Terms and Conditions for glamping guests

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These are also included in the online booking process and you can email us if you'd like an easy-to-print copy.

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One of the lovely Luxury Texts at the Secret Meadows Glamping site
TERMS & CONDITIONS

Bookings
Secret Meadows handles bookings from persons over 18 years of age (and over 21 years of age for all-adult groups). We reserve the right, without giving reasons, to refuse a booking. When you submit your booking through the online reservation system you will receive an automated booking summary e-mail, to the e-mail address provided.  Please check the e-mail for any errors.  The automated e-mail does not form a contract between you and Secret Meadows.  A contract will be formed when Secret Meadows sends you a booking confirmation letter via e-mail or post.  Any issues must always be notified by email or telephone within 7 days following the receipt of the booking confirmation letter or before the start of your stay if that occurs within 7 days.
 
Group/All-Adult Bookings
Secret Meadows has the right to refuse group* or all-adult** bookings if we feel that this may be of detriment to other guests staying at White House Farm. Hen parties and all-adult groups are only accepted outside of school holidays (with the exception of the last weekend in October half-term) if our site and noise policies are agreed to or all of the accommodation is booked for the group. We do not allow stag parties.

If you have any queries regarding group bookings please call Secret Meadows at 01394 382992.
*Group bookings apply to more than one accommodation unit for a family/friends group.  **All-adult groups applies to more than one couple in an accommodation unit.

 

Security Deposit
A group booking security deposit of £50 per accommodation unit is added after a group booking is received (when more than one accommodation unit is booked for a family / friends group and to all adult bookings exceeding one couple).  The security deposit is payable with the balance payment. We aim to refund security deposits within ten working days of guests’ departure. It can take longer if deductions are involved for repairs or replacements. The security deposit is to cover any costs to Secret Meadows for damage or breakages and for extra cleaning required after a stay.  Security deposit refunds are made by bank transfer, and guests are reminded that we will need their bank details in order to make the refund. refundable group booking security deposit of £50 per accommodation unit is added after a group booking is received, and this is payable with the balance payment. We aim to refund security deposits within ten working days of guests’ departure. It can take longer if deductions are involved for repairs or replacements. The security deposit is to cover any costs to Secret Meadows for damage or breakages and for extra cleaning required after a stay.  Any security deposit refunds are made by bank transfer, and guests are reminded that we will need their bank details in order to make the refund.

 

Damages / Breakages / Cleaning

For damages or breakages: Guests are advised to check the accommodation unit/s for any damages or breakages found at the beginning of their stay and to inform Secret Meadows of any that they find. Please let us know if anything gets broken so we can replace it for our next guest. We will only charge for replacements in exceptional circumstances, as we expect a degree of wear and tear.  If damage is directly attributable to the guest, then we reserve the right to request payment of up to £100.  Secret Meadows reserves the right to deduct this payment from your security deposit or invoice guests following their stay.
For extra cleaning: Guests are reminded that they must leave the property in the same condition as when they arrived, remove all food items and personal belongings and follow Secret Meadows’ instructions about where to place rubbish etc. and return any moved inventory items to each accommodation unit or they may be liable for extra cleaning costs. If the accommodation unit is not left in an acceptable condition and Secret Meadows has to carry out extra cleaning above and beyond what they would normally expect this will be charged at £15 per individual staff hour.  Secret Meadows reserves the right to deduct this payment from your security deposit or invoice guests following their stay.

 
Accommodation
Included in the accommodation price: rental of accommodation unit/s booked, access to designated areas of White House Farm, water, daily allowance of wood provided in accommodation (one bag of wood per night stay).  NOT included in the accommodation price: rubbish collection (rubbish sacks should be left in the refuse area), stripping beds, washing up of all used kitchenware, firewood for firepits, firewood for wood-burning stoves above daily allowance.
 
Prices
The prices on the Secret Meadows website are not binding and Secret Meadows reserves the right to modify these prices. The price stated on the booking confirmation letter (sent after automated booking summary) is binding. Special offers and/or discounts cannot be used after you have booked your stay.
 
Payments & Cancellations
i. Deposits (30%) made by Paypal are due immediately upon booking.
ii. Deposits (30%) made by bank transfer are due within 24 hours of making a booking.
iii. Deposits (30%) made by cheque must be received by Secret Meadows within 7 days of making a booking.
Full payment must be made according to timings detailed above (i, ii or iii) if you make a booking within 10 weeks before the start date of your holiday.
Secret Meadows will send you a reminder of any outstanding balance 12 weeks before the start date of your holiday.  If balances have not been paid within 14 days after the date of the reminder letter, Secret Meadows is entitled to unilaterally annul the agreement and retain the 30% deposit as cancellation compensation.
 
Cancellation Policy
i. In the event of a cancellation more than 10 weeks before the commencement of the stay, 30% of the rental amount will be payable with a minimum of £150.
ii. In the event of cancellation less than 10 weeks before the start of the stay, the full booking amount will be payable.
iii. If your stay is terminated early, the entire booking amount is payable.
 
Making Alterations
If you decide to make a major change to your booking we may charge a fee.  We are not obliged to make any changes to the holiday after the booking has been confirmed, unless you wish to add packages to your holiday, subject to availability, add a booking, or move your holiday to a more expensive period.
 
Arrival and Departure
You have access to your accommodation from 4.00 pm on the day of arrival. On the day of departure you must vacate your accommodation by 10.00 am, leaving your accommodation clean and tidy.
Please note that the advised check-in time is between 4.00 pm and 6.00 pm.  The check-in times are for your own interest to allow you time to unload your luggage and be shown the accommodation before dark.  Should you be unavoidably delayed, please contact Secret Meadows at the numbers listed in the Welcome Pack and the travel directions.  A late fee may be applied to late arrivals.
 
Pets
Dogs are allowed at White House Farm outside of school holidays.  We allow up to 1 large dog or 2 small dogs per Luxury Lodge Tent and up to 1 small dog in Gypsy's Rest or the Hobbit Box.  As part of the wildlife site policy and to protect the free-range farm animals, dogs must be kept on a lead at all times when outside and under no circumstances be allowed to chase animals.  Please don’t leave your dog unattended at any point. Dogs are permitted on the public footpaths and immediate glamping area but not on the nature trails.  There are many public footpaths including across part of the wildlife site to explore.  Please make sure that any muddy paws are washed before allowing your dog into your accommodation and ensure that your dog stays off the furniture, especially the beds and sofa. Please clean up after your dog (with any waste put in a bag and added to the general waste bin provided).  We charge a £29 supplement per dog, and supply a bed, towel and bowls.  Secret Meadows reserves the right to request that you terminate your holiday if you bring a pet with you during school holidays or if you do not abide by the terms and conditions set out here.

 

Site Regulations
In order to make the stay at White House Farm as pleasant as possible, all guests must keep to rules of behaviour listed in the Site Regulations. You can ask for a copy of the Site Rules on arrival.   Rules include: no high noise levels after 9.00 pm, keeping campfires within the designated areas and at a minimum of 4 metres from your accommodation, and behaving in a considerate and safe manner to all people and animals onsite and the wildlife site.  If the Site Rules are breached, we may ask you to terminate your stay without a refund. Secret Meadows reserves the right to make alterations to the set-up and opening hours of the facilities and supplies on the farm. Please note that maintenance activities may be carried out at the wildlife site or to accommodation during your stay without you being entitled to any compensation.
 
Liability
Secret Meadows and White House Farm accept no liability for:
i.  theft, loss or damage, of whatever nature, during or as a result of a stay at White House Farm.
ii. any defect or out of action equipment and loss or closure of supplies at White House Farm.

Guests are responsible for any losses and/or damage which occurs as a direct or an indirect consequence of their stay, irrespective of whether any losses and/or damages are caused by themselves or by third parties who are at White House Farm.
If you leave your tent in an inappropriate condition, additional costs can be charged to you.
 
Force Majeure
Secret Meadows cannot be held liable if, through Force Majeure, the implementation of the agreement is entirely or partially, temporarily or permanently, prevented due to circumstances which are beyond the control of Secret Meadows, including threat of war, blockades, fire, floods, staff strikes, and other disruptions or events.
 
Complaints Procedure
We take great care to ensure you have an enjoyable stay at White House Farm however if you have a complaint during your stay please contact the site manager as soon as possible.  If a genuine complaint is not settled to your satisfaction, then you can write to Secret Meadows within 14 days of your departure.  

 

Risks
You will be staying at a farm with animals and potentially dangerous farm equipment amongst other hazards. Also please be aware that some of the guest equipment, including the BBQs, gas stoves and wood burning ranges may be dangerous if misused. Secret Meadows is not responsible for accidents (to the greatest extent permitted by law). Children must be supervised at all times.  We recommend you take out travel insurance against the risk of accidents and your stay being terminated early.
 
Day Visitors
You can have day visitors during your stay but you must inform the site manager. Day visitors are not permitted to stay overnight.
 
General
Your contract partner is Secret Meadows Ltd. We are not bound by any printing errors.

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