FAQs & T&Cs

A veritable thought-jacuzzi of general questions, terms & conditions, house rules, and general musings. 
Key Times:
Check-in 4pm-7pm
Check-out 7:30am - 11am
Breakfast 7:30, 8:30 or 9:30am
Quiet-time 11pm - 7am 

Allergy friendly, No Pets, 12+yrs only, most dietary requirements welcomed

FREE Cancellation WINDOW & PREPAYMENTS policy

Updated 23 Jun 22 - Any bookings made prior will remain subject to the T&Cs you accepted when you booked (changes were to pre-payment amount)
  1. CANCELLATIONS & DEPOSITS

 

The majority of our bookings follow Standard Terms (see 1.1)

However,

Standard Terms does NOT apply to the following:

  • STO/Corporate Rates

  • Non-Refundable Rates

  • Single Night Rates

  • Non-room purchases (eg Add-ons)

  • 'Run of House' Rates

Booking terms for these exceptional rates can be found in 1.2

 

If you are in any doubt as to which terms apply to your booking please contact us before you complete your booking and we will be happy to advise.

 

1.1 STANDARD BOOKING TERMS

 

1.1.1  PRE-PAYMENT

 

The pre-payment under our standard booking terms is 100% of your total stay and is payable within 48 hours of booking. If the pre-payment has not been received in that timeframe, the booking will be released (cancelled). Refunds of the pre-payment can be found in cancellation section 1.1.3.

 

1.1.2 BOOKING AMENDS

Updates to your booking (e.g. to change the check-in date) are permitted up to 4pm GMT on the 7th day before your check-in date.

You cannot amend a booking after this time.

Any amends are subject to availability and there may be an increase or decrease in nightly rate.

 

1.1.3 CANCELLATION

 

1.1.3.1 CANCELLATION PRIOR TO 7 DAYS BEFORE ARRIVAL

 

In the event of a cancellation before 7 days from your check-in date, we will issue a refund for any monies paid toward your booking, within 7 working days to the same card (We typically only take 24 hours, however set 7 days in case we are away from the property).

If you paid by bank transfer the money will be returned to the same account.

 

From this point, the refund will typically appear in your account within 7 days from issue. (Stripe quote 5-10 days, Global Payments 5-30).

 

At the point we issue a refund we have no way to influence the speed the global transaction processing systems and your bank take to accept and process the refund.

 

1.1.3.2 CANCELLATION AFTER 7 DAYS BEFORE ARRIVAL

 

In the event of a cancellation after 4pm GMT on the 7th day before check-in date, the cancellation charge is for the full amount of your booking, therefore no monies will be refunded to you.

 

1.1.3.3 NO-SHOW/NON-ARRIVAL

We define a No-Show/Non-Arrival as when a guest fails to arrive before check-in period closes, 7pm GMT on the first day of the booking. 


In the event of a no-show/non-arrival, the cancellation charge is for the full amount of your booking, therefore no monies will be refunded to you.

 

1.1.3.4 ‘LAST MINUTE' BOOKING COOL-OFF

 

We define a ‘Last Minute’ booking as one made after 4pm GMT on the 7th day before check-in. For Last Minute bookings we require deposit payment within 24 hours of booking (as opposed to 48hours).

 

We define a Cool-Off as being a brief period after booking, where the cancellation policy does to apply, this is to allow for accidental bookings to be rectified.

 

A cool-off is applied on ‘last minute’ bookings (made within 7 days of arrival) but not on bookings made within 24 hours of the earliest check-in time.

 

If you are making a booking within our defined ‘last minute’ window, we will apply a cool-off period of 24 hours. You may use this time to move, amend or cancel your booking. From this point the cancellation policy applies.

 

If you are making a booking within 24 hours from arrival this cool-off period does not apply and the pre-payment amount will be required at point of booking and is not refundable.

 

1.2 EXCEPTIONAL BOOKING TERMS

 

In some circumstances we offer alternative rates which sit on alternative terms. The type of term will have been explicitly mentioned at point of booking and its associated detail can be found here.

 

1.2.1 NON-REFUNDABLE TERMS

 

We define a Non-Refundable booking as one where payment is required in full within 24 hours of booking and is not refundable.

 

We define a Cool-Off as being a brief period after booking, where the cancellation policy does to apply, this is to allow for accidental bookings to be rectified.

 

A cool-off is applied on Non-Refundable bookings for 24 hours after booking. During this window you may amend or cancel your booking.

After the cool-off period has ended, your payment is non-refundable.

 

If your booking is being made within 24hours of arrival, cool-off period does not apply and payment will be due immediately and is non-refundable.

 

1.2.2 NON-ROOM PURCHASES

 

Any additional add-on purchases e.g. for pre-booked tickets, private guides etc will be subject to non-refundable terms in 1.2.1

 

1.2.3 SINGLE NIGHT TERMS

 

In exceptional circumstances we will waive our 2 night minimum stay constraint. If you are booking for a single night, payment is required in full within 24 hours of booking and follows the non-refundable terms in 1.2.1

 

1.2.4 STO/CORPORATE RATE TERMS

 

An STO rate will typically be negotiated at a discounted rate with 0 deposit. However invoice for the full amount will be issued shortly after and can be paid by bank transfer. Payment terms is 14 Days from invoice issue, or check-out of guest, which ever is sooner.

 

1.2.4.1  STO/CORPORATE RATE CANCELLATION

 

7 day cancellation terms apply. If the booking is cancelled after 4pm GMT on the 7th day before check-in, the full amount is payable.

 

If the booking is cancelled prior to 4pm GMT on the 7th day before check-in, no amount is payable. If payment before this time has already been made, and you cancel, it will be refunded to you.

 

1.2.4.2 STO/CORPORATE RATE NO-SHOW/NON-ARRIVAL

 

We define a No-Show/Non-Arrival as when a guest fails to arrive before check-in period closes, 7pm GMT on the first day of the booking. 

 

In the event of a no-show/non-arrival for an STO/Corporate rate, the full cost of the booking is payable.

1.2.5 'RUN OF HOUSE' RATES

The 'Run of House' rates are a version of the STO rates for where all of the guest rooms are included in the booking (typically used by production crew).

Terms are:

- 2 night minimum

- All 4 bedrooms

- The guest lounge and dining can be used for whatever purposes you wish e.g. gear storage, meetings etc. 

- Any filming inside the property needs to be agreed beforehand and may be subject to additional charge.

- Use of large upper parking area for such things as equipment lorries, shuttle busses etc

- Any considerable use of electricity (e.g. charging vehicles) will be charged per unit at cost - based on our electricity rate at the time, and is added to the invoice on a daily basis.

- We can organise evening meals in the property, for an additional cost. Based on availability, we get a chef in to do three course meal for up to 10 people (min 6). Requires advance booking.

- Breakfast can be served for up to 8 people, and does not need to be the people who are staying at the property. An example use case would be, you arrange a mid morning team meeting with breakfast. 4 people are staying at The Vicarage and an additional 4 people from the crew join them.

Full Payment (100%) is due at time of booking

If booking as STO/Corporate: Invoice for the full amount will be issued shortly after booking. Payment terms is 14 Days from invoice issue, or 11AM GMT on the Departure Day of booking, which ever is sooner.

We define Departure Day to be the day the lead guest is due to check-out per your confirmed booking.

1.2.5.1  RUN OF HOUSE RATE CANCELLATION

Full refund for cancellations up to 30 days before check-in. If booked fewer than 30 days before check-in, full refund for cancellations made within 48 hours of booking and at least 14 days before check-in. After that, 50% refund up to 7 days before check-in. No refund after that.

1.3 INVOICE FOR CANCELLATION CHARGES

 

Where an email address has been provided we will email you the invoice for the charges levvied to date, or any outstanding charges due.

 

We reserve the right to charge your provided payment method for any outstanding charges which align with the cancellation terms applicable to your booking term type (typically 'Standard')

 

1.4 ADDITIONAL PURCHASES 

 

Additional purchases during stay, are added to your invoice and will be payable on check-out.

Additional purchases of add-ons booked prior to your stay (e.g lunch options) are subject to to same cancellations terms as your booking term type (eg for standard, full charge if cancelled within 7 days)

Additional package purchases (e.g. bolt-on hiking packages) are on non-refundable terms.

Do you allow children?

For direct bookings we accommodate children over the age of 12 (we are happy to discuss taking younger children but this will require a conversation where we will discuss the safety of children around the property, please email or telephone using the contact details in the footer). We have no cots or put-up beds. 

For OTA bookings (e.g. booking.com) bookings are for adults only.

 

What about pets?

We do not permit pets at the Vicarage.

AND SERVICE ANIMALS?

Service Animals are an extension of the guest, we welcome service animals. We require service animal documentation at least 7 days before your stay. (e.g a scanned image of your ADUK Identification Booklet).

 

We will then inform other guests booked during your stay, that there will be a service animal staying. This allows them to make an informed decision in advance to cancel should they have allergies. To be clear, the guest with the service animal is deemed to be the priority in this situation. 

If another guest decides to cancel following our communication, they will be no longer be subject to our cancellation window and can cancel within 2 days of the notification free of charge.

Please note we do not accept Emotional Support Animals (ESAs) at this time.

Do you have any smoking rooms?

Smoking is not permitted anywhere within our home. This is a legal requirement.

 

If you do wish to smoke we ask that you do so away from the building, so as not to disturb guests who may have their bedroom windows open. 

When someone smokes in their room, it takes us more than 24 hours to remove the smell, which means we have to cancel the next arriving guests. A charge of £130 will be added to the bill to cover the cost of deep carpet cleaning and partially toward loss of business.

Do you like motorbikes?

Short answer, YES! We are bike fans ourselves and bikers are always welcome at The Old Vicarage. We can additionally provide a covered area for bikes, but this must be booked beforehand.

Please just be courteous to the other guests who may not like loud bike revving outside their bedroom window... there's plenty of time for that on our fantastic roads.

 

If you want to be able to see your bike from your room we recommend booking either Goddard or Smith rooms.

How do i pay?

In most circumstances you will have paid the full amount of your booking upfront by card. You’ll be asked to pay any remaining balance when you check out (e.g for incidentals). However if you want a quick and easy departure we can finalise your bill the night before.

We accept most card types for payment. In some circumstances, we may charge a credit card fee for some international cards which have a transaction fee of >3%. 

Due to an increase in fraudulent bookings, we do not accept cheques (checks), cash/money orders or cash for payment of accommodation.

 

We will only accept cash for the purposes of paying for incidentals during your stay.

IS there free parking?

Yup! 

We have a large driveway on the approach to the property which you can park on. We don't charge for this.

I've got an electric car, do you have a charging port?

Whilst we don't have a formal charging port, guests have made use of our external extension lead to charge vehicles overnight, you'll need to bring the relevant adaptor for this.

We will calculate the electricity cost for a full charge of your specific vehicle and add that to your final bill (this is often between £10 and £50, but depends largely on price of electricity at the point of charge, and your vehicle type)

There are also car charging points on the Rugby Club car park in Machynlleth, ask us if you need directions.

Can we invite friends round?

Our home is only large enough to accommodate the guests from our four guest bedrooms. We need to prioritise all paying guests and ensure they can enjoy the guest shared spaces freely.

However if we are not fully booked, we can sometimes accommodate additional people in the lounge. Just ask, and we'll let you know whether or not we have capacity.

Our rooms are only available for 2 adults max. No other additional guests are permitted. If you allow other non-paying guests into your room without express written agreement from us, we will charge the cost of another room per person. Please be fair and remember this is our home.

What About LIABILITY & DAMAGES?

Liability

The liability for guests for their account is not waived and guests agree to be held personally liable for any charges incurred during their stay. In the event of a booking for more than one room (a group booking) the lead or registered guest (the lead guest) providing credit/debit card details is personally liable for any person, group, company or association that fails to pay all or part of such charges.

Damage to our property

We reserve the right to charge individual guests or lead guests for the cost of rectifying damage which has been caused by the deliberate, negligent or reckless acts of guests to our property or structure. Please remember this is our home as well as our small business, whilst we appreciate accidents do happen, we ask that you treat our property & belongings with respect.

 

If such damage is discovered during the stay it will be drawn to the guest’s attention but if discovered after guests have departed then we reserve the right to make a charge to the guest’s credit / debit card, or send an invoice for the costs for payment to the registered address. We will however make every effort to rectify any damage internally prior to contracting specialists to make the repairs, and therefore will make every effort to keep any costs that guests would incur to a minimum.

 

If you are a group booking the lead guest accepts liability on behalf of the whole group for loss or damage.

Should damage be substantial so as to prevent our ability to re-let a room, you will be notified and charged for those ongoing costs.

 

Some example costs of damages to, or removal of, soft furnishings are listed below, and based on damages or loss that we are unable to rectify through reasonable measures (e.g. washing with specialist cleaning products). This list is exemplary and is not exhaustive:

Bath Sheet - £20

Bath towel - £15

(Typically smaller towels are exempt, except when in high volume: hand towel £8, face towel £2)

Damage to any part of matching duvet set - £65

Bed sheet - £10

Mattress - £650

Duvet (if down) - £150

Duvet (if synthetic) - £85

Pillow - £20

Rug - £85

Large black water flasks - £25

Branded silver colour water flasks - £15

DO you have secure cycle storage

We can accommodate bicycles in our private utility room. This is locked and is not accessible by guests.

We also have an outside tap, bike cleaning gear, and some basic bike maintenance tools, should you need them.

 

As is the case with most places, all bikes are left at your own risk, and not covered by our insurance. Call us if you want to discuss this in more detail. 

CAN WE ORDER ADDITIONAL BREAKFASTS?

We want to keep your breakfast experience as relaxed as possible. Therefore we don't offer breakfasts for walk-in diners, however if guests wish to invite a friend to join them we offer prices shown below. Please let us know before 5pm the night before so we can check if we can accommodate and ensure we have the necessary produce in.

- Breakfast per person dine-in: £25

Includes: tea/coffee, fruit, hot menu item, cereals

- Breakfast per person take-out: £15

Includes: cold drink, sandwich, yoghurt, fruit

- Additional breakfast items: Our breakfasts include a hot menu item (for example our full Vicarage breakfast) if you would like additional/multiple items off the menu, it's just an additional £4 per guest.

-Additional tea/coffee facilities: for £3 per head we'll put out hot water, selection of teas, coffee, milk etc in the guest lounge.

We can also offer packed lunches. Please book ahead as we don't keep lunch produce in stock as standard. 

You will be presented with an option to add lunch to your booking when you go through our online booking process. Please note this is not available if you wish to come through a third party booking site

Do you do Single Occupancy rateS?

Yes, but only direct. Use the 'Book Online' button and select 1 person when choosing your room to get our single occupancy rates.

Please note these are not available through third party booking sites eg Booking.com / Expedia etc

I'm planning to be out late, WHAT ARE YOUR HOUSE RULES?

If you are planning on hitting the clubs or you've found a rave somewhere, firstly, an invite for us to join you wouldn't go amiss....

 

We provide you with a front door key when you check-in, so you can come back anytime.

We do operate quiet time between 11pm and 6am, where the guest lounge is closed and we ask you keep music and general frivolities to a minimum, so other guests can get some Zzz. 

I'm alergic to certain bedding materials

We have a few options on pillow types, and hypoalergenic duvets. Please contact us to discuss your requirements, so we can make your bed up how you like, before your arrival.

What about dietary requirements?

We try our level best to accommodate all dietary requirements.

We may need a little time to arrange alternative food options from our local suppliers so please contact us in advance to discuss.

AGH! I've lost my room key, please don't be mad...

It happens! 

We just charge £15 to cover the cost of the replacement keys and fob. 

what are the important times i should be aware of

  • Check-in is between 4pm & 7pm

  • Check-out is before 11am

  • Breakfast is in three sittings between 7:30 & 9:30

  • Quiet-time is between 11pm and 6am

do you have a guest lounge & bar?
 

We have a guest lounge available until 11pm every day, which has a TV, log burner and comfortable sofas.

 

You are welcome to make use of our dining room to work, eat food you've brought in or play board games etc

 

We are fully licensed and operate an honesty bar, which is stocked with wines, soft drinks and Welsh beers. Charges for these drinks will be applied to your final bill.

Housekeeping
 

Each day, we will clean your room and stock up your tea and coffee facilities.

If you would like your room cleaning please vacate before 11AM, If you wish to relax in your room beyond 11AM daily housekeeping will be on best endeavours.

Every 3rd day of your stay for stays of over 34 nights, your used towels will be replaced.

Every 3rd day of your stay for stays of over 4 nights, your bedlinen will be changed. 

Please let us know if you would prefer us not to change your linen during your stay.

Between guests stays we operate a thorough cleaning process. 

This involves frequent cleaning of high-touch areas, such as guest areas, door handles and handrails with disinfectants compliant with BSEN 1276.

We are using chemicals, that sanitise our rooms to standards for viricidal efficacy.

In the bedroom, we are paying special attention to heating controls, TV remotes, door handles and desks. All bathroom toiletries are wiped with disinfectant.

We launder all our linen at over 60 degrees, with disinfectant detergent so you can enjoy a safe and great night’s sleep. Between guests, we will launder all towels, even if unused.

FEES FOR ADDITIONAL HOUSEKEEPING

 

Our room rates are inclusive of laundry fees for the schedule defined above

We ask that you also consider the environmental impact of more frequent changing of laundry before requesting.

Should you feel you still require a more frequent bed-linen laundry schedule, a cost of £25 will be added to your bill for every additional turn-over requested, above the schedule noted above.

Should you request a less frequent turn-over no refund is applicable, as the laundry service is pre-booked. However it will have a positive impact on your carbon impact of your stay. If you require this data for your companies carbon offset programme please just ask and we’ll help you fill out this information.

Should you feel you still require a more frequent towel laundry schedule, a cost of £8 will be added to your bill for every additional turn-over requested, above the schedule noted above

Why do you state that your best rates are direct?

As a traveller, 3rd party booking sites (eg Booking.com) are fantastic for convenience, you can see reviews of other customers, and build up rewards and points for your continued custom.

All 3rd party booking sites charge a commission for that convenience and opportunity for us to reach a wider audience. Part of our contract with these sites makes it difficult for us to offer discounts to our customers online that we do not offer to them first. It can also be a lot of work for us to apply time sensitive discounts across all platforms equally.

If you have seen a cheaper rate on another website, or you are unsure of how to apply the discounts offered on our booking page, please call us and we will be happy to help apply our cheapest rates.

We appreciate your support for our small business by choosing to book direct.

DO your DIRECT DISCOUNTS have any different Conditions? 

Bookings using any of our Direct Discount codes are subject to the same terms and conditions, however in certain instances of our "no-frills" rates we remove some of the additional 'added extras' e.g. home made cake on arrival, use of branded water bottles, extra breakfast specials menu, daily housekeeping. In some instances, room only board is offered. Typically these altered policies are made available just to business bookings, who are looking for a no-frills stay. It will be made clear to you in the checkout process if this is the case with your booking.

What's the difference between a GUEST HOUSE & A HOTEL?

B&B’s and Guest houses are mainly family businesses, without staff and no full time receptionist to check you in.

We prefer to ask guests an approximate arrival time, so we can arrange our day to be here, to welcome you. 

 

We know how hard it is to predict travel times, traffic, events. It’s okay if you’re late for check-in, please just let us know using the contact details below if there’s been a change in plans. 

By contrast, hotels operate around the clock, employing full time staff.

B&B’s and Guest houses are usually smaller than hotels and offer a limited set of amenities, although some of them are prized by guests more than the hotel ones, like a homemade breakfast cooked to order.

I'd Like a single night Stay

To reduce environmental impact, we have a two night minimum stay policy. In some circumstances we may waive this policy, if we feel we have the ability to offset. Please ring or use the chat feature below to enquire.