Legal Documentation

Terms & Conditions

Master Guest Policy Handbook for all Signature Hospitality properties

Legally Binding Agreement
Effective Immediately

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Introduction

Welcome to Signature Hospitality Group, a trusted name in premium and personalised hospitality across our portfolio of hotels, resorts, executive lodges, boutique residences, and serviced apartments.

This Guest Policy Handbook applies to all Signature-managed properties and has been developed to align operational standards across our group while upholding our values of excellence, consistency, safety, and accountability.

These policies are designed to offer clarity, protect our guests and partners, and ensure that every reservation, stay, and interaction is delivered with professionalism and precision.

Global Cancellation & Reservation Policy

This policy applies across all Signature-managed properties. We differentiate between individual, corporate, and multi-property reservations.

1Individual Bookings (1 Room / 1 Suite)

Free Cancellation

Up to 14 days prior to arrival for most properties

Partial Charge

50% fee applies between 13 and 3 days prior to arrival

Late Cancellation

100% charged if cancelled within 48 hours or no-show

2Group Bookings (3 Rooms or More)

  • 30+ Days Before Arrival:Full refund of deposit if cancelled
  • 14–30 Days Before Arrival:50% of total cost retained as cancellation fee
  • Less Than 14 Days:Full booking value charged

3Multi-Property Bookings (Signature Portfolio)

  • • A centralised booking agreement will be issued, with property-specific cancellation clauses outlined per leg of the journey
  • • Any changes to the itinerary must be communicated at least 21 days in advance to avoid disruption
  • • Guests will receive a dedicated Guest Experience Liaison Officer for multi-property journeys lasting more than 7 nights across 2+ hotels

4Guarantee & Deposit

  • • All bookings must be secured with a valid credit/debit card or mobile money payment confirmation
  • • A 30% deposit is required at the time of reservation
  • • This deposit becomes non-refundable once the free cancellation window closes

Payment Policy

Accepted Payment Methods

Credit Cards
Visa, MasterCard, American Express
Mobile Money
MTN, Airtel platforms (Rwanda)
Bank Transfers
Rwandan and international accounts
Cash Payments
RWF and USD at check-in

Payment Timing

At Booking
30% deposit due for all reservations
Check-In
Full payment due prior to or upon arrival
Check-Out
Any incidental charges must be settled
Corporate Partners
Monthly billing arrangements available

Check-In / Check-Out Policy

2:00 PM
Standard Check-In Time
11:00 AM
Standard Check-Out Time

Early Check-In / Late Check-Out

Early Check-In (6:00 AM - 2:00 PM)

Subject to room readiness and prior request

Late Check-Out Options:

Until 3:00 PM:Complimentary (if available)
3:00 PM – 7:00 PM:50% of room rate
After 7:00 PM:Full room rate

Child Policy

Children are welcome at all Signature properties, with family-friendly services including cots, highchairs, and child-specific menus available on request.

Ages 0-5
Stay Free
When sharing with paying adult
Ages 6-12
50% Rate
Inclusive of breakfast
Ages 13+
Full Rate
Adult rate applies

Babysitting services may be arranged at select properties with 48-hour notice.

Corporate, NGO & Diplomatic Stays

Signature Hospitality Group has active partnerships with NGOs, diplomatic missions, and corporate clients. Contracted rates are accompanied by specific policies:

  • Dedicated Key Account Manager for contract clients
  • Monthly Invoicing, payment by the 15th of the following month
  • Priority check-in, late check-out extensions, and room upgrades
  • Pre-agreed blackout dates and flexible cancellation terms

Guest Responsibility & Code of Conduct

Guests agree to uphold a standard of decorum and safety as follows:

  • • Any wilful damage to property will result in immediate billing and potential police reporting
  • • Guests are responsible for visitors they invite to the premises
  • • Disruptive behaviour, noise violations, intoxication, or harassment will result in removal without refund

Safety, Security & Privacy Policy

Signature properties are equipped with enhanced safety protocols:

24/7 Security

CCTV monitoring in public areas and controlled access points

In-Room Safes

Provided for valuables. Hotel not responsible for unattended items

Privacy Protection

Guest information held in strict confidence

Smoking, Pets & Sustainability Policies

Smoking Policy

Strict non-smoking policy in rooms and enclosed areas

$100 deep-cleaning penaltyfor violations

Pet Policy

Pets not allowed except licensed service animals with documentation

Pet-sitting referrals available at select locations

Green Hospitality

  • • Energy-efficient systems
  • • Towel/linen reuse program
  • • Local sourcing
  • • Reduced plastic waste

Multi-Property Itinerary Services

Signature Hospitality offers a Multi-Destination Concierge Programme for guests travelling between our city and countryside properties:

Standard Services

  • • Coordinated transfers between hotels
  • • Stay continuity management
  • • One unified invoice
  • • Loyalty rewards across journey
  • • Priority waitlist access

Personal Itinerary Manager

For bookings over 7 nights across 2+ properties

  • • Travel coordination oversight
  • • Preference management
  • • Real-time change handling

Special Services & Requests

Our team is ready to support:

Airport Transfers

Group or individual

Event Hosting

Weddings, conferences, retreats

VIP Services

Upgrades & curated tours

Wellness

Romantic & wellness packages

Important: All special services should be booked 48 hours in advance for guaranteed availability.

Agreement Confirmation

By proceeding with your booking, you confirm that you have read, understood, and agree to all terms and conditions outlined in this Master Guest Policy Handbook. Your acceptance constitutes a legally binding agreement.

This agreement was last updated on January 15, 2025

Ready to Book Your Stay?

By proceeding with your booking, you acknowledge that you have read, understood, and agree to these terms and conditions.