Policies

HOSTED CHECK-IN: From 3:00 P.M. to 5:00 P.M. we offer hosted check-in. On most occasions, a host will be available to personally welcome you, show you to your room, and answer any questions.

SELF-CHECK-IN: If you plan to arrive after 5:00 P.M., we are happy to provide secure self check-in access. On the day of your arrival, we will call you to confirm your plans, provide your door code, and take your breakfast order. You must provide a reliable phone number (a cell phone is best) that we can use to reach you on your arrival day, as you may be traveling when we call. Please notify us immediately if the best contact number for arrival day is different from the one provided during your reservation. We will send detailed self check-in procedures to your email address if you inform us you plan to arrive after 5:00 P.M.

CHECK-OUT TIME: Check-out is at 11:00 A.M.

EARLY CHECK-IN / LATE CHECK-OUT REQUESTS: While we cannot guarantee early check-in or late check-out due to our cleaning schedule, we will always do our best to accommodate your request based on our availability.

Since the future is difficult to predict, we offer free cancellation if your plans change. As a small business, we are especially affected by short-notice cancellations since we are unlikely to resell a room without sufficient time. Please use free cancellation respectfully and let us know if you need to cancel as far in advance as possible. This will allow us to continue to offer this free benefit and help keep prices low for future guests.

We appreciate a five-day minimum notice.

Our free cancellation policy only applies to bookings made directly with us. It does not apply to bookings made on third-party sites like Expedia, Hotels.com, Booking.com, and AirBnB.

We require a valid form of government-issued photo ID at check-in. Valid IDs include driver licenses, state-issued ID cards, and passports. The ID must match the name on the reservation. You must be at least 18 years old to make a reservation.

Direct bookings: Pre-payment is not required when you book direct with us at grand-colonial.com or by phone at 315-982-5004.

Payment due: The full cost of your reservation is due at check-in. All other services (gift shop purchases, damage charges, etc.) must be paid for at the time the service is rendered or upon check-out.

Accepted payment methods: We accept cash, major credit cards, and debit cards.

Cash discount: We will pay the 8.25% sales tax for any guest paying their room charges with cash, giving you additional savings.

Required identification and card on file: We require the presentation of a valid major credit or debit card and government-issued photo identification from the primary guest regardless of the payment method used. The card on file may be authorized for incidentals (including but not limited to damage, smoking fees, and pet sanitation fees) up to the limits described in the relevant section of these Policies.

Refunds: Refunds are subject to the terms of our Cancellation Policy above.

Chargebacks: If you have a billing concern, please contact us first so we can investigate and resolve it. Chargebacks initiated without first contacting us may be referred to a collection agency and may incur additional fees as permitted by applicable law.

Statement charge: Charges from Grand Colonial Bed and Breakfast will appear on your card statement as “E2W, LLC,” in Herkimer, NY.

Credit card minimum: There is a minimum purchase amount of $10 for credit card use.

You are responsible for any damage to your guest room, the Grand House, the grounds, or any furnishings or property caused during your stay, whether by you or by anyone in your party (including children and pets).

Standard cleaning is included. Cleaning fees apply only where additional cleaning is required beyond a normal room turnover.

Damage charges. Damage and excessive-cleaning charges are billed at our actual cost to repair, replace, or restore, plus any associated labor. We will provide an itemized accounting and supporting documentation (invoices, photographs) on request. Charges may be applied to the card on file. By making a reservation, you authorize us to charge the card on file for these amounts.

Notification. If we discover damage or excessive cleaning needs after departure, we will contact you within seven (7) days. You will have an opportunity to discuss the charges before final billing.

Grand Colonial is a small inn shared with other guests. The following house rules help ensure a comfortable stay for everyone.

No parties or events: Guest rooms are reserved for the registered guests only. Hosting parties, gatherings, or events in your room or in shared spaces is not permitted without prior written approval.

Visitors: Visitors are welcome in common areas during reasonable hours but must be hosted by a registered guest. Overnight visitors must be added to the reservation in advance.

Common-area conduct: Please be considerate of other guests in shared spaces. Children must be supervised by an accompanying adult at all times in common areas, on stairs, and outdoors.

Our right to refuse or terminate service: We reserve the right, in our sole discretion, to refuse service or to require a guest to leave the property for conduct that is unsafe, disruptive, harassing toward other guests or staff, in violation of these Policies, or otherwise inconsistent with our ability to provide a comfortable stay for all guests. In the event a guest is asked to leave for such conduct, no refund will be issued for the remaining nights of the reservation.

Our breakfast service is typically available between 7:00 A.M. and 10:00 A.M. Please note that the exact start and seating times may vary slightly based on our occupancy level. We coordinate the available seating times with each guest during the check-in process to ensure smooth service for everyone.

Dietary restrictions and food allergies: Please tell us about any dietary restrictions or food allergies at the time of booking or at check-in so we can plan accordingly. While we do our best to accommodate, our kitchen prepares and serves a variety of foods and we cannot guarantee an allergen-free environment.

Children are welcome at Grand Colonial Bed and Breakfast. Please note that our standard room rates are based on a maximum occupancy of two (2) people.

Kingsland Room accommodation: If you reserve the Kingsland Room, we can accommodate one additional adult or one child with a temporary bed at no additional charge.

Other rooms: For all other rooms, children must be booked into an additional room when the total number of guests exceeds the maximum of two (2) people per room.

Amenities: We have one pack ‘n’ play and one highchair available for guests with small children, offered on a first come, first served basis.

Supervision: Children must be supervised by an accompanying adult at all times in common areas, on stairs, and outdoors.

Special circumstances: If you have a unique family circumstance that falls outside of these guidelines, please call us at 315-982-5004 or email [email protected] before making a reservation.

State law prohibits us from selling or serving our own alcoholic beverages to guests. You may bring your own alcoholic beverages. We are also happy to recommend nearby retail locations where you can purchase your own alcoholic beverages once you arrive.

Age: All guests consuming alcohol on the property must be at least twenty-one (21) years of age.

Responsible consumption: Please drink responsibly. We reserve the right, in our sole discretion, to ask a guest who is intoxicated or whose conduct is disruptive to return to their room or to leave the property. Removal for intoxicated or disruptive behavior is governed by our House Rules and Conduct section above.

We are happy to provide a smoke-free environment indoors. In accordance with applicable law, the following are prohibited anywhere inside the Grand House, including in your guest room: cigarettes, cigars, pipes, e-cigarettes, vapes and vaporizers, cannabis (in any form, including smoked, vaped, or combusted), and any other smoking or smoke-producing product.

Recovery fee: A $150 recovery fee per incident will be charged for any indoor smoking, vaping, or cannabis use. The fee covers professional cleaning required to restore the room for the next guest.

Designated outdoor area: A designated outdoor smoking area is located outside the Grand House. Please use it for all smoking, vaping, and cannabis use, and please dispose of all materials properly.

Well-mannered dogs are welcome and treated like family at Grand Colonial Bed and Breakfast. Due to the historic nature of the Grand House and the high prevalence of severe cat allergies among both our staff and frequent returning guests, we must maintain an environment free of cat dander. For this reason, we cannot accommodate cats or other felines. This measure ensures the health and comfort of all guests and preserves the integrity of our specialized cleaning protocols.

The Guest Entrance provides easy access to outdoor areas, and we have a large back yard where pups can run and explore. We offer homemade peanut butter dog treats, Burt’s Bees dog-care products, and other dog amenities for sale at GC Mercantile, our gift shop.

Pet sanitation fee: We charge a one-time pet sanitation fee of $25 per accommodation, regardless of the length of your stay. This fee covers the additional and necessary enhanced cleaning protocols applied to rooms after a pet stay, ensuring the room is ready for the next guest.

Advance declaration: Pet arrangements must be confirmed in advance of your stay by declaring your pet at the time of online booking (check the box), calling us at 315-982-5004, or by emailing us at [email protected].

Maximum dogs: Up to two (2) dogs per room. If you wish to bring more than two dogs, please contact us in advance. We will do our best to accommodate but cannot guarantee approval.

Common areas: Dogs must be under the control of a responsible owner at all times in common areas, including hallways, the dining room, the porches, and the parking lot. The back yard is an off-leash area for dogs that respond reliably to their owners.

Leaving your dog in the room: Please let us know if you plan to leave your dog in your guest room while you are out.

Owner responsibility: As a responsible dog owner, you agree to clean up after your dog, to keep your dog from disturbing other guests, and to accept full responsibility for your dog and any damages caused by your dog during your stay. You also affirm that your dog is up to date on its core vaccinations.

Our right to ask a disruptive dog to leave: If a dog is aggressive, excessively noisy, or otherwise disruptive to other guests, we may ask the owner to make alternative arrangements for the dog (such as boarding at a nearby kennel) for the remainder of the stay. We will help with referrals where possible.

Service animals: Service animals trained to perform tasks for individuals with disabilities are always welcome regardless of these pet-policy terms, in accordance with the Americans with Disabilities Act.

Neither you nor we will be liable for failure to perform under this reservation if performance is prevented or substantially impaired by events beyond reasonable control, including but not limited to: severe weather (blizzards, ice storms, hurricanes), natural disasters, power or utility outages, fire, government-ordered closures, acts of war or terrorism, public-health emergencies, or other circumstances of similar character (“Force Majeure events”).

Because we do not collect pre-payment from guests booking directly with us, our standard response in these situations is straightforward.

If we cannot host your stay due to a Force Majeure event, we will contact you as soon as practicable to cancel the reservation. There is no charge to you. We will be happy to help you rebook for a future date at the originally-booked rate (subject to availability).

If you cannot travel due to a Force Majeure event, please contact us as soon as you reasonably can. We will cancel the reservation without applying any cancellation-related charges and will help you rebook for a future date at the originally-booked rate (subject to availability).

Winter travel: Winter weather in Central New York is normal and not, by itself, a Force Majeure event. Please plan accordingly and check forecasts before your trip. We can almost always still host you in moderate winter weather; the question is whether you can safely travel here.

ALLERGIES. We want Grand Colonial to be an inviting place for all our guests. If you have allergies to certain foods, pets, cleaning supplies, or fragrances, please let us know in advance. We will take whatever precautions we can to minimize exposure. Please note we prepare and serve a variety of foods, and we do allow dogs (see Pet Policy). Even though our hardwood floors help keep pet dander to a minimum and we clean everything meticulously, we cannot absolutely guarantee an allergen-free environment. For this reason, we discourage guests with severe allergies.

RADIATOR HEATING WARNING. The Grand House was built in the late 1800s. It is heated primarily by radiators. Our radiators may become very hot as they start to produce heat. If you touch the radiator, you may get burned. Special consideration should be given to children and pets.

NARROW DRIVEWAY. Guests should drive with caution and exercise care when entering or exiting the parking lot. The space between the house and fence is narrow and could cause damage to your vehicle.

PARKING. Vehicles are parked at the owner’s risk. We are not responsible for damage to or theft from vehicles or their contents while on our property.

FALLING SNOW AND ICE. Guests should exercise extra caution and avoid walking near rooflines during the winter months. Creeping, sliding, and falling snow and ice should be anticipated from the roof, and could cause injury or property damage.

VIDEO SURVEILLANCE. For safety and security, we use plainly visible video surveillance equipment on our property. We respect your privacy. We do not place video surveillance equipment in or near guest rooms, or any non-public area where you have a reasonable expectation of privacy. Please contact us if you have concerns.

NO ELEVATOR. All our guest rooms are located on the second floor. Access to the second floor is by stairs only. We do not have an elevator. If accessibility is a concern, please see our Accessibility Statement or contact us at 315-982-5004 before booking.

FIRE SAFETY. Smoke detectors are installed in all guest rooms, as well as multiple other areas throughout the Grand House. Fire extinguishers are strategically placed throughout the Grand House for use during fire emergencies. Exits are plainly marked with exit signs.

EMERGENCY EVACUATION. The rear stairwell is equipped with an emergency evacuation ladder on the second floor.

Have more questions? See our FAQ or contact us. When you’re ready, book direct for the best available rate.