Terms and Conditions Feldon Valley

In order to avoid any misunderstandings regarding reservations, the following are our terms and conditions of trading. All reservations are accepted on the basis of these terms and conditions.

1. Making a Reservation - All reservations made at Feldon Valley (UK) Ltd or Feldon Valley CIC are held on an option basis until the hotel receives confirmation.
2. Confirmation -In order to confirm a reservation, a debit or credit card is required as a guarantee.
3. Deposits -Feldon Valley (UK) Ltd or Feldon Valley CIC reserves the right to require payment of a deposit to a predetermined amount, as specified at the time of reservation to secure all bookings. In the event that a cancellation fee needs to be implemented, the deposit becomes non-refundable and will be set against the cancellation fee. The balance will be charged to the card used to guarantee the booking.
4. Payment for accommodation – Full payment will be charged to your card 7 days prior to arrival. This fee will be non-refundable at this point.
5. Pre-authorisation -On arrival you will be asked to leave a pre-authorisation on a valid credit card as security. Pre-authorisations cannot be done using a debit card. If you wish to use a debit card, full payment will be required at time of check-in. Any extras will be settled upon check-out.
6. Cheques & Foreign Currency –Cheques, foreign currency and traveller’s cheques are not accepted as payment.
7. Contactless payment only -A debit card or credit card will be requested upon check in for any extras and damages. Payment will only be accepted via card or contactless option. Cash is not accepted at the property.
8. Passports - All non-UK travellers must present a passport or valid form of identification on arrival to the property.

Bedroom Cancellation Policy

1. Fully flexible with free cancellation up to 23:00 GMT, 7 days before arrival. After this the full cost of the stay will be charged. A credit card will need to be provided upon check-in as security against any further costs.
2. Cancellation Policy - Advance Purchase
   Pre-payment to secure our best rates at the time of booking. Payment is non-refundable and non-transferable. With this in mind, it may be advisable to take out holiday insurance.
3. Cancellation Policy - Booking Provider
   Please see the cancellation policy with your booking provider for full terms & conditions. Cancellations must be placed through your booking provider.
4. Dissatisfaction Clause
   Our rooms and facilities are sold as pictured and described on our website and we take no accountability for people’s personal preferences.  No liability will be accepted, and no discounts or refunds issued should we fall short of personal expectation.  Should a customer request to move room, we will do so, when possible, but do not guarantee this and charges may apply should the new room be more expensive.

Rates

1. All rates quoted are inclusive of 20% VAT

Accommodation Group Booking

Definition of a Group Booking

1. A Group Booking is defined as a reservation of 8 or more lodges/rooms, whether booked together or separately but forming part of the same party.

Group bookings are subject to these specific terms and conditions, which differ from individual leisure bookings.

1. Lead Booker Responsibility
   1. A Lead Booker must be nominated and must be 18 years or older.
   2. The Lead Booker confirms they are authorised to make the booking on behalf of all guests and accepts responsibility for:
      • All payments
      • Guest behaviour
      • Any damage, loss, or additional charges incurred by the group.
2. Provisional Bookings & Confirmation
   1. Group bookings may be held on a provisional basis for a limited period (typically 7–14 days, subject to availability and agreement with Hotel Management).
   2. A booking is only confirmed once:
      • Written confirmation has been received, and
      • The required deposit has been paid.

The Hotel reserves the right to release unconfirmed bookings.

3. Deposits & Payment Terms
   1. A deposit of 50% of the total accommodation value is required to confirm the booking.
   2. The remaining balance must be paid no later than 28 days prior to arrival, unless otherwise agreed in writing.
   3. Failure to meet payment deadlines may result in cancellation of the booking with refund.

4. Rooming Lists & Guest Details
   1. A full rooming list (guest names per lodge/room) must be provided no later than 14 days prior to arrival.
   2. Any changes after this date are subject to availability and approval.

5. Cancellation Policy - Accommodation Group Bookings (8+ Lodges/Rooms)
   1. If cancelled more than 60 days before arrival date – full refund due.
   2. If cancelled 59 to 29 days prior to arrival deposit retained.
   3. If cancelled less than 28 days before arrival full amount retained – no refund due. 100% of total booking value charged.
   4. All cancellations must be made in writing and confirmed received by the hotel team.

6. Amendments & Reductions
   1. Reductions in lodge or room numbers after confirmation may still be charged in full, depending on the notice given.
   2. Date changes are subject to availability and may be treated as a cancellation and rebooking.

7. No-Shows & Early Departures
   1. No-shows or early departures will be charged at 100% of the confirmed booking value.
   2. Unused accommodation cannot be refunded.

8. Guest Conduct & Property Use
   1. Feldon Valley is a peaceful countryside destination. All guests are expected to behave respectfully towards other guests, staff, and neighbours.
   2. The Hotel reserves the right to terminate a stay without refund if behaviour is deemed unsafe, disruptive, or inappropriate.
   3. Any damage or excessive cleaning costs will be charged to the Lead Booker.
   4. Any illegal activity may be reported to the police and guests will be asked to leave the property immediately. 100% of the booking cost will be payable.

9. Governing Law
   1. These Terms & Conditions are governed by the laws of England and Wales.

Wedding & Event Terms & Conditions

These Terms & Conditions apply to all weddings, private celebrations, corporate events, exclusive-use bookings, and organised functions held at Feldon Valley – The Lodges Hotel.

1. Declaration of Events
   1. All weddings and organised events must be declared at the time of enquiry.
   2. Events may be subject to bespoke agreements in addition to these Terms & Conditions.
   3. The Hotel reserves the right to refuse events that are not disclosed in advance.

2. Booking Confirmation & Deposits
   1. A non-refundable deposit of 25% of the total contracted value is required to secure the event date.
   2. The booking is not confirmed until the deposit has been received and written confirmation issued.
   3. There will be the second deposit of 25% to be paid 90 days after the first deposit.

3. Final Payment & Numbers
   1. The remaining balance must be paid no later than 28 days prior to the event date, unless otherwise agreed.
   2. Final guest numbers for catering and accommodation must be confirmed no later than 14 days prior to the event (as specified in your event agreement).
   3. Final confirmed numbers will be used for billing and cannot be reduced after this date.

4. Cancellation Policy – Weddings & Events
   1. If cancelled more than 60 days before arrival date – full refund due.
   2. If cancelled 59 to 29 days prior to arrival deposit retained.
   3. If cancelled less than 28 days before arrival full amount retained – no refund due. 100% of total booking value charged.

5. Amendments & Date Changes
   1. Amendments to event details, dates, or numbers are subject to availability and Hotel approval.
   2. Date changes may be treated as a cancellation and rebooking.

6. Accommodation Linked to Events
   1. Where accommodation forms part of a wedding or event booking, accommodation is subject to:
   2. These Wedding & Event Terms, and the Hotel’s Accommodation Group Booking Terms, where applicable.

7. External Suppliers & Entertainment
   1. All third-party suppliers (e.g. entertainment, florists, AV providers) must:
      • Be approved by the Hotel in advance.
      • Hold appropriate public liability insurance.
      • Comply with Hotel policies and licensing requirements.
      • The Hotel reserves the right to restrict event timings, sound levels, and equipment.

8. Conduct & Damage
   1. The event organiser is responsible for the conduct of all guests and suppliers.
   2. Any damage, loss, or excessive cleaning will be charged to the organiser.
   3. The Hotel reserves the right to end an event without refund if safety or conduct standards are breached.

9. Force Majeure
   1. The Hotel shall not be liable for failure to perform its obligations due to circumstances beyond its control, including (but not limited to) extreme weather, government restrictions, or other unforeseen events.

10. Governing Law
    1. These Terms & Conditions are governed by the laws of England and Wales.

Scope of Sole Use - Terms & Conditions

1. Sole Use grants exclusive access to the Hotel’s 25 rooms, Restaurant, Meeting Room, and designated communal areas for the duration of the booking
   1. Sole Use is intended for private groups only, including corporate retreats, weddings, family gatherings, or private events
   2. The Hotel reserves the right to restrict access to areas not included in the Sole Use package.
   3. The Golf Course will be in use during the stay and open to Members and the public. Please also note that there is a public footpath that runs through the property.

2. Booking & Payment
   1. Sole Use bookings are subject to availability.
   2. Bookings are confirmed upon:
      • Receipt of a signed booking agreement/contract between the Hotel and the organiser of the event/group, and
      • Payment of the deposit via bank transfer or the secure payment link provided by the Hotel.
   3. A formal contract will be in place with the organiser of the event/group to confirm all terms, responsibilities, and inclusions.
   4. Deposit: 25% of the total (non-refundable). Second deposit of 25% to be taken 90 days after first deposit.
   5. Balance (remaining 50%): due 28 days prior to arrival.
   6. Payment of any additional services (catering, AV equipment, activities) must be settled prior to or during the stay as agreed.

3. Cancellation & Amendments
   1. Deposit is non-refundable.
   2. Cancellations within 1 month of arrival: 100% of the first night’s accommodation.
   3. Amendments to dates, number of guests, or services are subject to availability and may incur additional charges.
   4. If the booking is made with an arrival date that falls within these parameters, the value of the booking will be charged in full at time of booking.
   5. The Hotel reserves the right to cancel the booking due to unforeseen circumstances (e.g., natural disasters, government restrictions). In such cases, the deposit will be refunded in full.

4. Guest Responsibilities
   1. The organiser is responsible for the conduct of all attendees.
   2. Any damage to Hotel property, equipment, or furnishings caused by guests or their suppliers will be charged to the organiser.
   3. The Hotel reserves the right to refuse access or service to individuals or groups who breach the terms and conditions or behave in a manner deemed unsafe or inappropriate.

5. Accommodation & Facilities
   1. The Sole Use booking includes all 25 guest rooms, daily housekeeping and breakfast unless agreed otherwise in writing.
   2. The Restaurant is reserved exclusively for the group’s use. Menus, dietary requirements, and beverage packages must be confirmed in advance.
   3. The Meeting Room is equipped with standard AV equipment, Wi-Fi, and stationery. Any additional equipment or services must be pre-arranged.

6. Liability
   1. Feldon Valley shall not be liable for any loss, damage, or injury sustained during the stay except where caused by negligence on the part of the Hotel.
   2. Guests are advised to arrange insurance for personal property, travel, and event cancellation.
   3. Any vehicles parked on our property are done so at the owner’s own risk and Feldon Valley take no responsibility for any loss or damage.

7. Additional Services
   1. Optional services (catering upgrades, themed dinners, entertainment, team-building, golf, or spa sessions) must be arranged in advance.
   2. Extra charges for these services will be invoiced separately.

8. Force Majeure
   1. The Hotel shall not be liable for failure to perform any obligation due to circumstances beyond its reasonable control, including but not limited to extreme weather, pandemics, fire, or government restrictions.

9. Governing Law
   1. These terms are governed by and construed in accordance with the laws of England and Wales. All disputes will be subject to the exclusive jurisdiction of the English courts.

Meeting Room Terms & Conditions

1. Bookings, Reservation & Contract
   1. All meeting room bookings are subject to availability.
   2. A formal contract will be issued to the organiser outlining the agreed details of the booking.
   3. The meeting room will be provisionally held for a maximum of 48 hours until a deposit has been received.
   4. The booking will be confirmed and reserved exclusively for the group only once the deposit has been paid and written confirmation has been issued by Feldon Valley.
   5. Written confirmation via email from Feldon Valley constitutes official acceptance of the booking.

2. Pricing & Payment
   1. All prices are quoted in GBP and include VAT.
   2. Payment for meeting room hire is accepted via BACS transfer only.
   3. Deposit and balance payment terms will be outlined in the contract.
   4. Full payment must be received by the date specified in the contract unless otherwise agreed in writing.
   5. Any additional services, catering, or extras requested will be charged in addition to the agreed hire rate and invoiced accordingly.

3. Cancellations & Amendments
   1. Cancellations made 14 days or more prior to the event will receive a full refund of monies paid, excluding any non-refundable third-party costs.
   2. Cancellations made 7–13 days prior to the event will incur a 50% cancellation charge of the agreed hire fee.
   3. Cancellations made less than 7 days prior to the event will be charged at 100% of the agreed hire fee.
   4. Any amendments to dates, times, or guest numbers are subject to availability and may incur additional charges.

4. Arrival & Departure Times
   1. The meeting room will be available strictly for the times specified in the confirmed booking.
   2. Early access or extended use must be agreed in advance and may be subject to additional charges.

5. Capacity & Use of Space
   1. The maximum capacity of the meeting room is 20 delegates, which must not be exceeded under any circumstances.
   2. The space may only be used for the purpose agreed within the contract.
   3. Feldon Valley reserves the right to terminate the booking without refund if capacity limits or agreed usage are breached.

6. Catering & External Suppliers
   1. All refreshments included in the base rate are provided exclusively by Feldon Valley.
   2. External catering is not permitted unless agreed in advance and confirmed in writing.
   3. Any external suppliers, facilitators, or equipment providers must be approved by Feldon Valley prior to the event.

7. Damage, Conduct & Liability
   1. The organiser accepts responsibility for the conduct of all attendees.
   2. Any damage to the meeting room, furnishings, equipment, or surrounding grounds will be charged to the organiser.
   3. Feldon Valley accepts no responsibility for loss, theft, or damage to personal property brought onto the premises.

8. Health, Safety & Compliance
   1. All guests must comply with Feldon Valley’s health and safety policies at all times.
   2. Emergency exits, access routes, and accessibility features must remain unobstructed.
   3. Feldon Valley reserves the right to discontinue any activity deemed unsafe or inappropriate.

9. Parking & Electric Vehicle Charging
   1. Complimentary on-site parking is available for meeting attendees.
   2. Four electric vehicle charging points are available on a first-come, first-served basis and are payable via the designated app.
   3. Feldon Valley accepts no liability for vehicles or their contents while parked on site.

10. Force Majeure
    1. Feldon Valley shall not be liable for any failure or delay in performance resulting from circumstances beyond its reasonable control, including but not limited to adverse weather conditions, government regulations, or interruption of utilities.
    2. Right to Refuse or Terminate
       1. Feldon Valley reserves the right to refuse, cancel, or terminate a booking should guest behaviour be deemed disruptive, unsafe, or inconsistent with the standards of the venue.

11. Governing Law
    1. These terms are governed by and construed in accordance with the laws of England and Wales. All disputes will be subject to the exclusive jurisdiction of the English courts.

General Hotel Terms & Conditions

1. Damages
   1. Guests are responsible for the care of their rooms and the Hotel’s facilities.
   2. Any damage caused to rooms, furniture, fixtures, or communal areas by guests, their visitors, or pets will be charged to the lead booker.
   3. Charges for damage will be assessed based on repair or replacement costs and added to the final invoice.

2. Smoking
   1. Feldon Valley Hotel operates a strict no-smoking policy throughout the property, except designated areas.
   2. A penalty fee will apply if failed to follow the rules.
   3. No illegal drugs are allowed in any area at Feldon Valley. Breaking this rule will result on £500 charge and removal from the property without refund of the booking. This will also be reported to the police.

3. Children
   1. Children are welcome at the Hotel, subject to parental or guardian supervision.
   2. Age classifications:
      • Adult: 12 years and above
      • Child: 3–11 years
      • Infant: 0–2 years (infant stays free of charge)
   3. The Hotel cannot accept responsibility for unsupervised children in communal areas, on grounds, or in outdoor facilities.

4. Sofa Bed in Lodge Suite
   1. Lodge Suite rooms may include a sofa bed as an additional sleeping option.
   2. Sofa bed usage incurs an additional fee, to be confirmed at the time of booking.
   3. The sofa bed is suitable for children or adults, subject to occupancy limits of the room.

5. Extra Bed
   1. Extra beds may be available in some rooms by prior arrangement.
   2. Extra bed fees will be charged per night and are subject to availability.
   3. Maximum occupancy limits apply; guests should confirm requirements in advance.

6. Breakfast Charges
   1. Breakfast charges apply for additional guests not included in the room rate.
   2. Rates for additional breakfast guests:
      • Adult (12 years and older): £20 per person
      • Child (3–11 years old): £12 per person
      • Infant (0–2-year-old): Free
      • Any dietary requirements should be communicated at the time of booking.

7. Dogs at Feldon Valley:
   1. Feldon Valley (UK) Ltd or Feldon Valley CIC recognises that pets are considered part of our guests’ family. The Hotel is designated as pet friendly and welcomes dogs in some rooms.
   2. Maximum 2 dogs per dog-friendly room.
   3. Dog fee: £15 per dog, per night. This may be payable upon check-in depending on your reservation type and will be added to the final bill.
   4. Dogs must be kept on a lead at all times in the Hotel or grounds. Owners must clean up after their dogs and dispose of waste in the bins provided.
   5. Depending on availability, the Hotel can provide a dog bed, water bowl, and dog treat in the reception.
   6. Dogs are permitted in the bar area of The Kitchen. Dogs are not permitted in the Restaurant
   7. Dogs may be left unattended in bedrooms, but the Hotel must be informed. Any damage caused while unattended, including scratching doors, will be charged to the room.
   8. Housekeeping will not be servicing the room if a dog is left inside.

8. Golf Course
   1. Feldon Valley has an on-site golf course. Guests must follow the designated Public Footpath when walking on the property. The golf course is potentially dangerous; there is a risk of being hit by golf balls if care is not taken. Feldon Valley (UK) Ltd and Feldon Valley CIC accept no responsibility for injury, accident, or death on the golf course.
      Guests must not walk on the golf course outside of the public footpath and must take all necessary precautions.

9. Lost Property
   1. Items left behind will be kept for 1 month.
   2. Items related to hygiene, underwear, or similar will be disposed of immediately. Food items will also be disposed of promptly.
   3. After 1 month, all remaining items will either be donated to charity or disposed of.
   4. The Hotel is not responsible for contacting guests regarding any items left behind.

10. Extra Person Policy
    1. Guests must ensure that the total number of occupants in the room matches the booking.
    2. If a guest arrives with an extra person beyond the confirmed booking:
       • The Hotel reserves the right to charge a penalty, or
       • Refuse check-in, while retaining payment of the reservation.
    3. If the booking was made via a third-party provider, the Hotel reserves the right to report any breaches to that provider.

11. Alcohol Consumption Policy
    1. Alcohol may only be consumed in public areas of Feldon Valley where it has been purchased directly from Feldon Valley and consumed in accordance with UK licensing laws.
    2. Guests are not permitted to bring, supply, or consume their own alcohol in any public or communal areas of the Hotel, Restaurant, Golf Course, Clubhouse, or grounds.
    3. The only exception is within The Restaurant, where guest-provided alcohol may be permitted by prior agreement with the Restaurant Manager and subject to an applicable corkage fee. Corkage is granted at management discretion and may be withdrawn at any time.
    4. Failure to comply with this policy may result in the removal of outside alcohol, refusal of service, or the application of a penalty charge to the card used to secure the booking. Serious or repeated breaches may result in further action, including termination of stay or event without refund.
    5. By using Feldon Valley facilities, guests agree to comply with this policy as part of the Feldon Valley Terms & Conditions.

12. Car Park Use
    1. Parking at Feldon Valley is provided for guests, visitors, members, and authorised users only and is subject to availability.
    2. All vehicles are parked entirely at the owner’s risk. Feldon Valley (UK) Ltd and Feldon Valley CIC accept no responsibility for loss, theft of, or damage to vehicles or their contents, however caused.
    3. Vehicles must be parked only in designated parking bays and in a manner that does not obstruct access routes, emergency exits, footpaths, or other vehicles. Feldon Valley reserves the right to request the removal of any vehicle that is parked unsafely or in breach of these terms.
    4. Feldon Valley accepts no liability for personal injury, accident, or damage occurring within the car park or access areas, except where caused by proven negligence on the part of Feldon Valley.
    5. By using the car park, users agree to comply with these terms as part of the Feldon Valley Terms & Conditions.

13. Electric Vehicle Charging
    1. Electric vehicle charging facilities at Feldon Valley are provided for guests, visitors, members, and authorised users only and are subject to availability.
    2. Guests must provide their own compatible charging cable and must register and log in to the designated charging app in order to activate and use the charging points. Feldon Valley staff are unable to initiate charging on behalf of guests.
    3. Use of the charging facilities is at the user’s own risk. Feldon Valley (UK) Ltd and Feldon Valley CIC accept no responsibility for damage to vehicles, charging equipment, cables, or any loss resulting from the use of the charging points, except where caused by proven negligence.
    4. Charging bays must only be used while actively charging. Vehicles must be moved promptly once charging is complete. Feldon Valley reserves the right to restrict or suspend charging access where misuse occurs.
    5. By using the EV charging facilities, users agree to comply with these terms as part of the Feldon Valley Terms & Conditions.

14. CCTV Monitoring
    1. Closed Circuit Television (CCTV) is in operation at Feldon Valley for the purposes of crime prevention, public safety, protection of guests, staff, and property, and the monitoring of compliance with Hotel policies.
    2. CCTV cameras may operate in public and communal areas of the property, including entrances, car parks, corridors, and external grounds. CCTV is not used in private areas such as guest bedrooms or bathrooms.
    3. Recorded footage is handled in accordance with applicable data protection legislation and will only be accessed by authorised personnel or disclosed to law enforcement or regulatory authorities where legally required.
    4. By entering Feldon Valley premises, guests, visitors, and members acknowledge and consent to the use of CCTV monitoring as part of the Feldon Valley Terms & Conditions.

15. Christmas
    1. We are generally closed on Christmas Eve and Christmas Day, but should you have a large booking to discuss for that period please contact the management team.

16. Rates
    1. All rates quoted are inclusive of 20% VAT

Golf Course - Feldon Valley Terms & Conditions

1. Golf Course
   1. Feldon Valley has a Golf Course on site and any walking on the property must follow the route of the Public footpath. The Golf Course is a potentially dangerous place and there is a risk of being hit by a golf ball if care and attention are not given – Feldon Valley (UK) Ltd and Feldon Valley CIC do not take any responsibility for any injury, accident or death on the golf course.
   2. Hotel guests must not walk on the golf course unless on a public footpath and you must always take suitable precaution.
   3. Greens should never be walked on by people not playing that hole.

2. Golf at Feldon Valley
   1. Payment - To book a tee time on-line you will have to enter your credit or debit card details using our secure on-line payment process. When you arrive for your round of golf, you should report to the Golf Shop before beginning your round and produce your proof of payment for the number of players booked. If the Golf Shop is closed, please go upstairs to the bar in the Clubhouse where you will need to show your proof of payment and collect your scorecard(s).
   2. Cancellation Policy - You may cancel your booking by contacting the Golf Club by email and advising the details together with your unique reference number. If you cancel your booking more than 2 days before your date of play, there will be no charge made to your credit/debit card. To obtain a refund, please email golfshop@feldonvalley.co.uk. If you cancel your booking less than 2 days in advance, we reserve the right to make a charge of 50% of the green fee to your credit/debit card.
   3. Failure to Cancel Your Booking - If you fail to cancel your booking, we reserve the right to charge 100% of the green fee to your credit/debit card. Failure to do so will mean any future bookings will be stopped.
   4. Course Closed - If you are unable to play your round of golf due to the course being closed (e.g. bad weather), no charge will be made to your credit-card/debit-card
   5. Booking Transferable - The booking is completely transferable. Therefore, and should you be unable to make your tee time, you can offer the tee time to someone else such as a family member or friend. All golfers must make themselves aware of the club’s code of conduct before play, details of which are below and also posted in the clubhouse.
   6. Handicaps - This facility is only available to golfers who have a handicap of 54 or less. If you don’t have a handicap, you must be able to play to an equivalent standard.
   7. Dress Code - Normal EGU dress code applies. The following are therefore not permitted: denims, non-tailored shorts or football/rugby top.
   8. Spikes - Spikes may be worn but not in restaurant and bar.
   9. Car Park - Parking at Feldon Valley is provided for guests, visitors, members, and authorised users only and is subject to availability.
      • All vehicles are parked entirely at the owner’s risk. Feldon Valley (UK) Ltd and Feldon Valley CIC accept no responsibility for loss, theft of, or damage to vehicles or their contents, however caused.
      • Vehicles must be parked only in designated parking bays and in a manner that does not obstruct access routes, emergency exits, footpaths, or other vehicles. Feldon Valley reserves the right to request the removal of any vehicle that is parked unsafely or in breach of these terms.
      • Feldon Valley accepts no liability for personal injury, accident, or damage occurring within the car park or access areas, except where caused by proven negligence on the part of Feldon Valley.
      • By using the car park, users agree to comply with these terms as part of the Feldon Valley Terms & Conditions.
   10. Buggies
       1. Buggies are not to be driven into the car park or off the property at any time.
       2. Buggies should only be taken once arrangements have been made with the Golf Shop and payment made. You must be 17 years or over to hire a buggy.
       3. Visitors must fill out the Golf Buggy Hire Agreement Form in the Golf Shop prior to their round. The hirer will be personally responsible for any and all costs or claims arising from damage to the buggy or other people’s belongings, including cars in the car park, and injury to third party, and injury to other passengers on the buggy.
       4. The Hirer must not be disqualified from driving.
       5. Feldon Valley will not accept responsibility or liability for any injury or damage sustained or caused by the drive during the period of hire.
       6. Members of Feldon Valley must adhere to the rules above however they are not required to fill out the hire agreement form, as they agree to the above in the terms and conditions of being a member of Feldon Valley.
       7. All buggies must be returned in a good condition and any damage reported immediately. Feldon Valley reserves the right to charge any costs for repair to the person responsible.]
   11. Course Repair & Maintenance
       1. Pitch marks and divots must be appropriately repaired.
       2. Bunkers must be raked once the shot is taken

3. Loss or Damage to Possessions
   1. Feldon Valley takes no responsibility for any private possessions lost or damaged during your time at Feldon Valley. We urge you to ensure you take everything with you before you leave the changing rooms and lock your car prior to playing.

4. Showers
   1. Feldon Valley provides showers and changing facilities for all members and guests and we commit to delivering a safe environment that is cleaned on a regular basis. Should you have any allergies we strongly advise you to inform a member of staff and take no responsibility for any reaction to soap, shampoo, conditioner or creams provided. We urge all guests and members to take great care on wet surfaces.

5. Insurance
   1. It is the responsibility of every golfer playing at Feldon Valley to have sufficient personal insurance to cover any loss, claim or injury.

6. Your personal information
   1. We will collect your personal information for our marketing purposes and hopefully, you will accept the information we provide. We will not share, sell or distribute your personal data with unrelated third parties. Should you wish to unsubscribe you may do so at any time by just sending an email to tom@feldonvalley.co.uk. Our Privacy Policy is available on our website at https://feldonvalley.co.uk.

Golf Club Membership Terms & Conditions

1. General
   1. The aim of these Terms & Conditions is to provide clarity regarding Membership to Feldon Valley Golf Club and to help our valued members understand benefit, obligations and restrictions during their time with us.
   2. These Terms & Conditions are updated from time to time and are displayed on our website at all times. Any changes to these T&Cs will be communicated to all members at that time.

2. Definitions
   1. You, the Member – all the people named over the page.
   2. The Company/Club – Feldon Valley (UK) Ltd, Feldon Valley Golf Club.
   3. Your Renewal comprises of a renewal form and invoice including these Terms and Conditions of membership.

3. Applications & Joining Process
   1. Membership application Forms (including payment terms) must be properly completed. No application will be accepted until clearance of funds and/ or the appropriate Direct Debit form is completed. Acceptance to membership shall be the sole discretion of Feldon Valley (UK)Ltd.
   2. Membership Period - The Feldon Valley membership year runs from the 1st May to 30th April. Anyone taking out a membership of Feldon Valley is agreeing to pay for their membership up to the end of that membership year. Failure to pay will prevent access to the Golf Course and may result in legal action to recover unpaid membership fees including any legal costs incurred by Feldon Valley (UK)Ltd.

4. Fees – Membership & Green Fees
   1. Membership subscription fees will be published on our website https://feldonvalley.co.uk/
   2. Annual subscription renewals will be invoiced 30 days prior to the end of the membership year. Failure to pay by the due date will result in the termination of your membership of Feldon Valley Golf Club.
   3. Should someone join between May 1st and June 30th the full annual subs will be due despite the shorter period of Membership.
   4. From July 1st a pro rata charge will be applied for the membership with the member paying from the date of joining until the end of the Membership Year.
   5. Membership subscriptions can be paid either by BACS or monthly by direct debit. Direct Debit payments will incur a one-off administration service charge. Members wishing to pay by D/D will be required to pay the first month’s membership upfront, along with the union fee and any service charge. D/Ds will cease at the end of the membership year and will need to be re-instated at the beginning of the following membership year.
   6. Every member of Feldon Valley will be liable for the Bucks Berks and Oxon Golf Association annual fee. These fees will be displayed on the club website. Feldon Valley acts as collector of this fee and passes it on to the BB&O.
   7. As a member of Feldon Valley Golf Club every member pays the English Golf union fee which provides you with £10m worth of personal liability insurance. Should you be involved in any incident that could lead to claim you should refer directly to the terms of the insurance for details. Visit their website for more information: https://www.englanggold.org/member-personal-liability-insurance

5. Missed Payments & Arrears
   1. If a member defaults on a Direct Debit payment, an administration charge will be applied for each missed payment.
   2. Feldon Valley (UK)Ltd reserves the right to use a debt collection agency to collect outstanding balances owed to them.
   3. Debt outstanding for over 30 days may be referred to a debt collection agency. A charge will be applied to the outstanding balance to cover the debt collection charges.

6. Termination and Expiry of Membership
   1. Expiry and Renewal
      Membership of Feldon Valley Golf Club is for the relevant Membership Year and will automatically expire on 30 April.Membership does not automatically renew. Members wishing to continue their membership for the following Membership Year will be invited to apply for renewal and the Golf Team will provide details of the renewal process and applicable membership fees.Renewal is subject to acceptance by Feldon Valley (UK) Ltd and payment of the applicable membership fee.
   2. Suspension or Termination by Feldon Valley
      Feldon Valley (UK) Ltd reserves the right to suspend or terminate a membership where there are reasonable grounds for doing so.
      Membership may be suspended or terminated in circumstances including:
      1. serious misconduct by a Member, including threatening, abusive, violent, discriminatory or seriously inappropriate behaviour towards another Member, guest, employee, contractor or other person at Feldon Valley;
      2. conduct which creates a material risk to the safety or wellbeing of Members, guests, employees or others;
      3. theft, fraud, deliberate damage to property or other serious dishonesty;
      4. a serious or repeated breach of these Terms and Conditions or the Club Rules;
      5. failure to pay any membership fee or other sum due to Feldon Valley by its due date; or
      6. providing information when applying for or renewing membership which the Member knows to be false or materially misleading and which would reasonably have affected Feldon Valley's decision to grant or renew membership.

      Where a breach is capable of being remedied, Feldon Valley will normally provide written notice of the breach and allow the Member seven days to remedy it before membership is terminated.

      Where the circumstances are sufficiently serious, or where Feldon Valley reasonably considers that immediate action is necessary to protect Members, guests, employees, property or the Club, Feldon Valley may suspend or terminate membership immediately.

      Feldon Valley may also impose an interim suspension while a serious matter is investigated.

   3. Membership Fees Following Termination
      1. Where membership is terminated because of a Member's breach of these Terms and Conditions or the Club Rules, Feldon Valley reserves the right to deduct from any refund otherwise due any outstanding sums owed by the Member together with any reasonable losses or costs directly arising from the Member's breach.
      2. Any refund of prepaid membership fees will be considered fairly having regard to the circumstances of the termination, the period of membership already provided and applicable consumer law.
   4. Notice of suspension or Termination
      1. Notice of any suspension or termination of membership will be provided to the Member in writing and will give reasonable details of the reason for the decision.
   5. Right of Appeal
      1. A Member whose membership has been terminated may appeal the decision in writing within 14 days of receiving notice of termination.
      2. The appeal should explain the grounds on which the Member believes the decision should be reconsidered.
      3. Where reasonably practicable, the appeal will be reviewed by a person who was not responsible for the original decision. The outcome of the appeal will be communicated to the Member in writing.
   6. Feldon Valley Bar Card
      1. Termination or expiry of golf membership does not automatically remove any remaining balance held on a Member's Feldon Valley Bar Card.
      2. Any complimentary, promotional or membership-related credit remaining on the card must be used at Feldon Valley within 12 months of the date membership ends, unless a different expiry date was clearly specified when the credit was provided. After the applicable expiry date, any unused promotional or membership credit will expire and have no cash value.
      3. Any balance that has been purchased or directly funded by the Member will be treated separately and in accordance with the terms applicable when that balance was purchased. 
      4. Bar Card credit cannot be transferred to another person except with the prior agreement of Feldon Valley.

7. Changing Membership Category
   1. Members may apply to upgrade their membership category during the Membership Year. Where an upgrade is agreed, the additional membership fee will normally be calculated on a pro-rata basis for the remainder of the Membership Year.
   2. Membership categories cannot normally be downgraded during the Membership Year. Members may select a different membership category when applying for membership for the following Membership Year.
   3. Feldon Valley may consider requests for a change of membership category during the Membership Year in exceptional circumstances at its discretion.

8. Guests
   1. Members wishing to introduce guests must observe the relevant Club Rules and Feldon Valley (UK) Ltd reserves the right to refuse entry to guests, including, but not limited to former Members whose Membership has been terminated by the Company.
   2. Guests must pay the appropriate green fee prior to playing golf. For the duration of permitted use of the Club, guests must observe these Terms and Conditions, including the “Disclaimer” and “Health and Safety” conditions as though they were fully paid Members. Guests must be accompanied on the course by the Member introducing them.
   3. Members can introduce an unlimited number of guests in their membership year, however there is a limit of 3 guests per day, all of whom must play in the same group as the member.

9. Club Rules
   1. These terms and conditions, along with the contract, form the principal agreement between you and Feldon Valley (UK) Ltd. In signing the Terms and Conditions, the Member is expected to understand and comply with the Club Rules. The Company may sometimes need to make changes to the Club Rules and if we do this we will communicate this via Memcom and, where reasonably possible, display notices in the Club notifying you of the change at least 45 days beforehand.

10. Health and Safety
    1. Feldon Valley (UK) Ltd will endeavour to take due care to provide a safe environment for Members. As part of membership, Members are expected to abide by notices, signs and information provided for their safety and the safety of others.
    2. Fire exits, which are clearly marked, are in the interest of public safety and in the event of fire and/ or on hearing the fire alarm, Members and guests are asked to make their way in an orderly fashion to the nearest available safe exit.
    3. Signage and cordoned off areas on the course must be respected at all times.
    4. Greenkeepers should always have right of way on the course. Members and Visitors must wait for the Greenkeeper to move out of the way before taking their shot.
    5. As a member of Feldon Valley Golf Club every member pays the English Golf union fee which provided you with £10m worth of personal liability insurance. Should you be involved in any incident that could lead you to a claim you should refer directly to the terms of the insurance for details.

11. Members Code of Conduct
    1. Feldon Valley (UK) Ltd reserves the right to restrict and/ or prevent entry of Members and guests and/or to terminate membership by reason of breach of our Terms and Conditions. Members and guests must at all times comply with the Club Rules including but not limited to the following points:
    2. Be suitably attired having regard to the occasion and/or intended use of facilities/premises;
    3. Demonstrate good order and behaviour to each other and to the staff. The use of abusive and/ or profane language and the threat of, or use of, violence will not be tolerated.
    4. Comply with these Terms and Conditions including those headed “Health and Safety”
    5. The Company reserves the right to require any Member to make good any damage or destruction of the premises or facilities caused by the Member’s negligence, default or wrongful act.

12. Loss of Playing Time
    1. Loss of playing time due to weather will not be compensated and should be viewed as a force majeure that Feldon Valley (UK) Ltd has no control over. Feldon Valley (UK) Ltd does commit to taking all available steps to open the Golf Course but will not do so if the conditions pose a risk to the players or if allowing play will damage the course beyond reasonable expectations.
    2. There is no automatic compensation for days or time lost due to pandemics, nationwide restrictions imposed upon Feldon Valley or any other scenario by which the Golf Club is forced to close due to external circumstances.
    3. Feldon Valley will close for course maintenance on certain times each year and although we will always endeavour to open at least part of the course, on certain days we will close the course for critical maintenance work. On these days there will be no access at all, and we will communicate this with at least 1 week notice wherever possible.
    4. The Golf Club will not be staffed on Christmas Day, but Members will be permitted to play. We urge you to inform someone of your activity as you will not have any support on the site on this day.

13. The Clubhouse & Property
    1. All members have access to use the Locker Rooms when playing golf and lockers can be used without charge as long as personal belongings are removed after playing golf. Any items left in the locker room or lockers without permission may be disposed of and Feldon Valley take no responsibility for loss or damage.
    2. Lockers can be rented for the duration of the membership year and keys then do not need to be returned or left on site.
    3. These lockers are only to be used for storing personal items related to activity at the Club and must not pose a risk to the property or others and must not breach any laws.
    4. Membership to Feldon Valley Golf Club does not guarantee access to the Bar or Restaurant and this is totally dependent on availability. Should a Member wish to eat with us we would always encourage to book a table to avoid disappointment.
    5. Golf Members are very welcome at the Hotel Bar if there is seating available.

14. Loss, Injury or Death
    1. Personal Effects
       1. Our liability to compensate you for any loss or damage (in the case of loss or damage other than death or personal injury) is limited to a reasonable amount having regard to such factors as whether the damage was due to a negligent act or omission by us. Members and the guests of any Members are otherwise responsible for their personal possessions, equipment and vehicles (and their contents) parked in the car park and are advised not to bring valuable possessions onto the premises.
       2. Disclaimer – The Company will use its reasonable endeavours to ensure that all facilities are maintained in full working order and the Company will compensate the Member for any loss or damage which the Member may suffer if the Company fails to carry out its obligations under this Agreement or to a reasonable standard or breaches any duties imposed on the Company by law (including if the Company causes the death or personal injury to the Member by the Company’s negligence) unless that failure is attributed to: i) the Member’s misuse of the facilities; ii) the Member’s disregard or breach of health and safety rules and procedures of the premises or breach of this Agreement; iii) a type or level of exercise/use which is nonsuited to the Member’s physical limitations or otherwise aggravates ailments, disability or life-threatening conditions; iv) other circumstances attributable to the Member’s own fault; v) a third party unconnected with our provision of services under this Agreement; vi) events which neither we nor our suppliers could have foreseen or forestalled even if we had taken all reasonable care. Members must seek medical advice as necessary to ensure that the intended exercise/use will not adversely affect the Member’s health and physical condition. The Company will not accept any responsibility or liability for injury, disablement, or loss of life where this is caused by the circumstances above. Each Member accepts Membership on the condition that it is the Member’s responsibility to obtain proper medical advice at all times with regard to any exercise intended to be carried out at the premises. Each Member undertakes to keep the Company and its staff free and harmless from liability which arises as a result of breach of this condition.

       Terms & Conditions – The Kitchen at Feldon Valley

       1. Booking Confirmation
          1. All reservations must be confirmed with valid credit or debit card details at the time of booking.
          2. For guests staying in The Lodges at Feldon Valley or on site, reservations may be linked to card details already held on file.
          3. A reservation is only confirmed once written confirmation has been issued by the restaurant.
       2. Cancellation & No-Show Policy
          1. Individual bookings:
             Cancellations made with less than 24 hours’ notice, or failure to attend without notice, will incur a charge of £15 per person.
       3. Group Bookings
          1. Golf Breaks and Your Golf Travel - Golf Breaks and Your Golf Travel bookings have a reduced two-course menu from the a la carte menu included in the room rate, any extras will be charged on the day.
          2. Golf Societies / Golf Member Events - Golf societies will have the option of having the golf events menu or the golf buffet menu. All golf menus require a pre order and this will be needed along with final numbers at least 4 days prior to the booking. Any changes made after this time cannot be guaranteed. Any cancelations made after we have received final numbers will be charged in full.
          3. Pre-Orders are always required for groups of 12 or more people eating at the same time., We will need all pre orders one week in advance, any changes made after this can not be guaranteed.
          4. Hotel Bookings – Groups and Celebrations / Restaurant Group Bookings
             1. Anything over 12 people will be classed as a group booking and will need to discuss the requirements of the booking with Feldon Valley and agree all arrangements in writing.
       4. Dietary requirements
          1. All dishes may contain or come into contact with allergens. Guests must inform the restaurant of any allergies or dietary requirements in advance.
          2. While every reasonable effort will be made to accommodate dietary needs, the restaurant cannot guarantee a completely allergen-free environment.
          3. Any dietary requirements should be communicated at time of booking. It is the responsibility of the individual to communicate any allergies or concerns with Feldon Valley.
          4. For grazing table/small plates the only dietary we can cater for are Gluten free/Dairy free/Vegetarian. Changes to certain dishes may have to be made to cater for these dietary needs.
          5. We can cater for Vegan and Halal guests, these menus will be done on request and we will need 72 hours’ notice.
       5. Deposit requirements
          1. 15-30 people – 10% of total booking cost
          2. 30-50 people – 25% of total booking cost
          3. 50+ people – 50% of total booking cost
          4. All deposits are non refundable and will be removed from the final bill.
          5. Full payment for all pre-booked items must be settled prior to the event date.
          6. Cancellation and changes timeline and policy
       6. Times for bookings
          1. Tables will be expected to be seated at the time of booking, if they would like to have drinks in the bar they will need to arrive 30 minutes prior to the booking time.
       7. Menu Changes
          1. Due to the restaurant’s focus on seasonal and locally sourced produce, menus and individual dishes may be subject to change without prior notice.
       8. Dress Code
          1. There is no specific dress code for the bar or restaurant; however, guests are expected to be dressed appropriately at all times.
          2. Spiked golf shoes are not permitted in the bar or restaurant areas.
          3. Tops must be worn at all times within the bar and restaurant – including on the balconies and any outside seating.
          4. Generally, restaurant patrons dress in a smart casual manner, and management reserves the right to refuse entry or service where attire is deemed inappropriate.
          5. Hotel guests are asked not to wear pyjamas or robes at the restaurant.
       9. Dogs
          1. Dogs are not permitted in the restaurant area at any time.
          2. Dogs are welcome in the bar area and on the balconies, provided they are kept under control and on a lead at all times.
          3. The restaurant reserves the right to ask guests to remove dogs if they cause disruption, pose a safety concern, or breach hygiene standards.
          4. Dogs are not allowed on any of the furniture regardless of how well behaved they may be.
       10. Alcohol Service
           1. Alcohol is served in accordance with UK licensing laws.
           2. Management reserves the right to refuse the sale or service of alcohol to any guest who appears intoxicated or behaves irresponsibly.
       11. Outside Food & Drink
           1. Guests are not permitted to bring their own food or drink into the restaurant, except where medically required and agreed in advance with management.
       12. Corkage Policy
           1. The Kitchen at Feldon Valley does not routinely permit guests to bring their own alcoholic beverages into the restaurant.
           2. Corkage may be permitted only by prior agreement with the Restaurant Manager and must be approved in writing before the date of the reservation. Requests made on the day cannot be guaranteed and may be refused at management’s discretion.
           3. Where corkage is approved, a corkage fee per bottle will apply. The applicable charge will be confirmed at the time of approval and may vary depending on the nature of the booking or type of alcohol.
           4. Corkage may be restricted or refused on certain dates, for specific events, or where the restaurant offers similar products for sale.
           5. All alcohol consumed under a corkage agreement remains subject to the restaurant’s responsible alcohol service obligations, and service may be withdrawn at management’s discretion.
       13. Smoking
           1. Smoking and vaping are strictly prohibited inside the restaurant and all indoor areas. Smoking is permitted only in designated outdoor areas, where available.
       14. Private Hire & Minimum Spend
           1. Private dining or exclusive hire bookings may be subject to a minimum spend requirement.]
           2. Any minimum spend or hire charges will be agreed in writing at the time of booking.
       15. Payment
           1. All bills must be settled in full on the day of dining unless otherwise agreed in writing by management.
           2. Hotel guests may choose to settle their restaurant bill at the restaurant or request that the bill be transferred to their room account.
           3. To transfer a restaurant bill to a room account, hotel guests must sign the bill at the restaurant to authorise the charge.
           4. Once a bill has been signed for transfer to a room account, it will be considered final and may not be amended or disputed thereafter.
           5. The restaurant accepts major debit and credit cards.
           6. No bar tabs will be permitted beyond the visit and must be settled in full on departure.
       16. Gift Vouchers
           1. By purchasing a voucher, you agree to be bound by the terms and conditions set out in this document and by any terms specific to the individual voucher purchased.
           2. We reserve the right to amend these terms and conditions at any time without notice. It is your responsibility to review these terms before purchasing or redeeming a voucher to ensure you are aware of any updates.
              1. Purchase
                 1. Vouchers cannot be booked online.
                 2. To purchase a voucher, you must submit an inquiry via our website or directly to the relevant department, depending on the type of voucher you wish to purchase (Accommodation / Restaurant only / Golf only / Combined experiences).
                 3. Payment of the voucher will be completed via a secure payment link sent by the team or settled in person by card payment or BACS.
                 4. A contract of sale exists once payment has cleared and confirmation of the voucher purchase has been issued.
                 5. The voucher will be sent as a PDF attachment via email once payment has been confirmed. Please check the confirmation email carefully to ensure all details are correct.
                 6. To purchase vouchers for experiences that include alcoholic beverages, you must be 18 years or older.
                 7. Some vouchers or experiences may have a minimum age requirement for redemption.
                 8. All vouchers are valid for 12 months from the date of purchase, unless otherwise stated.
              2. Redemption
                 1. Vouchers cannot be redeemed online. Guests must submit an inquiry to redeem their voucher, specifying the date and type of experience.
                 2. The relevant department will respond within 48 hours of receiving the inquiry.
                 3. The voucher must be presented in person on the day of use at the property. Failure to present the voucher may result in refusal of service.
                 4. Reservations for vouchers are subject to availability.
              3. Issuing & Delivery of Vouchers
                 1. Vouchers are delivered electronically as a PDF attachment via email or can be collected in person by prior arrangement with the department from which the voucher was purchased.
              4. Returns & Refunds
                 1. All vouchers are non-refundable and non-transferable, unless otherwise agreed in writing by the Hotel.
                 2. Lost, stolen, damaged, or defaced vouchers cannot be replaced or refunded.
                 3. Our terms and conditions, or the terms of the specific voucher, do not affect your statutory rights.