Booking Policy

1. Introduction

At Grace Courtyards Hotel and Leisure Complex, located in Apam, Gomoa West, Central Region, Ghana, we aim to make every reservation simple, clear, and convenient.

This Booking Policy outlines the procedures and conditions for reserving our rooms, apartments, conference facilities, event spaces, and other available services.

By making a reservation with Grace Courtyards, you agree to the terms outlined in this policy.

2. Available Booking Services

Guests may make reservations for the following services, subject to availability:

• Standard Rooms

• Standard Deluxe Rooms

• Twin Rooms

• Executive Suites

• Family Suites

• One-Bedroom Apartments

• Two-Bedroom Apartments

• Conference halls and meeting rooms

• Event spaces and banquet facilities

• Restaurant and catering services

• Recreational facilities and leisure activities

Availability may vary depending on the booking date, ongoing operations, maintenance schedules, and private events.

3. How to Make a Reservation

Guests may make reservations through the official Grace Courtyards website or by contacting the hotel directly through its published telephone and WhatsApp numbers.

To make a booking, guests should provide:

• Full name and contact details

• Preferred room or apartment type

• Check-in and check-out dates

• Number of adults and children

• Number of rooms required

• Special requests, where applicable

For conference bookings, weddings, group accommodation, and other events, additional information may be required, including the expected number of attendees, catering requirements, event dates, and preferred facilities.

All reservations are subject to availability and confirmation by the hotel.

4. Booking Confirmation and Deposit

A 50% deposit is required to secure a reservation, unless alternative payment arrangements have been approved by hotel management.

A booking is considered confirmed when the hotel has accepted the reservation and received the required deposit or other agreed payment.

Guests should provide proof of payment where requested and retain their transaction reference for future enquiries.

An enquiry, quotation, or provisional reservation does not guarantee that a room or facility has been secured.

Where a deposit is not received within the agreed period, Grace Courtyards may release the requested room or facility for other bookings after reasonable notice, where appropriate.

5. Payment of Outstanding Balances

The outstanding balance must be paid within the timeframe communicated during the booking process.

Unless otherwise agreed, guests are expected to settle the remaining accommodation balance before or upon check-in.

For conference, wedding, group, and event bookings, the payment schedule will be stated in the relevant quotation or booking agreement.

Additional charges for extra guests, meals, extended stays, or services not included in the original reservation must be settled separately.

All payments must be made through payment channels officially approved by Grace Courtyards.

6. Room Rates and Occupancy

Accommodation rates depend on the room or apartment category, number of occupants, length of stay, booking dates, and applicable promotions.

The rate confirmed at the time of booking will apply to the reservation, subject to the agreed terms and any necessary correction of an obvious pricing error.

Guests must declare the correct number of occupants when making a reservation. Additional occupants may require approval and may attract extra charges.

Room upgrades, additional beds, and special arrangements are subject to availability and may incur additional fees.

7. Check-In and Check-Out

Guests must follow the check-in and check-out times communicated by the hotel during confirmation.

Early check-in and late check-out requests must be approved by management and may attract additional charges.

Guests may be required to present valid identification and provide the information necessary for registration.

If you expect to arrive later than the agreed arrival time, please notify the hotel in advance.

Failure to arrive without prior communication may be treated as a no-show under the applicable booking terms.

8. Changes to Existing Bookings

Guests who wish to change their reservation should contact Grace Courtyards as early as possible.

Requests to change dates, room categories, occupancy, or length of stay are subject to availability.

A change in dates or room type may result in a difference in price. Any additional payment or refund will be communicated before the amendment is finalised.

Changes to conference, wedding, and event bookings must be agreed upon with management and may require a revised quotation.

9. Cancellation and Refund Policy

Guests who wish to cancel a reservation must notify Grace Courtyards through an official communication channel.

The applicable cancellation conditions will depend on the booking type, the time remaining before arrival, any promotional terms, and the specific agreement made when the reservation was confirmed.

Where a booking is subject to a non-refundable deposit or cancellation fee, that condition must be communicated before the guest commits to the booking.

Refunds approved by the hotel will be processed through an appropriate payment method within a reasonable period, subject to payment provider procedures.

If the hotel is unable to honour a confirmed reservation, management will communicate the available options, which may include alternative arrangements, rescheduling, or a refund where appropriate.

All cancellation and refund decisions will be handled in accordance with the agreed booking terms and applicable Ghanaian law.

10. No-Show Policy

A no-show occurs when a guest fails to arrive for a confirmed reservation without notifying the hotel or making an approved amendment.

In such cases, the hotel may cancel the reservation and release the room for other guests, subject to the applicable booking conditions.

Any deposit retained or refund issued will be determined by the cancellation terms communicated at the time of booking and applicable law.

Guests who anticipate a delay or change in travel plans should contact the hotel as soon as possible.

11. Group Bookings and Long Stays

Group accommodation, extended stays, wedding bookings, and corporate reservations should be arranged in advance.

Group rates and special packages may be available depending on the number of rooms, duration of stay, season, and services required.

For large bookings, Grace Courtyards may issue a separate quotation specifying room allocations, payment deadlines, cancellation conditions, and other requirements.

Long-stay guests should confirm the applicable rate, included services, housekeeping arrangements, and payment schedule before finalising their reservation.

12. Conference, Wedding, and Event Bookings

Reservations for conference halls, meeting rooms, wedding receptions, banquets, and other events are subject to availability and written confirmation.

A deposit and agreed payment schedule may be required to secure the venue.

The booking agreement or quotation will specify the venue, date, duration, estimated attendance, catering arrangements, equipment, and any additional services.

Changes to attendance numbers, event schedules, or service requirements must be communicated to management in advance.

Cancellation, rescheduling, overtime, and refund arrangements will follow the conditions stated in the applicable event agreement.

13. Special Requests

Guests may submit requests for specific room preferences, extra beds, dietary requirements, accessibility arrangements, decorations, or other special services.

The hotel will make reasonable efforts to accommodate these requests. However, they remain subject to availability and operational limitations unless expressly guaranteed in writing.

Guests should communicate important requirements before completing their reservation.

14. Promotional Offers and Discounts

Special rates, weekday discounts, group offers, wedding packages, and other promotions are subject to their published terms and availability.

Promotional offers may have specific booking periods, minimum stays, payment requirements, or restrictions.

Unless expressly stated otherwise, discounts cannot be combined with other promotions.

15. Guest Responsibilities

Guests are responsible for providing accurate booking information, making payments on time, and complying with hotel rules.

Any damage, additional services, or other charges arising during the stay will be handled in accordance with the hotel’s Terms and Conditions and applicable law.

Guests should review the hotel’s Privacy Policy and Terms and Conditions before completing their reservations.

16. Booking Availability and Errors

Submitting a booking request does not guarantee availability until the hotel confirms the reservation.

Although Grace Courtyards makes reasonable efforts to maintain accurate room rates, availability, and website information, occasional technical errors or outdated information may occur.

If a material error affects a booking, the hotel will contact the guest promptly to discuss an appropriate resolution.

17. Privacy and Personal Information

Personal information collected during the booking process will be handled in accordance with the Grace Courtyards Privacy Policy.

Guest information may be used to process reservations, confirm payments, provide hotel services, communicate important booking updates, and meet applicable legal obligations.

18. Contact and Reservation Enquiries

For reservations, availability checks, quotations, or assistance with an existing booking, please contact:

Grace Courtyards Hotel and Leisure Complex

Address: Apam, Gomoa West, Central Region, Ghana
Website: https://gracecourtyards.com
General Enquiries: 0303 984 683
WhatsApp: 059 201 8456
Email: Please use the official email address published on our website.

When contacting us about an existing reservation, please provide your booking reference, name, and intended arrival date to help us assist you efficiently.

Thank you for choosing Grace Courtyards Hotel and Leisure Complex. We look forward to welcoming you to Apam and making your stay comfortable and enjoyable.