When you book, we request your credit card details as security to confirm your reservation. For the majority of bookings we don’t take deposits and you pay for your whole stay when you check out. There are exceptions for high-value bookings and group bookings, please see below for further details.
Direct bookings and Third Party bookings.
If you made your booking directly with us over the phone or via our website using the booking page of our software provider Eviivo then all of the policies below apply to your booking. If you booked via a third party website such as booking.com or Expedia then any policies marked with an asterisk (*) do not apply and your booking is governed by the booking terms stated on their website.
Our booking policies
We set our prices at the start of every year & our room prices are the same every night. We never increase our prices during peak periods or when large events are on, but we also never offer discounted rooms.
Minimum Stay Policy
Our booking policy gives priority to guests that want to plan ahead and stay for two or more nights. Around 4-6 weeks before check-in we open any remaining rooms up for single night stays.
Please feel free to get in touch if you can’t see the availability for your dates and we may be able to help.
Single occupancy *
Single occupancy rates are available in 4 of our 5 rooms at a £20 per night discount on the standard two-person room price. There is no single occupancy rate available for our Red (Family) Room.
Bookings with children
We’re happy to accept bookings from families with children, subject to a maximum of two infants & children per adult in your group. We class any guest aged 2 or younger as an infant, aged between 3 & 12 as a child and everyone else as an adult.
Our Red (family) room sleeps up to 4 guests and is the best choice for families with younger children. Families travelling with older children & young adults may prefer to book two rooms for the extra space.
Our Blue, Green, Yellow & Black rooms are designed for 2 people – so they can sleep 2 adults or 1 adult & 1 child. The Yellow & Black rooms also have enough space for an additional cot – you can bring your own or use ours which is provided free of charge (please let us know you need it before you arrive so we can assemble it for you beforehand). You cannot have a child or infant sharing a bed with 2 adults in these rooms.
If you arrive with more people than you booked for, we will give you the option of paying for an extra room or upgrading to the family room, where available. Otherwise, we will not check you in and will still charge you for your full stay.
If you cannot find the rooms you require please contact us and we can see what we can do.
How to Pay
Validating & pre-authorising your payment card
Every booking at The Grange requires that you supply a valid Visa or MasterCard with sufficient funds available to pay for your booking. Our booking system validates the debit or credit card details when you book and again before you check in.
At any point before you check-in (usually within 28 days) we may pre-authorise some or all of the value of your booking, this is usually only £1 but the amount may vary depending on the value of your booking. When we do a Pre-authorisation, this doesn’t take money from your card but reserves funds to make sure they are available to pay for the rooms you have booked. This means you will be unable to spend that amount on other purchases whilst the pre-authorisation is in place. If this is causing you issues, please contact us so that we can discuss the problem.
If our booking system marks your card as invalid or we have been unable to pre-authorise your card, we may contact you to request that you provide updated card details to secure the booking. If you do not do this within 24 hours of us contacting you, we may cancel your booking and offer the rooms that you have booked for re-sale.
Paying a Deposit or paying for someone else’s stay
Sometimes we need to take a deposit for higher value bookings. If we need you to pay a deposit we’ll contact you to arrange this after you have booked.
If you’re booking on behalf of someone else and wish to pay for their room, please call us before they check in to arrange payment. Payment must be made and cleared in our account before the guest arrives
In either case, we can accept cards over the phone, send you a secure payment link or give you our details for a bank transfer.
Paying your final bill in person at check out
When you check out, we will normally take payment for your stay automatically through our booking system, using the debit or credit card you booked with. If you wish to pay cash, use a different card or split the bill with other members of your group, just let us know and we’ll be happy to sort that out.
We accept cash and card payments using Visa or Mastercard. We do not accept cheques.
Bookings for 1 to 3 rooms *
We may take a 25% deposit from your card if the cost of your reservation is for £250 or more. We will do this (using the card details supplied on the booking) within 72 hours of receiving the reservation.
If you cancel your booking:
More than 28 days before check in
There is no charge.
3 to 28 days before check in
We will charge you 25% of the cost of your booking, or not refund your deposit if you have already paid one.
2 days or less before check in, or do not show up on check-in day
We will charge you the full cost of your booking, less any deposit already paid.
Group bookings (4 or more rooms) *
When you make a group booking with The Grange, we will take a 25% non-refundable deposit. We will do this (using the card details supplied on the booking) within 72 hours of receiving the reservation.
We will contact you around 28 days before you check in to confirm your final numbers and take a final, non-refundable payment for the balance of the reservation.
Cancellations in exceptional circumstances
Cancellations where you or members of your party have Coronavirus (COVID-19)
For bookings that check in after 1 Jan 2022 we will no longer be making exceptions to our cancellation policy for COVID related reasons.
What if The Grange is inaccessible?
If we have to close The Grange due to weather making local roads dangerous or inaccessible, we will give you as much notice as possible and we will not charge you for your booking. If you’ve paid a deposit, we will refund this.
What if I’m unable to travel?
If The Grange is open, but you are not able to travel due to bad weather conditions where you are, then you will still be liable to pay the full cost of your booking. We will normally waive this charge if we are able to resell some or all of your booking
What if Bike Park Wales issues Red or Amber warnings? *
If you’re planning to ride at BPW they may decide to close some or all of the park in extreme weather – See BPW’s FAQ for more info
If they issue a Red (full park closure) & Amber (partial park closure) warning you will be able to cancel or move your BPW booking. If this happens & you decide not to travel, please make sure that you:
1) Email us with proof of your cancellation or date move from BPW
2) Inform us as soon as you decide not to travel.
If you move your BPW booking to a different date, we will do our best to move your booking at The Grange to the same date. If we can move your booking then any deposit already paid will be applied to the new booking. If we can’t move your booking then we will issue you a credit note for the deposit amount against a future stay.
If BPW has not issued amber or red warnings for the date of your stay then our standard cancellation policy applies.
Extreme weather cancellations for other organised events *
If you are travelling to the area for any other event that is cancelled at short notice due to extreme weather, we will apply a similar policy as for Bike Park Wales above. Please let us know as soon as possible and Email us with proof of the event’s cancellation or postponement.
For the purposes of defining time periods mentioned above, we regard 00:00 on the day of check-in as the cut-off time. For example if you have a reservation checking in on a Friday, the latest you can cancel without being charged the full amount is 23:59 on the Tuesday night.
If you ask us to move the dates of your booking, we will treat this as a cancellation of the original booking, regardless of whether your booking reference remains the same. This means if your original check-in dates would have incurred a cancellation fee when you ask us to move the booking, this fee will still apply. We may, at our discretion, choose to waive some (or all) of this fee if we are able to re-sell some (or all) of the nights which you have cancelled.
If we have charged you a cancellation fee but you intend to rebook in the future, please contact us. We may, at our discretion, be able to issue a full or partial credit note against future stays at The Grange.
- 30 November 2022: Clarified which policies apply to bookings made via 3rd party websites.
- 22 November 2021: Clarified wording in “Minimum stay policy”, removed references to “All major credit cards” as we no longer accept AMEX, added wording about COVID related cancellations from 2022 onwards
- 9 August 2021: Moved the detail of the “Bookings with children” section from the FAQ page & updated the “Paying your final bill at check-out” section
- 10 May 2021: Clarification of wording in the Notes section especially regarding date moves.
- 1 January 2021: Replaced the “Minimum stay” section with completely new wording
- 16 August 2020: Added the “Validating & pre-authorising your payment card” section
- 10 August 2020: Changed the wording in the Coronavirus (COVID 19) policy to refer to the Coronavirus FAQ page
- 4 March 2020: Added the Coronavirus (COVID 19) policy to the “Cancellation in exceptional circumstances” section
- 20 Feb 2020: Clarified the “Cancellations due to bad weather” section and re-named is to “Cancellations in exceptional circumstances”. The policies did not change. Added “Extreme weather cancellations for other organised events” section.
- 1 February 2019: Added the “Cancellations due to bad weather” section, updated the cancellation terms for group bookings of 4 or more rooms, minor wording & formatting changes were made for clarity
- 10 April 2018. Moved to a separate page on the website
- 22 November 2016: Policy updated
- May 2016: Originally published at part of the FAQ page