Our Terms & Conditions

Cave Castle Hotel & Country Club

Terms & Conditions (2017)

This hotel trades as Cave Castle Hotel & Country Club and the below are the terms and conditions of use of facilities at the hotel. The hotel ultimately also adheres to the laws set out in the Hotel Proprietors Act.

Weddings Celebrations Booking Terms & Conditions

Booking.
When you decide upon your date and requirements e can make a provisional booking for you. This booking will be held for a period of 14 days, however, should a second party become interest in the same date during that period we will contact you. Should we not hear from you the provisional booking will be released after 14 days without further notice.

Deposit.
To confirm the chosen day, we require a non-refundable and non transferable deposit of £1000.00 and a signed and completed booking form. The booking form must be signed by both the bride(s) and groom(s). On receipt of your deposit we will confirm details of your booking in writing.

Minimum Numbers
The minimum numbers apply to each function room:

Each Suite: Day: 80 Both Suites: Day: 175 Eve: 100 Eve: 350
If the number of guests on the day is less than the minimum agreed, we reserve the right to charge the full food and drinks package for each person short of minimum number. Minimum numbers may be negotiated on weddings taking place Monday to Thursday.

Room Hire Charge.
Room hire is included provided you your wedding breakfast, drinks package and evening catering meets minimum number requirements. Any other arrangement will be subject to room hire charges as follows;

Wedding package without evening buffet: £750.00

Evening reception with catering: £1000.00

Wedding Exclusivity (hire of the other function suite only) £2500.00

Bridal Suites

A complimentary bridal suite will be offered to the bride/groom when the terms and conditions of booking are met. The bride/groom will have preferential choice over the five bridal suites for the night of their wedding only. In the event that Cave Castle be hosting two wedding parties on the same day the second couple to book for that day would then have choice of the remaining four. Bridal suites are available for booking for additional nights or guests at the agreed rate, subject to availability, requests for a particular room can be made although this cannot be guaranteed.

Catering

We will only cater for the total number of guests attending the function. We will not compromise our high standards of service by partial catering or by providing buffet catering as a wedding breakfast. All prices are based on a 3 course meal (including tea/coffee). Should you require more than one choice for your wedding breakfast; a surcharge of £5.00 per person, per course will apply. A pre order will also be required. We do not allow outside caterers to provide food within the hotel with the exception of wedding cakes.

Payment

50% of the outstanding balance is to be paid upon receipt of your pro-forma invoice 3 months prior to the wedding. Full payment is then due 4 weeks before the wedding. Should the final number of guests be more than the number advised, we will invoice you accordingly and for any other items requested on the day. No refund shall be given for decrease in numbers. Interest will be charged on late payments and any credit card payments to the value of £1000.00 or more.

Cancellation/Postponement of Date:

Should you wish to postpone your wedding, 6 months notice is required, we will only postpone a wedding date once. Please note in the event of cancellation, deposits are non refundable and non transferable to another booking.  Written confirmation of your wish to cancel/postpone your wedding is required. For cancellation, the following cancellation charges will apply:

Cancellation received with:

More than 12 months notice: £300.00 Administration Charge

9-12 months notice: 25% of the minimum contract price

6-9 months notice: 50% of the minimum contract price

3-6 months notice: 75% of the minimum contract price

Less than 3 months notice: Full contract price

The above charges must be paid within 14 days of the cancellation.

Minimum contract price equates to the numbers on the booking form and will be charged at the minimum package cost.

Weddings Celebrations Terms of Agreement

  1. “The Hotel” shall mean Cave Castle Hotel, South Cave, East Yorkshire, HU15 2EU.
  2. A deposit must be paid when reserving any bedrooms in conjunction with a function.
  3. The Client will indemnify Cave Castle for any loss or damage to the Hotel premises or contents caused by the Client or their guests.
  4. The Hotel does not accept liability for loss or damage to property brought onto the Hotel premises by/or on behalf of the Client however caused.  The person(s) making the booking is responsible for the conduct of their guests.
  5. Should you require any additional food, drink or service not mentioned in the contract, it is agreed that the hotel will be paid for these in full at the time of order.
  6. The Hotel will not be liable for the failure to provide agreed facilities in the event of it being prevented from doing so by causes beyond its control, including fire, flood, storm, etc.
  7. Clients who wish to bring electrical equipment into the hotel must do so by prior arrangement only.  A charge may be made in respect of electricity consumed by equipment utilising heavy loads.
  8. No food, wine, beer or spirits may be brought into the Hotel by the customer or the customers guests for consumption on the premises, unless the prior consent of the company has been obtained in writing and if the hotel so requires an additional charge must be paid.
  9. Any complaint arising from a Function must be made on the day to hopefully enable us to rectify the problem immediately or alternatively, made in writing to the Hotel within 7 days of the function.  The Hotel reserves the right to give consideration to complaints made after the event unless received in this manner and such a time limit.
  10. All prices are correct at time of printing; however they are subject to change without prior notice.  All confirmed functions at the time of a reprint will receive an amended copy of our information pack.
  11. Any deposits paid and any correspondence between the Hotel and customer shall be taken as confirmation of the customer’s agreement with acceptance of the foregoing terms and conditions.  An exchange of letters constitutes a contract.
  12. The client will always comply with statutory laws concerning licensing and entertainment provisions relevant to the event.
  13. The function/event shall terminate at the time stated.  An additional charge may be made at the discretion of the Hotel for any over run.
  14. The directors cannot accept responsibility for anything said to you by members of staff which deviates from the information given in this package and tariff unless you have written confirmation.

Private Events Booking Terms & Conditions

BOOKING:

When you decide upon your date and requirements, we can make a provisional booking for you. This booking will be held for a period of 14 days, however, should a second party be interested in the same date we will contact you. Prices quoted are correct at time of printing and are inclusive of VAT. However, in view of rising prices it may be necessary to increase some of our charges from time to time.

DEPOSIT:

To confirm the booking, we require a non-refundable deposit of £200.00 per room, together with written confirmation of approximate times and number of guests anticipated. On receipt of your deposit we will confirm details in writing of your booking. Should a deposit not be received within 14 days we will automatically release the room without prior notice. For Schools, Colleges and Universities, we request a damage bond of £500.00.

MINIMUM NUMBERS:

Both our suites have a minimum number which is to be agreed with the Functions Advisor upon booking..  If the number of guests is less than the minimum agreed, we reserve the right to make a charge of £10.00 for each person short of the minimum number. Should you require both suites, there is a minimum catering number of 150 people.

ROOM HIRE CHARGE:

A room hire charge is incorporated within the 3 course menu price (excluding Kings, Queens and Restaurant). However, should you not require catering from the hotel; a room hire charge will be incurred of £500.00. Additional room hire of £250.00 will be charged for daytime functions running into the evening (after 6pm) and those requiring a buffet only.

DISCUSSION:

Two months prior to your function, our Function Advisor will contact you to make arrangements to meet and discuss menu requirements, numbers and other details.

PAYMENT:

A Pro Forma invoice for the anticipated total cost will be sent to you with final details of the Function. Final numbers are required 4 weeks prior to your function together with full payment. Should the final number of guests on the day be more than the number advised, we will invoice you accordingly.

DAMAGE:

Please note the person booking the function is responsible for their entire guest’s behaviour and any theft, vandalism or damage will be charged to the organiser.

CANCELLATION:

If you have to cancel your function, we reserve the right to retain the deposit paid and the following charges will apply:

Cancellation received with

  • 12 Months notice – £75.00 Admin. Charge
  • 6 Months notice – 25% of contract price
  • 3 Months notice – 50% of contract price
  • 1 Months notice – 75% of contract price
  • Less than 1 Month – Full contract price

 

Corporate Events Booking Terms & Conditions

Provisional Reservations:

Our conference facilities can be reserved provisionally but in the event that another client wishes to confirm the same date, then we would contact you to ascertain the status of the conference.

Confirmation:

A booking will only become confirmed upon receipt of the signed terms and conditions.

Final Numbers:

The final numbers attending a conference must be notified at least 3 working days prior to the event. The final number of bedrooms required must be confirmed at least 7 days prior to the event. If a number of rooms are not confirmed at this date, the booking will be deemed as provisional and Cave Castle reserve the right to accept other business for the dates in question and release the bedrooms that are provisionally held.

Reduction in Numbers:

A charge will be levied when final numbers dropping below 60% of the original     anticipated at the time of the confirmation of the booking, unless we are notified accordingly.

Cancellation:

If a confirmed booking is cancelled within 14 days of the event the business will be evaluated and a cancellation charge of at least 25% of the total anticipated revenue will be payable.  If a confirmed booking is cancelled within 7 days of the event, an invoice for 50% of the lost revenue will be payable.

Settlement of Account:

Final accounts can be settled either before leaving the Hotel or our accounts department will dispatch an invoice to be settled within 14 days.

Prices:

All prices in our information pack are current at the time of going to print.  They are subject to changes without prior notice.

Loss and Damage:

Cave Castle shall not be liable for any loss or damage to the property of the guests or any such person as may occupy the premises.  Any damaged caused shall be restored by Cave Castle Hotel, and the cost incurred will be recharged to the client.

Accommodation Booking Terms & Conditions

Payment

  1. Cave Castle Hotel & Country Club accepts payment by cash, credit/debit card (Visa, Mastercard, American Express, Maestro, Electron), we also accept payment by Cave Castle Hotel Vouchers previously purchased at the hotel. Payment terms will differ dependent on the booking type, and bookings that require pre-payment at time of booking must be paid by a debit or credit card unless the customer is present at the hotel for payment at the time in question.
  2. Customers paying with cash will be required to pay in full for the duration of their stay upon arrival at the hotel. Customers paying cash on check in will not be granted credit facilities within the hotel during their stay, meaning that certain facilities will be restricted. Food & Beverage facilities however can be used, and paid at the time of usage directly.
  3. International customers to the UK – All guests staying from a non UK or Commonwealth residential address staying at the hotel are required to leave details of their passport including nationality, place of issue and passport number.
  4. Preauthorisation – Upon check in to the hotel, for all accounts that an element of it is being settled directly, you will be asked to produce a credit card for pre-authorisation. This card will be pre-authorised for the accommodation cost and £50 additional per night for the case of any extra costs. Debit cards may also be used, however in this case the money may be held from your account throughout the duration of your stay, and up to five days afterwards. We recommend those paying by debit card to prepay on check in and use the card in the various outlets around the hotel.

Reservations

  1. Standard terms apply for bookings of less than 10 rooms, group terms apply to bookings of 10 rooms or more.
  2. Flexible Booking Terms – bookings made on our flexible term are subject to a cancellation term of 16.00hrs on the day prior to arrival. Rates are quoted room only, inclusive of VAT unless otherwise quoted at the time of booking. A credit/debit card or company/agent guarantee (contracted companies/IATA only) is required at the time of reservation. Any credit cards and debit cards used must have an expiry date after the date of stay.  In the event of a non arrival the full cost of the first night will be charged.  All bookings may be subject to a £40.00 non refundable deposit being requested at the time of booking, in the event of a cancellation the £40.00 deposit will be lost.
  3. Advance Purchase Terms – bookings made through our advance purchase rate, are subject to full pre-payment at the time of booking. These bookings are non refundable and non transferable. A full cancellation charge will be charged upon cancellation or non arrival or a reservation at the hotel. At the point of booking if your card fails to charge, you will be contacted and notified that your booking has been moved onto a flexible rate and the cancellation terms have changed to this. In this instance, the cost of your reservation will increase, however we will notify you of the new cost of your reservation through an email or phone call at the point we make the amendment.  In the event of a non arrival the full payment for the booking will be lost.
  4. Third Party Reservations – bookings made through third party companies for our hotel, must be cancelled or amended through the same agency or website they have been booked. Cave Castle Hotel & Country Club will only accept cancellations or amendments for bookings made directly with us. Terms will often differ with third party booking companies to ours directly, any questions regarding their terms should be addressed with the agency or website you booked through.
  5. Accessible Rooms – Guests are requested to detail any access requirements they may have at the time of booking, so that we can guarantee an accessible room for them. The hotel are unable to guarantee accessible rooms on check in at the hotel unless pre-reserved.
  6. Supplementary Charges – All of our reservations are based on a maximum of two occupants per room, additional guests can be added to your reservation, subject to availability and room capacity restrictions. The cost per guest will be £10.00 per person for Bed & Breakfast rates and £20.00 per person for Dinner Bed & Breakfast rates. The supplementary charge must mirror the room package chosen. Extra Beds may be used to all supplements where needed.
  7.  Extra Beds & Cots – Extra Beds can be added to some of our double rooms. These are subject to availability, and must be reserved at reservation stage, this will be a supplementary charge as detailed above. Cots are again available upon request and will be issued free of charge on request.  Please contact the hotel directly at the time of booking to arrange this.
  8. Room Type Descriptions – Traditional Double Room, one double bed, Traditional Twin Room, two single beds, West Wing Double Room, one double bed, Castle Lodge Double Room, one king size bed, Castle Lode Twin Room, 2 single beds, Family Room 1, one double bed and one single bed, Family Room 2, 1 double bed and 2 single beds (extra bed available on request, subject to supplementary charge).
  9. 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 or on corporate rates or to companies or guests directly.

Group Booking Reservations

  1. All bookings of 10 rooms or more are regarded as group bookings. In order to make group reservations it is subject to a group or allocation booking agreement being fully completed and issued.
  2. All signed agreements must be received at the hotel by 5.00pm on the ‘agreement expiry date’ stated on the group or allocation booking agreement. Should this not be completed by this date, the group or allocation will be released and subject to requotation and availability of accommodation space.
  3. At the point of returning the signed agreement, the appropriate guarantee must be provided at this point. This may be in the form of credit card or a deposit of a minimum 25% of the overall total booking value. This excludes companies or agents with active credit accounts with the hotel, on the condition the total booking value of the group is within the credit limit awarded.
  4. Dinner, Bed & Breakfast & All Inclusive packages are subject to the availability of dining space, a supplementary charge of £10 per person applies for private dining.
  5. The client is liable to meet the payment agreement otherwise the group will be released and space will be subject to availability and re-quotation of rate.
  6. In the event of non-arrival for the stay, the cost of 100% charge will apply. This will be applied to the account, charged to a credit card or credited or from any deposit held. All additional room nights applicable to any guests that have not arrived will be released for re-sale.
  7. In the instance where the guests are settling their accounts direct with the hotel, the client is liable to all non arrival and late cancellation charges that have not been settled with the hotel.
  8. A rooming list for all attendees will be required a minimum of 14 nights prior to the date of arrival of the group.
  9. Any reservations for dining facilities must be made a minimum of 7 days prior to the arrival date at the hotel. These can be made as part of the initial booking and private facilities for dining are subject to availability of space.
  10. The client accepts without exception the hotels absolute right to refuse accommodation and/or any other services to any person(s) who in the sole discretion of the hotel is or may act in a way as to interrupt the smooth running of the hotel.

Check In

  1. Check in Time at the Cave Castle Hotel & Country Club, is from 2.00pm. Check In time prior to this time can be requested but not guaranteed. Early check in requests will be prioritised by our front desk team, if you are planning to arrive early please let us know at the time of reservation, so we can aim to prepare your room in advance.  A limited number of early check ins can be guaranteed on a first come first served basis, a supplementary charge of £20.00 will apply for this option.
  2. At the point of check in, you will be asked to reconfirm some of the key details of your reservation, this will include your room rate, room type, inclusive package (if applicable), access requirements, departure date and number of people in the room. All amendments need to be made at this stage to avoid any additional charges.
  3. Minimum age to stay at the hotel is 16 years old, without supervision from a guardian. The hotel will require a copy of a form of ID on check in (e.g. copy of birth certificate or provisional licence) if the guest is deemed to be under the age of 16.
  4. Cave Castle Hotel & Country Club accepts payment by cash, credit/debit card (Visa, Mastercard, American Express, Maestro, Electron), we also accept payment by Cave Castle Hotel Vouchers previously purchased at the hotel (use of a voucher to make payment must be identified at the time of booking). Payment terms will differ dependent on the booking type, and bookings that require pre-payment at time of booking must be paid by a debit or credit card unless the customer is present at the hotel for payment at the time in question.
  5. Customers paying with cash are required to 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.
  6. International customers to the UK – All guests staying from a non UK or Commonwealth residential address staying at the hotel are required to leave details of their passport including nationality, place of issue and passport number. Failure to produce ID on check in for international visitors will result in check in being refused.
  7. Under extreme circumstances, the hotel reserves the right to refuse check in to any guest at any point if they believe the guest could potentially cause damage to the hotel or the environment that our guests are enjoying.
  8.  Cave Castle Hotel & Country Club accepts no liability for loss or damage to your vehicle and property inside it during your stay with us or throughout the duration of your vehicle being parked in our car park.  We provide CCTV in our car park, however we cannot guarantee that a camera will cover your vehicle or that imagery will be available should there be loss or damage to your vehicle.  Any footage will be handed directly to the relevant authorities upon request.

Cancellations

  1. Flexible Reservations – cancellations must be received by 16.00 hours on the day prior to arrival otherwise the first night’s accommodation charge will apply.
  2. Advance Purchase Reservations – full cancellation charge applies for the duration of the stay will apply at the point of cancellation.
  3. If cancelling a room, a cancellation reference will be issued by our team will be issued and forwarded to you for your reference. This must be kept for your records. Should you be unable to produce a cancellation reference for your booking, the applicable charges to your rate will still apply.
  4. Third Party Bookings – bookings are to be made through the third party booking company or agent you booked through. Bookings and cancellation enquiries for bookings made through a third party operator will not be handled by the hotel directly.
  5. If you decide to shorten your stay with us, you must let us know prior to arrival at the hotel, and at the latest by check in at the hotel. Should you decide to depart earlier from the hotel beyond the point of check in, an Early Departure Fee of £50.00 may apply to your booking.

Particular Requirements

  1. Should you require a family room, or additional sleeping facilities in your room, these must be booked directly with the hotel and requested at the time of booking otherwise cannot be guaranteed. The hotel will endeavour to meet all guest requests at the time of reservation.
  2. Cave Castle Hotel & Country Club is a non-smoking hotel, no smoking including e-cigarettes is allowed within the building.  There are designated smoking areas provided within the grounds outside of the building. Smoking in a Non Smoking room will be subject to a smoking fee of £150.00 for the deep cleaning of the room.
  3. If cancelling a room, a cancellation reference will be issued by our team will be issued and forwarded to you for your reference. This must be kept for your records. Should you be unable to produce a cancellation reference for your booking, the applicable charges to your rate will still apply.
  4. Third Party Bookings – any booking amendment or cancellation is to be made through the third party booking company or agent you booked through. Bookings and cancellation enquiries for bookings made through a third party operator will not be handled by the hotel directly.
  5. If you decide to shorten your stay with us, you must let us know prior to arrival at the hotel, and at the latest by check in at the hotel. Should you decide to depart earlier from the hotel beyond the point of check in, an Early Departure Fee of £50.00 may apply to your booking.
  6. Accessible rooms must be requested at reservation stage and cannot be guaranteed at check in unless pre reserved in advance.
  7. Although the Cave Castle Hotel & Country Club will make every possible effort to meet your accommodation requirements, all rooms are subject to availability. We apologise in advance if your particular requests cannot be met.
  8. Electrical appliances such as toasters, mini cookers and portable grills, may not be used in the rooms as they set off the sensitive alarm system.
  9. Pets – Cave Castle Hotel & Country Club does not accept any pets with the exception of guide and assistance dogs.
  10. Car Parking – Car Parking is free to overnight guests however the hotel cannot guarantee availability of space for parking. Should the car park be full, our team will direct you to the nearest available car park, which may be chargeable to the guest directly.
  11. The hotel accepts no liability for damage or theft of goods whilst onsite at the hotel, on the grounds of the hotel at any time.

Breakfast

  1.  Breakfast is available in the Windsor Restaurant from 7.00am – 9.30am, Monday – Friday & 8.00am-10.30am on a Saturday-Sunday. Breakfast consists of a continental and full English buffet and a selection of hot and cold beverages. Items may vary dependent on seasonality and availability of stock.
  2. During peak periods the Windsor Restaurant may get busy, the hotel will make every effort to ensure guests are seated within 20 minutes of arriving.  During some peak periods Breakfast may be served in our Sandringham Suite and Bistro.
  3. In Room Dining is available for continental breakfast only.
  4. Breakfast is also open to non residential guests to join in house guests at a supplementary charge that can be paid at the Windsor Restaurant entrance.
  5. Children’s pricing for breakfast applies to children aged 12 or less. Over this age the full adult price applies.
  6. Although the Cave Castle Hotel & Country Club will make every possible effort to meet your accommodation requirements, all rooms are subject to availability. We apologise in advance if your particular requests cannot be met.

Restaurant

  1. Our restaurant is open to all guests of the hotel and members of the public offering a range of A La Carte and Table D’Hote Meals. During peak periods our restaurant often extends into our Sandringham Suite and Courtyard Bistro, which sometimes can be used for private use.
  2. Deposits are required for bookings of 15 or more people, these are to be taken at the time of booking and are non refundable should people not arrive. Unfortunately deposits are not transferable to be used as credit on the bill should people fail to arrive. The deposit amount per person is £10.00, with the exception of Sunday Lunch service where it is £5 per head.
  3. The restaurant opening hours are between 7.00pm and closing at 9.45pm, last entrance to the restaurant will be strictly at 9.45pm on a Monday to Saturday and 7pm until 8.45pm on a Sunday.  Our Courtyard Bistro is open on a Monday – Thursday from 10am – 8.30pm, on Friday 10am – 5.30pm, Sunday 10am – 3pm.
  4. Payment is only authorised to go to a guest room subject to credit facilities at the hotel, you will be required to pay on departure from your meal in the restaurant if you do not have an account organised with reception.
  5. Children’s pricing for breakfast applies to children aged 12 or less. Over this age the full adult price applies.
  6. Although Cave Castle Hotel & Country Club will make every possible effort to meet your dietary requirements and menu availability, all items are subject to availability. We apologise in advance if your particular requests cannot be met.
  7. Private use of the Windsor Restaurant will be subject to a Room Hire charge, please speak to our Events Team for a quotation for this.