The Lodge at Newbury Racecourse terms & conditions
1 Introduction
These are the terms and conditions that apply when you reserve a room at The Lodge at Newbury Racecourse.
You will be asked to confirm your acceptance of these terms and conditions when you make a reservation.
We reserve the right to amend these terms and conditions at any time and you should therefore check them each time you make a reservation. The terms and conditions applying to your reservation will be those in place on the date that you make your reservation.
Additional terms apply to your use of our digital channels whether or not you make a reservation through them. These are published on the relevant digital channel.
2 Reservations
To reserve your room please follow the instructions on the website.
You must be at least 16 years old to make a reservation.
You will need to provide your credit or debit card details to secure your reservation. The Lodge accepts all major debit and credit cards, except for American Express and Diners Club, to secure a reservation.
Please check that the details of your reservation are complete and accurate before you confirm your reservation. We will not be liable for any delay or non-performance if you provide us with incorrect information.
We will confirm our acceptance of your reservation by sending you an email to the email address that you provide during the reservation process. The contract between us for the provision of your room and any additional services added to your reservation will be formed when you receive this email confirmation from us.
If you think that there is a mistake in your reservation or if you require any changes to a confirmed reservation, please contact us info@thelodgenewbury.co.uk 01635 39673, to discuss.
3 Group reservations
A reservation of five rooms or more is usually considered a group booking.
If you wish to make a group booking, please call our Central Reservations team on 01635 39673.
4 Room prices
The Lodge operates dynamic pricing and the price of our rooms fluctuates based on demand. When you make a reservation request, we’ll give you a total price for the rooms and number of nights you’ve requested. The price you pay is the price quoted to you at the time you make your reservation.
Room prices are per room, per night and are inclusive of VAT at the applicable rate at the time of your reservation. If the rate of VAT changes between the date of your reservation and the date of your stay, we will adjust the rate of VAT that you pay, unless you have already paid for the reservation in full before the change in the rate of VAT takes effect.
Breakfast is complimentary (full English and/or continental), unless otherwise stated. All other food, drink and other extras are not included in the room price but you may be able to add them to your reservation during the booking process or they may be available to you during your stay. All other meals and extras must be paid for separately.
Fully flexible: If you book a Fully Flexible rate you may choose whether to pay for your room in full at the time of booking or to pay on arrival. You will be able to amend or cancel your reservation up to midnight on the day before arrival without charge. If you cancel your reservation after midnight on the day before arrival (or make a reservation after midnight on the day before your arrival day and subsequently cancel it) you will be charged a cancellation charge equivalent to one night’s accommodation for each room booked and for any meals and extras booked for the first day of your stay.
Advance Saver: Advance Saver is a discounted rate that may be available subject to availability. Payment in full is required for all Advance Saver bookings at the time of booking. Because Advance Saver rooms are made available at a discounted rate, these rooms and any meals or other extras booked with them cannot be amended or refunded.
5 Occupancy
The maximum room occupancy is two adults. Adjoining Family rooms (where available) can accommodate two adults and two children (under the age of 16). You must not exceed the maximum occupancy for the room allocated to you.
Children under 16 are not permitted to stay at The Lodge unless a parent or guardian is also staying in the hotel.
6 Accessibility
The Lodge has two rooms which have been specially adapted for customers with disabilities. For more information please contact our Reservations team on 01635 39673 or email info@thelodgenewbury.co.uk
7 Special requests
Although we will always try to accommodate special requests, all rooms are subject to availability.
8 Meals
Complimentary breakfast (full English and/or continental) is included in the price of your room, unless otherwise stated.
We offer a limited evening menu between the hours of 7pm and 9pm, please ask at reception.
9 Paying for your room
If you have not paid for your room and any extras added to your booking in full at the time you make your reservation, you will need to pay on arrival.
Payment may be made by cash, credit/debit card (Nb. we do not accept American Express or Diners Club). The expiry date of your debit/credit card must be later than the end of your stay. We do not accept personal cheques.
Rooms may be paid for by business cheque, however we must receive all business cheques at least three weeks before the arrival date – cheques should be made payable to Newbury Racecourse plc.
10 Cancellations
Your right to cancel
Fully Flexible rooms may be cancelled before midnight on the day before the arrival date. If you cancel your reservation before midnight on the day before the day of arrival and have paid for the room in advance by debit/credit card, a full refund will be processed to the same debit/credit card the next working day though it may take a few days for the funds to reach your account. A cancellation reference will be given and should be retained as proof of cancellation.
If you cancel a reservation after midnight on the day before the day of arrival and have not already paid for the room in advance you will be charged a cancellation charge equivalent to one night’s accommodation per room booked and for any meals and other extras booked for the first day of your stay. A cancellation reference will be given and should be retained as proof of cancellation.
If you decide to shorten your stay you must inform reception at The Lodge by 11am on the day you wish to check out. Otherwise you will be charged a cancellation charge equivalent to one night’s accommodation per room booked and for any meals and other extras booked for the following day.
The first night of any booking made after 00:00 hrs on the day of arrival and the cost of any meals and other extras booked for the following day is non-refundable.
Because Advance Saver rooms are made available at a discounted rate, these rooms and any meals or other extras booked with them cannot be cancelled, amended or refunded.
You are not entitled to cancel or withdraw from your reservation under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.
Our right to cancel
Your breach
We may cancel your reservation at any time with immediate effect by giving you written notice (which includes email) if:
- you do not pay us when you are required to do so; or
- you break the contract between us in any other material way.
If we cancel your reservation where you are at fault, we reserve our legal rights in respect of your breach of contract.
Events outside our control
We may also cancel your reservation if an event outside of our control (including industrial action, explosion, fire, flooding, and failure of power and/or water supplies or emergency evacuation) means that we are unable to make your room available to you. In this case we will contact you to let you know as soon as possible and:
- if you have already paid for your room, we will refund your payment to you; or
- if you have not yet paid for your room, you will not have to make any payment to us.
Save as set out above, we will not be liable or responsible for any failure to perform, or delay in performance of, any of our obligations that is caused by an event outside of our control.
This does not affect your statutory rights.
11 Arrival and departure
Rooms are available from 3pm on the arrival date unless you have requested an early check-in which will be charged at £20 per room, in which case you will be able to check in from 12 noon subject to availability. Please let us know if you are likely to arrive after 11pm.
Guests will be asked to provide proof of identity and nationality upon check-in. Overseas guests, excluding Republic of Ireland and Commonwealth citizens, will be asked to complete a registration form and provide their identity card / passport details. Acceptable forms of identification are: a passport, driving licence, ID card or police warrant card.
Guests wishing to charge drinks, food or other extras to their room will be asked to provide a pre-authorisation on their debit/credit card.
Rooms must be vacated by 11am on the day of departure unless you have requested a late check-out which will be charged at £20 per hour, in which case rooms must be vacated by 1pm. Failure to leave your room by this time may result in a late check-out charge equivalent to one night’s accommodation
12 Our expectations of you (and your group)
You must not:
- smoke anywhere inside The Lodge. This includes the smoking of e-cigarettes. Permitted smoking areas will be identified on site. Smoking on the premises outside of the designated smoking area will result in a £100 fine. Please note that after 9pm the only designated smoking area is on the north (car park) side of the building;
- bring any pets onto the premises, with the exception of assistance dogs;
- bring any potentially dangerous or hazardous materials or equipment onto the premises;
- use any electrical appliances that may set off the fire alarm system, such as toasters, mini cookers or portable grills;
- tamper with any fire alarms or emergency equipment;
- remove, damage or destroy any property belonging to The Lodge or Newbury Racecourse;
- use any of the technology provided by The Lodge to download or access any unlawful or obscene material; or
- cause unreasonable disturbance to our other guests, any of our staff or local residents.
- If you or your group cause damage or loss of any kind to the hotel, other guests or their property, you (as the person making the booking) will be responsible for that damage or loss and you shall be liable to pay to Newbury Racecourse plc on demand the amount required to make good or remedy such damage or loss.
You and the members of your group must not resell or transfer your reservation (or any part of it) nor advertise, market or otherwise offer any room for sale either on its own or as part of a combined offer. The Lodge will not honour any reservations made in this way and does not accept any liability for doing so. If you are a Tour Operator and wish to book rooms at The Lodge you should contact our Reservations team on 01635 39673 or info@thelodgenewbury.co.uk
If you or your group cause damage to the hotel, other guests or their property, or otherwise breach any of these terms and conditions, we reserve the right to:
- cancel your reservation with immediate effect and (if appropriate) eject you from our premises;
- retain all sums paid by you and/or charge you the full amount of your reservation; and/or
- refuse future reservations from you and/or refuse you entry or accommodation onto any of our premises.
The Lodge and Newbury Racecourse plc will not be liable for any refund or compensation in such circumstances.
13 General
Your information
We process information about you that you provide when making a reservation and/or upon check in at our hotel in accordance with our company privacy policy. By providing this information you consent (on your behalf and on behalf of each member of your group) to such processing and you warrant that all information provided by you is accurate.
The contract
This contract formed when we confirm your reservation is between you and us. No other person shall have any rights to enforce any of its terms, whether under the Contracts (Rights of Third Parties Act) 1999 or otherwise.
Your rights
If you are a non-business customer you have certain rights under consumer protection legislation. Nothing in these terms and conditions is intended to affect those rights.
Our liability
We accept liability for death and personal injury arising from our negligence or that of our employees and agents. We do not seek to exclude our liability for fraudulent misrepresentation by us or our employees or agents.
We do not accept liability for failure to meet any of our obligations where such failure is due to events beyond our reasonable control.
If we breach these terms and conditions for reasons within our control we shall only be liable for losses that are direct losses and a reasonably foreseeable consequence of such breach.
We shall not be liable whether in contract, tort (including negligence) or for breach of statutory duty, or in any other way, for any indirect or consequential losses including:
- loss of income, sales or revenue;
- loss of business;
- business interruption;
- loss of profits or contracts;
- loss of anticipated savings;
- loss of data;
- loss of reputation and/or goodwill; or
- wasted management or office time.
Where we are liable to you (save as prohibited by applicable law) our maximum liability to you whether in contract, tort (including negligence) or for breach of statutory duty shall in no event exceed the price of your reservation unless the Hotel Proprietor’s Act 1956 applies, in which case our liability will be limited to the maximum prescribed under that Act.
Applicable law
These terms and conditions, their subject matter and formation (and any non-contractual disputes or claims) are governed by and construed in accordance with English law.
If you are a consumer you and we both agree that the courts of England and Wales will have non-exclusive jurisdiction over any claim arising from, or related to, your reservation and/or stay at The Lodge. We retain the right to bring proceedings against you for breach of these terms and conditions in your country of residence or any other relevant country. If you are a resident of Northern Ireland you may also bring proceedings in Northern Ireland, and if you are resident of Scotland, you may also bring proceedings in Scotland.
If you are making a business reservation, you and we agree that the courts of England and Wales will have exclusive jurisdiction over any claim arising from, or related to your reservation and/or stay at any The Lodge.
Severability
If any part of these terms and conditions is deemed invalid, illegal or for any reason unenforceable then that part will be deemed deleted and will not affect the validity and enforceability of the remaining parts. Any failure by us to enforce our rights or remedies under these terms and conditions or otherwise shall not be construed as a waiver by us of those or any other rights or remedies.
All rights not expressly granted in these terms and conditions are reserved.
14 Contact us
If you require further information or have any questions regarding our website or these terms and conditions, then please email: info@thelodgenewbury.co.uk, telephone us on 01635 39673 or write to us at:
The Lodge
Newbury Racecourse,
Newbury,
Berkshire,
RG14 7NZ