3. Hen Camp
By confirming a reservation at The Grange or Field Head Farm you are accepting that you have read and fully accept the terms and conditions detailed in this document.
3 (a). Bookings
A booking is only confirmed upon receipt of the non-refundable deposit. No booking contract is entered into until a deposit has been received.
Where a deposit has been paid, your full balance payment will be due 10 weeks in advance of your check in date. It is your responsibility to ensure that your balance is paid for. If the remaining balance is not settled by the stated due date, after 3 days the booking software system will cancel the unpaid reservation and you will forfeit your non-refundable deposit and your booking will be cancelled.
When bookings are made within 10 weeks of the arrival date, the full amount is to be paid at the time of booking.
Payments can be made by bank transfer or Paypal.
It is your responsibility to check the details on your booking confirmation are correct and notify us immediately of any discrepancies. We cannot accept responsibility for any errors not corrected prior to arrival.
4.(b.1) CANCELLATION BY YOU
We understand that circumstances change and emergencies occur. If you have to cancel your stay, please inform us immediately. We will do our best to re-let the accommodation. If we can re-let your dates we will refund your balance payment (deposit remains non-refundable) with the amount we can let the accommodation for, therefore if we have had to discount the break in order to fill the vacancy, the amount returned will be your balance less any discounts or costs associated. If it is not possible to re-let the accommodation, all monies which have been paid will be forfeited. It is your responsibility to have arranged full travel insurance to ensure you are covered in the event of a cancellation.
Deposits paid are non refundable and non transferable.
Non-payment of the balance by the due date will be construed as cancellation by you and our booking software will automatically cancel unpaid bookings after the balance remains unpaid for 3 days.
We strongly recommend guests take out cancellation insurance to cover their stay.
4.(b.2) CANCELLATION BY US
Hen Camp reserve the right to cancel or make changes to a booking at short notice for unforeseeable circumstances or we are unable to provide safe accommodation due to extreme conditions including weather warnings, ill health, fire, administration, rudeness towards our staff or any other extenuating circumstances. If we cancel your stay due to our own fault, your full payment will be returned. If cancelled due to circumstances beyond our control, for example national weather warnings, we will transfer the reservation to another date at your convenience. Hen Camp will not pay you compensation.
Hen Camp cannot accept any liability or responsibility for any loss, including amongst other things consequential loss caused by cancellation and you accept that you have no further claim against Hen Camp.
Hen Camp also reserve the right to alter the Bell Tents or site locations at short notice if necessary, guests will however be informed of any major changes to the booking before arrival. Guests will not be entitled to any compensation should a change in their booking occur.
4.(b.3) Changes by you
After booking, if you need to make changes such as move dates this will be subject to a £20 administration fee. Changes are only possible before the balance payment due date. All changes after the balance due date will be subject to our cancellation policy.
5. Arrival and Departure
In order to prepare the accommodation, we ask that you arrive after 3pm and leave your site clean and tidy by 10.00am on your departure date.
On checking in, our arrival times are strictly between 3 and 5pm as it is important you are personally greeted and shown around the sites and For The Grange, the wood fired hot tub due to health and safety. We do not accept arrivals after dusk due to the importance of the health and safety talk so please ensure you have planned around this before making a booking. We reserve the right to charge £12 per hour for a staff member to offer a late check in. Occasionally extensions to departure time can be accommodated by prior arrangement. Guests have the right to occupy the Property for the paid for holiday period only (within the meaning of Schedule 1 Paragraph 9 of the Housing Act 1988).
6. Occupancy and Visitors
The property may only be occupied by the agreed number of guests at the time of booking. If you wish to amend the number of guests in your party, this must be agreed in writing in advance of your stay. When booking please confirm the number of guests. We reserve the right to refuse entry to the entire party if this condition is not observed.
We monitor occupancy strictly due to fire and safety rules at the site. Under no circumstances should any guests invite further guests to join them unless you have prior written consent from Hen Camp. If found to be overcrowding our accommodation or more guests are staying than have been booked we reserve the right to terminate your holiday without refund and also withhold your security deposit in full.
If you wish for friends or family to visit our site during your stay we require prior written agreement upon your registration form ahead of your stay. Day Guest fees must be paid in advance and time restrictions adhered to.
The prices featured on the website are not binding and Hen Camp reserves the right to modify these prices at any time. At the time of booking you will accept a price. The price agreed either online or over the telephone and then stated on the confirmation email is binding. If a holiday has been booked under an obvious price administration error, Hen Camp are not obliged to honour the booking and can cancel and refund the stay.
8. Security Bond
Hen Camp operates a security bond system. To us as a small business, this is an extra administration task and in most cases not necessary however due to an increased occurrence of damages, missing items, lack of respect for other guests on site and excessive cleaning we have taken the difficult decision to introduce this to our booking system.
£100 refundable bond will be charged at the point of final payment (10 weeks prior to your stay). This will be refunded after your stay as long as there are no damages or excess cleaning required.
By accepting our terms and conditions, you accept that you are responsible and liable for any breakages or damages that you cause to the accommodation or its contents. Please report these as soon as they occur.
Respect for Others
We reserve the right to withhold your security bond should we experience noise complaints during your stay- from either other guests or local residents. Please respect our no amplified music policy and please keep on site noise to a minimum whilst staying on site. Should we need to act or ask you to reduce noise, your security bond will not be returned. Our sites are not a place for loud music and partying.
From the £100 security bond taken prior to your stay, we reserve the right to charge you for repair, replacement or making good if the damage or breakage is significant. Furthermore, if the bond will not cover the damage costs, by entering into these terms you are fully aware that you remain liable for the full costs of any damage if over the amount taken in a security bond.
We reserve the right to charge for excessive cleaning at a rate of £15 per hour where accommodation has been left in an unacceptable condition or where guests have left washing up and so on.
Guests will be held responsible for any fire, damage or alteration to the structure caused by negligence and Hen Camp will pursue the guests for damages, including above and beyond the security bond. Please ensure you have full travel insurance cover.
The security bond will be refunded less any deductions for breakages, damage, or any additional cleaning charge, within 7 working days of departure. You will be notified if any charges are going to be made. Please let us know of any damage before you depart.
9. Assumption of Risks
You will be staying in the countryside with live animals, areas of open water and potentially dangerous farm equipment amongst other hazards. Whilst we take great care to keep you safe, accidents can happen and we are not held responsible for such accidents (to the greatest extent permitted by law). It is your responsibility to ensure children are supervised at all times, including ensuring that they are unable to leave accommodation at night without supervision. Also you must be aware that some of the camp equipment (such as the wood fired hot tub at The Grange) may be dangerous if misused. If agreeing to use the wood burning hot tub you agree to be bound by the safety instructions for safe use and agree that these will not be used by any member of the party when under the influence of alcohol.
Hen Camp accept no liability for accident, loss of property or personal injury incurred on site. In the event of guest misbehaviour or other necessary cause, we reserve the right to terminate the let without any refund of letting monies or security deposits.
The client will take responsibility, and will indemnify Hen Camp against, any injuries or damage whilst they are using the facilities, including from the use of the Hot Tub.
10. Guest Conduct
Guests undertake to behave in a proper, appropriate and legal manner with due respect to the owner, the property, other guests and their property. If any guest behaves inappropriately or improperly (of which Hen Camp will be the final judge of on their property), or illegally, Hen Camp reserves the right to ask the guest and their party to leave the site before the end of the holiday. Any refund will be at the discretion of the owner. We expect noise to be kept to a minimum out of respect for fellow guests and our neighbours. Failure to respect others will lead to a warning, and if not complied with termination of your holiday without refund and loss of security bond.
You are responsible for informing us of any losses or damage to the property as soon as possible. Please note that you will be liable to pay us for any losses or damage to the property caused by you or a member of your party (except reasonable wear and tear) This is not limited to your security bond. You must also leave the property by the check-out time specified on your booking.
In addition, we reserve the right to sue the guest for any loss, damage or injury caused to the Owner, the Property or to other guests and/or their property.
11. No Smoking Policy
Hen Camp operates a strict NO SMOKING POLICY inside any of our accommodation, Kitchen, Mess, Toilet, Shower, The Hideaway and within the wooded areas. Anyone smoking on the site is responsible for disposing of their cigarette butts in a bin and not littering the surrounding areas. Any littering from cigarette ends will be charged a clean up fee.
12. No firearms, hunting equipment, fireworks or Chinese lanterns are permitted on Field Head farm/The Grange.
13. Fire Policy
On arrival you will be given a safety briefing regarding the Hot Tub at The Grange. We ask that you listen carefully and agree to operate these appliances according to instruction. No Camp fires are permitted, only the designated Fire Pit.
In the event that you have any complaint about your stay, please notify Hen Camp as soon as possible and they will use all reasonable endeavours to resolve the issue. In the event that you have any complaint about your stay, please notify the Owner as soon as possible but no later than 7 days after you check out. If you don’t follow this procedure there will be less opportunity for us to investigate and resolve your complaint
15. Force Majeure
Force majeure on the side of Hen Camp exists if the implementation of the agreement is entirely or partially, temporarily or permanently prevented due to circumstances which are beyond our control including: threat of war, staff strikes, blockades, fire, flood, pandemic, epidemic, government sanction, extreme weather and other disruptions or events. No Refunds will be given, available alternatives will be offered.
16. Governing Law and Jurisdiction
These terms and conditions have been drafted in accordance with and are governed by English law and the courts of England and Wales have exclusive jurisdiction in relation to any and all disputes arising out of these Terms & Conditions.
17. Wood fired Hot Tub
As the lead guest, you are accepting this acknowledgement and disclaimer on behalf of each member of your party and will ensure each member of your party is aware of and strictly adheres to the guidelines set out below when using the hot tub at The Grange site .
Yourself and all members of your party hereby agree to ensure that any children in your care, or associated with your party are supervised at all times when they are in the vicinity of the hot tub. Extreme caution must be taken to ensure that no child under five years of age is permitted to enter the Hot Tub at any time. Any children over five years of age and under 16 years of age using the Hot Tub or near the Hot Tub are closely supervised at all times. The nature of the wood burning Hot Tub mean extra care is needed due to hot surfaces, real fires and chimneys.
All members of your party and yourself as lead guest understand and agree that:
· A wood fired hot tub needs extra caution due to the natural, unregulated way the water is heated. It is essential to test the water temperature before entering. A thermometer is provided and a cold water hose is available next to all hot tubs. Recommended temperature 37.5 degrees.
· The use of drugs, alcohol and some medications before or during use of the Hot Tub may lead to unconsciousness with the possibility of drowning and can greatly increase the risk of fatal hyperthermia.
· Glass items are strictly prohibited from use in the Hot Tub
· No member of your party may use the Hot Tub without prior consultation with a doctor if he/she is obese or has a medical history of heart disease, low or high blood pressure, circulatory system problems or diabetes.
· Some medications may induce drowsiness and others may affect heart rate, blood pressure and circulation. If any member of your party has recently taken or is currently taking any medication, he/she will consult a doctor before using the Hot Tub.
· No member of your party may use the Hot Tub is he/she has an infectious disease or has any open sores and/or wounds due to the possibility of spreading infection.
· No member of your party may use the Hot Tub if she is pregnant or potentially pregnant without prior consultation with a doctor.
· Prolonged immersion in the Hot Tub may be hazardous to health.
· The Hot Tub must not be used immediately after strenuous exercise.
· All members of your party will shower both before and after using the Hot Tub
· Hen Camp reserve the right to charge a cleaning fee of £50 for any Hot Tubs that need water replacing during your stay due to non-showering, drink, food and other debris.
· The Hot Tub will be kept covered at all times when it is not in use.
· Under no circumstances should any member of your party release water from a Wood Fired Hot Tub during your stay.
Hen Camp accepts no responsibility for any direct or indirect loss, damage or injury suffered or incurred by any person using the Hot Tub.
By placing a booking you agree to be bound by these terms and conditions.