Terms & Conditions for South Lawn Hotel 

Welcome to the official website of South Lawn Hotel (“we,” “us,” or “our”). By accessing or using our website, you agree to comply with and be bound by the following Terms & Conditions. Please read them carefully.  All the information was correct at the time of printing and is subject to change without notice.

Use of Website

• This website is intended for personal, non-commercial use.
• You agree not to misuse the site, including attempting unauthorized access or interfering with its functionality.
• All content is owned by South Lawn Hotel or licensed to us. You may not reproduce, distribute, or modify any part without written permission.

Booking Terms

• All reservations made through this website are subject to availability and confirmation.
• Guests must be at least 18 years old to make a booking.
• A valid credit/debit card is required to secure your reservation.
• Cancellation policies vary. Please refer to your booking confirmation for specific terms.

Accommodation Cancellation (for bookings of 5 or less rooms)

• Cancellations must be received by 12noon 2 days prior to your arrival date to avoid charges.
• Your first nights’ accommodation will be charged for cancellations received within this chargeable period.
• Non arrivals without cancellation will be charged for the full stay, as will guests departing earlier than planned.
• Cancellation and non-arrival charges are debited from the Card you guaranteed your reservation with.
• Please ensure that if you make a cancellation that you also receive a confirmation of the cancellation.

Group Bookings: Hotel Group Booking Cancellation Policy (5 or More Rooms)

A booking of five rooms or more is classified as a group and is subject to our Group Terms & Conditions of business, which differ from our Best Available and Advanced Purchase rates.

To ensure clarity and fairness, the following cancellation policy applies to all group reservations of five (5) or more rooms:

1. Deposit & Confirmation

A 25% non-refundable deposit is required at the time of booking to confirm the reservation.

Full payment is due 14 days prior to arrival unless otherwise agreed in writing.

2. Cancellation Terms

3. No-Show Policy

In case of a no-show, 100% of the total booking will be charged.

Rooms will be held until 6:00 PM on the day of arrival unless otherwise arranged.

4. Reductions in Room Count

Reductions in the number of rooms are considered partial cancellations and are subject to the same schedule above.

If more than 10% of the rooms are cancelled within 30 days of arrival, cancellation fees will apply to those rooms.

5. Modifications & Exceptions

Any date changes or modifications to the booking are subject to availability and may incur additional charges.

Exceptions may be made in case of force majeure events, at the hotel’s discretion.

6. Written Notice

All cancellations or modifications must be submitted in writing via email or official booking platform.

 Check-in / Check-out

• Check-in: from 2:00 PM
• Check-out: by 11:00 AM
• Early check-in or late check-out may be available with a fee and must be arranged in advance. As you can appreciate we are largely dependent on the departure of the previous guest.  Under no circumstances can we allow a guest to use a room until it has been fully serviced.

Children & Extra Beds

• Children of all ages are welcome.
• Cots and extra beds are available upon request and subject to availability.
• Charges apply for additional beds & children’s meals.
• Children under the age of 12 may stay in their parent’s room, subject to a suitable room having been booked at the time of the reservation. A charge of £30 per child will be made, this is inclusive of an extra bed and breakfast.
• It is solely at the hotels discretion to allow teenagers under the age of 16 years old to occupy a room without an adult. There are no circumstances where children under the age of 12 may occupy a room without an adult occupying a room with them. All meal costs for children excluding breakfast are charged as taken.

Payment & Charges

• Prices displayed are in Sterling (GBP) and include applicable taxes unless stated otherwise.
• Additional charges may apply for services such as meals, drinks, pets, or late check-out.
• We reserve the right to modify rates and packages at any time without prior notice.

Guest Conduct

• Guests are expected to behave respectfully and comply with hotel policies during their stay.
• Smoking is prohibited in all indoor areas unless designated. Smoking in a bedroom or out of the window comes with an automatic card charge of £150.00 to cover any costs and loss of revenue.
• Damage to property or disturbance to other guests may result in additional charges or eviction.

Pet Policy

• Well-behaved dogs are welcome in designated rooms with prior arrangement.
• A pet fee applies to cover additional cleaning (£11.50 per night in 2026). We allow a maximum of 2 dogs per room.
• It is important to note that the guest accepts liability for any damage to bed linen
  and any other fitting within the hotel by a pet.

A few rules from the resident pooch to the responsible humans:

• You need to keep your lead on in all public areas but there’s a dog paddock at the back of the hotel you can use to run around.
• Always pick up when you use the paddock and garden, if you need any bags there are always spares at reception, the poop bin is on the tree opposite the front door and in the paddock.
• You can have dinner and breakfast with your Mum and Dad if you want to, doggy dining is very popular at South Lawn and they allocate us a special area.
• You are not allowed to bark at other dogs or humans, it’s important to be respectful to other guests, especially in the restaurant.
• Please make sure you don’t get left in your room on your own, once there was a dog that got frightened and chewed the carpet which cost a lot of money to fix. If they do need to leave you on your own the hotel has a cage you can feel safe in, just ask at reception.
• Also if you let the hotel know we might be able to find somebody to look after you, your mum and dad will have to pay for this but it’s a great way to let them have a bit of time on their own.

Parking

• Complimentary on-site parking is available for guests.
• Disabled Parking spaces available on a first-come, first-served basis.
• EV charging available on a first come, first-served basis and request that once charged for you to move to an available space to allow other electric vehicles to charge.

Events/Functions

• We require your best estimation of final numbers 7 days prior and final numbers 72 hours before the event.
• The highest numbers quoted during the final 72 hours will be charged.
• Entertainment – any entertainment requires to provide a copy of their Public Liability Insurance.
• Access to the venue for any third-party contractor is from 9am for a lunch event or after 5pm for an evening event, please check with the hotel if you require access prior to the set-up time.
• Whilst we are happy to assist with basic items, we are unable to assist with the building of table centres from scratch and dressing the venue, including fixing things to the building and the use of ladders. Such tasks always take longer than you think which is detrimental to our important role and responsibilities.  If you have such requirements it is always best to ensure you have somebody who can help and also somebody who can remove anything when your function has finished.
• Please ensure you pay your entertainment and suppliers direct as the hotel if requested to do so will add 20% to cover the VAT we are obliged to pay.
• The hotel cannot be responsible for any items that go missing or are damaged. Please ensure you have somebody allocated from your party to take responsibility for any items of value at the end of your event. Additionally you must take everything that is not to be discarded with you when you depart; we have no facilities to store items to be collected at a later date.  Items belonging to your suppliers must be collected by them immediately after your event.
• Choice Menus – Guests attending must know what they have ordered on the day and we recommend, as the organiser, that you provide place cards with menu choices on them to remind attendees of their choices.
• All events provided with our Groups Menu in advance and guests are requested to pre-order so that a summary can be provided to the hotel 7 days prior.

Summary of Terms:

• For the function room, we can hold a date for 7 days, within the 7 days we request a non-refundable deposit of £250.00   Once received, we will write/email you with a confirmation fact sheet of detail.  Final numbers and table plans are required 7 days prior to the event, and the highest number quoted in the final 72 hours is charged.  The remaining balance is then due 48hrs prior the event and any increase in numbers after this time is required to be paid upon departure on the day of the event.
• Any bookings that are cancelled will need to be cancelled in writing or by email.  If cancelling more than 4 weeks prior to the event your nonrefundable deposit is held and no further fees are due, if cancelling with less than 4 weeks’ notice to the event we will charge 50% of the event based on minimum numbers, if cancelling less than 1 week prior to the event we will charge 100% of the event based on minimum numbers.
• If you are forced to cancel for ANY reason either within or beyond your control the cancellation charges will apply.  Making a booking and paying a non-refundable deposit constitutes your understanding of these booking and conditions.

Summary of Charges:

• A summary of the charges you will incur all of which are detailed in your fact sheet. It is as important that you check these and all the detail in your fact sheet are correct as any miscalculations, errors or omissions will still be corrected and charged for.

Security & Surveillance (CCTV)

• To ensure the safety and security of our guests, staff, and property, our hotel premises are monitored by CCTV surveillance systems 24 hours a day.
• CCTV cameras are located in public areas such as entrances, lobbies, hallways, and other common spaces.
• These recordings are used strictly for security purposes and may be reviewed in the event of an incident.
• All CCTV footage is stored securely and retained for a limited period, unless required for investigation or legal purposes.
• Access to this footage is restricted to authorised personnel only.

Privacy & Data Protection

• We are committed to protecting your privacy. Please refer to our [Privacy Policy] for details on how we collect, use, and safeguard your data.
• By using this site, you consent to the use of cookies and similar technologies.

Third-Party Links

• Our website may contain links to external sites. We are not responsible for the content or practices of these third parties.

Liability Disclaimer

• While we strive to ensure accuracy, we do not guarantee that all content is error-free or up to date.
• We are not liable for any direct or indirect damages arising from the use of this website or services booked through it.

Changes to Terms

• We may update these Terms & Conditions at any time. Continued use of the website constitutes acceptance of the revised terms.

Contact Us

• If you have any questions about these Terms & Conditions, please contact us at:

South Lawn Hotel, Lymington Road, Milford on Sea SO41 0RF

01590 643911 / events@southlawnhotel.co.uk