Terms & Conditions – Exmoor Forest Inn
Please check carefully which Cancellation Terms apply to your booking.
Our Cancellation Fees for Group Bookings apply to any booking for 4 or more bedrooms booked by one person or booked by/for connected or related persons visiting the Inn together.
Our Cancellation Fees for Standard Bookings apply to all other bookings.
The Inn – Exmoor Forest Inn Ltd, trading from The Exmoor Forest Inn, Simonsbath, Minehead, TA24 7SH and whose registered address is Simonsbath Barton, Minehead, Somerset, TA24 7SJ.
We/Us – The Exmoor Forest Inn Ltd.
You – the adult person in whose name the booking is made and who is named on the booking.
Group booking – any booking for 4 or more bedrooms booked by one person or for fewer rooms booked by connected or related persons visiting the Inn together.
Your group/party – includes you or any person staying in or visiting the Inn as part of your booking or as part of a separate booking by a connected or related person.
Your booking – your reservation at the Inn for the period of your stay.
Parties to this Contract
This contract is between us and you and all members of your party, who are jointly and severally liable to comply with these terms and conditions. You warrant that you have authority to bind all members of your party to this contract. You must tell us the full names and addresses of all members of your party when requested to do so.
Accuracy of Description
Our promotional material, including our website, is as accurate as possible but the description and pictures in our promotional material do not constitute a term of our contract with you. The facilities and appearance of the Inn may change and we shall be under no liability in respect of any such changes. If you have a particular requirement, please check with us in writing that this will be available.
You agree that we may communicate with you regarding your booking via any convenient medium including email, telephone and letter.
Formation of Contract
Your contract with us will begin when we accept your booking by issuing you with a booking confirmation or when we accept your credit card details to secure your booking, whichever is the earlier, at which point a binding contract is formed on these terms and conditions.
We only accept payment by credit/debit card and bank transfer. We reserve the right to refuse AMEX payments.
We will charge VAT at the prevailing rate where we are legally obliged to do so. In the event of a change in the prevailing rate of VAT, more or less VAT may be due and an adjustment will be made. You agree to pay us any extra VAT due as a result of a change in the prevailing rate.
Cancellation and Insurance
It is your responsibility to obtain adequate insurance cover against events that might result in you having to cancel your booking. We strongly recommend that you take out such insurance and suggest it also covers you for accidental damage to our property.
Your contract with us is a contract for the provision of leisure accommodation on a specific date or dates and this means that you do not benefit from a ‘cooling off’ period. We do, however, offer you the right to cancel your booking and this contract on the terms below.
If you wish to cancel a booking you must let us know by email (to email@example.com) as soon as possible. Your booking will be cancelled with effect from the day after we receive your email or written notification.
The closer your cancellation is to the start of your booking, the less likely we are to recover the cost of your booking by re-letting the accommodation. Our cancellation charges therefore increase as the start date of your booking approaches. For the purposes of the table below, the cost of the booking means the total amount payable for accommodation for your booking.
Cancellation Fees for Group Bookings
Date of Cancellation in writing and sum payable
42 days of more from the start of the booking – £20 administration fee
15-41 days from the start of the booking – 20% of the cost of the booking
8-14 days from the start of the booking – 50% of the cost of the booking
7 days or less from the start of the booking – 100% of the cost of the booking
Cancellation Fees for Standard Bookings
Date of Cancellation in writing and sum payable
More than 48 hours but less than 7 days from the start of the booking – 30% of the cost of the booking
48 hours or less than the start of the booking – 100% of the cost of the booking
NB: The booking start time is defined as 4pm local time on the day that the booking commences.
Changes to your booking
If you need to change the date of your booking, we may be able to accommodate this, subject to availability and in our absolute discretion. Changes within 42 days of the start of the booking will be treated as a cancellation. You must request any change to your booking in writing. Any change of dates will be subject to an administration charge of £20 plus any increased cost of the accommodation for the new dates.
Arrival and departure time
Rooms will be available to guests from 4pm on the day of their scheduled arrival. It may be possible to arrange earlier access but this is without guarantee. The booking runs until 10.30am on the scheduled day of departure.
• that you and all members of your party will abide by these terms and conditions;
• to indemnify us immediately on demand for all damage to the Inn or its contents;
• to indemnify us immediately on demand for our reasonable costs, including administration costs, of replacing any keys lost;
• not to cause a nuisance or disturbance to any other person on the premises of the Inn.
A maximum of one well-behaved dog per room is permitted strictly on condition that they are kept off the furniture, especially beds, that any dog fouling is cleared up and that they are never left alone in the Inn. There is a charge of £15 per dog per stay. We reserve the right to charge a deep cleaning charge of £100 if in our opinion the accommodation is left in an unreasonable condition as a result of dogs. Assistance dogs are always welcome of course. No other type of pet is allowed in the Inn.
Smoking is prohibited within the Inn. You agree to pay us £500 immediately on demand (towards the cost of a deep clean of the accommodation) in the event that any member of your party smokes in the Inn. This includes vaping and smoking e-cigarettes.
You agree to indemnify us against all loss and damage arising (including more than normally and reasonably anticipated amounts of cleaning) by you or any person or animal in your party.
Refusal of future bookings
We reserve the right to refuse a future booking to you or any member of your party in our absolute discretion.
Problems during your stay and complaints
If you have any problem or complaint during your stay (which we very much hope you will not have), please raise this with us immediately during your stay to give us the opportunity to rectify the problem. We cannot rectify a problem after you have left and requests for compensation cannot be considered at a later date.
Our liability, whether for negligence or otherwise, shall not exceed the cost of your booking except for death or personal injury or other acts where we are not permitted by law to limit our liability. In the unlikely event that we have to cancel your booking, we shall refund all monies received by us in full, but our liability shall under no circumstances exceed this sum. We shall not be liable to you at all for any travel costs or indirect or consequential losses, whether caused by negligence, breach of contract or otherwise.
You acknowledge that your personal belongings and vehicles and those of your party are left at the Inn during your stay entirely at your and your party’s own risk. Without limitation of the foregoing, our liability shall under no circumstances exceed the cost of your booking.
In the event of any conflict between these standard terms and any specifically agreed terms relating to your booking, the latter shall prevail, to the extent of the conflict only.
Assignment and Third Party Rights
We may assign our rights under this contract to another party. You may not assign or otherwise transfer your rights under this contract to any other party. Subject to our right of assignment, no one except you and us has any rights under this contract and no other person shall be entitled to enforce any term of this contract whether under the Contracts (Rights of Third Parties) Act 1999 or otherwise.
Very occasionally we may be unable to perform our obligations under this contract due to circumstances beyond our control such as fire, flood, exceptional weather conditions, epidemics, farm quarantine, war, industrial disputes, acts of terrorism, destruction or damage to the Inn. In these circumstances, we shall refund all monies received by us from you in full, but our liability shall under no circumstances exceed this sum.
We reserve the right to terminate this contract at any time for any breach of any of these terms and conditions by you (or by any member of your party). If, in our opinion, you or any member of your party is unsuitable to continue their stay at the Inn due to unreasonable behaviour, damage or nuisance to other people or any other breach of these terms, we may terminate this contract and/or terminate your/their stay immediately. You will remain liable for the whole cost of the booking in such circumstances. You may only terminate this contract early in accordance with our cancellation policy as set out above.
Law and Jurisdiction
This contract shall be governed by English law and the parties to this contract submit to the exclusive jurisdiction of the Courts of England and Wales. You agree that any Court proceedings shall, if we so wish, be conducted at the County Court nearest us.
V1 February 2023