MEADOW FIELD

Luxury Glamping • Warwickshire

GUEST TERMS & CONDITIONS 

(Updated July 2026)

We feel exceptionally privileged that you have chosen to stay with us here at Meadow Field and very much look forward to welcoming you to our wonderful luxury glamping site. We truly hope that your whole experience from your initial visit to our website through to your departure is a smooth and uncomplicated one.

WHAT THESE TERMS COVER

These are the terms and conditions that apply to your booking with us.

WHY YOU SHOULD READ THEM

Please read these terms carefully before you confirm your booking with us. These terms tell you who we are, about your booking, how you and we may change or end the contract, what to do if there is a problem, and other important information. If you think that there is a mistake in these terms or require any changes, please contact us to discuss.

INFORMATION ABOUT US AND HOW TO CONTACT US

• Who we are: We are Meadow Field Luxury Glamping, a partnership established in England and Wales.

• Our address: Home Farm, Pailton Road, Harborough Magna, Rugby, Warwickshire CV23 0HG.

• Email: meadowfieldglamping@gmail.com

BOOKINGS AND PAYMENT POLICY

• If a booking is made eight weeks or more before the holiday is due to start, a 30% non-refundable deposit is payable.

   

• If a booking is made less than eight weeks before the holiday is due to start, the full rent, plus any additional charges, must be paid at the time of booking.

   

• Payment can be made by debit or credit card online at the time of your booking. Alternatively, you can pay by bank transfer.

   

• Confirmation of the booking will be sent after the deposit (or full payment) has been received. All bookings via our online system should be treated as provisional until you receive confirmation from us via email or post.

   

• If the balance is not paid by the due date, Meadow Field reserves the right to re-let the safari tent and retain the deposit.

   

• Meadow Field only accepts bookings from persons over 25 years of age.

   

• Meadow Field reserves the right, at all times, without statement of reasons, to refuse or cancel a booking.

   

• The prices featured on the website are not binding; Meadow Field reserves the right to modify these prices. At the time of booking you will be informed of the prices applicable.

   

• The price stated on the confirmation invoice is binding.

   

• Maximum Occupancy: The maximum number of guests is strictly limited to 6 people per safari tent (total of 12 guests on-site across both tents). Under no circumstances are guests permitted to pitch additional tents, bring motorhomes/campervans, or exceed the maximum occupancy of their booked tent without our prior written consent. Exceeding this limit will result in immediate eviction of the entire party without refund.

PROTECTING YOU AND YOUR BOOKING

We will only ask you for payment towards your booking either through our website when making your reservation online or via a booking confirmation email that is sent if we (Meadow Field Luxury Glamping) have created the booking on your behalf as per your request. If you receive communication from us (email or telephone call) and you are in any doubt of its legitimacy, our suggestion would be to not engage in this communication and to then contact us independently.

You can speak with Jules on 07813 766710 or email meadowfieldglamping@gmail.com.

CANCELLATIONS POLICY

We recommend that you have appropriate holiday insurance cover.

• We realise that sometimes plans change and if you need to cancel your holiday let us know as soon as possible and we will try and work with you to find the best solution.

   

• If you cancel within eight weeks of your specified arrival date we will endeavour to re-let your safari tent. If we are unable to do so, then we regret that we will be unable to refund any monies paid. There will be no refund under any circumstances.

   

• Should you cancel more than eight weeks before your intended stay, we will refund any monies paid, less your deposit, or reschedule your stay for another date. An administration fee of £50 will be charged in this instance.

   

• In the event that we need to cancel your holiday we shall inform you as soon as possible and refund all monies paid to us, by you, within 14 days of notifying you.

   

EARLY DEPARTURES & CUT-SHORT STAYS

• If you choose to cut your stay short or leave Meadow Field before your scheduled departure date—whether due to a change of mind, personal circumstances, family emergencies, or the British weather—we regret that we are unable to offer any refunds, partial refunds, or pro-rata adjustments for any unused nights.

• Last-Minute & Same-Day Bookings: For the avoidance of doubt, this policy stands firm and applies immediately to all bookings, including last-minute and same-day reservations (where arrival is scheduled for the same day the reservation is made). Once booked, resources and staff are committed to preparing your tent immediately.

• Once your stay has commenced, the booking is considered fully committed and non-refundable. We highly recommend taking out comprehensive holiday insurance that covers curtailment (cutting your trip short) to protect yourself against unexpected personal emergencies.

COVID-19 & ILLNESS

There are no longer active coronavirus (Covid-19) restrictions in the UK. If you are visiting from overseas or have any questions, please visit official Government Guidance to find out more.

However, by choosing to book a holiday you do so at your own risk and you understand that if you have to cancel within eight weeks of your arrival date or cut your stay with us short due to illness directly related to Covid-19 or otherwise then this will result in you forfeiting the right to any refund. Please refer to our cancellation policy above.

It is very important that if you begin to feel unwell during your stay with us that you call us immediately (07813 766710 or 01788 832833) and we will assist as best we can.

You will find contact details for our local doctors and emergency services in both the digital and hard copy welcome guides available in each safari tent.

In the extreme circumstance that you are unable to travel home and need to extend your stay in your accommodation then you will be liable for any additional costs incurred. These will include:

• The cost of staying on at the accommodation based on the nightly rate at that time.

   

• The cost of any extra overheads such as delivering food supplies, medicines and extra cleaning materials to the outside of the tent.

   

• An administration fee of £50 per displaced booking that will need to be re-arranged by us as a consequence of your extended stay.

   

CIRCUMSTANCES BEYOND THE CONTROL OF THE OWNER (FORCE MAJEURE)

• If for any reason we have to cancel your booking in advance due to circumstances beyond our control, for example fire, flood, exceptional weather conditions, epidemics, pandemics (including enforced government closure), or destruction/damage to the property (force majeure), you will be refunded the full amount of the booking.

• If we have to terminate your holiday early for the above reasons, you will be refunded part of the booking fee based on the time remaining of the booking. This will be the full extent of the liability of the owners. No additional compensations, expenses or costs will be payable.

   

• Please note that if high winds are forecast during your stay at Meadow Field (i.e. 60mph+) we will need to remove the front porch of your tent for safety reasons. We will do this as quickly and with as little disruption to your holiday as possible.

   

• Rural Infrastructure: We endeavour to provide consistent electricity, water, and Wi-Fi to your tent. However, because we are located in a rural countryside area, occasional utility or internet service interruptions can happen due to external provider faults. We cannot be held responsible for temporary outages and no refunds or compensations will be offered for temporary loss of these services.

WEATHER AND GUEST COMFORT

• Here in the English countryside, we are at the mercy of the British weather! We cannot accept responsibility or offer refunds if you feel the weather is too hot, too cold, too wet, or too windy during your stay.

• To help keep you comfortable, we provide extra blankets and heating elements during colder spells, and floor-standing fans during hot weather. However, you are highly encouraged and welcome to bring any additional clothing, bedding, or comfort items you feel you might need.

• Safety Exceptions: In the extreme event that we deem the weather conditions to be actively unsafe for guests to remain in the safari tents, we will review the situation immediately and make a decision at our sole discretion regarding rescheduling, alterations, or cancellations.

ARRIVAL AND DEPARTURE

• Under normal circumstances, your safari tent will be ready for you from 5pm on your day of arrival.

   

• We will ask you to provide an ETA ahead of your arrival so that we can arrange for someone to greet you and introduce you to your accommodation.

   

• We ask that you arrive on your specified arrival date between 5pm and 8pm. If circumstances dictate that this is not possible, please let us know as soon as possible.

   

• Due to the site’s location and proximity to the main farm and the fact that each luxury safari tent has power, it is not necessarily essential that you arrive during daylight hours. However, we do recommend that you do, so that you can familiarise yourself with the accommodation and its surroundings before it gets dark.

   

• In the very unusual circumstance that we need to delay your arrival time by an hour or two, for example due to unexpected staff shortages, we will notify you as soon as possible and accommodate your needs as best we can until your safari tent is ready for you.

   

• Guests are requested to vacate their accommodation promptly by 10am on the date of their departure. This is to help facilitate the changeover to ensure the accommodation is ready for the next guests arriving later on that day. If your departure day is a Sunday, you will have until 7pm to enjoy the facilities.

   

• Please leave the luxury safari tent as you found it on arrival. Please return all furniture and fittings to their original positions and wash and tidy up, otherwise a fair and reasonable housekeeping charge will be incurred.

   

• We respectfully ask that you ensure all waste is bagged up and placed in the wheelie bins located in the concrete “WWII munitions shelter” opposite the garages in the car park.

   

• Please inform us of any breakages as soon as you can. This way we can do our utmost to replace the item to ensure that your holiday and that of the following guests is not diminished in any way.

   

DAMAGE DEPOSIT

• At the point of booking, we will request a £100 damage waiver / security deposit. If there is no need to retain this payment to cover any excessive damage (accidental or otherwise) during your stay, then this will be refunded back to your payment card within 48 hours of your departure date. Please note this can take between 5 to 10 days to appear on your statement.

   

• We consider the site to be a secure one, especially with its close proximity to our home and the main farm yard. However we, the owners, cannot accept responsibility or liability for any loss or damage to personal possessions, vehicles, or personal accidents whilst on our site. Due to the nature of the structure you are staying in (there are no lockable doors), please ensure you do not leave any items of value unattended.

   

VISITORS

• In principle, day guests, by prior arrangement, are welcome at Meadow Field. We limit this to one family per booking during your stay but we will use discretion at the time of your booking. Please notify us of their arrival in advance. We will require their contact details should we, in the case of an emergency, need to know who is on site.

   

• All visitors must leave the site by 10pm and we ask that you please consider other guests staying on the site and keep noise levels to a minimum.

   

• In exceptional circumstances, we reserve the right to ask your party to leave if there is repeated noise after two warnings and as you will have breached the terms of your contract with us.

   

GROUP BOOKINGS, ALL-ADULT GROUPS & SINGLE-SEX PARTIES

• Meadow Field Luxury Glamping is primarily a family-friendly site. Should you be interested in making an all-adult group booking please contact us directly to discuss your requirements BEFORE proceeding with any reservation, in order to avoid disappointment should we be unable to accommodate you.

   

• It is the right of Meadow Field Luxury Glamping to refuse or cancel a group booking should we feel this is of detriment to local residents and other guests staying on the farm. Please note this will incur an admin fee of £50.00.

   

• We do not accept single-sex parties of a raucous nature (i.e. stag or hen parties). However, if you feel your group does not fall into this category then please do call to discuss as we may be able to accommodate you. Thank you.

• We intend to strictly follow government guidelines at the time of your stay, so please ensure you are up to date with any restrictions that may be in effect so that you won’t be disappointed if we are unable to accommodate your holiday based on the group demographic.

GENERAL SAFETY & RESPONSIBILITY FOR CHILDREN

• By booking and coming to Meadow Field Glamping you agree to be responsible for your children, any children you are in charge of, and your own welfare; and to take all reasonable precautions against personal injury, injury to others and damage to facilities and the luxury safari tent. Children must be supervised at all times.

   

• Each safari tent is fitted with a smoke detector, carbon monoxide detector and a fire extinguisher. There are two exits at the front and rear of the tents.

   

• The front panel of the tent rolls up to create one big open space—bringing the outside in and vice versa. This is a two-person job and you will be given instructions on how to do this when you arrive. Please ensure the rolled-up canvas is secure before leaving it to avoid it dropping down and causing potential injury or damage.

   

• All properties are non-smoking (including e-cigarettes) and we ask that this includes the decked area to the front of the tent.

• The wood-burning stoves are very safe if used properly. A fire guard is provided which we recommend that you use. Please do not hang clothes, towels and tea towels on the fireguard or the stove as this is a fire risk. An airer is provided on which you can hang such items to dry if needed. Instructions can be found in your digital/hard copy information pack and should be read carefully before use.

   

• There is a hose pipe outside each accommodation—please have it ready for action when using the BBQ, pizza oven or fire pit, just in case! No other fires should be lit on the site.

   

• Children have the full run of Meadow Field and “Pond Wood” but please ensure they are supervised at all times.

   

• The Meadow Field is surrounded by a ditch with steep sides. During and after particularly wet weather these ditches will run with water. Please be careful when approaching the internal boundary of the field as the long grass may hide the sudden drop.

   

• Please do not allow children to play near or in the farmyard and agricultural buildings, as they contain crops and agricultural machinery, which are potentially dangerous. We have fenced “out of bounds” areas off and have signs to deter entry, however a very determined, unsupervised child may still find a way in.

   

• As we are a working farm, tractors and farm machinery are moving daily on the tracks and in the fields surrounding Meadow Field. These are fascinating to watch but please do not approach the vehicles as the farmer may not be aware of your presence. We will let you know what farming activity you can expect to observe during your stay so that you don’t miss an opportunity.

• Children are very welcome to help with letting the chickens out, feeding them and collecting eggs in the morning and evening and will be asked to wash their hands afterwards—please could you enforce this!

• Use of any facilities at Meadow Field Luxury Glamping, and any exploration of the farm and its lands, is the responsibility of the Guest and/or Visitor and is done so at their own risk. Whilst we take great care to keep you safe, accidents can happen and Meadow Field Luxury Glamping is not held responsible for such accidents (to the greatest extent permitted by law).

   

• Electric Vehicle (EV) Charging: Due to the unique canvas structure of the safari tents and strict fire safety regulations, charging electric or hybrid vehicles from the domestic sockets inside or on the deck of the tents is strictly prohibited. Doing so constitutes a severe fire hazard and will result in the immediate termination of your stay without refund. We do, however, have a dedicated EV charging point on the farm for guest use. If you require EV charging, please speak to us in advance and we will gladly arrange access.

DOGS AT MEADOW FIELD

• With easy access to many walks around Meadow Field, we welcome one well-behaved dog per booking in our designated safari tent, Woodhill. We charge an additional £25 per dog per stay and we ask that they are kept under control and on a lead at all times.

   

• We provide a bed, towels and tether points can be found to the side of the deck to help you look after and control your dog during your stay.

   

• Please ensure that you use the outside hose to clean your dog if they get muddy on a walk and that they stay off the furniture and out of the bedrooms.

   

• The Heritage Orchard to the rear of the safari tents is enclosed so please feel free to allow your dog an opportunity to stretch their legs off the lead but supervised at all times, in this area.

   

• Please use the dog waste bags provided to clean up after your dog. Children enjoy playing in the long grass around the tents and by ensuring that you keep an eye on and clean up after your dog avoids the unpleasantness of coming into contact with dog excrement and the potential transference into the tents. At the end of your stay, please dispose of all bagged dog waste in the “general waste” wheelie bin in the car park shelter.

• Please don’t leave your dog unsupervised in the tent or on the Meadow Field site at any time during your stay. This can be very stressful for them and could cause damage which you would be liable for.

• Although our Tuckey’s tent is kept pet-free, we cannot guarantee it is 100% allergen-safe.

• Dogs and Warm Weather: It is your sole responsibility as a pet owner to monitor the weather forecast ahead of your stay. If you decide that the temperatures or conditions are too warm for your dog to comfortably go glamping, it is your responsibility to make alternative arrangements for your dog (such as home-boarding or a pet-sitter) so that you can still enjoy your holiday. Meadow Field is not responsible for making these decisions, nor can we assist in finding or funding alternative pet care, and refunds will not be issued if you choose to cancel or cut your stay short due to the weather’s impact on your pet.

NEARBY LIVESTOCK (ALPACAS & HENS)

• We have alpacas and hens homed very close to the safari tent accommodation. Please do not attempt to enter their enclosures and please do not feed or touch the animals.

   

• You must keep your dog on a lead when close to the alpacas and hens. This is to protect both them and your dog.

   

• Please note there is an electric fence surrounding both the alpaca and hen enclosures which is there to protect the animals from external predators such as foxes. The electric fence when touched will give a sharp shock. Please make sure all members in your booking party are made aware and that dogs are kept away.

   

NAKED FLAMES, LOG BURNERS, BBQS, PIZZA OVENS & FIRE PITS

• We provide one basket of seasoned split logs and kindling for use with the wood-burning stove and fire pit. Should you require additional logs, seasoned logs are available at £15 per trug (approx. 13-15 logs)—please message Jules on 07813 766710.

• We also provide the wood specifically for use in the pizza oven. Please do not use any other fuel.

   

• Please feel free to collect fallen twigs from Pond Wood for your fire pit to toast marshmallows but do not burn them in the stove.

   

• Smoking or e-cigarettes are not permitted within the tent or on the deck.

   

• Please do not leave the fire pit, pizza oven, or BBQ unattended. These must remain in their dedicated, specifically designed areas.

   

• It is not permitted to use any form of naked flame (for example: Chinese lanterns, candles, fireworks, flares etc.) except the provided fire pit, log burner, pizza oven & BBQ. We are located on a working farm with farm buildings, hay stores and livestock close by. Candles are strictly prohibited in the safari tents at any time.

   

• Wildfire Prevention & Fire Bans: At certain times of the year, especially if the weather has been particularly dry, we reserve the right to ban all open fires, BBQs, pizza ovens, and fire pits on site to eliminate the risk of wildfires and protect standing crops in the surrounding fields. If we enforce a fire ban for safety reasons, this decision is final, non-negotiable, and no refunds, compensations, or stay alterations will be offered. We do not permit fires of any kind in Pond Wood or its surrounding area.

NOISE & COUNTRYSIDE SOUNDS

• We want all our guests to enjoy a relaxing stay with us. Due to our location and proximity to a working farm (and other farms around us), we do not promote our site as “completely silent or tranquil”—we feel this would give a false impression. Our facilities allow you to spend quality time with family and friends, observe the daily operations of a working farm, and access glorious countryside. Please note that although Meadow Field is located on an arable farm, there are livestock farms in the immediate area that may on occasion generate natural farmyard sounds and smells—all part of the countryside experience!

• Unless both tents are hired by one party, we respectfully ask that there is no music or radios played outside the tents. There may be young children sleeping and we ask that you be conscious of how much noise your party is making around the fire pit at night.

   

• Likewise, if parents/guardians of young children can try to let other adults sleep in by keeping children close to the tents until after 8am, it would be greatly appreciated.

   

• In exceptional circumstances, we reserve the right to ask your party to leave if there is repeated noise after having received two warnings. As you will have breached the terms of your contract with us, no refunds will be forthcoming.

   

LOYALTY DISCOUNT FOR RETURNING GUESTS

Changes to Loyalty Discounts

The historical loyalty discount programme has been discontinued. However, we deeply appreciate our returning guests who have stayed with us between 2020 and 2023, and are committed to honouring their loyalty by extending the discount for their future stays at Meadow Field Luxury Glamping.

Terms of Loyalty Discount (2020-2023): Guests will only ever pay the tariff of the year of their initial stay. Bookings must be for consecutive years in order to qualify for this discount (i.e. you must return year on year). Seasonal rates still apply. For example, if your initial stay was during a low-season period and you return during a high-season period, the tariff will be adjusted accordingly.

The 5% Discount for Returning Guests

Guests to Meadow Field have the opportunity to benefit from a 5% discount on future stays. A unique discount code will be provided in your welcome basket as a printed voucher.

• To qualify for the discount, guests must have stayed at Meadow Field within the last 12 months and must have made the booking in their own name.

   

• Please note that the 5% loyalty discount cannot be combined with any other offers and cannot be used for bookings made through third-party platforms; it applies only to direct bookings with Meadow Field Luxury Glamping.

   

• It is important to understand that the loyalty discount cannot be applied retrospectively to bookings.

   

• Meadow Field Luxury Glamping reserves the right to withdraw this promotion at any time.

   

OFFERS

From time to time we may run short-term offers which generate independent terms and conditions. These “specific-to-offer” terms and conditions will be detailed on the offer publication and run in conjunction with our standard Terms & Conditions. It is important to understand that discounts cannot be applied retrospectively to bookings so please ensure you have noted and applied any current discounts at time of booking.

£100 Off a 4-Night Stay: This offer applies to 4-night stays that commence on a Monday and do not fall within Warwickshire’s state school summer break. The discount is automatically applied during the booking process; no code is required.

OTHER BUSINESSES AT HOME FARM

Aside from day-to-day farming activities, we are proud to play host to a number of other fantastic organisations who run their businesses from Home Farm. Details of these individual businesses, which are subject to change, are kept up to date on our website. Please visit meadowfieldglamping.co.uk to find out more.

DISCREPANCIES

In case of a discrepancy between these Terms & Conditions and any other Meadow Field Glamping literature, these Terms & Conditions shall prevail.

VALIDITY CLAUSE

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

Meadow Field Luxury Glamping • Home Farm, Harborough Magna, Rugby, CV23 0HG

Contact: Jules (07813 766710) / David (07966 163639) • meadowfieldglamping@gmail.com