations: Bookings made through third-party companies must be cancelled or amended through the same agency or website used for booking. We will only accept cancellations or amendments for bookings made directly with us. The terms of third-party booking companies may differ from ours, and any queries should be addressed to the agency or website used for booking.

Accessible Rooms: Guests are requested to specify any access requirements they may have at the time of booking, to ensure that an accessible room can be guaranteed for them. Accessible rooms cannot be guaranteed on check-in unless pre-reserved.

Supplementary Charges: Our reservations are based on a maximum of two occupants per room. Additional guests can be added subject to availability and room capacity restrictions. The cost per additional adult guest is £30.00 for Bed & Breakfast rates, and £20 per additional child guest under 12 years. Extra beds can be added to some double rooms, subject to availability, at a supplementary charge. Cots are available upon request and are free of charge.

Room Type Descriptions: We offer Traditional Double Rooms with one double bed, Traditional Twin Rooms with two single beds, West Wing Double Rooms with one double bed, Castle Lodge Double Rooms with one king-size bed, Castle Lodge Twin Rooms with two single beds, Family Room 1 with one double bed and one single bed, and Family Room 2 with one double bed and two single beds (extra bed available on request, subject to a supplementary charge).

Commission: Our Base Strategy rooms are commissionable at 10%+VAT to IATA registered agents, unless an override agreement is in place. Commission is not payable to non-IATA agents, corporate rates or to companies or guests directly.

All bookings of ten rooms or more are classified as group bookings.

An appropriate guarantee must be provided, such as a credit card or a minimum 25% deposit of the total booking value. However, companies or agents with active credit accounts with the hotel are excluded from this requirement if the total booking value of the group is within the awarded credit limit.

Dinner, Bed & Breakfast, and All-Inclusive packages are dependent on the availability of dining space, and a £10 per person supplementary charge applies for private dining.

The client is responsible for fulfilling the payment agreement; otherwise, the group will be released, and the availability of space will be subject to re-quotation and rate. In the case of non-arrival, a 100% charge will apply, and additional room nights applicable to any guests who have not arrived will be released for resale.

If guests are settling their accounts directly with the hotel, the client is liable for all non-arrival and late cancellation charges that have not been settled with the hotel. A rooming list for all attendees must be submitted a minimum of 8 weeks prior to the group's arrival date.

Reservations for dining facilities must be made at least seven days before the arrival date at the hotel. Private facilities for dining are subject to space availability and can be made as part of the initial booking.

The client accepts, without exception, the hotel's absolute right to refuse accommodation and/or any other services to any person(s) who, in the sole discretion of the hotel, may disrupt the hotel's smooth operation.

The check-in time at Cave Castle Hotel is from 3:00 PM. While early check-in requests can be made, they cannot be guaranteed. We prioritise early check-in requests, and to ensure we can prepare your room in advance, kindly inform us of your arrival time when making your reservation. Limited early check-ins can be guaranteed on a first-come, first-served basis, with a supplementary charge of £20.00 for this option.

Upon check-in, we will ask you to confirm key details of your reservation, including your room rate, room type, inclusive package (if applicable), access requirements, departure date, and the number of people in the room. Any necessary amendments must be made at this point to avoid additional charges.

Please note that the minimum age to stay at the hotel without supervision from a guardian is 16 years old. If the guest is deemed to be under the age of 16, a copy of a form of ID (such as a birth certificate or provisional license) will be required on check-in.

We accept payment by cash, credit/debit card (Visa, Mastercard, American Express, Maestro), and Cave Castle Hotel vouchers previously purchased at the hotel (please indicate the use of vouchers when making a booking). Payment terms vary depending on the type of booking, and pre-payment bookings must be made using a debit or credit card unless payment is made in person at the hotel.

Guests paying with cash must make full payment for the duration of their stay upon arrival at the hotel. Failure to make this payment or provide a pre-authorisation of a valid credit or debit card will result in check-in being refused.

Non-UK or Commonwealth residential address guests are required to provide details of their passport, including nationality, place of issue, and passport number. Failure to produce identification upon check-in will result in refusal of entry to international visitors.

The hotel reserves the right to refuse check-in to any guest at any point if they believe the guest may cause damage to the hotel or environment. Please note that Cave Castle Hotel & Country Club is not liable for any loss or damage to your vehicle or personal belongings while on our premises, and any footage will be handed directly to the relevant authorities upon request.

For Flexible Reservations, we require cancellations to be made by 4:00 PM the day prior to arrival. If you fail to cancel by this time, you will be charged for the first night's accommodation.

For Advance Purchase Reservations, the full cancellation charge for the duration of your stay will apply at the time of cancellation.

If you need to cancel a room, our team will issue a cancellation reference and forward it to you for your records. Please keep this reference as proof of cancellation. Failure to provide a cancellation reference may result in charges still being applied to your booking.

If you made your booking through a third-party operator, all bookings and cancellation requests must be made through them. The hotel cannot handle these requests directly.

If you need to shorten your stay with us, please inform us before your arrival, or at the latest, during check-in. If you decide to leave the hotel before the end of your stay, beyond check-in, the remaining night(s) accommodation will be payable.

If you require a family room or additional sleeping arrangements in your room, please make sure to request them directly with the hotel at the time of booking. Although the hotel will make every effort to accommodate your needs, such requests cannot be guaranteed at check-in.

Smoking, including the use of e-cigarettes, is strictly prohibited inside Cave Castle Hotel premises. The entire hotel is a non-smoking establishment. Designated smoking areas are available outside on the grounds. It is illegal to smoke anywhere inside the castle premises, and a fee of £75.00 will be charged for smoking in a non-smoking room to cover the cost of deep cleaning.

If you need to cancel a room reservation, our team will issue a cancellation reference for your records. Please make sure to keep this reference handy. Failure to produce a cancellation reference may result in charges to your rate.

Third-party bookings must be amended or canceled through the third-party booking company or agent you used to make the reservation. The hotel will not handle bookings or cancellation inquiries made through a third-party operator.

Accessible rooms must be requested during the reservation process, and they cannot be guaranteed at check-in unless pre-reserved in advance.

Although the hotel will make every effort to meet your accommodation requirements, all rooms are subject to availability. We apologise in advance if your specific requests cannot be accommodated.

For safety reasons, electrical appliances such as toasters, mini cookers, and portable grills cannot be used in the rooms as they may trigger a sensitive alarm system.

Pets, with the exception of guide and assistance dogs, are chargeable at £15.00 per night, per pet You must inform the hotel that you will be bringing a pet prior to your arrival.

Car parking is free for overnight guests, but availability cannot be guaranteed. If the hotel car park is full, our team will direct you to the nearest available car park, which may be chargeable to the guest directly.

Please be aware that on certain nights with functions or events, noise throughout the main hotel building may persist until 1 AM. Although we make every effort to allocate quieter rooms, we cannot guarantee this during events. We apologise in advance for any potential disruption and appreciate your understanding.

The hotel accepts no liability for damage or theft of guests' property while on the premises or on the grounds at any time.