RESERVATION POLICIES

CHECK-IN TIME:
Thursday – Sunday: 3pm – 7pm
Monday – Wednesday: 3pm – 5pm

CHECK-OUT TIME: 12 Noon

OFFICE HOURS:
9am – 7pm daily (calls transferred to our answering service after hours)
We recommend calling the Inn to make other arrangements if you are going to be arriving any later than the above check-in times.  Otherwise, we may not be able to offer you our normal check-in service.

CANCELLATION AND NO SHOW POLICY:  As a moderate size inn, cancellations affect us greatly. Should you cancel more than seven days prior to arrival, your deposit will be refunded, less a $25 administration fee. Should you cancel within seven days of arrival, your entire deposit will be forfeited. If we are able to rebook your room, your deposit will then be refunded less the $25 administration fee. When the Hillbrook Farmhouse or Hawthorn House is fully rented by a group, a 14-day cancellation policy applies, no exceptions.

As a condition of your reservation and immediately upon processing your deposit, you and your party agree that your credit card on file or another credit card acceptable to Hillbrook Inn will be immediately charged at the time of cancellation for the balance of your stay. No refunds will be offered for rooms not rented.

PAYMENTS & GRATUITY: For all services provided at Hillbrook Inn & Spa, a 20% gratuity will be added to your bill. If you would like to make any adjustments to this, please let us know. We welcome your feedback so we can improve service for our guests. Payments for service and retail items purchased at the Spa will be billed through Hillbrook Inn. If you are an overnight guest at Hillbrook, items will be added to your final bill whenever possible. Occasionally due to timing, your final bill will be adjusted after check out for services you received, and you will be notified via email. If you are an outside guest, a guest services representative will make payment arrangements with you prior to your visit.

DEPOSITS: A one night stay is required per room when booking. Immediately upon processing your reservation, all guests in your party agree that your credit card on file or another credit card acceptable to Hillbrook Inn will be immediately charged for the one night stay deposit.  This includes online reservations, even though the booking engine states no deposit required.  A Hillbrook staff member will verify your reservation and then make the appropriate charges.

Please send us an email if you are visiting Hillbrook with a gift certificate or voucher. We still need a credit card on file, although no charges will be applied until after your visit.

ADDITIONAL GUESTS: We charge an additional fee of $50 per person for guests 13 and above, and $35 per child under 13. Not all rooms are adequate for additional occupancy.  Rooms that can accommodate additional guests are as follows: Cottages(with an air mattress), Sunrise Suite has a king and queen size bed, and Summit Suite has a full size pull out sofa in sitting area.  Hawthorn, Main House, and Serenity Suite is based on a two person per room occupancy only (no exceptions).

BAD WEATHER POLICY: If there is a storm and you must drive through an area that has a “state of emergency” on your way to the Hillbrook Inn, we will gladly move the reservation to a new date with no penalties. Once the reservation is rescheduled, it may not be moved again.

SPECIAL CONDITIONS: Please notify a Hillbrook staff member of any dietary restrictions or allergies when making your reservation. Please note: we are not a gluten-free or nut-free facility.

AGE REQUIREMENT: At the Hillbrook Inn Main House, a guardian must be present in the room for anyone between 0-17 years of age. For guests renting the entire Hillbrook Farmhouse, guests can utilize the rooms for children between 5-17 years of age. If you have not rented the entire house, children between the ages of 0-17 must be accompanied by an adult, and ID may be required. 

It is illegal in the state of WV to rent a room to a minor, which means anyone under the age of 18.

CHILDREN’S POLICY: While Hillbrook Inn & Spa is a romantic retreat, families with children are also welcome. Typically, families with children under the age of 13 are most comfortable in our Cottage Suites (Spring, Summer, Fall or Winter) due to the additional space and privacy the Cottage Suites provide. We charge an additional fee of $50 per person for guests 13 and above, and $35 per child under 13. To accommodate a family in our guest rooms, we can provide an inflatable bed and/or a Pack and Play. Please ask at the time of booking if you would like to have these items in your room.

If you need a babysitter during your stay, babysitting services are provided by one of our trusted staff. You should make arrangements for a sitter at the time of booking. We cannot guarantee these services with less than a 48-hour notice. Babysitters cost $15 per hour, per child.

Meals:

  • Breakfast is included in the extra person charge. ($50 per person for guests 13 and older; $35 per child under 13)
  • A children’s menu can be provided for children up to 12 years old; charge will be determined by the menu.
  • Children 13 and over are classified as young adults and pay the full rate for meals.
  • We recommend that guests with children under 5 years old dine at the 6pm dinner seating.

PRICES & SERVICES SUBJECT TO CHANGE: We are constantly expanding the services we offer to our guests. Although we make every effort to keep our website updated, please note that prices and services are subject to change at any time. We reserve the right to refuse service at any time, to anyone, for any reason.

SMOKING POLICY ALL ROOMS AT HILLBROOK INN & FARMHOUSE ARE NON-SMOKING:  Guests may only smoke outside at the Main House, cottages, and the Farmhouse, as long as all windows and doors are closed. Therefore, any violations of this policy will result in cleaning fees equal to a minimum of one night’s stay.

HAWTHORN HOUSE IS A NON-SMOKING ESTATE:  The historical significance of the Hawthorn House is very important to us, and we take pride in caring for the property. Therefore, there is NO SMOKING allowed on the entire property (which consists of a 240-acre apple orchard). If you feel a need to smoke, we ask that you depart from the property to do so.

ALCOHOL:  According to state law, alcoholic beverages not purchased from the inn may only be consumed in the privacy of your guest room. Our West Virginia State Liquor License requires the same considerations as a local restaurant or bar.

2014 Holidays and Holiday Weekends at Hillbrook Inn: Holidays and Holiday Weekends at Hillbrook Inn
New Year’s Day January 1, 2014
Valentine’s Day Weekend 14-16, 2014
Easter Sunday April 20, 2014
Mother’s Day May 11, 2014
Memorial Day Weekend May 23-25, 2014
Labor Day Weekend August 29 – 31, 2014
Columbus Day Weekend October 10-12, 2014
Veterans Day Weekend November 7-11, 2014
Thanksgiving November 27, 2014
Christmas Holiday December 23-26, 2014
New Year’s Eve December 31, 2014
New Year’s Day January 1, 2015

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Hillbrook Inn & Spa
4490 Summit Point RoadCharles Town, WV 25414 4682 • USA
304-725-4223 Toll Free at 1-800-304-4223info@hillbrookinn.com