Terms & Conditions

1              General

Thank you for booking your stay with us at Louma Country Hotel. We very much look forward to welcoming you personally to our 100-acre farm set on the Jurassic Coast World Heritage Site in the heart of an area of outstanding natural beauty.

Louma Country Hotel is the trading name of Grape Vibes Limited (registered in England and Wales with company number 12430631).

Louma Country Hotel is the controller of your personal data. Please read our Privacy & Cookie Policy to understand how we process your personal data.

Within these Terms & Conditions, “you”, “your” and “yours” have reference to the first named person on a booking (the Booking Party) and all persons on whose behalf the booking is made.

2              Bookings

All prices and related details published in Louma Country Hotel’s advertising materials are accurate at the time of publication and are reviewed regularly. However, in the event of any errors, omissions, or subsequent updates not previously published, Louma Country Hotel reserves the right to amend prices and details as necessary.

Louma Country Hotel does not collect or store any credit card information through its website. All booking transactions are securely processed via Stripe, a third-party payment gateway entrusted with the protection of all cardholder data. For further information regarding Stripe’s licensing, privacy practices, cookie policy, or other details, please visit https://stripe.com/gb,or contact reservations@loumacountryhotel.co.uk.

If necessary, Louma Country Hotel reserves the right to offer alternative accommodation to the one originally booked. Any substitute provided will be of equal or higher value than the original reservation.

Accommodation prices advertised are inclusive of meals and are calculated accordingly. All prices are inclusive of VAT.

Full payment is required at the time of booking in order for the accommodation to be confirmed. Please be advised that the quoted accommodation rate excludes any incidental charges incurred during a stay. All such charges must be settled prior to departure. In the event they remain unpaid, they will be automatically charged to the payment method provided at the time of booking.

Louma Country Hotel does not accept cash. All payments are taken by credit/debit cards or bank transfer.

Certain activities or experiences at Louma Country Hotel require payment in full at the time of booking. Amendment or cancellation of these bookings may incur a charge of up to the full cost of the booking. You are advised to check the terms of cancellation or amendment at the time of booking.

Requests to amend a confirmed booking should be made in writing to the Reservations Team at reservations@loumacountryhotel.co.uk. Louma Country Hotel will always try to facilitate a request to amend a booking, but the ability to do so will be subject to proposed revised booking dates and the availability of accommodation. Amendments to confirmed bookings may incur an additional fee.

Booking cancellations will be accepted without charge if a written request is submitted to reservations@loumacountryhotel.co.uk at least two weeks prior to the scheduled check-in date. Cancellations received less than two weeks but more than 72 hours before the scheduled check-in date will incur a 50% charge. For cancellations made with less than 72 hours’ notice, the full booking amount will be charged.

Louma Country Hotel strongly recommends that all guests obtain travel insurance that includes coverage for booking cancellations. This will provide peace of mind and financial protection in the event of unforeseen circumstances requiring a last-minute cancellation. Please note that if travel insurance is not secured, the booking party assumes full responsibility for any financial loss resulting from a cancellation.

Infant and child guests. Infants under the age of two may share a room with their parents free of additional charge. Children over the age of two will be charged at the appropriate rate.

No-Show Policy. In the event that a guest with a confirmed reservation fails to check-in, that guest will be charged the equivalent of 100% of the rate for each of the nights the room was reserved and not occupied.

Prior advisement. Louma Country Hotel welcomes guests with differing needs and will do its best to accommodate everyone. To allow for appropriate planning,  you are asked to contact the Reservations Team on resevations@loumacountryhotel.co.uk at least one week prior to check-in to advise them of any pre-existing medical conditions, dietary requirements or accessibility issues that you or any of your party may have which might affect your stay.

For Group Bookings, please see Section 8.

3              Rooms

Check-in / Check-out times. Check-in time is 15.00. In the event of arrival before 15.00, an early check-in is subject to availability and will incur an additional charge.

Check-out time is 11.00 on the day of scheduled departure. A late check-out (i.e., between 11.00 and 15.00) may be requested but is subject to availability and advance reservation and will incur an additional charge.

Early Departure. In the event of an early departure, full charges will be applied.

Housekeeping Service. A housekeeping service is provided daily and subject to timing and availability. Linen and towels are provided at the start of your stay and can be changed upon request.

Cots. A cot can be provided by Louma Country Hotel upon request.

Personal electronic appliances. Guests are requested to ensure that any personal electrical appliances and equipment brought to Louma Country Hotel have been well maintained and are safe to use to prevent danger.

Smoking and Vaping. For everyone’s enjoyment, safety and health and for the protection of the immediate environment, Louma Country Hotel operates a general No Smoking/No Vaping Policy in its rooms and across the site. Guest smoking/vaping is only permitted in the designated smoking areas on the terraces outside the Main Barn and the Main House.

Prohibited Items Policy. For the safety and comfort of all guests, staff, and resident livestock and wildlife, the following items are strictly prohibited within the boundaries of Louma Country Hotel:

• Any items that are, or appear to be, illegal
• Weapons of any kind
• Ammunition or explosives
• Fireworks
• Any other items which, in the reasonable opinion of Louma Country Hotel, may pose a danger or cause disruption

Guests found in possession of the above prohibited items may be asked to leave the premises and, where appropriate, the relevant authorities will be notified.

If you have any questions regarding this policy, please contact our Guest Services Team.

Wood-burning hot tubs. In the rooms in which wood-burning hot tubs are provided, the tubs are used at the guests’ own risk. Hot tub rules state that the tub is not to be used by anyone under the age of 16. For hygiene and safety reasons, the consumption of alcoholic beverages in the hot tub must be moderate. Guests who are under the influence of excessive alcohol are to refrain from entering the hot tub. Food is strictly prohibited in the hot tub area. Guests should check the water temperature before each use; the hot tub must not be used if the temperature exceeds 40°C.

4              Use of facilities

Louma Country Hotel operates as a working farm. To ensure the welfare of the livestock and the maintenance of the land, vehicles and machinery are regularly in use, and certain areas may have restricted access. Guests are required to observe all guidance and timings given on site notices and through official communications. Louma Country Hotel accepts no responsibility for any injury sustained by guests or their parties that could reasonably have been avoided by following the advice provided on its website, by staff, or through on-site signage and maps.

For operational, safety, technical or environmental reasons, Louma Country Hotel reserves the right to close areas and facilities on-site and to move, amend or cancel offers regarding experiences, activities and events. Facility opening times may vary. Please speak to the Guest Services Team for details.

Louma Country Hotel is open for the exclusive use of its registered guests. Day entry for family, friends and colleagues is not possible unless prior approval is received from the Duty Manager.

Parents and guardians of children under the age of 18 are responsible for their safety on site at all times. Guests are reminded that Louma Country Hotel is a working farm, and, as such, certain areas require the close parental supervision of children.

Parental responsibility, including the requirement for supervision of children, applies in all areas of the site, especially areas of heightened hazard, including, but not limited to:

• Ponds and watercourses
• Play areas and toys
• The Wellness Barn and swimming pools
• Woodlands
• Farming facilities and machinery
• Areas with livestock

Please note the following about our ponds and watercourses:

• Swimming and paddling are prohibited.
• Certain areas are deep (i.e., beyond 2m in depth).
• The ponds are naturally fed and untreated; as such, they contain plant and insect life and possibly unknown chemicals which may cause irritation, allergic reaction or other issues.

The play areas are designed to encourage activity and adventure for younger guests, and the use of the equipment is only suitable for children under the age of 12. All children should be supervised by an adult at all times in these areas.

When using the Wellness Barn, guests are required to sign a disclaimer in advance and requested to sign in and out prior to use on each occasion. Children under the age of 16 are not permitted to use the gym or sauna facilities.

Please note that there is no lifeguard on duty at either of the swimming pools. Guests using the pools do so at their own risk. Children under the age of 16 must be accompanied by an adult at all times. For safety reasons, diving, jumping (bombing), and running in the pool area are strictly prohibited.

Louma Country Hotel will accept no responsibility for accidents and injuries sustained as a result of guests failing to comply with these Terms and Conditions.

When using any on-site facilities, please consider the enjoyment and wellbeing of others. This includes consideration in the reservation of facilities, the playing of music, the production of general noise and acts of unruly behaviour.

Louma Country Hotel is committed to fostering an inclusive environment that values and respects the diversity of its guests, communities, and colleagues. Louma Country Hotel expect all guests to conduct themselves in a manner that upholds these principles.

Any behaviour towards Louma Country Hotel colleagues or fellow guests that is inconsistent with this commitment will not be tolerated. Guests whose conduct falls below the expected standard may be asked to leave the property without reimbursement.

Guests may be held liable for the full cost of any of the following if attributed to the actions and behaviour of the Booking Party or any member of the party booked:

• Damage or breakages, whether accidental or intentional, caused by you or any member of your party;
• Excessive cleaning requirements, where the accommodation is deemed by Louma Country Hotel to have been left in an unacceptable condition;
• Missing non-complimentary items that have been borrowed or allocated to you or your party and have not been returned.

Louma Country Hotel cannot be held responsible for any loss, injury, damage, or expense due to circumstances beyond Louma Country Hotel’s control or where Terms & Conditions have not been followed.

5              Services

The images posted on the Louma Country Hotel website are for illustrative purposes only and may not be representative of facilities, conditions, offerings, etc. current at the time of your stay.

Menus are seasonal and while every effort will be made to accommodate specific dietary/allergy requirements, the ability of Louma Country Hotel to do so cannot be guaranteed.

External night-time lighting. Louma Country Hotel is located adjacent to an Area of Outstanding Natural Beauty and in accordance with local environmental regulations, the use of mains-powered external lighting is not permitted. You are therefore kindly requested to use the portable lamps provided in you room when moving around the site during the hours of darkness. If additional lighting is required, please contact our Guest Services Team who will be happy to assist. For your safety, we respectfully ask you to avoid venturing to the east of the Wellness Barn and to the west of the Equestrian Stables during night-time hours without adequate lighting.

Lost and left property. The return of items left at Louma Country Hotel can be organised at the full cost to the owner. Lost property will be kept at Guest Relations for four weeks once it has been handed in. After this period items will be sent to a charity event of Louma Country Hotel’s  choosing.

6              Dogs

For guests accompanied by dogs, a charge of £40.00 per dog applies (£65.00 for two dogs). During their stay, dogs will be provided with a bowl, towel, and dog bed. To ensure the comfort of all guests, owners are kindly requested to wash their dogs, if required, using the designated spray hose located outside Timber Stables 2 before allowing them to enter any of the common dining or private accommodation areas. Please note that dogs are not permitted on the furniture within the accommodation.

Dogs are not permitted in the Main House and Wellness Barn.

Dog exercise area. The designated dog exercise area is located in the enclosure immediately adjacent to the Wellness Barn and is accessible to guests and their dogs from daybreak until dusk. Louma Country Hotel accepts no responsibility for any injury or illness sustained by your dog while using these facilities. Owners are required to:

• Be considerate of other dogs and their owners when using the area.
• Refrain from using the area if their dog is exhibiting any signs of illness.
• Keep their dog on a lead at all times outside the designated exercise area.
• Prevent their dog from digging holes within the area.
• Clean up after their dog, using the bags and bins provided.
• Avoid bringing glass items into the Dog Exercise Area.

During scheduled activities or experiences, dogs should remain within your room. All rooms are equipped with air conditioning and heating to ensure your pet’s comfort while you are away. Owners are liable for any damage or loss caused by their dog to the room and its furnishings.

Dog waste bags and bins are provided for the duration of your stay. When walking your dog around the farm, please ensure that used dog bags are disposed of in the external bins provided across the site, including outside the Main Barn, Wellness Barn, and the Top Vineyard.

Dog owners have sole responsibility for the supervision and behaviour of their pets at all times. It is strongly recommended that dogs are insured prior to visiting Louma Country Hotel. For the safety of livestock and the comfort of other guests, dogs must be kept on a lead at all times when outside the booked accommodation. Owners will be held liable for any damage or loss caused by their dog to hotel property or livestock. Please note that distress or harm caused to livestock may result in legal prosecution.

7              Photography and Copyright

Nothing contained on the Louma Country Hotel’s website shall be considered as granting any licence or as a given right to use Louma Country Hotel’s trademark. This also applies to any third-party intellectual property displayed on its website. Any usage will require prior written permission.

Commercial photography, drone filming and filming (including the photographing and filming of private functions for commercial purposes) are not permitted on the site without prior consent from Louma Country Hotel.

8              Group Bookings

A booking of six rooms or more is classified as a Group Booking and is subject to our Group Booking Terms & Conditions of business as set out below.

A 50% deposit is required when booking your group accommodation. The final balance is due six weeks prior to the scheduled check-in date.

There is the requirement for one person within the Group/Booking Party to be confirmed as the Primary Booking Party with authority to amend the booking and with overall responsibility for the Group.

Unless otherwise paid by individual members of the Group, all incidental expenses incurred on site (e.g., food and beverage, activities, experiences, treatments, miscellaneous charges, etc.) will be charged to the account of the Primary Booking Party.

Group Booking cancellations will be accepted as per the schedule laid out in the table below.

Number of days in advance of the scheduled check-in date that notification of cancellation is received*                 Amount payable

More than 85 days          25% of total booking value

Between 84–43 Days    50% of total booking value

Less than 42 days           100% of total booking value

To ensure prompt processing of cancellations, written notification must be sent via email to reservations@loumacountryhotel.co.uk and confirmation of receipt requested. The effective date of cancellation will be considered as the date on which written notice is received by Louma Country Hotel.

Louma Country Hotel strongly recommends that all Groups obtain travel insurance that includes coverage for booking cancellations. This will provide peace of mind and financial protection in the event of unforeseen circumstances requiring a last-minute cancellation. Please note that if travel insurance is not secured, the Primary Booking Party assumes full responsibility for any financial loss resulting from a cancellation.

Group members with room reservations who do not arrive on the day of reservation will be considered ‘no shows’ and the applicable room rate for the nights reserved will be charged to the account of the Primary Booking Party unless otherwise paid by individual members of the Group.

The Primary Booking Party may be held liable for the full cost of any of the following if attributed to the actions and behaviour of any member of the Group:

• Damage or breakages, whether accidental or intentional, caused by any member of the Group;
• Excessive cleaning requirements, where any of the rooms in which Group members have been accommodated is deemed by Louma Country Hotel to have been left in an unacceptable condition;
• Missing non-complimentary items that have been borrowed or allocated to any member of the Group and have not been returned.

All paid experiences and activities bookings by Group members require full payment in advance and any amendment or cancellation of these bookings may incur a charge of up to the full cost of the booking.

Group members with bookings for experiences and activities who do not arrive for their scheduled booking will be considered ‘no shows’ and the applicable booking fee for the experience/activity will be charged in full to the account of the Primary Booking Party unless otherwise paid by individual Group member responsible for the booking.

Room Lists. The Group/Primary Booking Party shall forward a provisional room list at the time of booking. A finalised room list must be provided a minimum of 14 days prior to the scheduled check-in date. Any amendments to room lists previously provided should be clearly highlighted. All reservations received by Louma Country Hotel by means of a room list will be considered guaranteed/liable to the Group/Primary Booking Party.

9              Meetings and Events

Food Provision. Louma Country Hotel is committed to maintaining the highest standards of freshness and quality in all food served on its premises. To ensure consistency and safety, guests are not permitted to bring external food or beverages for consumption within the Hotel’s communal or general-use areas. All food and beverage requirements must be exclusively provided and catered by Louma Country Hotel.

Beverage Policy. The Meetings and Events Booking Party may not bring beverages onto the premises without prior written approval from Louma Country Hotel. If permission is granted, a corkage fee will apply. This fee will be determined by the Hotel based on the nature and quantity of the items brought in.

Menu Customisation.  Tailored or bespoke menus may be requested by the Meetings and Events Booking Party. These requests are subject to availability and may incur additional charges depending on ingredient sourcing, preparation complexity, and resource requirements.

Special Dietary Requests. Louma Country Hotel is happy to explore the possibility of accommodating specific dietary requests through special arrangements. Guests are encouraged to discuss their needs with the Hotel in advance to determine feasibility. Please note that Louma Country Hotel’s kitchen is not certified for Halal or Kosher preparation.

Alcohol Licensing. The sale and service of alcohol for the Meetings and Events Booking/Party will operate strictly in accordance with the Louma Country Hotel’s premises licence and local licensing laws, including the following.

• Alcohol service is permitted between the hours of 11.00 and 22.00 only, unless an extension is otherwise agreed in writing by an application and approval by the local licensing authority.
• The operation of a Challenge 25 policy, where the only acceptable forms of identification are recognised photographic ID cards, such as a driving licence or passport, or holographically marked PASS scheme identification cards.
• Alcohol must be supplied and served by the Louma Country Hotel’s authorised staff. Guests are not permitted to bring their own alcohol onto the premises without prior written consent. Louma Country Hotel reserves the right to refuse service to any Guest in line with responsible service practices and may cease alcohol service at any time if deemed necessary for health, safety, or legal compliance.

Music and Noise Control. Louma Country Hotel is situated on the boundary of an Area of Outstanding Natural Beauty and operates in accordance with strict biodiversity and environmental protection policies. To preserve the tranquillity of the surroundings and comply with local licensing laws and noise regulations, all music and amplified sound must be kept within permitted levels. Guests are required to ensure that any audio equipment or entertainment activities do not cause disruption to others or to the natural environment and to adhere to the following guidance:

• Recorded music may be played indoors at a level which Louma Country Hotel deems suitable between the hours of 08.00 and 22.00, with final songs ending no later than 22.00.
• External music is prohibited.

Handling Fee. Louma Country Hotel will charge a 20% handling fee for additional furniture, décor, flowers and audio-visual ordered form a third-party supplier. The handling fee amount will be included in the Meetings and Events Booking Party quotation/invoice.