Accommodation Terms & Conditions

Your booking is a contract with The Baiting House at Upper Sapey Ltd, incorporated in England & Wales, registration number 12689212(the “Company” or “we”). 

The Company is the proud operator of the Baiting House Collection, which includes The Baiting House, the Admiral Rodney and the Hopton Crown. 

These are the terms and conditions which apply when you wish to book our Accommodation through any means (online, by phone or though a third party agent). These terms may change from time to time. The terms and conditions which apply to your booking will be those in place on the date that you make your request to book.


1.1    Please check that the details of your Reservation Request are complete and accurate. We will not be liable for any delay or non-performance if you provide us with incorrect information.

1.2    We will confirm our acceptance of your Reservation Request by sending you a booking confirmation email to the email address that you provide during the reservation process.  The Booking is then in force.  We reserve the right to refuse any Reservation Request at our discretion without reason.

1.3    Although we will try to accommodate special requests, all Accommodation is subject to availability.

1.4  Any Booking, or any agreements made in connection with  Reservation Request, shall be between you and the Company, and no other person shall be liable to you in connection with your Booking or any stay with us on on any of our properties. By making a booking you confirm that no person other than the Company shall be liable to you in any way in connection with your Booking or otherwise in connection with your visit. 


2.1    Charges for  your Accommodation and any other goods and services to be provided by us  are inclusive of VAT. We will provide a VAT invoice on request. No refunds or changes will be made if the rate of VAT is increased or decreased after the time of your booking.  When you make a Reservation Request you will be given a total price for the Accommodation and the Booking Dates you have requested.  We reserve the right to review the charges from time to time but undertake to honour all Bookings at the charge quoted at the time of Booking (in the absence of error or omission).

2.2    We require a deposit for your accommodation. The amount of this deposit will be clearly shown when you make your booking. Your booking confirmation will also show when the balance of your payment is due. If you don’t cancel a booking before the balance of your payment is due, we will charge the balance to the credit card you used to pay your deposit. You hereby specifically authorise us to do charge your credit card for any such balance payments. 

2.3 Payment may be made by any of the following card payments: Visa, MasterCard or Amex.  In the event that your Reservation Request is not confirmed and converted to a Booking a full refund will be given.

2.4 Guests must settle any charges incurred during their stay with us, in full, before checking out. You specifcially authorise us to use the card used to pay your deposit and / or the balance of your accommodation charges to settle any such charges which are not paid in full upon checkout. 

Cancellation & Charges

3.1    In order to avoid cancellation charges your Booking must be cancelled before the date specified in your booking confirmation. For rooms this is generally 3 days before arrival. For Lodges, Mini Lodges with hot tubs and the Hopton Cottages this is generally 7 days before arrival. However, the dates shown in the booking confirmation govern your booking.

If you cancel any reservation (or fail to check in for your Accommodation) after the last time for cancellation shown in your booking confirmation,  we will retain the deposit paid by you with no right to a refund. If you cancel before the last date for cancellation, we will refund your deposit within 14 working days. If you don’t cancel a booking before the balance of your payment is due, we will charge the balance to the credit card you used to pay your deposit. You hereby specifically authorise us to do charge your credit card for any such balance payments.

3.2    Cancellations or alterations should be communicated to us directly by email to the address shown on your booking confirmation. We will do our best to accommodate your requirements subject to the cancellation charges above.

3.3    We  do not operate or offer an insurance policy for cancellations.  You may wish to take out your own insurance for such purposes.

Check In & Check Out

4.1    Check-in and check-out times are as follows 

  • Check-In: from 4pm to 10pm
  • Departure: by 10am on the final morning of your stay

4.2    If you expect to arrive late in the evening then please let the Accommodation team know in advance so we know when to expect you. Please note that the reception desk is not manned after 10pm so, while we will make reasonable efforts to allow you access to the Accommodation, we cannot guarantee this will be possible and our cancellation policies still apply.

4.3    You may be asked to provide proof of identity and nationality upon check-in.

Number of Guests

5.1    Each Accommodation has a maximum number of permitted Guests as detailed on the website.  Only the number of guests you have booked for (as shown on your booking confirmation) will be allowed access to the accommodation. 

Use of Accommodation & Coronavirus

6.1    You must  ensure that use of the Accommodation is conducted in an orderly fashion without causing a nuisance and in full compliance with any instructions or guidelines set out in your booking confirmation,  in the welcome book, within the Accommodation or as you may be informed by our  team.

6.2    Smoking (including e-cigarettes) is not permitted anywhere within the Accommodation.

6.3    Guests must take all reasonable precautions to ensure that no damage occurs to the Accommodation, its finishes, fittings, furniture and contents or any other property at The Baiting House Collection and that the Accommodation is left in a clean and tidy condition at the end of the Booking.  In the event of damage or the Accommodation requiring extra cleaning beyond that reasonably expected, we  may at our own option have such damage repaired or damaged items replaced or repaired or obtain extra cleaning services and charge you for the cost.

6.4    All linen is provided including towels. Should linen be removed from the Accommodation you will be liable to pay on demand the amount required to made good or remedy.

6.5  You are required to inform yourself of  the Coronavirus Rules. By making a booking or a reservation request you warrant to us that your use of the Accommodation is, and will at all times be,  in compliance with the Coronavirus Rules, including without limitation any rules on the mingling of persons from different households. You agree to indemnify and hold us harmless against any loss or damage we may incur as a result of your non-compliance with the Coronavirus Rules.  

6.6  You must NOT make use of the Accommodation, even if it has been booked and paid for, if you display any symptoms of Coronavirus published from time to time by HM Government. If you develop such symptoms during a stay in the Accommodation you MUST isolate in your room and inform us as soon as possible. You must then make arrangements to travel back to your home address, leaving contact details with us.  

6.7  We follow all applicable health and safety guidance relating to Coronavirus. It is, however, a fact that viruses can be passed on between humans even when the most stringent precautions are taken. By making a booking you acknowledge that you understand the risk of Coronavirus infection from one guest to another in public settings like pubs, restaurants, hotels and holiday accommodation and that this is a risk you have decided you are prepared to take on behalf of yourself and your party. The Operator cannot accept any liability for any outbreak of Coronavirus on its premises, or for any person to person transmission thereof.


7.1    Assistance dogs are permitted without charge.

7.2    Dogs are allowed in the bar area, and in certain areas of the restaurant.

7.3    We make a charge of £15 per dog per stay to cover extra cleaning charges. We will levy this charge on check-in if it has not automatically been added to your balance.

7.4   We reserve the right to make extra charges for cleaning if your dog causes significant amounts of mess or damages our property.

Your Property

8.1  We cannot accept responsibility for any property (either yours or any member of your party, or any other person’s) and shall not be liable for any loss or damage to property brought to the Accommodation or any other part of our premises or left behind including any car or other vehicle.

8.2  In the event that property is left behind on departure and these are recovered by the Accommodation team we can arrange for these to be returned, to a UK address only, by secure signed for post at a charge of £10.

Termination by us

9.1  We may at any time cancel the Booking and / or refuse any person the right to access or use the Accommodation  in the event of failure to perform any of the obligations contained within these terms and conditions. If we do so we shall be under no obligation or liability whatsoever to you or any Guest, and neither you nor any Guest shall make any claim whatsoever against us in relation to the Booking.

9.2   We reserve the right to close the Accommodation and to cancel or interrupt any Booking without notice and without any liability to you or any person affected by such a cancellation in the event of war, riot, state of emergency, act of God, fire, flood, civil commotion or where any member of the public is at risk or thought to be at risk, strike (whether official or not), accident, failure of electricity or gas or any other service to the Accommodation, however caused, or for any other reason whatsoever outside our control whereby we are unable to perform our obligations. If we do cancel or interrupt a Booking for any of these reasons we shall let you know as soon as possible and we  shall refund in full amount paid by you to us .  This shall be the full liability of The Baiting House Collection in this circumstance. In no event shall we be liable for consequential damages of any nature for any reason whatsoever, including transport costs.

9.3  For any other circumstance of termination by us we  shall refund you such sums as you have paid to us  for the Booking as our full liability and in no event shall we  be liable for consequential damages of any nature for any reason whatsoever, including but not limited to, transport costs.

Data Protection

10.  We process information about you that you provide when making a reservation and/or upon check in at our hotels in accordance with our privacy policy and cookie policy.  By providing this information you consent (on your behalf and on behalf of each member of your group) to such processing and you warrant that all information provided by you is accurate.

Governing Law

11.  Please note that these Terms are governed by English law. This means a Contract for a Booking through our site and any dispute or claim arising out of or in connection with it will be governed by English law.  You can bring legal proceedings in respect of the Booking in the English courts.  However, if you are a resident of Northern Ireland you may also bring proceedings in Northern Ireland, and if you are a resident of Scotland, you may also bring proceedings in Scotland. We will not file a copy of the Contract between us.


12.   These terms and conditions shall be binding upon you and all Guests subject to any overriding provisions expressly agreed with us in writing.

Definitions & Interpretations

13. In these terms and conditions (Conditions) the following definitions shall apply:

“Accommodation” means the Lodge(s), Cottage(s) and/or Room(s) that  The Baiting House Collection  may have available for hire and which You wish to hire.

The “Baiting House Collection” means the businesses carried on by the Operator under the trading names of The Baiting House, The Lodges at the Baiting House, The Baiting House Collection, The Admiral Rodney at Berrow Green and The Hopton Crown and “we”, “us” and “our” shall be construed accordingly.

“Booking” means the contract for hire of the Accommodation for the Booking Dates between You and The Baiting House Collection  which is formed following receipt by You of a booking confirmation email on behalf of The Baiting House Collection  confirming acceptance and the details of your Reservation Request.

“Booking Date(s)” means the dates that You have booked for use of the Accommodation and as confirmed in the booking confirmation email;

“Coronavirus Rules” means all applicable legislation, rules, guidance and regulations issued from time to time by the UK government or any other regulatory authority in the United Kingdom in connection with social distancing, meeting of persons from different households, hygiene and all other matters related to the Covid 19 Coronavirus epidemic

 “Group” means three (3) or more Rooms booked within one (1) Booking; two (2) or more Cottages booked within one Booking; or any combination made up of at least one (1) Room and one (1) Cottage.

“Guests” means those people staying in the Accommodation;

“Operator” means The Baiting House at Upper Sapey Ltd (incorporated in England & Wales, registration number 12689212)

“Reservation Request” means the request by You for hire of Accommodation for the Booking Dates which request may be made either through online reservations or via telephone booking;

“Room” means such room(s), that The Baiting House Collection  may have available for hire;

“you” means the organisation, company or individual who makes a booking for hire of any Accommodation and being the person responsible for the Guests and “your” shall be construed accordingly.

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