WHITETAIL COURT HOTEL POLICIES

PAYMENT

Whitetail Court Hotel charges 100% of the total price as a deposit at the time of booking. 

CANCELLATIONS POLICIES AND TRAVEL INSURANCE

If a guest cancels 15 days or more prior to the confirmed arrival date, the deposit will be refunded in full, less a $75.00 cancellation fee (for each room the guest reserved), which is charged to the credit card on file.

If a guest cancels 14 days or less prior to the confirmed arrival date, NO REFUND will be issued, and the guest is responsible for the entire reservation amount (for each room the guest reserved). 

For example:  Your arrival date is day 1.  Count backwards to determine day 14 and day 15.  If you cancel on day 14, your FULL payment is non-refundable.   If you cancel on day 15, your payment is refundable minus the $75.00 cancellation fee.

*******If your ARRIVAL DATE is January 22nd, JANUARY 9 is day 14 and January 8 is day 15.  The guest must cancel no later than JANUARY 8th to receive their FULL payment refund, less the $75.00 cancellation fee.

*REFUNDS WILL NOT BE ISSUED FOR NO SHOWS, LATE ARRIVALS, EARLY DEPARTURES, MISTAKEN RESERVATION DATES, OR CANCELLATIONS MADE WITHIN 14 DAYS OF THE SCHEDULED ARRIVAL DATE, REGARDLESS OF THE CIRCUMSTANCES.

THERE ARE NO EXCEPTIONS TO THIS POLICY, INCLUDING:  DOCTOR APPOINTMENTS, ILLNESS, FAMILY EMERGENCIES, INCLEMENT WEATHER, OR FACTORS AFFECTING THE GUEST'S AIR OR AUTOMOBILE TRAVEL.

PURCHASING TRAVEL INSURANCE

GUESTS ARE PROVIDED WITH THE OPTION TO PURCHASE TRAVEL INSURANCE (FOR THE PROTECTION OF THEIR RESERVATION FUNDS) -------WHEN MAKING A RESERVATION ON OUR WEBSITE WHITETAILCOURT.COM OR THE MAJORITY OF THE THIRD-PARTY RESERVATION SERVICE PROVIDERS (EXPEDIA, BOOKING, ETC.).

WHITETAIL COURT HOTEL RECEIVES NO COMPENSATION WHATSOEVER, WHEN GUESTS PURCHASES TRAVEL INSURANCE FROM ANY PROVIDER.

GUESTS MUST CONTACT AND RECEIVE THEIR FUNDS FROM THE TRAVEL INSURANCE PROVIDER, NOT WHITETAIL COURT HOTEL, IF THE TRAVEL INSURANCE POLICY IS UTILIZED.

GUEST REQUIREMENTS

GUESTS ARE TO BE 21 OR OLDER to stay overnight at Whitetail Court Hotel.

The guest lodges only accommodate 2 ADULT GUESTS ONLY, NO EXCEPTIONS 

CHILDREN

No children under the age of 21 are allowed to stay overnight.

CHECK-IN – CHECK-OUT INFORMATION

We require the following information from all guests:

Copy of Driver's License, Names of the Overnight Guests, Telephone Number, Car Model/License #, Credit Card information, Email Address, and Emergency Contact Information.

Check-in is between 4:00pm - 8:00pm.

Should you arrive prior to 4:00 pm, you may park in our private parking lot at the rear of the property and explore Fredericksburg, AT NO CHARGE.

Should a guest desire to check-in prior to 4:00pm your credit card will be charged $50.00 as an early arrival amenity to your hotel bill automatically, NO EXCEPTIONS.

If you anticipate arriving after 8:00pm, please call our office at 830-992-7326 and    check-in instructions will be provided.

Check-out is any time prior to 11:00 am.  Please drop your key in the drop box located at the rear of the property.

Late checkouts are from 11:00am until 2:00 pm and charged $50.00, automatically to your credit card, NO EXCEPTIONS. 

Housekeeping services begin as early as 9:00am and ends at 4:00pm each day.

WEEKENDS AND HOLIDAYS

Weekends require a 2-night minimum stay.

Holidays require a 3-night minimum stay. (New Years, Easter, Memorial Day, July 4th, Labor Day, Thanksgiving, and Christmas)

FIREARMS/WEAPONS

Firearms and weapons are prohibited on the hotel property.

QUIET HOURS

Quiet hours will be observed on the entirety of the property from 10:00pm to 7:00am daily.

Televisions, voices, or any other sound producing devices at 70 decibels or below as described by the City of Fredericksburg.  (This is like the sound of a dishwasher).

VISITORS

Only one visitor per guest is allowed on the property at any given time.

A registered guest must always accompany visitors when on the property.

All visitors must be off the property by 10:00pm.

As a registered guest, you are responsible for your visitor's behavior and actions at all times.

PARKING

Parking is for hotel guests only----- with 1 parking space per room.

Whitetail Court Hotel parking is at the rear of the property.

Location - go to Orange Street-- we are off an alley between Austin Street and Main Street.

Parking on the property is at your own risk.

If guest(s) bring bicycles or motorbikes, they must be stored outside of the Hotel gates.

CREDIT CARDS

We accept Visa, MasterCard, Discover, American Express.

All reservations must be guaranteed with a valid credit card.

If booking through a third-party booking site (Expedia, Booking, etc.) with a virtual card, a valid credit card will be required upon arrival for incidentals.

All guests are required to provide Credit Card information to the hotel for incidentals.

ALCOHOL

Whitetail Court Hotel does not have the ability to supply alcohol directly to a guest’s room.

Please contact the hotel should you request this service; arrangements can be made to deliver champagne etc. to your room prior to your arrival. 

SMOKING

Whitetail Court Hotel is a 100% smoke free environment, which means absolutely no smoking of any kind, including: e cigarettes, vape, cigars, pipes, cigarettes, or marijuana anywhere on the property.

Guests will be financially responsible ($1200 minimum) for any cleaning or damage caused by smoking and will be automatically charged to the credit card on file.

Guests will be asked to vacate the property immediately without any refund to their reservation.

Smoking may occur outside of the front gate or the back gate.

There is seating at the front of the property for our guests outside the gate.

KEYS

Please place keys in the Drop Box at the back gate upon departure.

Lost keys are subject to a $50.00 replacement fee.

The ID of the registered guest is required to get a replacement key.

VALUABLES/LOST AND FOUND

Whitetail Court Hotel is not responsible for loss of money, jewelry, computers, iPads, phones or other valuables.

Any items left after your departure can be returned to you for the cost of shipping + a $40.00 administrative fee.

Any items not claimed after 30 days will be donated or discarded.

PETS

Pets are NOT ALLOWED on the property, including emotional support animals.  The hotel only accommodates service animals who are ADA compliant.

A $750.00 fee will be charged to the credit card on file for any unauthorized pets found on property and you will be asked to vacate the premises.

There will be NO REFUND of your reservation payment.

RENTAL OF THE VERANDA AND COURTYARD

The Barn and Courtyard are for our registered guests.

Should a guest want to have a party (birthday, anniversary, family reunion, private dinner, rehearsal dinner, brunch, business meeting, etc.) or function in these areas, they can be rented for an additional charge.

Please contact Hotel Management for availability and necessary arrangements.

We have a NO-PARTY policy in the cabins or on the property, EXCEPT FOR RENTED AND SCHEDULED FUNCTIONS in the barn and courtyard areas.

PHOTOGRAPHY

There are NO professional photographers or photography to be taken on the property or of the property, NO EXCEPTIONS. 

If this were to occur, the photographer will be asked to vacate the premises immediately.

ACCESS TO ROOMS

Whitetail Court Hotel provides fresh items, tea and coffee service, change of towels, a re-fresh of toilet paper, shampoo etc. daily.

Housekeeping keeps daily logs of inventory, maintenance, items needed for guests, and linens by accessing the rooms each day.

TOWELS, ROBES, AND BED LINENS

GUESTS WILL BE CHARGED FOR TOWELS, ROBES, AND BED LINENS DUE TO PERMANENTLY DAMAGING THESE ITEMS, WHEREBY THEY CAN NO LONGER BE UTILIZED BY A FUTURE HOTEL GUEST AND MUST BE THROWN AWAY.  THIS DOES NOT INCLUDE NORMAL WEAR AND TEAR.

THIS INCLUDES ALL MAKE-UP STAINS, HAIR COLOR AND HAIR PRODUCT STAINS, TANNING PRODUCT STAINS FOR FACE AND BODY, WINE/ALCOHOL STAINS, MUD STAINS, ETC.---

NOTWITHSTANDING, ANY STAINED OR DAMAGED ITEMS DISCOVERED AFTER THE GUESTS HAVE DEPARTED.

Guests are provided with make-up wipes and paper towels as needed, during the daily re-fresh of their room.  Should a guests need additional supplies to avoid staining the linens, they will be provided upon request.

Pricing for these items is listed in the information notebook in each hotel room.

Guests hereby authorizes Whitetail Court Hotel to charge their credit card for damages due to stained towels, robes, and bed linens as priced in the room information notebook

ITEMS IN THE ROOM

Most items in the room are for sale including: the original artwork, robes, blankets, sheets, pillows, towels, dishes, wine glasses, silverware, ice buckets, wine openers, all the Italian toiletries, and the bathroom accessories.

Please see the price list provided in your room or contact hotel personal for assistance.

Items found missing after guest has checked out and departed will be automatically charged to the credit card on file.

DAMAGE/THEFT

Guests are responsible for any damage whatsoever caused, whether by deliberate, negligent, or reckless act to the room or property, by their actions or actions of their visitor's.

This includes damage discovered after the guest has departed.

The guest hereby authorizes Whitetail Court Hotel to charge their credit card for any damage to the room, property, missing items, damaged items, deep or excessive cleaning, replacement of items, etc.

Damage fees are replacement costs plus 50%

Deep or excessive cleaning fees start at $250.00.

ADDITIONAL CLEANING FEES AND EXTENDED STAYS

Should a guest during their stay require additional cleaning in their room, other than a normal scheduled daily refresh, additional charges will apply.

The guest hereby authorizes Whitetail Court Hotel to charge their credit card with this fee starting at $125.00.

****A guest staying longer than 3 nights will have all fresh linens provide by housekeeping services on the 4th day.  This includes a complete change of linens on the bed and robes.  THIS IS AT NO CHARGE TO OUR GUESTS.

Linens are changed every 4th day of hotel stays.

RIGHT TO REFUSE SERVICE

Whitetail Court Hotel is privately operated and reserves the right to refuse service, accommodation, or may remove a person without a refund for failure to pay, acts in a disorderly fashion as to disturb other guests, destroys, damages, or threatens harm to the guests, employees, or hotel property.

The Hotel Managers live on the property.

POLICY ACCEPTANCE

ALL GUESTS ARE REQUIRED TO SIGN THE GUEST POLICIES FOR THE RESERVATION TO BE COMPLETE, INCLUDING TELEPHONE RESERVATIONS OR THIRD-PARTY RESERVATIONS, PRIOR TO RECEIVING YOUR ROOM KEY.

Your confirmed reservation with Whitetail Court Hotel will constitute UNDERSTANDING AND ACCEPTANCE OF THE STATED POLICIES.

Whitetail Court Hotel reserves the right to amend, modify, change, cancel, vary or add to these Hotel Policies/House Rules or the arrangements and content featured on our hotel website at any time without prior notice.

Please check our website regularly for updates to Whitetail Court's Hotel Policies.

Any modification to this document of the Whitetail Court Hotel Policies that occurs before your departure is considered a part of your reservation's agreement with us.