Terms & Conditions

Terms & Conditions


T’s & C’s
– Updated August 2020
– Addition
September 18th 2020 (see below)

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 is Home Farm, Pailton Road, Harborough Magna, Rugby, Warwickshire CV23 0HG

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.

Please contact us at stay@meadowfieldglamping.co.uk for more information

Covid-19

The health and wellbeing of our guests and ourselves is of paramount importance.

We also want to ensure that your time here at Meadow Field Luxury Glamping is not compromised or limited in any way due to the current coronavirus pandemic that has already had such a huge impact on us all since March this year (2020).

As explained in more detail below, we have tried to be as accommodating and reasonable as possible during these uncertain times.

However, by choosing to book a holiday you do so at your own risk and you understand that if you have to cancel within two weeks of your arrival date or cut your stay with us short due to illness then this will result in you forfeiting the right to any refund.

We highly recommend that you have appropriate holiday insurance cover

The current scientific information suggests the following:

COVID-19 can live on some common household surfaces for up to three days.

(source www.pascuk.co.uk)

With this in mind, we have made the independent decision to “rest” each tent for a minimum period of 72 hours between bookings.

This, along with a thorough clean throughout, including all kitchen cutlery and crockery cleaned in a dishwasher and bedding professionally laundered, we hope goes someway to help mitigate the risk of spreading the coronavirus.

We do feel though, that this is a joint responsibility and so we ask that you help to reduce the risk of spreading the virus also so that these wonderful facilities can continue to be enjoyed by others after your stay with us.

-We ask that you use the hand sanitiser and anti-bacterial hand washes that we have provided in each tent.

-You may be asked to fill in a health questionnaire before and after your stay with us.

-We may ask you to kindly strip the bedding you have used and place in a container that we will provide along with all other linens and towels used, such as tea towels and bath towels etc.

-It is very important that if you begin to feel unwell during your stay with us that you call us immediately (07813766710 or 01788 832833) to notify us and follow the official government guidance that can be found on the following link;


https://www.gov.uk/guidance/covid-19-advice-for-accommodation-providers

The main symptoms of coronavirus (COVID-19) are:

-a high temperature – this means you feel hot to touch on your chest or back (you do not need to measure your temperature)

-a new, continuous cough – this means coughing a lot for more than an hour, or three or more coughing episodes in 24 hours (if you usually have a cough, it may be worse than usual)

-a loss or change to your sense of smell or taste – this means you’ve noticed you cannot smell or taste anything, or things smell or taste different to normal.

In the event of a positive Covid-19 test result and you are unable to travel home to self-isolate and recuperate in comfort for the current required 14 day self-isolation period then you will be liable to 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.

Addition September 18th 2020

New regulations for hospitality businesses and venues to enforce the rule of 6, NHS QR code posters and contact logs

The Government has announced that from 18 September, hospitality venues in England are legally required to enforce the rule of 6 or face a fine of up to £4,000. Also from this date these venues will be legally required to log details of customers, visitors and staff for NHS Test and Trace and from Thursday 24 September they will be required to display official NHS QR code posters under law ahead of the NHS COVID-19 app being rolled out nationally on 24 September. 

Businesses will be expected to make sure their customers are aware of the rules around QR codes by displaying posters and speaking to customers directly.

It will be an offence for a business to fail to adhere to the rule of 6 (respecting all exceptions to this) when taking a booking, allowing entry to a group of more than 6 people. Once groups are within the premises, businesses also risk offending if they fail to advise groups not to merge in ways that breach the rules.

If individuals choose to check-in using the NHS COVID-19 app QR code poster they do not need to log in via any other route.

Information should be collected by the venue for those people that have not checked-in using the QR poster.

As guests and visitors to Meadow Field Luxury Glamping you have a legal obligation to understand, respect and adhere to these government rules or else potentially face a fine of up to £4000.

Some useful links for reference:

Government Guidelines Meeting With Others Safely Social Distancing

NHS Test & Trace How it Works

Government Guidance for Hospitality Owners Rule of 6, NHS QR Codes and Contact Logs

Bookings & Payments policy for all 2020 reservations

-In light of the unstable climate we are currently living in we will happily take a provisional booking of £1 to secure your dates with full payment required 2 weeks before your arrival date.

-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 Luxury Glamping reserves the right to re-let the safari tent and retain the deposit.

-Meadow Field Luxury Glamping only accepts bookings from persons over 25 years of age.

-Meadow Field Luxury Glamping 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 Luxury Glamping 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.

Bookings and Payment policy for all reservations made for 2021 and onwards

-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.

Cancellations policy for all 2020 reservations

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.

However:

-If you cancel within two 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 need to cancel more than two weeks before your intended stay we ask that you will consider the option to reschedule your stay for another date (anytime up to the end of the 2021 season – which ends on Monday 1st November 2021)

We highly recommend that you have appropriate holiday insurance cover

-If your stay with us has to be cancelled within the two weeks running up to your arrival date due to an enforced government closure then we can either re-arrange your booking to another time  (anytime up to the end of the 2021 season – which ends on Monday 1st November 2021) or a full refund will be given.

-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.

Cancellations policy for all reservations made for 2021 and onwards

-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.

-We highly recommend that you have appropriate holiday insurance cover.

-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.

 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), 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.

Arrival and Departure

-We ask that you arrive on your specified arrival date between 4pm and 6pm. If circumstances dictate that this may not be possible, please let us know asap so that we can make the necessary arrangements to ensure someone is here to greet you and introduce you to your accommodation.

-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.

-Guests are requested to vacate their accommodation by 10am on the date of their departure.

-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 charge will be incurred.

-We respectfully ask that you ensure all waste is bagged up and placed in the wheelie bins located 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 anyway.

 Damage Deposit 

– At point of booking we will request a £150 damage waiver. 

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 – 10 days to appear on your statement.

-Please leave the accommodation tidy and let us know if anything gets broken, so we can replace it for our next guests.

-We will only charge for replacements in exceptional circumstances, as we expect a degree of wear and tear.

-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 accident 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 

-We will be strictly following the governments guidelines with respect to social distancing, but 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/Single sex parties 

-We intend to strictly follow government guidelines so please ensure you are up to date with the current restrictions so that you won’t be disappointed if we are unable to accommodate your holiday, in particular who you choose to share the accommodation with.

-It is the right of Meadow Field Luxury Glamping to refuse group bookings if we feel this is of detriment to other guests staying on the farm.

-We do not accept single sex parties (i.e. stag or hen parties).

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 safari lodge. 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 and we ask that this includes the decked area to the front of the tent.

-The 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 and 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 Information pack for the stove 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 or camp fire, just in case! No other fires should be lit on the site.

-Children have the full run of the 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 to it. 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 are always happy to talk to you and share what we do on the farm and are willing to do this at a time that is mutually agreeable.

-We will let you know what farming activity you can expect to observe during your stay so that you don’t miss an opportunity if you so wish.

-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 it!

-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 Glamping are not held responsible for such accidents (to the greatest extent permitted by law).

-If there is any doubt at all or you need assistance with anything please do not hesitate to contact us, in fact we actively encourage this in order to avoid accidents, injuries or damage to equipment and property.

Jules – 07813766710

David – 07966163639

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 holiday 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. A designated bin can be found in the car park area for disposal.

-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.

-We hope to provide everything to help you ensure that your dogs holiday with us is as enjoyable for them as it is for you.

Naked Flames, log burners and fire pits 

-We provide sufficient split logs and sticks for normal usage of the wood burning stove which has been seasoned for at least a year – so please don’t burn it on the campfire.

-Please feel free to collect fallen twigs from “Pond Wood” for your fire pit and use our kindling to toast marshmallows.

-If you would like to use our seasoned logs, then wood is £5 a wheelbarrow load.

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

-Please do not leave the fire pit or BBQ unattended. The fire pit/BBQ should remain in the dedicated specifically designed area.

-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 and BBQ. We are located on a working farm with farm buildings, hay stores and livestock close by.

-Candles are not permitted in the lodges at any time.

-Please do not leave any fire unattended.

-No other campfires are permitted.

-At certain times of the year, especially if the weather has been particularly dry, we may request that no fires are lit at all on site to avoid the risk of starting a wildfire.

-We do not permit fires of any kind in “Pond Wood” or its surrounding area.

Noise 

-We want all our guests to enjoy a relaxing stay with us and due to our location and proximity to the working farm and other farms around us we do not promote our site as a “peaceful and tranquil” one. We feel this would give a false impression. The luxurious glamping facilities here at Meadow Field allow you the opportunity to spend quality time with your family and friends. To give you a rare insight into the daily operations of a working farm and access to glorious countryside from your own front porch where you can observe the flora and fauna that surrounds us.

-Please note that although Meadow Field is located on an arable farm, there are livestock farms in the area that may on occasion generate natural farm yard smells, all part of the experience of being in the countryside.

-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 are making around the campfires at night. Likewise if parents/guardians of young children can try to let the adults sleep in in the morning, without unleashing the children to the great outdoors until after 8am it would be appreciated.

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

Group

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