policies
CHECK-IN TIME:
Thursday - Sunday: 3:00pm - 7:00pm
Monday - Wednesday: 3:00pm - 5:00pm
Office hours are 9am-5pm daily.
We recommend calling the Inn if you are going to be checking in any later than respective check-in times; otherwise, we will not be able to offer you the normal check-in service and it will be necessary to make other arrangements.
CHECK-OUT TIME: 12 Noon
CANCELLATION AND NO SHOW POLICY
We are a small inn, cancellations affect us greatly. Should you cancel outside of 7 days prior to arrival; your deposit will be refunded, less a $25 administration fee. Should you cancel within 7 days, your entire deposit will be forfeited unless we can rebook your room so it does not result in a loss of business. Upon rebooking the room, your deposit will then be refunded less the $25 administration fee. Additional person $50.00 per night. When the Hillbrook Farmhouse is fully rented by your 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 staying with you agree that your credit card on file or another credit card acceptable to Hillbrook Inn will be immediately charged at 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. If we do not hear your feedback we cannot make changes to better service our customers. If you are not happy we need to know. Payments for service and retail items purchased at the Spa will be billed through the booking agent at Hillbrook Inn. If you are an overnight guest at Hillbrook, when possible items will be added to your final bill. Occasionally due to timing, you final bill can be adjusted after check out for services you received. You will be notified via email of any changes after check out. If you are an outside guest of the Inn, the booking agent prior to your appointment will make payment arrangements with you.
DEPOSITS
A one night stay is required per room when booking. As a condition of your reservation and immediately upon processing your reservation, the names of guests on reservation (including party staying with you) 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 on-line reservations (even though the booking engine states, no deposit required). A Hillbrook staff member will verify your reservation, and then make the appropriate charges. If you are visiting Hillbrook with a gift certificate or voucher please send us a message stating this so no charges are made to your account and credit card will be kept on a secure file.
BAD WEATHER POLICY
Hillbrook Inn cannot be responsible for acts of God (ie. Weather). However, we want to be reasonable and helpful! Therefore, if there is a storm and you are driving through an area that has a “state of emergency” we do not expect you to risk anything to get to the Hillbrook Inn. It is our Policy to honor the reservation on a new date, with no penalties to move reservation. Once reservation is moved, it may not be moved again.
SPECIAL CONDITIONS
Please notify Hillbrook Staff about any dietary needs or allergies while making reservation. We are not a gluten free or nut free facility.
AGE REQUIREMENT
Rooms cannot be rented to anyone under the age of 18 on Hillbrook Main Property, a guardian must be present in the room for anyone under 18 years of age. For guests renting the Hillbrook Farmhouse as a whole entity, guests can utilize the rooms for their children. If you have not rented entire house, children under the age of 18 have to be accompanied with an adult. ID may be required.
CHILDREN'S POLICY
The historic Hillbrook Inn's atmosphere and accommodations are inappropriate for children under age 13 in the Main House,Serenity, the Farm House and Hawthorn House. Families with children under 13 can be accommodated if they book into one of our Cottage Suites (Spring, Summer, Fall or Winter).
- Accommodation for a single child aged 12 or under is $35 per child when sharing with two adults in a guest bedroom.
- Accommodation for young adults 13 and above is $50 per person.
- Must be 18 years or older to be in a room or suite without adult supervision.
- To accommodate a family in our guest bedrooms, in some cases an inflatable bed will be used. Should you require aPack and Play, please ask at the time of booking.
- If you need a babysitter during your stay, babysitting services are provided by one of our trusted staff. You should make all your arrangements for a sitter at the time of booking. We cannot guarantee these services with less than a 48 hour notice.
- Babysitters are $10 per hour per child.
Meals:
- Breakfast included with extra person charge. ($50 for additional per child 13 and above, $35 per child under 13)
- A set dinner menu can be available for children up to 12 years and charged determined by menu.
- Children aged 13 and over are classed as young adults and pay full rate for meals as taken.
- No children under five are permitted at the 8:00 p.m. dinner seating.
PRICES SUBJECT TO CHANGE
We are constantly expanding our services to bring you the latest and greatest. Although we make every effort to keep our website and spa menu updated, please note that prices and services are subject to change at any time. We love having you as a client, but we do 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.
Any violations of this policy will result in cleaning fees equal to a minimum of one night’s stay. Smokers who render a room unacceptable for incoming guests must compensate the inn for lost revenue.
Guests may not smoke on within the confines of the Farmhouse, which includes smoking with doors and windows open. In the cottages we ask that you please keep all large doors and peek-a-boo doors closed. The smoke travels into the rooms, and is noticeable. Guests will be charged a cleaning fee equal to a minimum rental of entire house for one night at Farmhouse and Hawthorn.
HAWTHORN HOUSE IS A NON-SMOKING ESTATE
The historical significance of Hawthorn is very important to us, and we take pride in caring for the property. Therefore, we have requested NO SMOKING on the entire property (which consists of a 240 acre apple orchard). If you feel a need to smoke, we ask that you depart the property or you may be asked by a staff member to vacate the premises.
ALCOHOIC BEVERAGES
Alcoholic beverages not purchased from the inn (under the inn’s state liquor license and liability insurance) may not be consumed outside of the privacy of your own guest room per state law. We hold a West Virginia State Liquor License and should be treated with courtesy and respect just as you would at a local restaurant or bar.
PET POLICY
All Cottage Suites are Pet Friendly. Hawthorn and Farmhouse are NOT PET FRIENDLY properties. We apologize for any inconvenience this may cause. Pet fee is $35.00 per dog per night per dog. Click to review entire pet policy.
CLICK HERE to read frequently asked questions.
Included with your room stay is a Rejuvenating Gourmet Breakfast!
Gratuity not included.
Holidays and Holiday Weekends at Hillbrook Inn
Easter Sunday March 31, 2013
Memorial Day Weekend May 24 -27, 2013
Fourth Of July Weekend July 4-7, 2013
Labor Day Weekend August 29 - September 2, 2013
Columbus Day Weekend October 10-14, 2013
Veterans Day Weekend November 7-11, 2013
Thanksgiving November 28, 2013
Closed From 12noon December 23, 2013 - December 26, 2013
New Year Eve Weekend December 27 - 31, 2013
New Years Day January 1, 2014
Martin Luther King Weekend January 16 – 19, 2014
Valentine’s Day Weekend February 13 – 16, 2014
Memorial Day Weekend May 22 – 25, 2014
Fourth of July Weekend July 3-6, 2014
Labor Day Weekend August 28, 2014 - September 1, 2014
spa policies
APPOINTMENT BOOKING
To ensure you get the Spa service you would like at a time that fits into your schedule, it is recommended to book all Spa appointments 72 hours and advance.
LENGTH OF TREATMENTS
For all stated length of treatment times listed on marketing materials there is an approximately 7-10 minutes of prep and relax time included. For example, a 60-minute massage includes 5 minutes before actual massage begins for you to get into proper attire and in position on the table. Also, there is about 5 minutes at the end of the massage for you to relax and get dressed. Thus for a 60 minute massage you can expect to receive about 50 minutes of relaxing body treatment.
FIRST VISIT
Please arrive 5 minutes prior to your first appointment. Arriving late will simply limit the time for your treatment. Your treatment will end on time so that the next guest is not delayed.
LATE POLICY
If arrival is delayed, we will make every effort to accommodate your full appointment but this is not always possible. Last minute changes to appointments will be honored only if a service appointment is available. We do consider “late appointments” as no show appointments after 15 minutes, and guests will be billed the full amount for services.
CANCELLATION AND NO SHOW POLICY
Guests who book appointments and cannot join us for their scheduled reservation are granted full credit at the spa provided notice is given at least a 24-hour notice is provided. We do not provide refunds for cancelled / no show appointments.
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. Payments for service and retail items purchased at the Spa will be billed through the booking agent at Hillbrook Inn. If you are an overnight guest at Hillbrook, when possible items will be added to your final bill. Occasionally due to timing, you final bill can be adjusted after check out for services you received. You will be notified via email of any changes after check out. If you are an outside guest of the Inn, the booking agent prior to your appointment will make payment arrangements with you.
SPECIAL CONDITIONS
Please notify our Spa Consultant before reserving your treatments if you have high blood pressure, special physical concerns, diabetes, or are pregnant. All spa guests will be asked to complete a brief questionnaire upon check-in, designed with your well being in mind. If you choose not to fill out form, that is completely acceptable, but we cannot provide you services without it and you will be fully charged for appointment.
If booking for your significant other as a “surprise” please inform guest service representative at time of booking about any special conditions. After guest(s) arrive and are at appointment it makes it very difficult for spa technicians to change plans and accommodate requests. If guest(s) decide not to follow through with appointment we can completely respect that choice. However, there were other guests that we could not accommodate appointments for, therefore, you are fully responsible for payment of the service that was intended to be provided.
AGE REQUIREMENT
Spa guests must be 18 years of age or older to receive treatments without the approval or accompaniment of an adult.
PRICES SUBJECT TO CHANGE
We are constantly expanding our services to bring you the latest and greatest. Although we make every effort to keep our website and spa menu updated, please note that prices and services are subject to change at any time. We love having you as a client, but we do reserve the right to refuse service at any time, to anyone, for any reason.
THERAPISTS
While we will make every effort to meet your requests, we cannot guarantee a specific therapist or gender. All therapists are trained in both treatment and draping protocols to ensure your comfort at all times.
   
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