Check in and out

Rooms are available from 14.00 on the day of arrival with check out by 11.30 on the day of departure. These times are subject to change without prior notice.

Payment Policy

A valid credit card and 50% deposit (per bedroom) is required at the time of booking to guarantee all accomodation reservations. 

Your accomodation balance will be authorised against a valid credit card on arrival at check in until your departure at check out. Credit card details will also be used to guarantee against any additional services being taken during your stay at the Hotel.

We accept the following credit cards: Mastercard, Visa and American Express and the following debit cards: Visa/Delta, Maestro and Solo and GBP currency only.

At the time of booking, the arrival date, number of nights stay, room rate and inclusions/exclusions (e.g. breakfast or dinner) are confirmed with each guest. The Hotel cannot be held responsible for guests that miss or do not utilise their breakfast and/or dinner allowance (where applicable).

Cancellation policy

Our cancellation policy is 7 days prior to the day of arrival. Any cancellations made after this time will be charged at the full rate for the first night stay.*

For group bookings no less than 4 weeks notice must be given in the event of cancellation. Any cancellations made after this time will be charged at the full rate for the first night stay.

*Exclusions apply.

Damages policy

Any person who negligently or intentionally causes damage to the hotel or any furniture or furnishings within the hotel shall be liable for damages sustained by the hotel, inlcuding the hotel's loss of revenue resulting from the inability to lease rooms while the damage is being repaired.

Non-smoking policy

The Rivenhall Hotel operates a non-smoking policy. An on-the-spot fine of £100 will be issued to any person found to be/have been smoking in any part of the Hotel.

Pet policy

Sorry, we do not any accept pets for overnight stays except registered guide dogs.

Housekeeping policy

We provide a daily housekeeping service between the hours of 8am - 1pm.

At the Rivenhall Hotel we’ve tried to make our terms of business as straight forward as possible.  If however you have any questions, please feel free to speak to us before you sign them off.

Cancellation of an event by the client

For all meetings and events, there needs to be an agreed ‘Cancellation Policy’, as cancellations cost the hotel money.  Here’s how ours works:

Cancellation of an event by The Rivenhall Hotel

In the unlikely event that the hotel has to cancel your booking, you’ll receive all your advance payments, although the Rivenhall Hotel will not have any other liability.
However the Rivenhall hotel may only cancel if:

• Any part of the hotel is closed or unavailable due to events beyond our control.
• If you, or we, become insolvent, or in the case of an individual, becomes subject to a bankruptcy petition.
• The booking, the persons associated with the booking and / or the purpose of the meeting might damage the reputation of the hotel or the company.

Numbers

Of course these can change.  However, if the numbers go down significantly, the cancellation charges will be applied.  So, if you give us more than 2 weeks notice, for events of 1 – 99 people, you can reduce your numbers by anything up to 15% without charge or 5% without charge for 100 or more.
If you provide less than 2 weeks notice, the contracted numbers will be charged.  If numbers are reduced, Rivenhall Hotel reserves the right to re-allocate the room to one more relevant to the size of the event.

Payment

The Rivenhall Hotel requires a non-refundable deposit of 50% of the total value in advance or a card number as a guarantee. Invoice payment is only available when the conference value is over £500.00 and if you are recognised as a credit customer. Payments are to be made to the hotel within 15 days of the date of invoice. Room hire charge is non-vatable, this includes room hire charge in the Day Delegate Rate, 24 hours Residential Rate and room hire on its own. Please note: for each additional hour or part hour that your conference overruns you may be charged a fee of £50.00.

Credit Agreement

A ‘Credit Application Form’ is available on request if you are not recognised as a credit customer.  Separate conditions apply, which can be found on this form.  Credit is not automatic, confirmation must be sought after completion of the ‘Credit Application Form’ where credit is extended, and all payments are to be made to the hotel within 15 days of the date of invoice.

Equipment

We can provide most equipment.  However, should you wish to bring your own equipment into the hotel, you must ensure it has been tested and is safe to use. The Rivenhall Hotel accepts no liability for any equipment you bring to the hotel, and we would ask you to comply with the rules set out in the Health & Safety at Work Act. For any 3rd party contractors visiting the hotel such as (bands and entertainers) under your instruction, you must ensure current and adequate ‘Public Liability Insurance’ is in place.  Copies of electrical testing certificates and insurance polices must be made available on request.  Should you have any queries, our team will be happy to help.

Other

• For certain events the hotel may charge a deposit of £500 against the cost of possible damage to the hotel or hotel property, which could occur during the course of the event.  Should damage occur to the hotel or hotel property during the event then this deposit, or an appropriate part thereof, will be retained by the hotel on account of the cost of such damage.
• It’s agreed that you’re not acting on behalf of someone else.
• If you ask us to get a supplier to provide you with anything, the bill must be settled by you and not the hotel.
• It is your responsibility to ensure any supplier fully complies with all regulations, and in the case of bands/singers, discos and entertainment, the required ‘Public Liability Insurance’ is in place.
• If catering is requested food choices must be confirmed no later than 7 days in advance of the booking, otherwise the hotel reserves the right to allow the chef to select choices on your behalf.

Insurance
After all this, you may well consider it worthwhile arranging insurance.  This can be done for a small premium and can cover the cost of cancellation and other liabilities.  Your hotel will have details of the policy, and will be happy to supply them on request.  Please bear in mind that your insurance contract will be made directly between the insurance company involved and yourselves.

Please note: All bookings will NOT be classed as confirmed until  The Rivenhall Hotel has confirmed receipt of a fully signed copy of the conference contract AND terms and conditions.

How to book your Event

After discussing your requirements and date with one of our Event Co-ordinators, we will be happy to hold a provisional booking for you.  Within 7 Days of placing the provisional booking we will require a deposit of £250.00 and a signed copy of the Terms & Conditions agreement enclosed.  We will reply confirming the details of your event on a Confirmation Form and a receipt of the deposit paid.  If we do not receive a deposit within 7 days your provisional booking will be automatically released.
 
6 Weeks before the Event, one of our Co-ordinators will be in contact with you to confirm prices and to agree on menu choices. All prices are inclusive of the current rate of VAT, room hire is non vatable.

• Full Payment is due 4 Weeks before your Event when you confirm final numbers with your Event Co-ordinator.  If the number of people decrease after this time all payments received are non-refundable and non transferrable.
• Any Extras on the night will need to be settled on departure.

 Service

We do not make a charge for service, as we believe you have the right to reward good service personally.
 
Booking Conditions

A minimum number of guests apply to all functions and the minimum catering requirement is 50% of the total number of guests. Please discuss all these details with one of our Co-ordinators prior to the payment of your deposit.
When calculating numbers, children under 3 years old are free of charge and children under the age of 10 are half the adult price.  Any room hire charges will be confirmed at the time of booking.
 
Cancellation

If you have to cancel your function, The Rivenhall Hotel will retain the amount shown in lieu of the cancellation:

Deposits are Non-refundable under any circumstance.
Four to Six Months before the Event: 25% of the estimated total will apply
Two to Four Months before the Event: 50% of the estimated total will apply
Two Weeks to Two Months before the Event: 75% of the estimated total will apply.
Less than Two Weeks before the Event: 90% of the estimated total will apply.
 
The estimated cost is calculated using the numbers on your Event Confirmation Form.  However, if you rebook for a later date we may be able to waive part of the cancellation costs.  But, we recommend that you consider event insurance cover.

How to book your Wedding

After discussing your requirements and date with one of our Wedding Co-ordinators, we will be happy to hold a provisional booking for you.  Within 7 Days of placing the provisional booking we will require a deposit of £ 500.00 and a signed copy of the Terms & Conditions agreement enclosed.  We will reply confirming the details of your Wedding on a Confirmation Form and a receipt of the deposit paid.  If we do not receive a deposit within 7 days your provisional booking will be automatically released.
 
8 Weeks before the Wedding, one of our Co-ordinators will be in contact with you to confirm prices and to agree on menu choices. All prices are inclusive of the current rate of VAT.

• Full Payment is due 4 Weeks before your Wedding when you confirm final numbers with your Wedding Co-ordinator.  If the number of people decrease after this time all payments received are non-refundable and non transferrable.
• Any Extras on the night will need to be settled on departure.

Service

We do not make a charge for service, as we believe you have the right to reward good service personally.
 
Booking Conditions

A minimum number of guests apply to all functions. Please discuss all these details with one of our Co-ordinators prior to the payment of your deposit.
When calculating numbers, children under 3 years old are free of charge and children under the age of 10 are half the adult price.  Any room hire charges will be confirmed at the time of booking.
 
Cancellation

If you have to cancel your function, The Rivenhall Hotel will retain the amount shown in lieu of the cancellation:

Deposits are Non-refundable under any circumstance.
Four to Six Months before the Event: 25% of the estimated total will apply
Two to Four Months before the Event: 50% of the estimated total will apply
Two Weeks to Two Months before the Event: 75% of the estimated total will apply.
Less than Two Weeks before the Event: 90% of the estimated total will apply.
 
The estimated cost is calculated using the numbers on your Event Confirmation Form.  However, if you rebook for a later date we may be able to waive part of the cancellation costs.  But, we recommend that you consider wedding insurance cover.

How to book an event

After discussing your requirements with one of our Event Co-ordinators, we will be happy to hold a provisional booking for you.  Within 7 Days of placing the provisional booking we will require a deposit of £10.00 per person or a 50% deposit per person for groups of 20 people or more and a signed copy of the Terms & Conditions agreement enclosed.  We will reply confirming the details of your event with a receipt of the deposit paid.  If we do not receive a deposit within 7 days your provisional booking will be automatically released.

• Full Payment is due 4 weeks before the event when you also confirm menu selections (when applicable) with your Event Co-ordinator.  If payment is not received by this time, The Rivenhall Hotel reserves the right to cancel your booking. If the number of people decreases after this time all payments received are non-refundable and non transferrable.
• Any extras on the night must be paid for at the time of purchase.

Service

We do not make a charge for service, as we believe you have the right to reward good service personally.
 
Booking Conditions

• A minimum number of guests apply to all events and The Rivenhall Hotel reserves the right to cancel any event if this number is not achieved.
• On some occasions such as Office Christmas Parties there may be parties taking place in two different rooms at any one time. The Rivenhall Hotel reserves the right to reallocate groups to an alternative room if minimum numbers for each room are not achieved.
• For all 'Special Events' the seating arrangements are 8 to 10 people per table. Therefore it may be necessary to seat smaller groups together or split larger groups across several tables. Special seating arrangements may be able to be catered for upon request, however there is no guarantee and this will be subject to availability.
• Please discuss all of these details with one of our Co-ordinators prior to the payment of your deposit.

Cancellation

In the unlikely event that The Rivenhall Hotel has to cancel any event, all payments received will be fully refunded.
 
If you have to cancel The Rivenhall Hotel will retain the amount shown in lieu of the cancellation:
Deposits are Non-refundable under any circumstance.
Two to Four Months before the Event: 50% of the estimated total will apply
Two Weeks to Two Months before the Event: 75% of the estimated total will apply.
Less than Two Weeks before the Event: 90% of the estimated total will apply.
 
The estimated cost is calculated using the numbers confirmed on your deposit receipt letter.