Whole Site Booking Terms & Conditions

Whole Site Booking – Terms and Conditions

Thank you for enquiring and booking our beautiful site for a special occasion. We hope to host many weddings, anniversaries, birthday parties and photo shoots, so this is where you start. 

You may only book the whole site for such an occasion by booking direct with us and not through any third party booking agent. This is because a whole site booking involves not only our 4 luxury  tents but also the adjoining land and use of  Mill Farm House so this must fit in with other activities on our estate.

So contact us by email: info@millfarmglamping.co.uk or phone 07887427882 and let us know about the occasion you would like to organise.  Once we know your details and our availability for your chosen dates, you can then book the 4 luxury tents and Mill farm house and any other agreed requirements on the following Terms and Conditions. Your booking and payment (of the deposit or full amount) for the site is your acceptance of these Terms and Conditions. Bookings can only be made if you are at least 18 years old. All bookings are provisional until confirmed by us.

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1. Who we are.

We are the Owner-operators of the site and fields near Mill Farm on which there is located 4 luxury tents as well as Mill Farm House, the private car park and paddock (the “site”). We are Mr & Mrs E.J.Dyke of BelleVue Farm, Poulshot, Devizes, Wiltshire SN10 1RZ (the “Owners”). The “luxury tents” are those located in the field to the right of Mill farm House  and operated for much of the year by Mill Farm Glamping  Ltd (“MFG”). So you will be booking the 4 tents and Mill farm House from MFG unless we let you know otherwise.  ‘“We/us” may mean the Owners or ‘’MFG’’

 

. “You” are the guest/organiser when you have booked with us and you are solely responsible and liable for all of your suppliers, contractors, guests and invitees (collectively “invitees”).

 

2. Type of bookings permitted.

We will only permit bookings for Mill farm House and luxury tents for private functions such as weddings, private celebrations, private functions, photo shoots and events which are previously agreed with us. The site may not be booked  for commercial parties, concerts, festivals, “raves” or anything which would constitute a noise or nuisance or events where tickets are sold or payment made in any form or where alcohol is sold.

 

3. Tent capacity, Arrival, Departure and Clearing up 

(a)    LuxuryTent sleeping capacity (24 people) – We have 4 tents in total:

4 luxury tents which sleep 6 people in 1 double bed, 2 single bunkbed for children and 2 single beds ;

(b)    Mill Farm house which sleep 8 people in 2 ensuite double bedded rooms, and 2 further bedrooms with each having 2 single beds.

 

(c)    Own tents and caravans – Any extra guests attending the occasion who are permitted by us in advance to pitch their own tent or caravan on or near the site ( as indicated by us), must also arrive and depart the site by times and days specified above. Only a restricted number of tents and caravans are permitted on or near the site as this is a Country Park and all such additional guests must be agreed in advance with us. There is a £10 per night fee for each small (2-4 person) tent and caravan and £20 per night for larger tents, camper vans or caravans though these must be agreed in advance with us.

(d)   Arrival – You must arrive after 4pm and preferable by 6pm on the date of arrival (ie Friday, if you have a weekend booking and Monday if you have a midweek booking) as we have guests leaving prior to that time. For those of your invitees/guests who arrive after 6pm, please arrange for someone to meet and show them to the site (direction signs may be put up with our permission). If you are organising a marquee or other temporary structure, please ensure that the contractor arranges the set-up and take-down on the days and during these times of arrival and departure unless the marquee is in an adjoining location when permission may be given for less strict times but this must be agreed in advance with us.  You must advise us in advance of all contractor’s contact details.

(e)    Departure – you and your invitees/guests must depart from the site by 10.30am on the departure date (ie 10.30am on Monday, if it’s a weekend booking or 10.30am on Friday for midweek booking) as we have other guests arriving later the same day.

(f)    Clearing-up – You must organise all clearing up after your booking so that the site of the marquee and surrounding land used by your invitees as well as all tents are clean, tidy and clear of all rubbish, bottles, decorations and cigarette stubs for our other guests arriving later the same day. Please arrange to take all rubbish and bottles for disposal off-site and off the whole of our estate.

We reserve the right to charge for overstays and rubbish clearance.

4. Noise and behaviour

(a) Where music or other entertainment is arranged for the booking, the noise level and amplifier level must not exceed 80dB especially after midnight.

(b) You undertake that you and your guests/invitees will behave in a proper, appropriate and legal manner with due respect to us, our employees, contractors, agents, the site, tents, animals, neighbours and any third parties on our estate or to our and their property. If you or any of your guests/invitees behave inappropriately or improperly (of which we shall be the sole and final judge on our estate), or illegally, we reserve the right (with or without the intervention of the police depending on the nature of the behaviour) to ask you and/all of your guests/invitees/suppliers (at our sole discretion) to leave the site and our estate before the end of the booking period. No refund will be given in these circumstances. In addition, we reserve the right to sue you and/or any of your guests/invitees/suppliers for any loss, damage or injury caused to us, our employees or agents, the site, the luxury tents, Mill farm house any animals or other property owned by us or our other guests/third parties and/or their property.

5. Pricing, Booking and payments

(a) You may only book the whole site for an agreed occasion subject to booking 4 luxury tents and Mill Farm House and the site of use for marquee and parking, the price of which will be based on the date of booking and other circumstances relevant to the nature of the site booking. Other charges associated with your whole site booking will be advised to you prior to booking or as we are made aware of any new or changed booking details.

(b) The dates of your booking will be held upon payment of a non-refundable deposit of 30% or payment in full. Deposits are payable only when booking more than 10 weeks in advance of your arrival date. Any booking less than 10 weeks in advance of your arrival date must be paid in full immediately and all balances must be paid within 10 weeks for us to continue to hold your booking.

(c)  Payment may be made in cash, by cheque, by bank transfer or by credit and debit cards. A 2% surcharge may be applied to credit cards.

(d) On receipt of your payment, a booking confirmation will be emailed to you within 2/4 working days. If you have not received your booking confirmation within this time, please notify us as soon as possible. When you receive your confirmation email, check the details are correct and notify us immediately if there are any inaccuracies.

(e) Where a deposit has been paid, the full balance will be due 10 weeks in advance of your arrival date. You may receive a reminder from us but it is your responsibility to pay on time. If you are unable to pay the balance before the stated due date, you will forfeit your deposit and your booking will be cancelled.

(f) Prices on our website are not binding, but prices stated in any correct booking confirmation email  you receive from us (save for obvious or manifest error) will be honoured as shown and (where applicable) will include VAT if a non-commercial booking or exclude VAT if a commercial booking. The price of your tent(s) and site is based on the date of your booking and/or other circumstances relevant to the nature of the site booking.

6. Cancellation and Insurance

(a) Cancellation by you at any time will result in your deposit being forfeited, as all deposits are non-refundable.

(b) If all monies have been paid in full (deposit and balance) and you cancel at a date 10 weeks or more before your arrival date, only your deposit is forfeited and the balance will be returned to you, less any credit card refund charges.

(c ) If all monies have been paid in full (deposit and balance) and you cancel at a date within 10 weeks of your arrival date, all monies paid for the booking are non-refundable.

(d) Cancellation insurance is available but will be a third party arrangement and does not involve us in any way. We strongly advise that you take out insurance if you are arranging any non-commercial booking and is imperative if it is a commercial booking.  

(e)  If the location of your booking is inaccessible due to adverse conditions or for any reason beyond our control, your booking can be deferred to a later date subject to availability and at our discretion otherwise you should advise your insurance company.

(f) We may, without liability and without refund to you, cancel your booking if we are made aware or discover that the nature of your booking is inaccurate and/or contravenes our booking conditions.

7. Alteration

(a) Alterations to your booking can only be made more than 10 weeks prior to the arrival date, after which time alterations will be treated as cancellation. All alterations will incur a minimum £30 administration fee and are subject to availability and at our discretion.

(b) Differences in the total amount payable resulting from alterations will be refunded to you in the case of a decrease in price and paid by you in the case of increases in price.

8. Information

Information on the 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.

9. Responsibility and Liability

(a) By booking our whole site, you confirm that you take sole and exclusive responsibility for your own safety and wellbeing and that of your guests/invitees/suppliers and that you are solely and exclusively responsible for use of the 4 luxury tents tents, Mill farm House site, the stream, straw barn, going near tractors and farm machinery and any other activity or hazards on or adjoining our land and that you have booked entirely at your own and your guests/invitees/suppliers their own risk. You are solely responsible for advising your invitees/guests/suppliers of this. Please remember that you are on a working farm with animals, tractors and other heavy working vehicles. Always ensure that you and your guests/ invitees/suppliers wash their hands thoroughly after touching animals, bottle- feeding lambs and collecting eggs and stay clear of all farm and other vehicles.

 (b) We accept no liability for accident, loss of property or personal injury to you or your invitees/guests during your/their stay at the site or on our estate.

(c) We will not be liable for any act, neglect or default on our part or on the part of any other person not within their employ or otherwise under our control, nor for any accident, damage, loss, injury, expense or inconvenience, whether to person or property, which you or any of your guests/invitees or any other person may suffer or incur arising out of, or in any way connected with your booking unless we are held to be solely and directly responsible for the same and such liability has not been limited or excluded elsewhere or may not be under the governing law. In addition, we accepts no liability for loss of or damage to your or any of your invitees/guests’ possessions at Mill farm House ,4  luxury tents, property, land or estate.

(d ) Nothing in these terms and conditions excludes or limits our liability:

(i) for death or personal injury caused by our negligence.

(ii) for any matter which it would be illegal for us to exclude/limit or attempt to exclude/limit our liability.

 (e) We will not be liable for any force majeure or other event outside of our control which cancels your booking or cuts short your booking if the event occurs while you are here. We will endeavour to offer you relocation or at our sole discretion a % refund (as applicable) otherwise you must advise your insurer.

(f) We may have additional guest/invitee/supplier conditions from time to time which must be observed specific to the site, safari tents, property, estate or location (eg health & safety, fire, etc) which you and your party of guests/invitees undertake to comply with.

10. No Dog Policy

No dogs or other pets are permitted in the 4 luxury tents, or inside Mill farm House our other property areas for Health and Safety as well as Animal Hygiene Regulations.

 

 

11. Breach of Booking Conditions

(a) If there is a breach of any of these terms and/or conditions by you or any of your guests, invitees, contractors, suppliers (including but not limited to your caterers, entertainers, marquee supplier etc) or any of your or their party whom you or they have permitted on site, we reserve the right to enter the site, Luxury tents, Mill farm house marquee or property at any time and end the booking and require you and your guest(s)/invitee(s) or offending party to leave. This is in addition to all other rights specified in these Booking terms and conditions and available at law.

(b) Ending the Booking by us for any reason does not affect our other rights and remedies.

12. Governing Law and Jurisdiction

Any dispute will be governed by UK Law and the parties agree to the exclusive law and jurisdiction of the UK Courts.

13. Authority to Book

By entering into this Booking you certify that:

(i)                 You agree and you are authorised to agree to these Whole Site Booking Terms and Conditions on behalf of all persons included in and/or who may accompany you on your Booking, including those substituted or added at a later date including but not limited to your guests/invitees/suppliers.

(ii)                you are over 18 years of age;

(iii)             you agree to take full and exclusive responsibility for your entire party occupying our site, 4 Luxury tents, Mill farm House, tents, estate and property.

14. Discrepancies

In case of a discrepancy between the website and these Whole Site Booking Terms and Conditions, these Terms and Conditions shall prevail.

15. Validity clause

In the event that a court finds that any term or condition in these Whole Site Booking Terms and Conditions is illegal or void, the illegal or void provision will be severed from the remainder of the Booking Terms and Conditions, which will continue to be valid and have full force and effect.