The White Swan Inn

Terms & Conditions

These terms and conditions apply to all bookings made with The White Swan Inn, whether via our website, online via 3rd party, by email or over the telephone. They contain important information about your stay and we kindly ask that you read these carefully. If there is anything you would like to discuss regarding your booking or these terms and conditions, please don’t hesitate to contact us.

CHECK IN & CHECK OUT TIMES:

Guests may check in at any time from 15:00 on day of arrival. On departure, we kindly ask that guests vacate no later than 11:00am.

Early check-in and late check-out can be arranged with reception but may be subject to a charge of £20.

RATES:

Please note our rates stated are at a starting from price, and fluctuate throughout the year depending on season. We often run special offers and late room rate, which you can view here.

ONLINE AVAILABILITY:

The availability shown online is live and always up-to-date. If you can't find the date you are after, please email welcome@white-swan.co.uk and we will contact you should a room become available.

ACCOMMODATION FRAUD:

Please be aware of accommodation fraud. Unfortunately, it does exist.

Accommodation fraud is when you pay money through a booking agent for a hotel reservation, but the reservation does not exist.

Protect yourself from accommodation fraud:

  • Be aware that fraudulent adverts do exist. If you have any doubts always contact us direct.
  • The safest way to protect yourself from booking hoax accommodation is to book directly through our own website or over the phone. Here you will find the cheapest available rate and all our special offers.
  • If you decide to book independently through a third-party agent, you should exercise caution. Our affiliates are booking.com, Expedia, Staylists and Speedy Booker we do not have a contractual agreement with any other 3rd party agent.
  • We always make every effort to ensure our partners' rates are within 10% of the direct booking price. If you see a cheaper rate it is highly likely that it is fraudulent.
  • We do not offer a room only rate or advance payment options* if you see this advertised, beware.
  • Unfortunately, if you have made a reservation to stay with us through Zenhotels or lol Travel it will not exist in our system. We are not affiliated with either site.

*Exceptions will only be in the case of peak times, such as Christmas, when a deposit will be required and full payment made before arrival. We will always make you aware of any pre-payment terms at time of booking.

CHANGING OR CANCELLING YOUR BOOKING:

If you wish to make a change to your booking, please contact us. We will let you know if the change is possible and will send you a confirmation email with the new booking details if the change has been accepted.

All reservations must be guaranteed with credit/debit card. Cancellations must be made no later than 72 hours prior to arrival. 72hrs are calculated from 15:00 current local time for London on the day of your arrival. Applicable cancellation charges - the first night's accommodation rate including VAT - will be charged to the card details you supplied to us at the time of making your booking. Please note that where a deposit has been paid, all deposits will be non-refundable.

CHILDREN:

Children are more than welcome, both in the restaurant and to stay.

Children staying under the age of 5 go free.
Children over 5 are charged at £20 per night, bed and breakfast if sharing a parent’s room.
Children requiring their own room will be charged at adult full rate.
Children’s menu available, served from 6.00pm by prior arrangement.

Guests under 18: Please note that all guests under the age of 18 must be accompanied by an adult during their stay.

YOUR STAY -

During your stay, we ask that you comply with the following house rules:

Our Rooms:

The images of our rooms and facilities on our website are for illustrative purposes only. Every room is unique and the facilities you use during your stay may vary slightly from those images. Your reservation is for a particular type of room and, whilst we will try to accommodate specific room requests, unfortunately we cannot guarantee that you will be able to stay in a specific room during your stay.

Smoking:

Smoking is not permitted on the premises, and any persons wanting to smoke must do so in the allocated areas outside of the building. Smoking in the bedrooms attracts a mandatory room ‘out of order’ charge of one night's tariff. We also reserve the right to terminate the remainder of your stay in the event that we find you have failed to comply with our smoking policy.

Pets:

Pets are welcome to stay in specific pre-allocated rooms. Should you wish to bring your four legged friend with you, by prior arrangement, then please note charges apply.

We kindly ask you not to leave your dog in the room unattended and that you do not allow your dogs on any soft furnishings – failure to do so will attract an additional service charge.

Damage to our Property:

We reserve the right to charge guests the cost of rectifying damage caused by the deliberate, negligent or reckless act of the guest to the Inn’s property or structure. Should this damage come to light after the guest has departed, we reserve the right to make a charge to the guest’s credit / debit card, or send an invoice for the amount to the registered address. We will however make every effort to rectify any damage internally prior to contracting specialists to make the repairs, and therefore will make every effort to keep any costs that the guest would incur to a minimum.

Accidents:

Guests must report any accident or injury they or their guests may have whilst on the premises immediately to a member of management and in any event, within 24 hours of the incident. This information is needed in order to comply with health and safety obligations and for insurance purposes.

Parking:

We are unable to take responsibility for your car or any belongings that are in your car whilst you are onsite.  Please make sure that all valuables are removed from your car.

CONFERENCE BOOKINGS:

1. Provisional bookings may be cancelled without penalty to you.
2. Your booking becomes confirmed once we have been notified in writing and these terms and conditions have been signed and returned with 5 working days. We also require a 50% deposit three months in advance.
3. Should you have to cancel your confirmed booking a charge may be made equivalent to any loss suffered by the hotel – cancellation charges will be calculated as a % of the total booking value according to the following notice period given:

  • 25% If cancelled before 30 days prior to the event
  • 50% If cancelled between 30 and 8 days prior to the event
  • 100% If cancelled within 7 days of the event

If you give less than 7 days notice of a lesser number of guests attending than that previously confirmed by you, then we reserve the right to charge you the full per head charge for each guest not attending.

4. Any cancellations or amendments must be made in writing.
5. Incidental charges incurred during your stay will be settled by you before departing.
6. We reserve the right to charge/invoice any non-declared beverages consumed from mini-bars and/or honesty bar.
7. You will be charged corkage or equivalent charges for drinks brought in and consumed on the premises.
8. It is your responsibility for checking and settling of all accounts.
9. Our payment terms are 14 days on date of invoice, failure to do so will result in interest being charged.
10. Menus are correct at the time of issuing; there may be slight seasonal variances during the event.
11. Bedrooms will be available from 3pm on the day you arrive and must be vacated by 11am on the day of departure. It is your responsibility to ensure your guests know this.
12. You are responsible for any damage caused by your guests, whether in bedrooms or any other part of the hotel.
13. The entire hotel is non-smoking; any bedrooms that are smoked in will have a mandatory ‘out of order’ charge equivalent to one night’s tariff put on the bill. Please refer to our smoking policy.
14. Affixing signs, displays and posters to walls internally or externally may only be carried out with prior authorisation.
15. The hotel cannot be held responsible for any loss or damage to personal belongings.

PERSONAL INFORMATION:

We will use the personal information you provide to us in accordance with our Privacy Policy and in line with GDPR regulations.