Terms and Conditions for Luxury Lodges Wales

Terms & Conditions

Guest Booking Terms and Conditions – Please Read carefully.

Thank you for inquiring to book one of our properties at Luxury Lodges Wales Grandstand, Trefeglwys, Caersws, Powys SY17 5PU. Your on line booking and payment (of the deposit or full amount) for your property (or properties) is your acceptance of these Terms and Conditions. Bookings can only be made if you are at least 18 years old or over. All bookings are provisional until confirmed by us.

Type of booking permitted

Long stay, corporate and workers and any wedding party groups etc, wishing to book cannot do so online, they must ring for prices. Bookings made through the Website are for private individual holidays only, for group bookings of more than 6 persons or you may wish to book all lodges for a special occasion please call 01686430491.  Please note: No stag/hen parties allowed.    Only paying guests on booking form allowed on site no third party guests.


You must arrive for your lodge between 4.30pm and 6pm  on the date of arrival, please note: if this is not possible please ring at least 48 hours before hand to arrange for late check in. (Please note all guests must arrive before 10 pm on the day of arrival) if requested late check in with owners) Strictly no admittance after 10 pm.  For those of your party who arrive after 6pm, please arrange for someone to meet and show them to the site or ask them to follow our direction signs.

Please note we carry out a pre-authorization on your card on arrival; however should your length of stay be over 7 nights, you may be asked to complete the pre-auth transaction at a later date during your stay, which is a mandatory transaction to continue your stay with us, (also please note due to circumstances beyond our control, we may from time to time ask our guests to complete the pre-auth transaction at Reception a couple of days later if we are unable to carry out the pre-auth on day of check-in).

Also, in the instance of a non pre-authorized late arrival, you may be asked to come down to reception the following morning instead to carry out the pre-auth transaction. This is mandatory and you must comply to continue your stay with us.

Please note: There are no third party guests allowed on site at any time, however if you wish to meet friends, relatives who are in the area the Red Lion pub in Trefeglwys is a good meeting place.


You and your guests must depart from the site by 10.00am prompt on the departure date as cleaners will need to access the lodge and we may have other guests arriving later the same day. Please note if you have not left the lodge after the stated departure time, we reserve the right to send our cleaners in from 10am onwards to start cleaning, as the lodge can take all day to clean to ensure it is ready for our next guests.

Bedroom Arrangements 

The lodges are to be occupied by paying guests only i.e. the number and persons agreed on your booking agreement.  The lodges can only accommodate 6 people max at any one time (Crow’s Nest lodge is 4 people max), this number is inclusive of babies and children in your party.  The lodges are rented out on the basis of 1-2 people occupying 1 bedroom, 3-4 people occupying 2 bedrooms or 5-6 people occupying 3 bedrooms.

Therefore the bedrooms are made up of 1 permanent four poster double with en-suite upstairs and the 2 bedrooms downstairs can go as twin beds (zip and link) or a double, (please state how you would like the beds made up when booking if more than 2 people).

Please note if only 2 people are occupying a lodge the four poster en-suite upstairs (for 2 people) is always made up and all other bedrooms are locked, however if guests prefer they can choose a bedroom downstairs instead of the four poster however the en suite four poster will be locked, please state on booking which you prefer, please note we have discounted the prices for 1-2 people and 3-4 people, this is the reason why the bedrooms are locked to save on cleaning etc.

Please note: If 2 people do not wish to share 1 bedroom and they require 2 bedrooms – they must then pay the 3-4 person tariff

If 3-4 people do not wish to share 2 bedrooms, and they require 3 bedrooms – they must pay the 5-6 person tariff.

IMPORTANT: When making a booking online:

Based on the above, when selecting number of guests from the drop down box at the beginning of the booking process please ensure you select the appropriate no of guests based on number of bedrooms you require.

Please see some examples below:

“2 guests price is based on using 1 bedroom only. However should you wish to use a 2nd bedroom in the lodge, you will instead need to select “4 guests” from the drop down box, which will automatically change your price to the higher tariff – for using an extra bedroom”

“3-4 guests price is based on using 2 bedrooms only. However should you wish to use a 3rd bedroom in the lodge, you will instead need to select “6 guests” from the drop down box, which will automatically change your price to the higher tariff, for using an extra bedroom”

(tip: when entering your guest names in the booking form, any surplus ‘guest name’ fields can be bypassed by simply re-entering one of your existing guest’s details);

Bedding / Allergies 

Please ensure that if there are any guests who have allergies to feather or down, that this is specified on your booking form at time of making the booking, as the bedding in the lodge will have already been made up, prior to your arrival.

If this has not been specified on your booking form, our brought to our attention within reasonable time prior to your arrival date,  once checked in to your lodge we may not always be able to change the bedding for you immediately upon being informed, however we will always endeavor to remedy this as soon as we possibly can, as and when we are able to do so; where applicable we may charge a fee for a call out to change the bedding at a lodge, however this will be at our discression.

Highchair & Cot Hire

We offer both cot and highchair hire for use during your stay, at a small fee. a cot mattress will be provided with the travel cot. It is the adult guest’s responsibility to ensure any 5 point highchair harness straps provided, are positioned safely as per manufacturer instruction provided. Non-5 point harness strap highchairs are used at guests own risk.

Prices, Booking and payments

Prices on our Website are not binding, but prices stated in any correct booking confirmation email you receive from us (save for obvious or manifest error) will be honored as shown and (where applicable) will include VAT. The price of your property (or properties) is based on the date of your booking and/or other circumstances relevant to the nature of the site booking.

Your booking will be held upon payment of a non-refundable deposit of 25% or payment in full. Deposits are payable only when booking more than 60 days in advance of your arrival date. Any booking less than 60 days in advance of your arrival date must be paid in full immediately and all balances must be paid within 60 days for us to continue to hold your booking.  Please note: if payment is made in full 25%of the fee is deemed as the deposit and is therefor non refundable if holiday is cancelled.

Where a deposit has been paid, the remainder balance will be due 60 days in advance of your arrival date. You may receive a reminder from us but it is your responsibility to pay on time. If you are unable to pay the balance before the stated due date, you will forfeit your deposit and your booking will be cancelled but we will endeavor to contact you prior to any cancellation.

Payment can only be made by our online Website and by card only (please ring for cooperate and hospitality bookings only on 01686 430491.  On receipt of your payment, a booking confirmation will be e mailed to you within 3 working days. If you have not received your booking confirmation within this time, please notify us as soon as possible. When you receive your confirmation email, check the details are correct and notify us immediately if there are any inaccuracies.  Please note Luxury Lodges Wales have the right to cancel any holiday at any given time and where applicable a full refund will be given.

Please note a £100 pre-authorization deposit is taken in case of any breakages during your stay this is taken on the day of  your arrival at Luxury Lodges Wales.
This will be taken via chip & pin from the cardholder who made the booking and if no damages or breakages have occurred the £100 will expire after 7-10 working days after your departure. (this is just held for  7-10 working days, not taken out). Please note we do not accept American Express.

Cancellation and Insurance

Cancellation by you at any time will result in your deposit being forfeited, as all deposits are non-refundable.

If all monies have been paid in full (deposit and balance) and you cancel at a date 60 days or more before your arrival date, only your deposit is forfeited and the balance will be returned to you.

If all monies have been paid in full (deposit and balance) and you cancel at a date between 59 days and 31 days your deposit is forfeited and 50% of the balance already paid. There will also be a cancellation fee of £30 to be paid by yourselves.

If you cancel in 30 days or less you will forfeit the total cost of your holiday.

Cancellation insurance is not available but will be a third party arrangement by yourselves and does not involve us in any way. We strongly advise that you take out insurance if you are arranging any booking (i.e luxury lodges).

If the location of your booking is inaccessible due to any adverse weather conditions or for any reason beyond our control, your booking can be deferred to a later date at the same cost subject to availability and at our total discretion failure by the holiday booking guests to turn up for any reason at Luxury Lodges  Wales  Trefeglwys on the start day of their holiday (except where a late arrival has been agreed during their holiday duration) will result in the loss of their holiday and no alternative dates to reschedule  their holiday will be given by Luxury Lodges Wales and therefore the holiday guest will have to claim a refund from their insurance company.

We may, without liability and without refund to you, cancel your booking if we are made aware or discover that the nature of your booking is inaccurate and/or contravenes our booking conditions stated.


Alterations to your booking after the booking has been processed will incur a £30 admin fee.  All alterations and cancellations will incur a £30 administration fee and are subject to availability and at our discretion.

Differences in the total amount payable resulting from alterations will be paid by you when you make alterations.  Alterations are only permitted up to 7 days prior to your arrival date.


We reserve the right to include special deals on our Website from time to time which may be lower than the price you will have paid no refund will be given you have to come through the special deal process on our Website.  Information on our Website is correct to the best of our knowledge, but circumstances outside of our control may cause it to become inaccurate therefor we reserve the right to amend accordingly which may result in you paying more for your holiday. We apologies for any inconvenience that may result from this.

Noise and behavior

Please be respectful of other guests and keep noise to a reasonable level, especially after 10pm.
You undertake that you and your guests will behave in a proper, appropriate and legal manner with due respect to us and our other guests on site, our employees or agents, the site, farm, property, animals, neighbors and any third parties on our estate or to our and their property.
If you or any of your guests behave inappropriately or improperly (of which we shall be the sole and final judge on our site) or illegally, or misuse our lodges, we reserve the right (with or without the intervention of the police depending on the nature of the behavior) to ask you and/all of your guests (at our sole discretion) to leave the site and our estate before the end of the booking period.
No refund will be given in these circumstances. In addition, we reserve the right to sue or charge you and/or any of your guests for any loss, damage or injury caused to us, our employees or agents, the site, properties, any animals or other property owned by us or our other guests/third parties and/or their property.

No BBQ or open fires permitted near (4 meters from) the lodge, on the decking or in a potentially dangerous location. (BBQ trays can be purchased on site) .Please ensure you keep children away from the electric gates at all times. Children should be supervised at all times whilst on the premises but in particular they must be supervised when they are outside by the Pool or using the Hot Tub and inside when using the Jacuzzi bath in the main bathroom.

Responsibility and Liability

By booking a property (or properties’), you confirm that you take sole and exclusive responsibility for your own safety and well-being and that of your guests and are solely and exclusively responsible for use of the property, site, sea, rivers, lakes, ponds, climbing trees, going near tractors and farm machinery and any other activity or hazards on or adjoining our land and that you have booked entirely at your own and your invitees own risk. You are solely responsible for advising your guests of this.

We accept no liability for accident, loss of property, vehicles or personal injury to you or any of guests during your/their stay at the site or on our estate site.

We will not be liable for any act, neglect or default on our part or on the part of any other person not within their employ or otherwise under our control, nor for any accident, damage, loss, injury, expense or inconvenience, whether to person or property, which you or any of your invitees or any other person may suffer or incur arising out of, or in any way connected with your booking unless we are held to be solely and directly responsible for the same and such liability has not been limited or excluded elsewhere or may not be under the governing law. In addition, we accept no liability for loss of or damage to your or any of your guests possessions on our site, safari tents, property, land or estate.

Nothing in these terms and conditions excludes or limits our liability:

  • For death or personal injury caused by our negligence.
  • For any matter which it would be illegal for us to exclude/limit or attempt to exclude/limit our liability.
  • We will not be liable for any force majeure or other event outside of our control which cancels your booking or cuts short your booking if the event occurs while you are here.
  • We will endeavor to offer you relocation or at our sole discretion a % refund (as applicable) otherwise you must advise your insurer.
  • We may have additional guest/invitee conditions from time to time which must be observed specific to the site, property, estate or location (e.g. health & safety, fire, etc.) which you and your party of guests/invitees undertake to comply with.

Alternating guests during your stay

Please note, as well as our no 3rd party guests policy, we will only allow strictly a maximum of 2 guests to leave the lodge and 2 new guests to arrive instead of / in their place. The original guest(s) must be departed from the premises in the morning, before the new guest(s) can arrive. Full names of the new guests arriving must be provided to Luxury Lodges Wales prior to your arrival day. Failure to provide these details may result in the new guests not being able to stay on the premises.

Please note where additional guests (as mentioned above) come to stay at your lodge, we do not offer fresh bed linen and towels for them during your stay, you will need to wash (the ones originally supplied) yourselves, a washing machine come tumble dryer is available to use in every lodge.

Lost Property

Please note any lost property left in your lodge on departure will be held for 2 weeks only (regardless of e.g postal strikes etc.). It is the guests responsibility to ensure no lost property is left behind, however should you wish to have the goods returned to you, we must receive a pre-paid parcel / envelope from you within the 2 weeks to return them to your address, after this time period all lost property will then by disposed of. It is also the guests responsibility to ensure all postal rules and regulations are followed when sending us a pre-paid package for particular items such as alcohol, liquids, etc.. This will not be the responsibility of Luxury Lodges Wales, and therefore we cannot be held responsible for any goods lost in transit once they have been posted out to you.

Also, should we find any food items have been left in your lodge after your departure, all opened and perishable foods (including those that need refrigeration) will be disposed of immediately, however we will keep ‘cupboard stored’ items for 2 weeks only, after which time they will be disposed of. Again you will need to send us a pre-paid package for them to be returned to you (as above) and postal regulations must be adhered to.

Dog Policy

Sorry no pets allowed.

Welcome packs

A welcome pack is supplied in each lodge with every booking, ready for our guests arrival. Please note we only supply a limited amount of items (e.g washing up liquid, tea, coffee, bin bag etc.) which should be sufficient to get you started in your lodge; also we do not supply ice in the lodges, our American style freezers do not dispense ice so please fetch some with you if you plan to use any. should you require further items during your stay, we have a local shop in the village where you can make further purchases for during your stay.

Hot Tubs

We always endeavor to get the hot tub up to temperature ready for check-in time. However please note as several of the hot tubs are being thoroughly cleaned (after every booking) on the morning of your arrival to ensure maximum cleanliness,  from time to time, the hot tubs may take a few extra hours to finish heating up to the optimum temperature, on your day of arrival. Please bare this in mind when seeking to use the hot tub on the day of your arrival. Also, during your stay we may also top up chemical levels in each hot tub to ensure maximum cleanliness, maintained hot tub function, and enjoyment of the hot tub by our guests. Please note when doing so, we will always endeavor to work around our guests when carrying this out, for example if guests are currently using the hot tub, we will instead come back at a more convenient time to do this when it is not in use.

EV Charging

Please note we do not offer any EV charging on site for electric vehicles.

Strictly NO charging of any vehicles from the lodges at any time during you or your guests’ stay (please note if caught doing so, you may be asked to leave the premises).

Guest’s Post

Please note although we are more than happy to receive and hold post for our lodge guests, it is courteous for guests to let us know in advance that you will be expecting post or parcels to be delivered. You (the guest / guests) shall have post delivered to our address at your own risk, as we do not hold any responsibility for lost or stolen, or damaged items posted to the site. We are not obliged in any way to notify guests that their post has arrived, however we do try to notify guests as and when we are able to. Please ensure you add the name of your lodge to the address as well as you or your guests’ name, as if there is not a staying guest’s name (and lodge) on the posted item, we reserve the right to send it back with the postal service that delivered it, and therefore we cannot be held responsible for any items rejected on delivery that we believe are not for this premises / staying guests. If the item is received with some damage to the packaging, in the best interests of our guests we may still accept the delivery. Please also note that as we are not always in at Reception, we are not always available to receive or sign for the postal service delivering your items.

Please note where possible all guest’s post and parcels shall be held at Reception, however due to the busy nature of our business, as we are in and out of the Reception office all day, when we are not in, guest’s post and parcels will all be left in the “Lodge guests post and parcels” chest which is located to the right hand side of the Reception door, the chest is not locked at any time. Please note although the chest is sheltered from the elements, (water resistant, not waterproof) we cannot be held responsible for any lost, stolen or damaged items.

*** In addition, we do not hold any refrigerator or freezer units (or ‘specialized storage facilities’) on site, therefore please ensure that if you order any perishable goods or refrigerator/ freezer foods, that you are checked in to your lodge prior to receiving a groceries delivery, or that you are in your lodge when the item is due to arrive as we will not hold or store them for you, other than leaving them in the outdoor chest.

Gift Vouchers

Please note that all vouchers are only valid by way of signature on the voucher by a member of Luxury Lodges Wales staff, along with a corresponding voucher number, (which will correspond to the initial payment transaction where money and voucher details were originally taken in exchange for the voucher). Vouchers can only be used once (i.e against a one time booking), only the amount on the voucher can be redeemed. By using a voucher against a booking, you agree to our T&Cs. Vouchers are only valid until the expiry date (“Valid to”) and must be used within 12 months from date of issue. Should you choose dates during the year where the cost of the holiday is more than the voucher value, you must pay the difference, however if the value of the voucher exceeds the cost of the holiday, no refunds will be given, you must use the full value of the voucher. Please note our vouchers are non-refundable under any circumstances, including such instances as Covid 19 or any other government imposed lockdown in the UK.

Breach of Booking Conditions

If there is a breach of any of these terms and/or conditions by you or any of your invitees or by any other party whom you or your GUEST has permitted on site, we reserve the right to enter the site, lodge or other property at any time and end the booking and require you and your guest(s) or offending party to leave. This is in addition to all other rights specified in these Booking terms and conditions and available at law.

Ending the Booking by either of us for reason does not affect our other rights and remedies.
Governing Law and Jurisdiction.

Any dispute will be governed by Law and the parties agree to the exclusive law and jurisdiction of the Courts.

Authority to Book

By entering into this Booking you certify that:
You agree and you are authorized to agree to these Booking Terms and Conditions on behalf of all persons included in and/or who may accompany you on your Booking, including those substituted or added at a later date;
you are over 18 years of age you agree to take responsibility for your entire party occupying our site, farm, estate and property.


In case of a discrepancy between the Website and these Booking Terms and Conditions, these Terms and Conditions shall prevail.

Validity clause
In the event that a court finds that any term or condition in these Booking Terms and Conditions is illegal or void, the illegal or void provision will be severed from the remainder of the Booking Terms and Conditions, which will continue to be valid and have full force and effect.

All problems and any issues with your property or any part of your stay must be brought to the attention of us during the beginning of your stay not on departure. This will allow us to make any changes satisfy your needs.

Group Bookings of more than 1 lodge by an individual person or business.

If you wish to book the whole site for a special occasion, this can only be booked directly by us. So contact us by email: mandy@luxurylodgeswales.com or phone 01686430491 and let us know about the occasion you would like to organize.


You must organize all clearing up after you’re booking so that the site and property are clean, tidy and clear of all rubbish and bottles for our other guests arriving later the same day. Please put all rubbish and recyclable’s for disposal in the bins provided also ensure all crockery and cutlery etc. are put back clean. We reserve the right to charge for overstays and rubbish clearance.  Please note a £100 refundable pre-authorization is taken on arrival from the person named on the booking agreement (this cancels itself after 7 -10 working days, after your stay (provided there have been no damages or breakages). This is not taken out of your account, just put on hold by your bank. This covers any damages or breakages which may occur during your stay (if damages are over £100 you will be responsible for the full cost of damage and or replacement of property broken).


Strictly NO fake tan allowed in hot tubs, please inform guests in advance.  Also hot tubs are changed from 7am onward on the day of your departure.  (This is to ensure hot tubs are warm for the next guests to enjoy).