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.


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: 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.

The lodges are only 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 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, 2-4 people occupying 2 bedrooms or 4-6 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 double or twin beds (zip and link) please state how you would like the beds made up when booking if more than 2 people.

Please note if only 2 people 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 and 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 2-4 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 2-4 person tariff occupying 2 bedrooms, If 4 people wish to occupy 3rd bedroom they must pay 5-6 person tariff.

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-authorisation 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 breakages have occurred the £100 will expire after 7-10 days after your departure. (this is just held for  7-10 days not taken out)

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 30 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 can only be made more than 60 days prior to the arrival date free of charge, after this time alterations will be treated as cancellation. All alterations and cancellations less than 59 days 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 behaviour

Please be respectful of other guests and keep noise to a reasonable level, especially after 11pm.
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, we reserve the right (with or without the intervention of the police depending on the nature of the behaviour) 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 metres 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 also the Sauna house.

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.


Dog Policy

Sorry no pets allowed.

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.co.uk 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 £100 refundable pre-authorisation is taken a day before by the person named on booking agreement (cancels itself after 7 to 10 days after your stay). 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).