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Terms & Conditions

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Who we are

  1. We are Hadspen Glamping Ltd, a company registered in England and Wales. Our company registration number is 14231052.  Our registered office is Marsh Farm, Lovington, Castle Cary. BA7 7PU.
  2. You can contact us by calling us on 07730355945 or by emailing us at hello@hadspenglamping.co.uk
  3. If we have to contact you, we will do so by telephone or by writing to the email or postal address you have provided us with. When we use the words writing or written in these terms, this includes communication by email.

Bookings

  1. To make a booking, visit our website hadspenglamping.co.uk or call our Reservations Team on 07730355945
  2. For bookings more than 4 weeks ahead, a 20% non-refundable deposit is payable at time of the booking. We are unable to hold your reservations without a deposit. The balance for your reservation is due 4 weeks prior to your arrival.  We will contact you with the details for payment when this is due.
  3. For bookings less than 4 weeks ahead, payment in full is required to guarantee your reservation.
  4. We strongly advise that you take out insurance if you are arranging any booking.
  5. All prices quoted include VAT at the current rate.

Payment Confirmation

  1. Payment confirmation and details of your booking will be emailed to you. Please ensure you check the details of your reservation carefully.  If any of the details are incorrect or have changed, please contact us as soon as possible.  Please ensure that you pay any amount required in accordance with the confirmation payment schedule.  Failure to do so may result in the cancellation of your booking.

Changes to your booking

  1. Bookings may be changed for any reason, subject to availability and providing the change is made at least 8 weeks prior to your stay. You can choose to change the date of your booking immediately, or place your booking into a pending transfer account while considering new dates. Your pending transfer will need to be booked within the current booking season (October to April).
  2. You may only change your booking once and your new arrival date must be selected within the time period as stated above. Bookings held beyond this date will be treated as cancelled.
  3. If you do wish to change your booking, there will be an administration charge of £15. There may also be additional Accommodation charges due to the change – we will confirm the amount at the time we change your booking. If your accommodation costs are lower as a result of the change, we will then refund the difference at the time of booking, after deducting the Administration Fee as referred to above.
  4. Whilst we will do our best to accommodate your change, we cannot guarantee that we would be able to meet your requirements.

Cancelling your booking

  1. You may cancel your booking at any time; however, a fee will apply as detailed below:

Number of weeks before arrival

Cancellation Charge

More than 4

20% of total cost of booking

More than 2 but less than 4

50% of total cost of booking

2 weeks or less

100% of total cost of booking

 

Check In/Arrival

  1. Check in is from 4pm until 9pm, there may be an opportunity to check in earlier, please check with the reservations team prior to arrival to confirm early check in times.
  2. If you be arriving later than 9pm, please ensure you inform us.
  3. You will receive an email minimum 2 days prior to your arrival which will detail the procedure for your self check in.

Check Out/Departure

  1. Check out is 10am. If you require a later check-out, please contact us prior to booking as the accommodation may be pre-booked for other guests.
  2. We ask that you keep the accommodation and contents clean and tidy and leave them in the same condition as when you arrived. You will find basic cleaning equipment in the cupboard within the lodge. Please wash, dry and put away all kitchen equipment and a quick clean of the surfaces. Unfortunately, guests who leave a mess will be charged a £30 cleaning fee.

Accommodation

  1. Your accommodation is cleaned and serviced on the day of your arrival, beds will be made and towels provided.
  2. Smoking is prohibited in all of our lodges, there will be an additional cleaning charge applied if you or any of your guests’ smoke within our lodges.
  3. No naked flames are permitted within any of our lodges, this includes candles, t-lights, fireworks or Chinese lanterns.
  4. We accept no liability for personal belongings, these are your responsibility during your stay. Items that are left behind and subsequently found will be kept for a maximum of 14 days, after which they will be disposed of or donated to a local charitable organisation.
  5. Please ensure you observe the Countryside Code. The surrounding countryside is farmed and woodland managed.  Please ensure you keep to public footpaths, not trespass on adjoining land or disturb wildlife.
  6. No shotgun, knife, firearms, air weapon, archery equipment, fireworks (including sparklers) illegal substances or similar items may be brought onto the site under any circumstance by you or any member of your party.
  7. On departure you must empty the fridge of all food items, take all rubbish and recycling to the bin compound located in the car park. We do ask that you separate your rubbish in-line with waste regulations. Please leave all towels behind to avoid additional charges.
  8. Please note: If you are staying with us during the colder months, you do need to arrive prepared for the weather. We will provide log burners and extra blankets but we ask guests to bear in mind the outside temperatures for the time of year and to bring suitable clothing for such conditions.
  9. Guests who use the hot tub must read the detailed instructions provided in the online Welcome Guide before using it. The hot tub and lid can be easily damaged if used incorrectly. By using the hot tub, you agree to pay for any damage caused.
  10. You are provided with logs, kindling and firelighters for your stay.  Guests are not permitted to burn their own wood.  If your logs store needs to be restocked during your stay, there will be a charge of £20.

Parking

  1. Parking is available for 2 cars per lodge. These must be parked in the designated parking area and are not permitted to be parked next to the lodges at any time.  A trolley is available at the parking area for you to use to transport your luggage to your lodge.  This must be returned to the parking area after use.
  2. Vehicles are parked entirely at your own risk, we cannot and do not guarantee the security of your vehicle
  3. Any possessions left in your vehicle are left entirely at the owner’s risk. We suggest that no items are left so that they are visible from the outside of the vehicle, we are not liable for any theft from your vehicles.  Please ensure no animals are left in your vehicle.
  4. Unfortunately, we do not have facilities to charge electric vehicles.

Damages

  1. Please ensure you report all damaged and/or broken items immediately. We understand that sometimes accidents happen and occasionally items do get damaged or broken.  Where applicable, and where unreasonable damage is found in or around your accommodation, charges will apply.  By agreeing to our terms and conditions, you accept that charges may be applied to the lead bookers account within 7 days of departure.
  2. An inventory for each lodge is provided and you should check this on arrival. Items that are missing, broken or damaged during your stay will need to be paid for.
  3. Where items are reported as excessively dirty, damaged, misused or missing and are not listed below, charges will be considered at the discretion of the Management Team.
    1. Towels – £30
    2. Accommodation Deep Clean – £200
    3. Antisocial Behaviour/Loud Noise Disturbances – £200
    4. Barbeque Clean – £30
    5. Hot Tub Deep Clean – £50

Wireless Internet Access

1. No internet is provided due to the off grid nature of the site.  

Guest Behaviour/Our Quiet Policy

  1. Please be considerate during your stay with us, we are a family friendly location and we ask that you respect this as well as our environment.
  2. The lead booker is responsible for the behaviour of all members of the party.
  3. Our Quiet Policy means that we will not tolerate excessively noise, disruptive music or celebrations after 9pm.
  4. No amplified music is allowed on site except for that of a handheld device.
  5. Offensive or aggressive behaviour or language towards our staff is not acceptable.
  6. Offensive or illegal behaviour will not be tolerated and may result in the Police being involved.
  7. We may ask you and/or any member of your party to leave immediately if your conduct results in Police attendance or is considered by us to be inappropriate, likely to cause harm, impair the enjoyment, comfort or safety of anyone, or is likely in our belief to breach this agreement.
  8. No refunds or compensation will be given in these circumstances and we reserve the right to not accept any future bookings from you or any member of your party.

Guest Safety

  1. Children under the age of 16 must be supervised at all times by an adult
  2. Please be considerate of other guests while staying with us.

Our rights of Access

  1. Our staff and contractors may need to access your lodge to investigate an issue to resolve an issue you may have raised, to make checks, maintenance work or housekeeping. We will do our best to let you know in advance.
  2. If we do need to access your lodge for any reason, we’ll always try to access at a time to suit you (other than in the event of an emergency).

Circumstances beyond our reasonable control

  1. In very rare cases we may not be able to provide you with accommodation despite you having made a booking, for reasons beyond our reasonable control.
  2. This may include, by way of an example only
    1. Severe adverse weather conditions (flooding, snow, etc.)
    2. Government measures require or advise us not to accommodate you (pandemic, war, etc)
  3. If we have reason to believe that you pose a risk to staff or other guests.
  4. In such circumstances we will be entitled to cancel your booking and will offer options to move your booking to an alternative date.

Our rights to Evict

  1. We may terminate our contract with you and ask you and your guests to leave the lodge and site immediately (without any compensation being payable if;)
  2. We consider that you or your guests have committed a serious breach of our terms and conditions, we consider that you or your guests behaviour endangers the safety of our visitors and staff, any complaints are made of anti-social or unacceptable behaviour against you or your guests, you or your guests cause an unreasonable amount of damage to the property, contents or site, or you exceed the maximum occupancy limit for the lodge.

Information

  1. Information on our website is correct to the best of our knowledge, but circumstances outside of our control may cause it to become inaccurate. We apologise for any inconvenience that may result from this.

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© 2024 Hadspen Glamping all rights reserved.  Hadspen Glamping Limited trading as Hadspen Glamping. Registered in England. Company number 14231052. VAT number 422158816.

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