Booking Terms
Standard Booking Terms (1-2 Rooms)
These terms apply to The Old Post Office Otterburn (‘We’/’Us’/’Our’) and the person making the booking (‘You’/’Your’). By making a booking you accept these terms and conditions, which are governed by English law.
Booking Confirmation & Contract
• A booking is confirmed only when we send you a written confirmation (email) and receive your deposit.
• The person making the booking must be 18 or over and accepts these terms on behalf of all guests in the party.
• We reserve the right to refuse any booking.
Deposits & Payment
• Full payment is required at the time of booking.
• We accept bank transfer, credit/debit cards, or payments via our online booking system.
• All rates are quoted per room per night and include a full English breakfast. VAT is included.
Arrival and Departure
• Check-in: From 2pm (14:00) to 6pm (18:00). Please let us know your estimated arrival time via our messaging platform. Late arrivals after 6:00 PM must be arranged in advance.
• Check-out: Strictly by 10:00AM. Due to tight turnaround of our rooms, a fee of £25 may be charged for late check out.
• Early check-in from 12pm is available to book in advance, subject to availability, at a cost of £25 per room.
Staff Contact & Emergencies
The Old Post Office Otterburn is an owner-managed property and is unmanned overnight and at certain times.
A member of the team is usually available on-site during the day. For any assistance or emergencies, please contact:
• Emergency / Out-of-Hours Contact & General Enquiries : Yvonne - 07414 595209
We aim to respond to messages as quickly as possible. In case of a serious emergency, please contact the emergency services on 999.
Cancellation Policy
• More than 28 days before arrival: Fully refundable: any deposit/balance paid will be refunded.
• Less than 28 days before arrival or no-show: You will be charged 100% of the total booking value.
We strongly recommend you take out travel insurance. Amendments to dates/rooms are subject to availability.
Breakfast
• Breakfast is served between 8:00 AM and 9:30 AM in our coffee shop / dining area and is included in your room rate.
• Please advise us of any dietary requirements via our Online Check-In. We will do our best to accommodate them.
Coffee Shop
• Guests have access to our on-site coffee shop during its opening hours. Please check current hours on arrival or via our website.
Conditions of Stay
• No smoking or vaping inside any buildings. Smoking is permitted only in designated outdoor areas. Failure to comply may result in a deep-cleaning charge.
• Pets: We regret we cannot accept pets.
• Children: Children are welcome. Please advise ages and numbers when booking.
• A Travel cot can be provided for Infants (0-2) free of charge - bedding is not provided.
• An additional foldaway bed can be provided for a child (3-12) for an additional charge of £20 per night.
• We reserve the right to terminate a booking immediately (without refund) if any guest behaves in a way that is unacceptable or causes disturbance to other guests.
• No parties, gatherings, or events are permitted without prior written agreement.
Damage & Liability
You are responsible for any damage, breakages, extra cleaning, or additional laundry costs caused by you or your party (beyond normal wear and tear).
We therefore kindly ask guests using fake tan to take care when using these products.
We may charge a reasonable repair, replacement, or cleaning fee for any damage. In cases of significant or reckless damage we will seek full recompense.
Please note: Fake tan, sunless tanning products, hair dye, and certain skincare/beauty products can cause permanent staining on towels, bedding, and soft furnishings. Our laundry company charges us for specialist cleaning or replacement of stained items. You will be charged the full cost incurred (typically £15–£40 per item).
Room Servicing & Access
We reserve the right to enter rooms for housekeeping, maintenance, safety checks, or in case of emergency. We will endeavour to give reasonable notice where possible.
CCTV
We operate CCTV cameras in certain public and external areas of the property (entrances, parking areas, and communal spaces) for safety and security purposes. This is managed in accordance with UK GDPR and the Data Protection Act 2018. Cameras are not installed in private areas such as bedrooms or bathrooms. Signage is displayed where CCTV is in use.
Facilities
• Free Wi-Fi is available throughout the property. However, Wi-Fi speeds and service are not guaranteed and can vary depending on location, time of day, and external factors.
• Parking is available on a first-come, first-served basis at your own risk. We cannot accept responsibility for loss or damage to vehicles or belongings.
• We cannot accept responsibility for loss or damage to personal belongings.
Health, Safety & Accessibility
• Please advise us in advance of any mobility issues or special requirements.
Force Majeure
We are not liable if we cannot fulfil the booking due to events beyond our reasonable control (e.g. severe weather, flood, fire, or pandemic restrictions). In such cases we will offer an alternative date or a refund where possible.
Complaints
Please raise any issues with us immediately so we can try to resolve them during your stay.
Governing Law
These terms are governed by the laws of England and Wales.
Thank you for choosing The Old Post Office Otterburn.
We look forward to welcoming you.
Group Bookings (3 or more rooms)
These Group Booking Terms apply to any reservation of 3 or more rooms made under the same booking (including wedding guest groups).
Where these Group Booking Terms differ from our standard Booking Terms & Conditions, these Group Booking Terms take priority.
1. Deposit and Payment
• A non-refundable deposit of 25% of the total booking value must be paid within 7 days of the booking.
• The remaining balance is due 8 weeks before the arrival date.
• If the booking is made less than 8 weeks before arrival, the full amount is payable at the time of booking.
2. Cancellation Policy
• The booking may be cancelled free of charge (exluding the non-refundable 25% deposit) up to 8 weeks before the arrival date.
• From 8 weeks before arrival onwards, the booking becomes fully non-refundable.
• Cancellations or no-shows after this point will result in the full amount of the booking being charged.
3. Rooming List and Guest Details
• A full rooming list (including guest names for each room) must be provided no later than 4 weeks before arrival.
• We reserve the right to release any rooms that have not been confirmed with guest names by this date back to general sale.
4. Liability
• The person making the Group Booking is liable for the full value of the booking, unless individual guests have paid for their own rooms separately and this has been agreed with us in writing.
5. Changes and Amendments
• Changes to the number of rooms, dates, or guest details after the deposit has been paid may be subject to availability and a £25 administration fee per change.
• Any reduction in the number of rooms after the deposit has been paid will be treated as a partial cancellation and charged in accordance with the cancellation policy above.
6. Release of Rooms
• We reserve the right to release any unconfirmed rooms back to general availability after the balance due date if the required payment or rooming list has not been received.
Last updated 09/08/2026