Our Terms and Conditions

We look forward to welcoming you to Cober Hill. Please take a few moments to read our terms and conditions prior to booking. 

1. DIRECT BOOKINGS
1.1 Payment in full is required at the time of booking.
1.2 Refunds are at the discretion of the company and will depend on whether we can resell the accommodation.
1.3 We advise guests to take out a policy of travel insurance to cover them for
cancellation charges.

2. GROUP CANCELLATION POLICY
2.1 Deposits are non-refundable and non-transferable in any circumstances.
2.2 Cancellation up to six months before date of arrival: any payment in excess of your deposit will be refunded
2.3 Cancellation less than six months before date of arrival: full booking payment due to Cober Hill.
2.4 If you can find a replacement to fill the vacancy, we will refund your payment in full once we receive payment in full from the new guest.
2.5 We advise guests to take out a policy of travel insurance to cover them for cancellation charges.
2.6 All cancellations must be received in writing and the effective date is the date that we
receive the notification, not the date that it is sent.

3. CANCELLATION INFORMATION FOR GROUP ORGANISERS
3.1 The organiser of the group is responsible for informing the group members of the cancellation policy as in section 1 above.
3.2 Please ensure that all your group members are aware of this policy as we regret that
we are unable to make any exceptions.
3.3 Please let your members know that it is advisable to take out a policy of travel
insurance to cover them for cancellation charges.
3.4 The organiser submitting the booking form accepts these terms and conditions on behalf
of everyone in the group.
3.5 Please note that we cannot make any adjustment to group charges if the group, or
individual members of the group, are temporarily absent, arrive late, leave early or miss
any booked meals during your stay.
3.6 Please note that we will have to make an additional charge for any group which arrives
before or departs after the stated arrival and departure times in section 7 below.

4. CONFIRMING YOUR GROUP BOOKING
4.1 Please complete the booking form and return it with your non-refundable deposit of
25% of the total cost of the holiday.
4.2 Please ensure that your deposit payment is received by us within 30 days of the date
of quotation, otherwise we may have to cancel the booking.
4.3 If we do not receive your deposit within 30 days, we reserve the right to review the fee
quoted.
4.4 Your booking is only confirmed once we have received your deposit.

5. PAYMENT FOR GROUP BOOKINGS
5.1 50% (25% deposit plus 25%) of the cost is due no later than 6 months prior to your
visit.
5.2 The balance is payable in full prior to departure (education groups only: within 21 days
of departure).
5.3 Please note that we will only issue one invoice per group, and it is the group organiser’s
responsibility to ensure that we receive payment from the group members. We do not
issue individual invoices for group bookings.
5.4 We reserve the right to increase prices in line with inflation up to 30 days before your
stay.

6. CONFIRMING GROUP NUMBERS
6.1 Eight weeks prior to your visit we will send you a checklist to confirm details of your
reservation. Please ensure that you return this promptly so that we can have
everything ready for your arrival, and to ensure that your stay with us goes smoothly.

GENERAL INFORMATION FOR YOUR STAY WITH US

7. MEALTIMES
7.1 Breakfast 8.30am
7.2 Lunch 1.00pm
7.3 Dinner 6.30pm
7.4 We will ask about special dietary requirements on our confirmation checklist (see
section 5 above). We are able to cater for vegetarians, vegans and special diets but
guests should be aware that all food is prepared in a single kitchen where allergens
are present. While every care will be taken, we cannot guarantee that our dishes are
allergen free.

8. ARRIVAL AND DEPARTURE
8.1 Arrival is after 3.00pm.
8.2 Departure is no later than 10.30am.

9. SMOKING
9.1 Cober Hill is a non-smoking site. All buildings on site and the gardens and grounds
are strictly non-smoking, including vaping.
9.2 Guests are kindly requested not to smoke or vape anywhere on site.

10. CORKAGE CHARGE
10.1 A bar is provided in the Dining Room for guests to buy drinks for consumption on site
(we take cash, card or drinks may be put on your room account for settlement at the
end of your stay).
10.2 Cober Hill is owned by a charitable trust, and all profits from trading are reinvested in
ensuring that future generations are able to continue to enjoy our beauty, joy, peace
and refreshment.
10.3 We respectfully ask all guests not to bring their own alcohol for consumption on our
premises, but instead to support our work by buying from our bar. We stock a range
of delicious and competitively-priced wines, beers and spirits for you to enjoy.
10.4 If guests do wish to bring their own alcohol, then we will charge a corkage charge for all alcohol consumed anywhere on site.
Thank you for your support.

11. DOG POLICY
COBER HILL WELCOMES DOGS (AND THEIR OWNERS)
YOUR DOG:
• Must be fully house trained (no puppies under 6 months).
• Must be kept on a lead when indoors or on hotel property unless it is in a guest room.
• Must not be aggressive or loud.
• Should not be left unattended in your room if it barks or is destructive.
• Is not allowed in any food preparation areas or communal WCs.
• By prior arrangement, may join you at mealtimes in the Conservatory (but not the
Dining Room).
• May sit with you in the Drawing Room subject to availability (but please not on the
furniture!), but not in either the Green Lounge or Wynyard Lounge.

YOU:
• Are responsible for cleaning up after your dog on the property, in the gardens and the
surrounding area.
• Must display the ‘dog in room’ sign at all times when the dog is present in the room if
you are confident that our staff will be comfortable to service the room. If not, then
please ask Reception to arrange for a convenient time for servicing your room with you
in the room with the dog, or the dog to be out of the room.
• Are responsible for all property damage and/or personal injuries resulting from your
dog. We understand that sometimes ‘accidents’ happen, and we reserve the right to
charge you for professional carpet and/or furniture cleaning if necessary, and / or for
the extra staff cost of deep-cleaning your room on departure.
• Must pay a pet fee of £15 per night per pet, up to a maximum of 2 pets per room.

12. THANK YOU FOR YOUR BOOKING
We look forward to welcoming you to Cober Hill and to making your stay enjoyable and
memorable.
Cober Hill Ltd is a wholly-owned subsidiary of The Cober Hill Charitable Trust (registered
charity number 1167215, company number 09666472). All profits we make go towards the
upkeep of Cober Hill for future generations to enjoy.

13. MAKING MEMORIES
In 1920, our Founder, Arnold Rowntree, wanted all those in need of the joy, beauty,
refreshment and peace of Cober Hill to be able to come here, acknowledging that those
most in need were likely to be the least able to afford to pay.
Could you help us by donating to our Bursary Fund so that someone less fortunate can
enjoy a stay with us? There are many ways to help, for example by making a single or a
regular donation, by organising a fundraising event or by leaving a gift in your will.
If you would like to discuss ways you can help to make memories for future generations, we
would love to hear from you. Please contact management@coberhill.co.uk.
Thank you. ns please contact reception.