EARTH CAMP TERMS & CONDITIONS
Cancellation charges will be incurred. Please refer to T&C for details.
BELL TENT AND TENT PITCH BOOKING TERMS AND CONDITIONS
When booking accommodation with Earth Camp you are agreeing to enter into a binding contract with us.
References to ‘us’ and ‘we’ in these Conditions relate to Earth Camp and references to ‘you’ or ‘your’ relate to the person making the booking and
all members of that person’s party. When we email confirmation of a reservation to you, we enter into a contract with you, which is subject to these Booking Conditions.
Earth Camp accepts no liability for loss or damage to possessions and/or personal injury. In making this booking you are accepting full responsibility for yourself, your booking party, your children and you are agreeing to abide by our Terms and Conditions, which can also be viewed in full on our website.
All cars, vehicles, motorbikes, bikes or other vehicles are parked at their owners risk. Earth Camp accepts no liability for loss or damage to cars, vehicles, motorbikes, bikes or other vehicles.
GENERAL BOOKING INFORMATION
Booking will be arranged following receipt of your booking inquiry through our website or via telephone enquiry from you.
Booking Confirmation: We will send you a booking confirmation via email. Please contact us if you do not receive this. Please check your booking confirmation and notify us of any errors immediately. You must be over 18 year of age to make a booking
Payment: During the processing of your completed online booking, your full payment must be processed via our accepted payment options unless otherwise agreed. A 50% deposit will be required to confirm your booking, with the remainder of the balance due up-to 2 weeks before arrival. We will send a confirmation email on receipt of payment. If payment is not received within this time we reserve the right to cancel the booking.
Cancellation or changes by you: It is essential that you let us know immediately if you need to cancel your booking. Please telephone us and then confirm in writing at firstname.lastname@example.org. If you cancel your booking the following applies:
If you cancel 60 days or more prior to arrival date, we will happily refund in full, subject to a £20 administration fee, per pitch; alternatively we can rearrange your booking to a different date within the season, for a £20 admin fee, subject to availability.
If you cancel between 30 and 60 days we will be happy to rearrange our booking, subject to availability within the same season, subject to a £20 admin fee.
If you cancel less than 30 days before date of arrival, unfortunately we are unable to offer you any refund, or to amend your booking.
Cancellation or changes by us: Once we have issued you with a confirmation, we will do our very best not to make any changes or cancellation to your booking. Sometimes changes do occur before or after bookings have been confirmed and very occasionally confirmed bookings have to be changed or cancelled. We promise to do all we can to avoid changes and cancellations but must reserve the right to do so.
CANCELLATION DUE TO UNFORESEEN CIRCUMSTANCES
We are not liable for refunds or expenses you incur in the event we are prevented from fulfilling your Booking as a result of circumstances beyond our control. Such circumstances shall include (but not be limited to) war, terrorism, riots or civil unrest, industrial action, flooding, natural disaster, epidemics, notifiable diseases, health risks or such similar events (“Force Majeure”). We strongly recommend that you have adequate holiday insurance in place to cover this.
Any new bookings made after April 27th 2020 until further notice, that are unable to commence due to Government guidance regarding COVID-19, will be offered credit notes for 18 months or full refunds. This applies to booking made directly on our website only.
For bookings made through third party sites we are only able to refund the portion of the booking fee we receive from the third party organisation. We are unable to take responsibility for refunding any of their fees, commissions or charges.
We recommend insurance to cover cancellation, loss, damage or injury. As a small business we are not able to act as your insurers and re-arrange your stay due to your changes in personal circumstances.
We allow dogs on the campsite, as long as they are controlled, well behaved and all waste is picked up and disposed of.
ARRIVAL AND DEPARTURE
Arrival times for Bell Tents are between 15:00 pm and 19:00 pm. Arrival times for Tent Pitches are between 14:00 pm and 19:00 pm. The Bell Tents and Tent Pitches must be vacated by 12:00 pm on a weekend or by 12:00 pm on a weekday on the departure date. Alternative times can occasionally be arranged on request via the office. Please let us know if you expect to arrive late or are delayed, on 07889 052334.
NOISE POLICY AND BEHAVIOUR
We operate small scale quiet, relaxed and laid back campsites. All electronic music and percussion instruments of any kind are banned. Loud noise doesn’t fit into the vibe of communal camping.
We ask that campers please respect fellow campers and our local neighbours. There is a LOW NOISE POLICY from 22:30 pm around the campsite.
We reserve the right to remove any campers who act inappropriately or do not follow our noise guidelines.
Earth Camp and their landscapes include some steep slopes, rough terrain, trees, brambles and other natural hazards. We trust that you appreciate that we can take no responsibility for the weather conditions at the time of your visit and we recommend that you come prepared with suitable clothing and footwear, so that you can enjoy the charm of the natural environment in all its diversity. Adults are responsible for ensuring their own safety and the safety of any children in their care. You must also expect that at certain times of the year creatures such as wasps, mice, spiders or ants may enter the bell tents or your own tents.
By booking with Earth Camp you are acknowledging that you are aware of the risks, hazards and dangers of entering the woodland and campsite. Earth Camp reserves the right to close parts or all of the campsite in extreme or dangerous weather conditions to protect your safety. The decision to do this is entirely at our discretion.
The use of gas cookers, gas heaters or naked flames is not allowed at any time in our bell tents, or your own tents, due to fire hazards and carbon monoxide poisoning. Please take time to view Government Fire safety Guidance: https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/475175/Fire-Safety-Outdoors.pdf
Smoking is not permitted inside our bell tents or within campsite facilities.
THE CAR PARK
The car park for our campsite is located away from the campsite pitches.
Campers are usually allowed to drive to their pitch on arrival day to drop off equipment/luggage, and on departure day to reload, however, if the camp management deem the ground too wet for safe access, wheelbarrows will be provided. Cars must be parked in the entrance car park during your stay and all vehicles are parked at owner’s risk. Earth Camp accepts no liability for loss or damage to cars, vehicles, motorbikes, bikes or other vehicles.
We will clean the shared facilities, twice a day in line with Covid-19 guidelines. In return we ask that you leave your pitch and Bell Tent in a clean and tidy state upon your departure. Thank you for your co-operation.
Earth Camp operates off-grid, therefore, we do not have any rubbish collection. Like many campsites we ask you to take your rubbish home with you. If you wish to drop your rubbish off before your journey home, there is a local amenity tip in Maresfield, just a few miles north on the A272. Please respect our neighbours by taking your rubbish with you. Thank you for your understanding.
ADDITIONAL DAY GUESTS
With prior approval it may be possible for additional guests beyond to visit the site between 10am and 10pm. There is a charge of £5 per guest, per day. The maximum numbers allowed onsite at any one time is may preclude guests visiting.
1 You agree to look after the Bell Tents, Tent Pitches and Campsite. This means you must keep all furniture, fittings and effects, (inside or outside) in the same state of repair and condition as at the start of your booking, and you agree to leave it clean and tidy. If you break these conditions we may make an additional cleaning charge and/or make a claim against you for repair or loss as a result of damage caused.
2 You are expected to show due consideration for other people, including other guests, local residents and our staff. If you abuse the property or display dangerous or offensive behaviour towards the staff, landowners or any third party, we may refuse to allow you access to the Bell Tents,
Tent Pitch and property or ask you to leave before the end of the
holiday. If this happens we will treat your booking, as having been
cancelled by you and you will not be entitled to any refund.
3 You are in a natural environment and as such you agree to respect all local flora and fauna. Any damage, wilful or negligent, will be taken seriously and may result in you and your party being requested to leave the campsite. In such cases we will treat your booking as having been cancelled by you and you will not be entitled to any refund.
4 You must allow us access to the Bell Tents at any reasonable time during your stay.
5 The number of people using the Bell Tents or Tent Pitches may not exceed the number agreed when booking.
We supply firewood, charged at £7 per bag. All campers may purchase firewood as required. You must not collect firewood from the woodland area unless given specific permission. Fallen dead wood provides a natural habitat for many creatures. Please use only firewood supplied by Earth Camp, brought by you onto site or as directed by our staff.
If you have special requests or needs, you are responsible for telling us at the time of booking. If you have a disability that may affect your stay at Earth Camp, please tell us before we confirm your booking. We will do our best to accommodate you but will let you know if we are not able to meet your needs.
WE SUPPORT THE COUNTRYSIDE CODE
and ask all our guests to do the same.
Code for the public:
Respect other people
Consider the local community and other people enjoying the outdoors
Leave gates and property as you find them and follow paths unless wider access is available
Protect the natural environment
Leave no trace of your visit and take your litter home
Keep dogs under effective control (dogs and pets are not allowed on our campsites)
Enjoy the outdoors
Plan ahead and be prepared
Follow advice and local signs
YOUR HAPPINESS AND SATISFACTION!
It makes us happy if you enjoy your stay with us! If you have any problems during your stay, please let us know immediately so we can try and sort them out while you are here. Call Will on 07889 052334.
We do not accept any liability for injury sustained to any party whilst on our campsite.