THE AMHERST INN – INN POLICIES

GUARANTEED RESERVATIONS & CANCELLATION POLICY

Guaranteed Reservations Only: The Amherst Inn operates strictly on a guaranteed reservation basis. We do not provide courtesy holds or unpaid room blocks. A reservation is not confirmed, and rooms are not taken off the market, until the required deposit has been successfully processed.

Cancellation Requirement: All cancellation requests must be submitted in writing via email to provide a validated, verifiable record.

1. Standard Reservations

• Deposit: A one-night deposit (room rate plus tax) is required at the time of booking to fully guarantee your reservation.
• 7+ Days Notice: Cancellations received 7 or more days prior to the scheduled arrival date receive a full refund of the deposit, minus a $27.58 processing fee.
• Within 7 Days / No-Show: Cancellations made within 7 days of arrival, or failure to check in on the scheduled arrival date (No-Show), result in a 100% forfeiture of the one-night deposit. All remaining nights on the reservation will be automatically canceled.
• Same-Day & Last-Minute Bookings: Any reservation made within 7 days of arrival—including same-day and last-minute bookings—is immediately 100% non-refundable and non-transferable upon completion of the booking.

2. Graduation Bookings

• Minimum Stay: A 2-night minimum stay is strictly required.
• Deposit: A 50% non-refundable deposit is required at the time of booking.
• Remaining Balance: The remaining 50% balance is due 60 days prior to check-in and is 100% non-refundable.
• Automatic Cancellation: If the remaining balance cannot be successfully charged to the card on file 60 days prior to arrival, the reservation will be automatically canceled and the initial 50% deposit will be forfeited.
• Last-Minute Graduation Bookings: Any graduation reservation made within 60 days of arrival requires 100% non-refundable payment upfront at the time of booking.

3. Group Bookings and Full Inn Buyouts

• Minimum Size: A minimum commitment of 5 rooms is strictly required to open a formal group block.
• Initial Deposit: A non-refundable first-night deposit (room rate plus tax) for all requested rooms is due at the time of booking to secure the block.
• 60-Day Full Payment & Assignment Deadline: Exactly 60 days prior to the arrival date, the remaining balance for the entire block must be paid in full, and a finalized Guest Rooming List must be submitted to the Inn by the group coordinator.
• Automatic Release: If the entire balance is not paid in full by 11:59 PM on the 60th day prior to arrival, the entire group block will be automatically canceled, all held rooms will be instantly released, and the initial deposit is 100% forfeited.
• No Partial Drops: Group blocks are contracted and managed strictly as a single commercial unit. Once the 60-day deadline passes, no modifications, individual room drops, or partial refunds are permitted. Unused rooms within the block are strictly non-refundable and the stay is forfeited.

Travel Insurance Notice: The Amherst Inn is strictly unable to make exceptions to these policies for weather, personal emergencies, travel disruptions, medical issues, or changes to graduation schedules. We strongly advise both individual guests and groups to purchase third-party travel insurance to protect their trip investments.

CHECK-IN AND ARRIVAL INFORMATION

• Front Desk Hours: Available 24 hours a day.
• Check-In Requirements: A valid government-issued ID (minimum age 21) and a valid credit card are required at check-in for the balance due and incidentals. The name on the ID must match the name on the credit card and the reservation.
• Late Arrivals (After 9:00 PM): If arriving after 9:00 PM, please call us at 434-946-7641 so we can coordinate your welcome. Upon arrival, please ring the doorbell at the lobby doors.
• Early Check-In / Late Check-Out: Guaranteed Early Check-in (from 1:00 PM) or Late Check-out (until 1:00 PM) is available for $25.00. This is subject to housekeeping availability and must be arranged at least 24 hours in advance.

INN HOUSE RULES

• 100% Smoke-Free: Smoking or vaping is strictly prohibited inside all guest rooms and on all exterior walkways. A $250.00 cleaning fee will be charged for violations. Smoking is permitted exclusively at the designated Octagon Gazebo.
• No Pets: Pets are strictly prohibited on the premises. Violations will result in a $250.00 fee and immediate eviction from the property without a refund.
• Quiet Hours: Observed daily from 10:00 PM to 8:00 AM out of respect for all staying guests. 
• Minimum Check-In Age: You must be 21 years or older with a valid government-issued ID to check in to the property.