Making a Booking

The named person who makes the booking must be one of the guests who stays and be over the age of 18yrs. This person is responsible for making sure the terms of booking are adhered to. Please ensure your contact information, address, telephone number and e.mail are accurate and correct as we will send automated pre-arrival and conformation e.mails with important information about your holiday to the e.mail address you provided and in the even that you are late arriving or we need to make alternative arraignments for your arrival we will aim to phone you.

We are primarily a family site.

We reserve the right to refuse a booking, with out statement of reason, of course we will treat everyone equally and with respect when making these decisions.

Our properties are let strictly for holiday use and no ‘right to remain’ exists for the guests or anyone in the party. A permanent residential address for the principal guest must be provided for our register on arrival. This information is held by us and is available, by appointment for inspection by our local authority.

At the time of booking a deposit will be taken this and any other monies paid towards the balance, before arrival is non-refundable and non-transferable once received into our bank. It is strongly advised that you take out adequate holiday insurance for your holiday and booking. The remaining balance of the holiday and any extras is due no later than 4 weeks before arrival. If the balance is not reserved 4 weeks before the arrival day we reserve the right to cancel your holiday without refund and we will re-let your accommodation.

Prices featured on our website are not binding and we reserve the right to change these prices through out the year and issue discount codes at our discretion.

While every effort is made to keep our advertising and website up to date and descriptions of our site facilities and accommodations accurate occasionally this is not achieved or may be misinterpreted. Details are given in good faith and we cannot accept responsibility or liability for differences or for any disappointment caused where a guest has differing expectations to those detailed in the description.

Arrivals

Check in is strictly 4pm to 6pm, if you would need to arrive after 6pm please call to see if this can be accommodated as we have to arrange care for our children as we do not live on site. This will incur an additional fee of £30 payable on arrival. We do not accept arrivals after 9pm due to settling in time and disruption to other guests and neighbours. If you can not make it to us by 9pm we recommend you arrange to arrive from 9am the next day (you will not be entitled to a refund/discount for the missed night).

If you fail to arrive or contact us within 24 hours of your arrival date we will attempt to contact you with your booking contact information. We reserve the right to cancel your holiday with no right to refund and will re-let your accommodation if contact can not be made.

On arrival you will be required to fill in the guest register with a permanent residential address for the principal guest. This is made available to our local authority for inspection.

CCTV

Your image will be recorded on CCTV for security and safety reasons while you are on site. The images can be remotely accessed by us and we will share these with the police or other relevant authority if legally required.

Departure and Cleaning

Check out is strictly by 10am on the day of departure. Please settle out standing bills before you leave.  Please strip your bedding and leave it in the shower room. This will help you ensure you have not left anything in your beds.

We do not collect a cleaning deposit as we trust our guests to respect our accommodation and site facilities. We work hard to keep our accommodations clean and tidy. We would really appreciate it if you would leave the accommodation as you would like to find it.  We reserve to right to make a £50 charge if additional cleaning or repair is required.

For an additional fee of £50 (payable in advance) it may be possible to arrange a late departure at 2pm subject to availability. This must be booked a minimum of 24hours in advance. A late departure will allow you to enjoy a relaxed morning packing and clearing up while the children can play on site. Then you can set off ready to travel after lunch.

Covid - 19 - Rule of 6

our accommodation will only be let out to one house hold per accommodation and hold no more than 6.

Visitors

We are not a site for noisy parties! We are a quiet family site! 

If you wish to host a group or family gathering/ special occation / BBQ on our site you will need to discuss this with us in advance. A fee of £1200 will be required - in addition to the cost of your stay, along with a whole site booking (no other guests on site during your gathering). We will also charge £10 per person including children and £20 per car. We will not allow more than 20 people on site, including guests staying in accommodation. All visitors must have left site by 9pm.

If you do not notify us of this type of gathering we reseve the right to ask your visitors to leave immediately. We also reseve the right to end your stay without notice or refund and we will invoice the person how booked and or paid for the accommodation associated with the extra visitors, to the values as layed out above. We will invoice during or after your stay should we recieve evidance such as (but not limited to) social media , reports from neighbours or other guests and onsite CCTV.

We are aware that a lot of guests stay with us while visiting family and friends in the area. We are happy for you to entertain one or two visitors during your stay with us. Please notify us in advance of their arrival and keep numbers to a minimum, (maximum a family of five). Visitors are allowed on site between 10am and 9pm, visitors staying outside of this time will incure a fine of £35 per person which will be invoiced to the person who made the booking. You are responsible for the behaviour of your visitors while on site and any damage/disturbance they may cause.

Parking is limited on our site and it is important to us that our site remains enjoyable for all our guests so visitors must park in the main car park and sign in, on arrival and departure, in the visitor book.

If yours visitor presents on site is distressing to other guests, people or animals on site they will be asked to leave without need for explanation.

Noise

We are a family site and so often have small children or those with additional needs on site. You will find that sound travel a surprisingly long way in the countryside. Please respect those staying on site and our neighbours – we ask that you settle things down by 9:30pm and were possible are quiet by 10pm. We do not allow music on site and ask that you wear head phones if you wish to enjoy your music or noisy computer games.

This also applies if you have a whole site booking. We are not a location for a noisy party. You can hire silent disco equipment if you wish to enjoy music together.

If we have to attend site as a result of noise complaints or excess noise, we reserve the right to make a £30 on the spot charge, invoiced to the person who paid for the accommodation booking. If we consider your group are being noisy after 10pm we reseve the right to ask your group to leave site immediately.

Damage

Accidents happen and we are very realistic that things do get broken or wear out. We do ask that you let us know as soon as possible about any breakages and damage so that we have a chance to put it right before our next guests arrive. If damage is caused maliciously or as a result of neglect or wilful act we reserve the right to charge for repair, replacement or cleaning.

Complaints

We hope that you will enjoy your stay with us but in the unfortunate event that something goes wrong and you feel you have cause to complain or something does not work as it should we ask that you contact us immediately to give us the opportunity to rectify the situation, we want you to enjoy your holiday with us. Our contact details are provided in the accommodation booklet. If the issue is not raised or made clear until after you have left the site we are sorry that things have not lived up to your expectations but there is little that we can do other than preventing the issue affecting future guests.

We value your views and suggestions for improvements. To this end feedback forms are provided at the end of your stay and our contact details are in the booklet in your accommodation.

Dogs

There is a charge for dogs per dog per stay. Official trained and recognised assistance/guide dogs are free of charge. - please inform us before arrival.

Companion and family dogs that are healthy and well trained are welcome to stay, 1 per accommodations.

We do not accept dog breeds on the dangerous dogs act register or dogs kept as security dogs.

Dogs must be kept on leads and under control at all times as we have cats and sheep that live on site and not all our guests are comfortable with dogs.

Fox safari lodge has a dog exercise area were your dog can be off the lead. Remember to clean up after your dog and use the designated bins.

Dogs are not allowed in the children’s play area or the horse paddocks at any time.

Dogs must not be left unattended in our accommodation.

Please ensure your dogs are worming and tick treatments are up to date. Please do not bring dogs that have skin conditions or are in season. Do not allow your dog to sleep on or in the beds.

Our right to cancel - (with covid-19 in mind....)

We aim to keep all our customers safe. We ask you not to book if the law prevents you visiting or staying with us or if Government guidance means that you should not visit or stay with us, even if the law still allows you to. 

 

We have the right to cancel your holiday, or any unused days, if the law prevents you visiting or staying with us or we have to self-isolate. If your holiday has not started, then we will refund your booking in full less any costs we have already incurred on your holiday which we cannot recover elsewhere (“Direct Costs”). If your holiday has started, then we will refund in full any days unused when we cancel, again less any Direct Costs. We will not charge an administration fee. 

Smoking and Flames

No smoking or vaping is allowed in the accommodation or stable block.

You are welcome to vape outside. If you are smoking please do not litter, ash trays are provided outside the accommodations. Please also be aware of the fire risk of smoking around very dry grass during the hotter months.

We do not allow naked flames inside any of the accommodations. Lights are provided.

Safety and responsibility

The front gate is kept locked at all times for the safety of vulnerable adults and children on the site. You will be issued with a key on arrival to be returned on departure. Loss of the key will be charged for replaceing.

When driving through the main gates please ensure they are tied back as they can be blown by the wind – we accept no liability for vehicles damaged through careless use of the gate.

Do not entre the horse paddocks or allow your children or dogs to entre the paddocks.

Our site is fenced and gated to slow ‘wonderers’ and give carers a chance to catch up. A determined escapee will always find a way out, it is your responsibility to keep track of your children / those in your care at all times. We do not provide childcare.

Play equipment used on site is at your own risk, children and the vulnerable must be supervised at all times. We do not accept any liability.

Valuables should not be left in the accommodation as they can not be secured. We do not accept any responsibility or liability for loss, theft or damage of personal property brought onto our site. Please ensure you have adequate holiday insurance for your stay.

Each unit contains a fire blanket. There may also be fire extinguishers, if set off deliberately without cause there will be a charge of £100 for cleaning and replacement. This also applies if it is used to put out a fire resulting from neglectful or negligent behaviour.

Use of the fire pit and BBQ is an activity with intrinsic danger and risk, please use only in the designated area and follow the provided safety instructions. Never leave a fire unattended. If you need help lighting your fire we are happy to help.

The only wood to be burnt on site must be purchased from us as we are next to a food production business and need to be sure of what is being burnt and that there are no contaminants. Our fire wood is seasoned, sustainably and locally sourced. We reserve the right to stop the use of fires on site if we consider the situation to be dangerous eg dry grass, unsafe behaviour etc.

The accommodation is located in a field full of wildlife, insects, mice, birds and rabbits etc. The ground may be uneven, stones can be loose, there may be mole or rabbit holes and rough areas. Please wear sensible footwear and be careful where you step. Some hedges are spiky, wood surfaces can splinter and be slippery when wet, wire can be sharp. Within hedges of the boundaries of neighbouring hedges there may be barbed wire or electric fencing. Please take care, we are not liable for any injury incurred as a result of this natural and agricultural environment.

Being respectful

We are very proud to be an autism friendly site. We also hold dementia friendly status. We wish to celebrate diversity in all its forms. It is essential to us that everyone using our site is aware of the needs of others, is respectful of their way of life and not judgemental of their choices, parenting, abilities, appearance, difficulties or differences.

We will not tolerate any abusive, bullying, intimidation, intolerant or discriminatory behaviour on our site.

Any guest that feels they have been treated badly by another guest must report the situation to us immediately using the contact information in the booklet within your accommodation. We are happy to speak to any guests and provide information/ education about the differences that might have caused any incident and try to resolve the issue.

Ultimately this kind of behaviour will not be tolerated and the guests whole party will be asked to leave immediately with no refund due.

If you experience abuse outside of the site while staying with us we are happy to support you in reporting it to the correct authority. We can not be held responsible for the attitudes or behaviour of those in the wider community.

Intolerance

Intolerance and antisocial behaviour will not be tolerated on our site. We will speak to you and your group if this behaviour is brought to our attention during your stay. If the behaviour continues you and your group will be asked to leave with out any refund or further discussion. We want our site to be a friendly and welcoming place for everyone. We reserve the right to contact the police should the behaviour warrant it.

Cancelation policy

For your own piece of mind please ensure you have adequate holiday insurance in case for whatever reason you have to cancel your holiday.

At the time of booking a deposit is taken. This is non-refundable and non-transferable. If you cancel your holiday the deposit and any monies already paid towards the balance will not be refunded. Any balance is due 48hours before arrival (due to covid-19). If you cancel your booking before your arrival day, you will not be entitled to a refund of any funds paid.

Leaving early

We do not offer refunds for bad/ difficult weather conditions, insects or other wildlife or if you decide to cut your holiday short for any reason (including illness) or decide not to stay. Our holidays are priced per stay not per night.

Disappointment on arrival

On the very rare occasion that a guest arrives and the accommodation though correct to its published description falls below their expectations and they decide not to stay the deposit and any fees will not be refundable.

For direct bookings through our website any balance paid (once cleared funds in the bank) will be returned via cheque to the address provided at the time of booking, made payable to the principal booking guest, this can take a number of weeks to achieve.

If you made your booking through a third-party agent such as ‘pitchup.com’ we will report that you have not stayed to the agent and you will need to claim your monies back through the agent following their terms and conditions as they hold your monies until after your stay. They will not refund any of their booking fees or deposits.

This refund is not offered if the guest has chosen to stay for part or all of the booked stay or has used the site facilities on arrival, requiring them to be cleaned (our holidays are priced per stay not per night). If the accommodation or site are not what you expected, despite the full information made available to guests prior to arrival. We request that you report your intention not to stay immediately on arrival and do not make use of the facilities including toilets, showers and play equipment or make the accommodation dirty with muddy feet etc.

We are a very small family run business, we take pride in our site and work hard to maintain high standards across our accommodation it is very personal to us if you are disappointed on arrival as we do not want any of our guests to be unhappy or disappointed with their holiday.

If we cancel

In the event that we need to cancel your holiday, due to circumstances beyond our control, we will, if possible offer you alternative dates on accommodation. If it is not possible to offer alternatives a full refund (less fees) will be returned to you once funds paid to us are cleared in the bank. Funds will be returned to you in a realistic and timely fashion. For direct bookings through our website any balance paid (once cleared funds in the bank) will be returned via cheque to the address provided at the time of booking, made payable to the principal booking guest, This could take in the region of 4 weeks from the arrival day. It may take longer if an insurance claim is involved.

If you booked through a booking agent such as ‘pitchup.com’ any refund will have to be managed through their system and terms and conditions as they hold any funds until after your stay and they will not refund their fees which form part of your booking agreement with them.

Corvid-19

We will follow government advice. If we become part of an exclusion zone or if we are unable to trade due to government advice we will refund any moneys paid for holidays booked with us, that can not be taken, only during the time that we are unable to provide the holiday (unable to trade). The time scale of this refund will be dictated by our business finances.

If you are staying with us and due to government advice can not leave during your stay we will not provide a refund for any part of your accommodation booking.

If you can not travel to us due to government advice, self-isolation or being in an exclusion zone yourself then we are unable to re-fund you any money paid towards your holiday. This is an instance that you should claim on your own holiday insurance. We highly recommend you take out adequate holiday insurance for your holiday and booking. We are happy to be flexible were we can offering alternative dates were available at the same value.

We will follow government advice.

We (Leafy Fields Glamping) are not liable for refunds or expenses you (the guest) incur in the event they are prevented from fulfilling your booking as a result of circumstances beyond their control. Such circumstances shall include (but not be limited to) war, terrorism, riots or civil unrest, industrial action, flooding, natural disaster, epidemics, pandemic, health risks or such similar events ('Force Majeure'). We recommend that you have adequate holiday insurance in place to cover this.

Corvid-19

If there is a government travel ban in place during your holiday booking you should claim any refunds of costs against your travel insurance. - see our website for current terms in relation to covid-19 due to rapidly changing situations.

We kindly ask that you do not come to stay with us if you are feeling unwell or self-isolating. Where possible we will try to offer alternative dates. If this is not possible, then this is an instance that you should claim on your own holiday insurance. We highly recommend you take out adequate holiday insurance for your holiday and booking.

Our right to cancel

We aim to keep all our guests safe. We ask you not to book if the law prevents you visiting or staying with us or if Government guidance means that you should not visit or stay with us, even if the law still allows you to. 

 

We have the right to cancel your holiday, or any unused days, if the law prevents you visiting or staying with us or we have to self isolate. If your holiday has not started, then we will refund your booking in full less any costs we have already incurred on your holiday which we cannot recover elsewhere (“Direct Costs”). If your holiday has started, then we will refund in full any days unused when we cancel, again less any Direct Costs. We will not charge an administration fee.

 

We also have the right to cancel your holiday, or any unused days, if Government guidance means that you should not visit or stay with us, even if the law still allows you to. If your holiday has not started, then we will refund your booking in full. If your holiday has started, then we will refund in full any days unused when we cancel. We will not charge an administration fee and we will not deduct any Direct Costs.

These terms and conditions are not exhaustive – if an incident arises that is not covered by these we will make any decisions in the interests of our business reputation, the needs of our guests and our own family. We will always aim to achieve an outcome that is acceptable to all parties were possible.

We reserve the right to adapt and change these policies and terms as required to suit our business needs. They will be reviewed at least annually during the winter. We are happy to supply you with a copy on request. If you are booking along time before your stay please check these terms as your holiday approaches to stay appraised of any changes

Cancelation policy

For your own piece of mind please ensure you have adequate holiday insurance in case for whatever reason you have to cancel your holiday.

At the time of booking a deposit is taken. This is non-refundable and non-transferable. If you cancel your holiday the deposit and any monies already paid towards the balance will not be refunded. Any balance is due 48hours before arrival (due to covid-19). If you cancel your booking before your arrival day, you will not be entitled to a refund of any funds paid.

Leaving early

We do not offer refunds for bad/ difficult weather conditions, insects or other wildlife or if you decide to cut your holiday short for any reason (including illness) or decide not to stay. Our holidays are priced per stay not per night.

Disappointment on arrival

On the very rare occasion that a guest arrives and the accommodation though correct to its published description falls below their expectations and they decide not to stay the deposit and any fees will not be refundable.

For direct bookings through our website any balance paid (once cleared funds in the bank) will be returned via cheque to the address provided at the time of booking, made payable to the principal booking guest, this can take a number of weeks to achieve.

If you made your booking through a third-party agent such as ‘pitchup.com’ we will report that you have not stayed to the agent and you will need to claim your monies back through the agent following their terms and conditions as they hold your monies until after your stay. They will not refund any of their booking fees or deposits.

This refund is not offered if the guest has chosen to stay for part or all of the booked stay or has used the site facilities on arrival, requiring them to be cleaned (our holidays are priced per stay not per night). If the accommodation or site are not what you expected, despite the full information made available to guests prior to arrival. We request that you report your intention not to stay immediately on arrival and do not make use of the facilities including toilets, showers and play equipment or make the accommodation dirty with muddy feet etc.

We are a very small family run business, we take pride in our site and work hard to maintain high standards across our accommodation it is very personal to us if you are disappointed on arrival as we do not want any of our guests to be unhappy or disappointed with their holiday.

If we cancel

In the event that we need to cancel your holiday, due to circumstances beyond our control, we will, if possible offer you alternative dates on accommodation. If it is not possible to offer alternatives a full refund (less fees) will be returned to you once funds paid to us are cleared in the bank. Funds will be returned to you in a realistic and timely fashion. For direct bookings through our website any balance paid (once cleared funds in the bank) will be returned via cheque to the address provided at the time of booking, made payable to the principal booking guest, This could take in the region of 4 weeks from the arrival day. It may take longer if an insurance claim is involved.

If you booked through a booking agent such as ‘pitchup.com’ any refund will have to be managed through their system and terms and conditions as they hold any funds until after your stay and they will not refund their fees which form part of your booking agreement with them.

Corvid-19

We will follow government advice. If we become part of an exclusion zone or if we are unable to trade due to government advice we will refund any moneys paid for holidays booked with us, that can not be taken, only during the time that we are unable to provide the holiday (unable to trade). The time scale of this refund will be dictated by our business finances.

If you are staying with us and due to government advice can not leave during your stay we will not provide a refund for any part of your accommodation booking.

If you can not travel to us due to government advice, self-isolation or being in an exclusion zone yourself then we are unable to re-fund you any money paid towards your holiday. This is an instance that you should claim on your own holiday insurance. We highly recommend you take out adequate holiday insurance for your holiday and booking. We are happy to be flexible were we can offering alternative dates were available at the same value.

We will follow government advice.

We (Leafy Fields Glamping) are not liable for refunds or expenses you (the guest) incur in the event they are prevented from fulfilling your booking as a result of circumstances beyond their control. Such circumstances shall include (but not be limited to) war, terrorism, riots or civil unrest, industrial action, flooding, natural disaster, epidemics, pandemic, health risks or such similar events ('Force Majeure'). We recommend that you have adequate holiday insurance in place to cover this.

Corvid-19

If there is a government travel ban in place during your holiday booking you should claim any refunds of costs against your travel insurance. - see our website for current terms in relation to covid-19 due to rapidly changing situations.

We kindly ask that you do not come to stay with us if you are feeling unwell or self-isolating. Where possible we will try to offer alternative dates. If this is not possible, then this is an instance that you should claim on your own holiday insurance. We highly recommend you take out adequate holiday insurance for your holiday and booking.

Our right to cancel

We aim to keep all our guests safe. We ask you not to book if the law prevents you visiting or staying with us or if Government guidance means that you should not visit or stay with us, even if the law still allows you to. 

 We have the right to cancel your holiday, or any unused days, if the law prevents you visiting or staying with us or we have to self isolate. If your holiday has not started, then we will refund your booking in full less any costs we have already incurred on your holiday which we cannot recover elsewhere (“Direct Costs”). If your holiday has started, then we will refund in full any days unused when we cancel, again less any Direct Costs. We will not charge an administration fee.

 

We also have the right to cancel your holiday, or any unused days, if Government guidance means that you should not visit or stay with us, even if the law still allows you to. If your holiday has not started, then we will refund your booking in full. If your holiday has started, then we will refund in full any days unused when we cancel. We will not charge an administration fee and we will not deduct any Direct Costs.