Terms & Conditions
Terms & Conditions of booking at Belmont Lodge Hotel
Introduction
Many people come to use and enjoy the facilities at Belmont.
Some come for residential golf breaks, staying in the Lodge Hotel, others are non-golfers who may come to stay for a short break in the hotel and to explore the local area.
We have many corporate hotel guests and the Clubhouse is popular for business meetings and functions or simply for a bar snack and a drink on the terrace whilst to enjoying the view.
The course is popular for visiting societies and causal golfers alike and we have a number of people who come to Belmont to fish our stretch of the Wye.
We also have a busy Golfing Membership within Belmont Golf Club.
These terms and conditions set out our policies in respect of all these services.
Terms & Conditions of Golfing Membership are, however, published separately
Definitions
Golf Inns Ltd – the owners of Belmont Golf Course & Belmont Lodge Hotel. Golf Inns Ltd is incorporated in England & Wales with Registration No 2406171 and its Registered Office is Highdown House, Highdown Road, Sydenham, Leamington Spa, CV31 1XT.
Belmont – the property known as Belmont Golf Course and the associated facilities including the Clubhouse situated in Belmont House and Belmont Lodge Hotel, all at Belmont, Hereford HR2 9SA.
Member – an individual who by way of an annual Subscription payment to Golf Inns Ltd has paid for the right to use Belmont Golf Course and Clubhouse facilities as explained in separate terms & conditions referenced above for a specified period of time, subject to those terms & conditions.
Visitor – an individual using the facilities at Belmont who is not an employee of Golf Inns Ltd or a member.
Member’s Guest – an individual invited to use the facilities at Belmont by and accompanied by a member
We, Us, Our – Golf Inns Ltd
You, Your – the Visitor, Member or Member's Guest
Booking – the services requested and confirmed as being reserved for you at Belmont, which may include golf, accommodation, room hire, functions, food, drink, equipment hire, fishing access and other services.
Balance Due date – the date the full value of the booking, as confirmed by us at the time of booking, is due to be paid to us.
Booking Conditions
Accuracy
Although all reasonable efforts have been made to ensure the accuracy of the information (including prices) in our brochures, on our websites, in our email newsletters and quotes, and in our promotional material and printed media, regrettably changes and errors occasionally occur. We will therefore confirm the details of your chosen break (including the price) at the time of booking.
Price & Payment
We reserve the right to increase the price of any accommodation, golf, food and beverage, other service or package advertised on our website or in our brochure at any time before you book. We will advise you of the current price of the golf break that you wish to book before your contract is confirmed. Any subsequent reduction in prices due to special offers advertised will not apply to confirmed bookings.
Once your booking is confirmed, the price is fixed and will not be subject to any surcharges.
Rooms are to be vacated by 11am on the day of departure. We reserve the right to levy a late charge should the room not be vacated by this time.
You agree to make all payments due in respect of your booking as requested by us and in accordance with these terms and conditions.
We do not operate credit accounts, unless specifically agreed in writing by a Director of Golf Inns Ltd, and all guest accounts must be settled in full before departure.
By making a booking and accepting these terms and conditions, you authorise us to make a charge to your credit/debit card for any moneys due under these terms and conditions as applied to your booking.
Booking, Deposits and Confirmation of booking
By making a booking you confirm your acceptance of these terms and conditions.
A booking is not confirmed until such time as you have either :
a) Paid in advance in full
b) Paid any deposit requested by us, or
c) Provided credit card details if requested and
d) You have received confirmation from us in writing (by email, fax or letter) that your booking has been made
Requests for booking that have not yet been confirmed as above are only provisional; as such will not be honored until such time as they are confirmed.
Bookings may be made by telephone on 01432 352 666, by email at info@belmont-lodge.co.uk, or info@belmont-golf.co.uk, or online where online booking is available. You must be 18 years or over to make a booking and all bookings are subject to availability. Once you have confirmed your booking by telephone, email or online and paid the required deposit per person, we will then email you (or send by post, if requested) your booking confirmation, which will show the balance to be paid, and the date by which it is due. A contract will exist as soon as we issue the booking confirmation. Please check the booking confirmation carefully as soon as you receive it paying special attention to the room type and tee times. Please contact us within 72 hours of receiving the confirmation invoice if any information appearing on the confirmation or any other document appears to be incorrect or incomplete, as it may not be possible to make changes later.
Group Bookings
Where your booking is for more than one person, the lead name will be responsible for the entire booking. As lead name you guarantee that you have the authority to accept and do accept on behalf of your party the terms of these Booking Conditions. The lead name will be responsible for making all payments due to us in accordance with our contract. The lead name is also responsible for keeping all members of his/her party informed as to the booking details and informing us in writing of any amendments to or cancellations of the booking.
Final numbers must be confirmed at least 14 days before the first day of your booking and a rooming list should be provided at that time.
Deposits
We reserve the right to ask for the payment of a deposit to confirm any booking, the amount payable to be at the sole discretion of Golf Inns Ltd. If a deposit is required this will be made clear at the time of booking.
The return of deposits following cancellations and/or amendments is subject to the terms stated below in “cancelations/amendments by you”
Balance Due Payments
We reserve the right to ask for the balance of the price of the booking (the “balance due”) to be paid in advance of the first day of the booking. Such a requirement (including the time at which it will be due) will be made clear at the time of the booking.
If the balance due is not paid by the Balance Due Date, we reserve the right to cancel your booking and retain your deposit paid.
Cancellations/amendments by you
If, once the confirmation invoice has been issued, you wish to change the numbers of persons in your group booking, transfer your booking to another person, or cancel your booking, the person who originally made the booking (the lead name if a group) must notify us in writing by email, post or fax.
Because we may incur costs, may have turned away other bookings and may not be able to then secure replacement bookings, we reserve the right to make the following cancellation/amendment charges:
Room only booking (less than 5 rooms) – cancelations/amendments after 10am 2 days prior to arrival; full rate of the booking will be payable.
Room only (5 rooms or more), all accommodation packages (including either golf, fishing, meals or other services), all golfing society and all functions and meetings bookings
- more than 14 days before the day of arrival/event; deposit only is payable
- within 14 days of arrival/event; full rate of booking payable
All amendments are subject to availability and whilst we will do our utmost to make your requested changes, it may not always be possible to fulfill your request. We will normally agree to a transfer of your booking to another person if you are prevented from travelling by reason of an unavoidable event (such as illness, death of a close relative or jury service), provided that we receive 14 days’ notice prior to the first day of the booking and that the person to whom you wish to transfer satisfies all the conditions of the booking. We may require satisfactory evidence before agreeing to the transfer. In the event of any other amendments, you may be asked to pay an administration charge reflecting the costs we incur in making the amendment. You should be aware that these costs could increase the closer to the first day of the booking that changes are made and you should contact us as soon as possible. In particular, if numbers change so that there is an odd number remaining in the party, single room supplements will apply.
Cancellations/amendments by us
Occasionally, we have to make changes to, and correct errors in, our brochures and on our website and other details both before and after bookings have been confirmed, as well as cancel confirmed bookings. Whilst we always endeavor to avoid changes and cancellations, we must reserve the right to do so. However we will not cancel your booking after the Balance Due Date, except for reasons of force majeure (as defined in clause 16 below) or failure by you to pay the final balance by the Balance Due Date.
Most changes are minor and we will advise you of them at the earliest possible date. Occasionally, we have to make a "significant change" and we will tell you of any such change as soon as reasonably possible if there is time before arrival. If we make a significant change or cancel your booking, we will offer you the choice of the following options:
(i) accepting the changed arrangements; or
(ii) making an alternative booking with us. You can choose any alternative booking we are able to offer you, but you will pay the increase in cost if the replacement is advertised at a higher price than your original booking. If the alternative booking is cheaper than the original one, we will refund the price difference; or
(iii) cancelling or accepting the cancellation in which case you will receive a full and quick refund of all monies you have paid to us.
Compensation will not be payable and no liability beyond offering the above-mentioned choices is accepted where we are forced to make a change or cancel as a result of force majeure (as defined in clause 16 below) or if we cancel as a result of your failure to comply with any requirement of these booking conditions entitling us to cancel (such as paying on time). Any amendment or cancellation fees you incur in terms of other agreements you have made with other providers under separate contracts are not claimable from us.
Food & Beverage
Only items that have been purchased from Belmont will be allowed on the premises. This applies equally to items for consumption on the premises and those intended as gifts or prizes. Requests for relaxation of this rule may be considered but Belmont reserves the right to charge a corkage fee.
Complaints
If you have a complaint or experience any problems during your booking please inform the management as soon as possible. If the matter cannot be resolved at the time, you must notify us at our head office address (Golf Inns Ltd, 21 St Owen Street, Hereford, HR1 2JB) in writing, giving your booking reference and all other relevant information within 28 days of completion of your booking. This will assist us to quickly identify your concerns and speed up our response to you. If you fail to follow this procedure, we will have been deprived of the opportunity to investigate and rectify your complaint whilst you were at Belmont and this may affect your rights under this contract.
Our Liability to You
We will not be liable for any injury, illness, death, loss (for example loss of enjoyment), damage, expense, cost or other sum or claim of any description whatsoever which results from any of the following:
- the act(s) and/or omission(s) of the person(s) affected or any member(s) of their party;
- or the act(s) and/or omission(s) of a third party not connected with the provision of your booking and which were unforeseeable or unavoidable;
- unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if due care had been exercised; or
- an event of 'force majeure' (as defined in clause 16 below).
We do not accept responsibility or liability for any services which do not form part of our contract with you.
The promises we make to you about the services we have agreed to provide or arrange as part of our contract and the laws and regulations applicable in the UK at the time of your booking will be used as the basis for deciding whether the services in question were properly provided. If the particular services which gave rise to the claim or complaint complied with laws and regulations applicable to those services at the time, the services will be treated as having been properly provided.
Our liability, except in cases involving death, injury or illness, shall be limited to a maximum of three times the cost of your booking. pay you will be limited in accordance with :
We do not accept any liability for any damage, loss, cost, expense or other sum(s) of any description (a) which, on the basis of the information given to us by you concerning your booking prior to our confirming it, we could not have foreseen you would suffer or incur if we breached our contract with you or (b) which did not result from any breach of contract or other fault by ourselves or our employees or, where we are responsible for them, our suppliers. Additionally we do not accept liability for any business losses, including loss of profit.
You must provide us and our insurers with all the assistance that we may reasonably require. You must also tell us and any supplier concerned about your claim or complaint (see “complaints”). If asked to do so, you must transfer to us or our insurers any rights you have against the supplier or whoever else is responsible for your claim or complaint (if the person concerned is under 18, their parent or guardian must do so). You must also agree to cooperate fully with us and our insurers if we or our insurers want to enforce any rights which are transferred.
Insurance
We highly recommend that you take out adequate travel insurance for the duration of your booking.
All golfers using Belmont Golf Course, providing they have paid the required green fee and have swiped in at either Reception or the Pro Shop will be covered under a liability policy, the premium for which (including IPT) is included in your green fee. A copy of the policy is from Reception available on request.
Special requests and Medical Issues
If you have any special requests; you must advise us at the time of booking. Although we will endeavor meet any such requests, we regret we cannot guarantee it. Confirmation that a special request has been noted is not confirmation that the request will be met. Unless and until specifically confirmed, all special requests are subject to availability.
If you or any member of your party has any medical problem or disability that may affect your booking, please tell us before you confirm your booking. In any event, you must give us full details in writing at the time of booking. If we reasonably feel unable to properly accommodate the particular needs of the person concerned, we must reserve the right to decline your reservation or, if full details are not given at the time of booking, cancel when we become aware of these details.
Force Majeure
In these Booking Conditions, "force majeure" means any event which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events may include, without limitation, war or threat of war, riot, civil strife, actual or threatened terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire, epidemics and pandemics and all similar events outside our control.
Golf
Tee Times
We will do everything possible to confirm your requested tee times, however we reserve the right to alter preferred tee times. If for any reason your tee times should not be available, we will offer you the nearest possible alternative. Tee times are based on playing in four-balls and we reserve the right to pair you up with other golfers on the day. The course can be very busy in the high season and you should expect between a 4 and 4.5 hour round as a reasonable pace of play although this can be slower in extremely busy times.
Please observe all local rules and instructions given by the starter/course marshal and avoid slow play at all times.
You must sign-in at the Pro Shop before playing. If the Pro Shop is closed you must sign-in at Reception in the Clubhouse instead.
Please note that 'twilight tee times' are offered at a reduced rate due to the fact that a limited amount of time is available to play a round before the light deteriorates. As such, and depending on what tee time you have booked you may not be able to complete all 18 holes. In such circumstances, no refunds or part refunds will be made.
Playing Conditions
The playing condition of the course may vary from time to time. Course maintenance such as aerating greens, improving drainage will happen from time to time and often will be scheduled at such short notice, depending on weather, which means that we are not always able to give notice. Some events are out of our control and whilst we always strive to present the course in the best condition, we cannot be held responsible in these circumstances.
Handicap Certificates
We may or may not require golfers to provide a valid and current handicap certificate before playing on the course. If this is a requirement we will inform you before you confirm your booking. Even if not requested, the appropriate golfing etiquette and knowledge of golfing rules is expected and we reserve the right to refuse access, or ask you to leave the course immediately, if it is judged that individuals do not display the required etiquette and/or knowledge. Such a decision can be made by any Golf Inns of Pro Shop staff member and any such decision is final.
Dress Code
On the course - Golf shoes must be worn on the course. No trainers. Collarless and sleeveless shirts, t-shirts and denim jeans are strictly forbidden. Large logos on shirts will not be allowed. Tailored shorts with sports socks may be worn. Baseball caps, if worn, should have a peak to the visor.
In general - A reasonable standard of dress is expected at all times at Belmont – for example headwear should be removed whilst in the bar or restaurant and shoes must be worn at all times but golf shoes should not be worn in the bar or restaurant.
Please note that this is not an exhaustive list and Golf Inns Ltd reserves the right to deny access to anyone it believes is not appropriately dressed.
Etiquette and Care of the Course
This is not an exhaustive list and golfers are expected to be familiar with and exhibit good course etiquette at all times.
Arrive on the tee 10 minutes before "Tee-off". If you miss your tee time we will try to find an alternative time for you later the same day but this cannot be guaranteed and no refund will be offered.
Avoid slow play at all times If you are holding following players up and you have space in front of you, please wave them through at the next available opportunity.
Avoid using a mobile phone on the course
Have consideration for other golfers.
Repair pitch marks.
Replace divots.
Rake bunkers.
Keep bags and trolleys off tees and greens.
Behavior
When you book with us, you accept responsibility for any damage or loss caused by you or any member of your party. Full payment for any such damage or loss must be paid direct to us at the time. If you fail to do so, you will be responsible for meeting any claims subsequently made against us (together with our own and the other party’s full legal costs) as a result of your actions.
We expect all clients to have consideration for other people. If in our reasonable opinion or in the reasonable opinion of any other person in authority, you or any member of your party behaves in such a way as to cause or be likely to cause danger, upset or distress to any third party or damage to property, we are entitled, without prior notice, to terminate the booking of the person(s) concerned. In this situation, the person(s) concerned will be required to leave the hotel or other service immediately. We will not have any further responsibility toward such person(s). No refunds will be made and we will not pay any expenses or costs incurred as a result of the termination.
There is no smoking allowed in any areas of the Clubhouse, Pro Shop or other properties at Belmont.
General bad behavior (see “behavior” above) and use of bad language will not be tolerated anywhere at Belmont, and sanctions may be applied if this policy is not observed.
Alcohol is not permitted on the course without the prior permission of Golf Inns Ltd.
All buildings at Belmont, including the Clubhouse and the Lodge Hotel are No Smoking areas. We reserve the right to make a charge of £120 should you smoke in one of the bedrooms or elsewhere in a no smoking area.
Equipment and Buggies
You will be held liable for any costs incurred in repairs or replacements to any fixtures and fittings, property or equipment at Belmont which has been deliberately, negligently or wantonly damaged. This also applies to the course and surrounding areas.
Before using a Buggy, a member must sign a Buggy Hire Agreement and adhere to the conditions stated in the Agreement. If you are unsure how to operate the Buggies safely you must raise this with a member of staff before using the buggy.
You must be over 18 to drive a buggy.
Signs/banners and advertisements
The fixing of signs, displays and posters upon the Golf Course or in any other location within the grounds may not be carried out without prior written authorisation.
Health & Safety
Greens staff have priority at all times. When greens staff are working on a green and the flag is removed, the green is not in play and you must wait until the flag is replaced.
You have a duty to always be aware of other around you and to take all due care so as to not risk injury to others whilst on the course.
The golf course and surrounding areas are a natural environment, with woodland, ponds and of course the river. Paths are undulating and there can be unexpected conditions under foot (rabbit scrapings etc). Whilst all efforts are made to make this as safe an environment as possible we must balance that with a desire to leave the environment as natural as possible. Golf Inns Ltd cannot be held liable for any injury caused by slips, trip or falls or any other such incident whilst at Belmont.
The river and river banks are dangerous areas. Golfers should avoid going onto the slopes of the river bank to look for or retrieve balls and those fishing from the banks should take great care and do so entirely at their own risk.
Adverse Weather Policy
As adverse weather is inevitable during the course of the year we may either close the golf course (in whole or part) or operate temporary tees and greens at our sole discretion.
In the event of this happening our Inclement Weather policy is as follows:
Special “Complimentary Golf” Breaks
At certain times of the year we offer special golfing packages where golf is “complimentary” – these breaks are offered on the basis that the weather at this time of year can be more prone to being inclement and therefore golf may be affected. On such packages, if the course is closed the booking still remains in place and normal cancellation policies apply.
Photography
From time to time, the management of Belmont Lodge Hotel and Golf Course reserve the right to take and use photographs of visitors and members using our facilities for promotional material as they see fit.
Other Bookings
All golfers who have prepaid in advance for their round will be issued with an ‘adverse weather voucher’ to return to the Belmont at a later date. This voucher can then be used as full or part payment towards a new booking, which will be charged according to the green fee applicable at the time. Refunds cannot be issued under any circumstances.
The following applies to the various categories :
Green Fees - The value of the voucher will be based on the amount that you have prepaid for your round.
Non-Residential Package Golf - The value of the voucher will be based on the elements of the package that have not been taken as a result of the course closure.
Residential Golf Package - If the residential package contains a complimentary golf element, no voucher will be issued.
or
If the whole booking or any complete days of the booking are cancelled due to closure of the course for adverse weather, then the value of the voucher will reflect the package rate that was booked.
or
If you still used the accommodation part of your package but are unable to use the golf course due to closure of the course because of adverse weather, then we will issue an “adverse weather voucher” equivalent to 50% of the prevailing green fee at the time as this is deemed to be the appropriate package rate for golf.
Golf played on temporary greens and tees is non-refundable and is considered to be an accepted part of playing golf. Please note that trolley and buggy bans occur frequently when the course is entirely at our discretion.
We cannot be held responsible should inclement weather prevail.
Data Protection and Privacy Policy
Please refer to our separate privacy policy, which is published on our website.
Governing Law and Jurisdiction
This contract and any dispute, claim or other matter of any description which arises out of or in connection with this contract is governed by and shall be construed in accordance with English law. The Courts of England and Wales shall have jurisdiction to decide any dispute or claim that arises out of or in connection with this contract.
