Booking Terms & Conditions
Please ensure you read and fully understand these booking terms and conditions. If anything is unclear, please contact us so we can explain in further detail to avoid any misunderstandings: info@hopefarmretreats.com.
We strongly advise that you take out comprehensive travel insurance to cover cancellations. If you choose not to, then you accept responsibility for any loss that you may incur due to your cancellation.
Bookings are subject to the following terms and conditions:
A contract only comes into operation when We (Hope Farm Retreats/The Owner) issue a written confirmation to You (The Lead Guest) stating the deposit has been received and confirming holiday dates. The contract binds You & all the members of your party. It is your responsibility to ensure that all members of your party accept the terms of the contract set out in these terms & conditions of booking. Failure to disclose all relevant information or comply with these terms may lead to termination of the contract & loss of the booking.
Upon confirmation, You agree to abide by Our Covid-19 safety measures and procedures at all times contained in our Covid-19 Guest Information Sheet, which is on our visitor’s APP here: https://hub.touchstay.com/guest/b’c29HDYlrqgK/ Our Covid Risk Assessment is also available on request.
Payment
A non-refundable 25% deposit of the holiday cost is payable at the time of booking. Bookings made less than six weeks before Your arrival date must be paid in full.
The balance must be paid no later than six weeks before the commencement of Your holiday. If the balance is not received by the due date, then Your holiday will be treated as a cancellation and You will remain liable to pay the balance of the rent.
Cancellation
If Government policies restrict travel and You are unable to travel to stay with us, You will have the option to postpone Your stay to a later date (subject to any differences in price applicable for the new dates) or receive a full refund.
All cancellations must be notified in writing. If You cancel your holiday more than 6 weeks before it is due to start, then Your deposit will be forfeited. If you cancel less than 6 weeks before the holiday, then the full balance remains due and is not refundable. We will endeavour to re-book the accommodation for the holiday period and, if successful for the whole or part of the period, will refund the relevant proportion of the money paid less £30 to cover office administration
If the balance is not paid by the due date we reserve the right to re-let Your accommodation and retain the deposit.
The prices featured on the website or other platforms are not binding. We reserve the right to modify these prices at any time. The price stated in your booking confirmation email is binding.
Your booking will not be cancelled by the owner except in exceptional circumstances beyond our control. Notification will be given of the cancellation as soon as possible and We will promptly refund all payments made for Your holiday. Our liability for cancellation will be limited to payments made to Hope Farm Retreats.
If You book an activity with us during Your stay, We require a 50% non-refundable deposit of the total cost of the activity on booking and the balance to be paid 2 weeks prior to the date of the activity. If a cancellation is made after the balance is paid, no refund will be due to You (the option to re-book may be offered in exceptional circumstances). Cancellation by The Lead Guest more than 2 weeks before the event, you will be issued with a full refund less £15 administration fee per person or the option to re-book at a later date.
Guest Behaviour on the Site
No parties or events – the maximum number of persons using the accommodation at any time must not exceed the per accommodation unit stated on the website; only those persons listed on the booking form can occupy the property. We reserve the right to terminate the booking without notice and without a refund in case of a breach of this condition. We do not allow visitors on site.
Health and Safety
Hope Farm Retreats provides a unique flower and working farm-stay experience. This environment presents inherent risks. You should stay vigilant to possible risks to you and your party, taking reasonable care for Your safety and the safety of others at all times. This includes wearing suitable clothing and footwear for the terrain and weather conditions during Your stay. You are fully responsible for Your own safety at all times.
Please read and adhere to all signage on site. Guests are responsible for the safety and security of their children at all times. Never leave children without adult supervision.
Hope Farm is situated near an Area of Outstanding Natural Beauty (AONB) and a Site of Special Scientific Interest (SSSI). We try to ensure guest comfort, without compromising the natural environment and native inhabitants, especially nocturnal animals. As a designated dark sky area, there is no pathway lighting between the car parking/main buildings and the tent accommodation. Rechargeable lanterns/torches are provided for your convenience to follow the glow-in-the-dark path markers. Please ensure you keep these charged during your stay – there are charging points in The Flower Barn.
Traversing the 13-acre site will take you through different fields and terrain, some of which may contain farm animals such as sheep, miniature ponies or chickens. Please stick to the paths between the main buildings and the glamping field. Take all reasonable steps to minimise the risk of disturbing or being approached by any livestock on the Site.
The site landscaping and guest areas are relatively immature, compared with the hedging which has been left wild to protect the native plants, trees and wildlife. We ask you to take care around new planting and refrain from allowing children to climb over fencing.
The Glamping tents are situated in a new wildflower meadow and areas have been left unmown as paths to increase biodiversity.
There is a bark pathway through the Flower Farm to the Glamping field, please stick to this path, particularly at night.
We have areas of protected boggy land on site, which can be distinguished by reeds. These areas may be home to nesting ground birds, such as pheasants and also home to snipe. Please do not disturb them and ensure your children are monitored around them.
There is a fenced area on the edge of the glamping field containing a natural, geological dip. This is around 3 metres deep and no one may enter. There are clear warning signs on the surrounding fences.
Pets
As a working farm, I’m afraid we only allow one dog on site and that is in ‘The Potting Shed’ holiday let. No pets n the glamping tents. You must notify us at the time of booking if you are planning to bring a pet. Please note, only well-behaved dogs one year and older will be accepted. If you do bring your pet on holiday with you, please don’t allow them on the furniture (bring your own dog beds) and we also ask that you do not leave them alone in a property. They must be kept on a lead at all times, due to children and farm animals on site. Dogs on a booking incur a charge of £30 per stay to cover additional cleaning costs.
Fire, BBQ, candles and smoking
A purpose-built fire pit and seating area are provided for outdoor cooking and campfires. Please only use the designated barbecue and do not light fires anywhere else on the site. Only use the firewood provided and do not collect kindling from the surrounding area. Use of the fire pit can be dangerous and is at the user’s own risk. If you require cooking charcoal this can be purchased on-site. Additional firewood is available on request at a cost of £5 per load.
Vaping or smoking are not permitted in any of the buildings or accommodation units or on the glamping field. Any guest found not complying will result in immediate termination of occupancy and forfeiture of all payments. This must be strictly adhered to and any damage will be at your expense.
Due to the high fire risk, the use of candles and tea lights, is not permitted in the accommodation units, main buildings or on the raised wooden deck area, at any time.
No fireworks, Chinese or sky lanterns (or other lights or illuminations that have naked flames) or helium balloons should be let off from the property or grounds.
Parking
We are a car-free site, so We will ask You to park up and unload your bags to transport across the field. This is for the safety of children and animals on site.
Please note that the glamping tents are approximately a 3-minute walk (150m) from the parking area. A trolley is available for moving bags and sometimes our vintage tractor!
Please park your vehicles in the designated parking space, by reversing in. Ensure cars do not block access for farm and emergency vehicles. Parking is limited to 1 vehicle per accommodation.
Sleeping in vehicles, including caravans, parked in or around the property is not permitted.
Guest Behaviour
The accommodation is designed for family or couples use. The Owner is entitled to refuse to hand over and to repossess the accommodation if the Owner reasonably believes that any damage is likely to be caused by the Customer or the Customer’s party.
Please respect the community and try to keep noise levels to a minimum, especially between 10 pm and 8 am, especially around the outbuildings and campfire. Please use headphones if You wish to listen to music – enjoy the sounds of the animals around you and the quiet stillness of being outdoors.
The guest must not use the accommodation or allow its use for any dangerous, offensive, noisy, illegal or antisocial activities or carry on there any act that may be a nuisance or annoyance to the Owner or any neighbours.
We reserve the right to terminate a holiday without compensation where the unreasonable behaviour of the persons named on the booking (or their guests) may impair the enjoyment, comfort or health of others.
This property is privately owned and is our home. We expect all guests to enjoy the facilities and treat the property with the same respect that they would with their own house.
Housekeeping, Rubbish and Recycling
During Your stay, we do not provide any housekeeping services, such as washing up, bed stripping, cleaning or removal of rubbish
Welcome information in the accommodation will advise what is recyclable locally for Your convenience and to reduce Your stay’s impact on the environment. Due to the outdoor nature of the site, we kindly ask all guests to leave food or other consumables inside the cooler chest in your tent or the fridge in the field kitchen.
Do not to leave any litter anywhere on the Site.
Booking
If You have any special requests (for example high chairs, hampers, birthday packs, waterproof sheets, or unit location), please let us know at the time of booking. We will do everything we can to meet Your requests, but unfortunately We cannot guarantee that they will be met.
Bookings cannot be accepted from persons under eighteen years of age.
The owner reserves the right to refuse a booking without giving any reason.
We or our representatives reserve the right to enter the property at any time to undertake essential maintenance or for inspection purposes.
Tenancies normally commence at 3.30pm unless otherwise agreed and guests are required to vacate the rental by 10am on the day of departure. This allows the accommodation to be thoroughly cleaned and prepared for incoming guests.
The guest may in no circumstance re-let or sublet the property, even free of charge.
Arrival
Please ensure You plan your journey to arrive no later than 9 pm, or before dark in the Winter. Our site is a designated dark sky site, therefore unloading and orientating for the first time is better done in daylight. We would appreciate guests giving us a rough arrival time.
Damages
In making a booking You accept responsibility for any theft, breakage or damage caused by You or any member of Your party and agree to indemnify us in full for any loss that we may incur as a result.
The guest undertakes to take reasonable and proper care of the property, including all of its contents and surrounds, and to leave the property in the same state of repair, condition and tidiness as at the beginning of the stay. If you notice something is missing or damaged in your accommodation, please let Us know immediately so that we can take the appropriate action. If there has been any damage or breakages during Your stay, we would be grateful if you could report them promptly, especially before check-out. We will only charge for replacement in exceptional circumstances, as We expect a degree of wear and tear. If damage is directly attributable to the guest, then we reserve the right to request payment reimbursement from the guest.
Please do not move any furniture for the tent/holiday let.
All inventory must remain in the property and not be taken to another property. There is a list in the utensil box in each tent.
Please remove your shoes before entering the accommodation.
The owner reserves the right to make a charge to cover additional cleaning costs if the guest leaves the property in an unacceptable condition.
Our Liability to the Guest
The Owner shall not be liable for any temporary defect or malfunction of any equipment, machinery or appliance in the building, grounds etc
There is no provision of wireless broadband internet access on the site.
No compensation will be given for any temporary outage of electricity, gas, water or phone signal.
The Owners are not responsible for the loss of any personal belongings or valuables of the guest.
We reserve the right to make reasonable amendments or additions to these terms and conditions without notice.
Check out
Check-out – This is your holiday, we only ask that your strip the beds before you leave and leave them in the bag provided. It would help us if you ensure any washing up is done and rubbish is put in bins by the exit.
Keys
You will be issued on arrival with copy keys for The Flower Barn, tent padlock and Shower Block. Please note, if the keys issued are not returned at the end of your stay, then the cost of replacement will be charged to you at £50 as this is the cost of replacing the set.
Complaints
Any problem or complaint that the guest may have concerning their holiday must be immediately reported directly to the Owner/ Our representatives and we will endeavour to put matters right. Any complaints not reported to Us at the time and only reported after the guest has returned from holiday, will not be considered by the proprietor.
Every care is taken to ensure that properties are presented to Customers to a high standard. Should You at any time believe there is a problem, or a cause for complaint, the Owner should be contacted immediately. This does not affect Your statutory rights.
Property descriptions and all details written (and verbal) both in Our social media and on Our websites are given in good faith and are believed to be correct, but their accuracy cannot be guaranteed. We reserve the right to amend Our property prices quoted on the internet due to error or omission.
Complaints which are not reported immediately, during the holiday, will not be entertained subsequently and certainly not after the end of the rental period. The Owner must be given the opportunity to rectify any problem identified by the Customer during their stay. No correspondence will be entered into in respect of complaints made on the day of departure or after the Customer’s return home, when no opportunity has been provided for the Owner to rectify the problem.
Force Majeure
Hope Farm Retreats accept no liability for events prior to or during your stay totally beyond our control, e.g. destruction of property due to flood, fire, earthquakes or acts of nature; or if the property becomes uninhabitable due to irreparable damage or on Health & Safety grounds that could not reasonably have been foreseen. In such instances, refunds will be at the discretion of the management.
The Potting Shed
Please lock the doors and close the windows when you leave the holiday let unoccupied.
Please make sure you switch off lights and any electrical appliances when you go out – we’re an eco-friendly holiday home.
Dogs must not be left unsupervised in the property.
Please if the keys issued are not returned at the end of your stay, then the cost of replacement will be charged to you at £50 as this is the cost of replacing a new barrel.
Issued 1/4/21 Updated 23/03/2023