Great British Glamping‘s Terms and Conditions of Hire for Events including Weddings, Parties and Festivals
‘Company’ means Great British Glamping whose head office is 44 Patch Street, Combe Down, Bath, BA2 4BN.
‘Client’ is the person hiring the equipment from the company.
‘Festival’ is the host festival or event organiser at which the client and company are in attendance and where the equipment is hired and used. Festival is used as an umbrella term and can be used in place of wedding, party or event etc.
‘Equipment’ is the bell tent(s) and other materials, fixtures and fittings provided as part of the hire.
‘Hire charge’ is the amount payable by the client to the company as specified in advance on booking.
‘Invoice’ is the form issued by the company to the client requesting payment of the hire charge and containing details of the equipment.
These booking terms and conditions form the basis of your contract with Great British Glamping and govern the terms of our relationship. Please read them carefully.
In making a booking with us, or staying at one of our accommodation facilities, you are taken to have accepted these terms and conditions and are legally bound by it.
We provide temporary accommodation facilities at various locations and at various time of the year. The following general terms and conditions apply to all festival or event bookings with us, except otherwise indicated. Additional terms and conditions may also apply for each different location or event – these additional terms and conditions may add to or modify the general terms and conditions.
General Terms & Conditions
When you make a booking, you are offering to rent a room (tent) from us for the date(s) stated in your booking request.
The ‘Room’ for this purpose is a temporary accommodation space, usually in the form of a tent and has the facilities that are applicable to the particular room type that you have chosen. Such facilities are as described on our website, and, where applicable, as stated on our invoice. Photos shown on our website and social media channels are from various, different events and are illustrative only and therefore are not meant to be an exact representation of the room or facilities; we reserve the right to replace the room or facilities we provide to you with room or facilities that are at least equal to the standard of your chosen room type.
A binding agreement arises between us when we accept your deposit or payment. You will receive a confirmation from us when this happens.
The price you have to pay for your room is set out in writing from us for your chosen type of room and booking dates. The price we charge is in £ sterling and you agree to pay us in £ sterling.
- Security Deposit
Upon booking you agree to pay a security deposit (usually £100) to us. This amount must be paid at the same time as the balance payment or full hire amount (whichever applies).
This deposit is fully-refundable after your stay with us provided the room and facilities are un-damaged and in the same condition as when hired to you. We reserve the right to retain a portion of, or all of, this deposit against any damage, repair or cleaning costs arising as a result of your stay. By way of examples, if the room/facilities have rubbish/abandoned items left we will charge a clearing fee starting at £25 and if there is vomit or similar substance to clean a fee starting at £50 will be levied. Wherever possible any damage etc. will be communicated to you when checking-out. The security deposit will be returned to you within ten days of your checkout where possible and applicable. Wherever practical images/video of damage will be recorded and produced in support of any claim.
To secure the booking payment must be received and acknowledged by us.
In most cases the full hire fee is payable to confirm the booking. The Security Deposit is also payable at this time.
In some cases a deposit must be paid (Deposit). The Deposit is generally 30% of the Price for the chosen type of room. The Deposit must be paid immediately at the time of booking. The balance of the Price for your Room (Balance Outstanding) must be paid in full together with the Security Deposit amount as agreed no later than 1 month before the first day of the Booking Dates (Final Payment Date).
If the Balance Outstanding is not fully paid by the Final Payment Date, then your booking will be released and made available for sale to the public again, and your Deposit will be forfeited.Payment is preferred via bank transfer. We can also offer secure payment by card online. If PayPal is offered we reserve the right to charge a fee of 4% on top of the invoice amount to cover PayPal fees. We reserve the right to amend this fee at any time.We may allow additional time to pay in certain extenuating circumstances. If we do we have the right to charge interest on late payments at the rate of 4% per annum above the base rate of NatWest Bank plc at that time.
- Booking Process
You can make a booking request by contacting us by telephone, email or via our website or social media channels. We will confirm booking requests via email. In some cases festival accommodation can be booked through the main ticketing portal for that particular event. You will know that the booking for your choice of Room and Booking Dates has been made when we confirm your booking in writing. Please notify us immediately if the details in our confirmation are incorrect. In most cases, you will receive immediate confirmation of your booking.
- Changes to Booking
Where applicable, you may modify your booking, such as booking dates or room type. Changes to booking dates and room type are subject to availability. If the price for the new room type or new booking dates exceeds the price for your old booking, you agree to pay the excess amount immediately. If the price for the new room type or new booking dates is less that the price for your old booking, you agree that no refund for the difference is payable by us, unless otherwise agreed in writing.
You or we may cancel bookings, subject to the following:
a. Cancellation by You. You may cancel your booking at any point after paying the hire fee (and security deposit) and the following illustrates the refund or partial refund you may be entitled to:
Cancellation >200 days prior to first day of event = 100% refund
Cancellation 199-150 days prior to first day of event = 75% refund
Cancellation 149-100 days prior to first day of event = 50% refund
Cancellation 99-50 days prior to first day of event = 20% refund
Cancellation <49 days prior to first day of event = 0% refund
In all cases we will refund any security deposit already paid.
b. Cancellation by Us. We reserve the right to cancel your booking should there be insufficient demand overall for the accommodation at the particular location or for such other reasons as we may deem necessary. If we do cancel the booking, we will refund your payment in full and you acknowledge that we have no further liability to you by way of compensation or otherwise. We will endeavour to give you reasonable notice should this be the case to minimise any inconvenience to you.
c. Cancellation due to Force Majeure or ‘act of God’. We will not be liable for any force majeure or ‘act of God’ including but not limited to fire, flood, storm, tempest, hurricane, other natural disaster, disease, virus, pandemics, war, civil war, sabotage, act of terrorism, Government sanction, embargo, industrial action or other labour disputes. We will endeavour to carry out accepted bookings however if an event is stopped due to one of the reasons (or similar) above we are not liable to refund deposits, hire fees and any other payments already made. The exception to this is refundable security deposits (which will be refunded if applicable). In summary, if the event for which our services and equipment have been hired is cancelled or stopped we will not be liable.
All discounts are subject to availability where applicable and can be withdrawn at our discretion, without prior notice, and do not apply to bookings already confirmed. We reserve the right to introduce discounts and price changes without prior notice.
- Your Responsibilities
You agree that you are bound by any restrictions or rules that may apply to your chosen room type. These rules will be shared with you if applicable. You must comply with the direction of our staff regarding the application of these rules and anything in connection with your room or your stay with us. Failure of comply with our reasonable direction may result in us asking your to leave our premise.
You agree and undertake to use the room and our facilities responsibly. Any behaviour contrary to good morals and public order may result in us asking you to leave our premise.
If we ask you to leave our premise, you agree that we will not provide any compensation and that there will be no reimbursement for any amount that you have paid including any security deposit amount.
You agree that your personal belongings, including, but not limited to, clothing, jewellery, cameras, phones, other electronic gadgets, are your sole responsibility at all times. You acknowledge that your room is part of an outdoors camping facility, and may at times be exposed to the natural elements and weather; it is your responsibility to take the necessary precaution to secure and look after your personal belongings. We are not responsible for any loss or damages to your personal belongings.
- Facilities We Provide
We may provide facilities in addition to your room. These facilities may include loos, showers, power-point outlets, WiFi, canteen, bar, restaurant. The availability of these facilities varies and may be free or may require additional cost, depending on the location of the accommodation and your room type.
We will use our best endeavour to ensure that such facilities, where provided, are functional and suitable for its purpose, and is of a standard and quality that could be reasonably expected from a facility that is portable, temporary and field-based.
Without limiting the generality of the above:
a. WiFi access. You agree to use the WiFi access responsibly and will not use it for illegal purposes, including, but not limited to, activities that may infringe copyright or other intellectual property rights. You acknowledge that the download and upload speed may vary from time to time due to network conditions, and that there is no guarantee of a minimum download or upload speed. Except where the WiFi access is downed for an extended period of time (i.e. more than 24 hours), we will not provide any refund of the amount paid to use the WiFi access.
b. Power-point outlets. You acknowledge that in many cases a field-based portable generator is used to generate the electricity and you use it at your own risk. They are generally suitable to power low power items only (e.g. charger for mobile phones, cameras). To the extent permissible by law, we disclaim all liability in connection with the use of the power-point outlet.
c. Loos and Showers. Except where you are unable to use any of our toilets and showers for more than 24 hours due to them not being in working conditions, we will not provide any refund. If a refund is justifiable in the circumstance, we will determine the amount of the refund at our sole discretion.
We are not liable to you for any event beyond our reasonable control, an event of a force majeure, actions of third parties, nor for any loss of profit or other indirect or consequential loss or damage. In any event, our total liability to you arising out of or in connection with this agreement must not exceed 70% of the monies that you have paid to us at the date any claim arises (the balance being retained to cover expenses already incurred by us). Nothing in this clause, however, restricts our liability for death or personal injury caused by our negligence.
You must ensure your actions or omissions do not give rise to any loss or injury or breach of legal duty to members of the public. You agree to indemnify us and to keep us indemnified fully against all losses, actions, claims, proceedings, costs and damages and all legal costs or other expenses arising out of, or in connection with, any breach by you or your invitees of this duty.
All implied warranties, conditions and other terms concerning our provision of accommodation to you are excluded to the extent permitted by law.
You undertake that you will not during the term of this agreement and for a period of one year following its expiry solicit or seek to induce away from our employment any person who is or was employed or engaged by us.
- Damages and Loss
If any items in your rooms (including the tent, its furniture and fittings) are damaged or missing during your stay with us, we will invoice you the cost of replacing the missing or damaged item(s) (Replacement Cost). We reserve the right to retain your security deposit as compensation in part towards any damage costs. Any losses or damage will be documented, where practically possible, and communicated in writing to the client along with breakdown of associated costs or fees. Where losses or damages are sustained to equipment during a period of hire, wherever possible the client should make the company aware of such instances as soon as practically possible. In making a booking with us, you accept these terms.
Without prejudice to any other right or remedies, either of us may terminate this agreement at any time by notice in writing to the other if:
a. The other party is in breach of this agreement and, in the case of a breach capable of remedy, the breach is not remedied within 14 days of the other party receiving notice specifying the breach and requiring it to be remedied; or
b. The other party becomes insolvent and being a company an order is made or a resolution is passed for the winding up of the other party (other than voluntary for the purpose of solvent amalgamation or reconstruction) or if an administrator, administrative receiver or receiver is appointed in respect of the whole or any part of the other’s assets or business; or
c. The other being an individual suffers a bankruptcy order to be made against him or makes any composition with its or his creditors or takes or suffers any similar or analogous action.
We pride ourselves in the provision of quality temporary accommodation. Should you have any concern regarding your room or other facilities that we make available, we encourage you to speak to our staff as soon as possible, and in any event, no later than the last day of your stay with us. You agree that if you did not bring such concern to our staff in accordance with the preceding sentence, then we are entitled to conclude that everything are satisfactory and that you have no concerns whatsoever.
- Modification of Terms and Conditions
We may change or add to these terms and conditions at any time, and the new version of these terms and conditions will be published on our website. Unless otherwise stated, the version of the terms and conditions on our website will apply automatically to all customers from the time it is published.
Where references are made to ‘we’, ‘us’, or ‘our’, they refer to Great British Glamping. References to ‘you’ and ‘your’ are to you, our customer.
Unless otherwise stated, all amounts are inclusive of VAT and/or other applicable taxes.
If there is an inconsistency between these terms and conditions and any other communication, including, by not limited to, statement or comments on social media sites, these terms and conditions prevail.
Amendment to these terms and conditions is only valid if made in writing and signed by both parties.
If any provision in these terms and conditions is found invalid or unenforceable, the remainder remains in full force and effect.
If we fail to exercise or enforce any right we have under these terms & conditions, this does not mean that we have waived that right; and we may still exercise or enforce that right later on.
Termination of this agreement does not affect any of the rights and liabilities of either party accrued at that date and nor does it affect the continuation of any obligations expressed or intended to continue after termination.
It is not intended that anybody other than you and us may benefit from this agreement and a person who is not a party to this agreement does not have any rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of this agreement.
Headings are for convenience only and will not affect the interpretation of this agreement.
You may not assign this agreement without our consent.