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Terms and conditions

Please read all the conditions and site rules listed below prior to booking with us, these and our privacy policy comprise our contract with you. If you have any queries at all, please do not hesitate to contact us by telephone on 07775272891 or e-mail us on [email protected]

Terms & Conditions are in place to protect the health and safety of all parties and to ensure the facilities, amenities and environment of the site are preserved for the enjoyment of guests. We reserve the right to amend or add conditions as required.

Wern Meadow Glamping escape is a glamping site only. We do not allow extended stays outside the terms of our licence.

Booking Request:

The booking process used on this site is a ‘request’ for accommodation only.  Completion of the booking request process does not guarantee availability of the accommodation or price quoted.  Bookings require a deposit to be paid. If we are unable to honour your booking for any reason, we will refund you in full within 24 hours.

On submission of your booking request by phone, email or the website, then Wern Meadow Glamping Escape will advise you of the price and availability. If you accept the proposal then we will request payment of a deposit, upon which, your booking will be formally agreed.  Any provisional booking made will be held for a maximum of 24 hours only.  At each stage of the booking process, we will send you confirmation of your booking and any payments made by email.

Please note that there is no guarantee that bell tent availability can be extended beyond the dates booked.

It is your responsibility to check that the details on your booking confirmation are correct and notify us immediately of any discrepancies. We cannot accept responsibility for any errors prior to arrival.

Wern Meadow Glamping Escape is a holiday glamping site and caters for families, couples and small groups. Accordingly, we check not only the availability of requested accommodation but also party make-up before confirmation of any booking is made. We will accept bookings from clubs, school groups or similar but please check with us directly before booking. If upon arrival, should parties differ from that booked, then Wern Meadow Glamping Escape reserves the right to refuse access, and no refund will be forthcoming.

Only one discount or special offer can be applied per booking. Once booked any offers that may become available subsequently, such as last-minute offers, cannot be applied to an existing booking.  Bookings comprise a contract between you and us and are non-transferable to other parties.

Data Protection: The information supplied in the booking process will be stored on our computer for the purposes of future distribution to you of our advertising material if you have requested this, and under no circumstances will be passed on to a third party.

Prices, Payments and Refunds:

Prices are inclusive of VAT.  All bookings made in advance of arrival date must be paid using a debit/credit card.

On-site, we accept cash or debit/credit card. We do not accept payment by cheque.  Once booked, the price will not change unless you make changes to your booking.  A non-refundable 30% deposit is payable upon booking.

Stays must be booked in advance and paid in full at least 30 days prior to the date of arrival. You will receive an advance reminder that any outstanding balance is due.  Cancellations received more than 30 days before the start date are entitled to a 70% refund on any balance paid in full.  Cancellations received within 30 days of the start date, are not entitled to a refund.  Change requests may be made up to 14 days in advance of arrival, strictly subject to availability. We will only accommodate one date change, and the new date must be within the same financial year (April to March).  Cancellations made within 7 days of arrival are not eligible to be moved/re-booked later.  If your balance is not settled within 14 days of your arrival date, we reserve the right to cancel your booking and re-let your accommodation.  If upon arrival the outstanding balance has not been paid or there are additional guests and customers lack the means to pay in full, then we reserve the right to refuse access to the site and no refund will be forthcoming.  Refunds are not forthcoming if for any reason you should decide to leave early.

We strongly advise guests to take out appropriate holiday insurance in the event of unforeseen circumstances.

Cancellations Under Exceptional Circumstances:

We reserve the right to cancel your booking because you are in breach of these Terms and Conditions. Should this occur, you will be refused access or asked to leave the site, and no refund will be forthcoming.

We reserve the right to cancel your booking due to circumstances beyond our control, such as extreme weather, unforeseen damage to your pitch or accommodation. Should this occur, you would be offered the choice of postponing your booking, or a full refund. We will not be liable to make any other payment to you.

We may cancel your booking because the law prevents us from performing our obligations. Should this occur, you would be offered the choice of postponing your booking, or a full refund.

Arrivals & Departures:

Check-in is from 5pm and closes at 7pm.

Please do not plan to arrive later than this as you may be refused entry. We do not allow self-check-in.  We reserve the right to delay check-in times due to unforeseeable circumstances and will endeavour to give as much advance notice as possible depending on the circumstances.  Your location on-site and directions to it, will be confirmed on arrival. If in any doubt, please check with us. Any guest occupying the wrong location may be asked to move.  Unless you notify us of late arrival your accommodation will only be held until noon the day after the booked arrival date, at which time it may be re-let without notice.  If you arrive early for your accommodation, you will be requested to leave the site until the appropriate check-in time as we do not have parking space for guests to wait.

Check-out is by 10am.

Late check-outs may incur a fee of £20 per hour to cover the additional costs of cleaning.

During Your Stay:

Persons using Wern Meadow Glamping Escape and its facilities do so entirely at their own risk and Wern Meadow Glamping Escape will not accept liability for the loss or damage to persons and/or property, or accommodation or amenities becoming unavailable due to circumstances beyond our control.  If we believe that you have left early (i.e. vacated the site with no intention to return before your departure date or informed reception of your intention not to return) we reserve the right to re-let your accommodation. You will not be entitled to a refund.

We are available to contact from 9am to 7pm. Our shower, toilet and wash-up facilities are available 24 hours per day. Wi-fi is not available due to our rural location.

Behaviour:

The lead name on the booking will be responsible for all payments and the behaviour of all party members and visitors.  We do not accept new arrivals between the hours of 9pm and 9am.  There is a strictly enforced ‘no noise’ policy after 10pm and guests are expected to be considerate to all other residents on the site.  We expect our guests to behave in a courteous and considerate manner towards us and anyone working on-site and other guests.  In the instance of behaviour detrimental to other guests, visitors, staff or property, those deemed responsible by the management will be asked to leave the site. No refunds will be made. Detrimental behaviour includes, but not limited to, breach of these terms and conditions and site rules, vandalism, inappropriate use of the site, anti-social or disruptive behaviour, any discrimination against, or harassment for reason of sex, race, colour, religion, religious or philosophical belief, nationality, age, ethnic origin, relationship status, disability, sexual orientation or gender re-assignment.

We reserve the right to refuse entry to any person if they appear to be physically or mentally impaired by the consumption of alcohol or use of recreational drugs, (including appearing hung-over or smelling of drugs or alcohol), and are considered a risk to, or have a potential detrimental impact on, themselves, visitors, guests, staff, or property.  We do not allow the use of generators, other than solar panels.  Music must be muted at all times and is banned from 10pm onwards. Unnecessary noise outside of these hours to our other guests will not be tolerated. Disruptive guests will be asked to leave.  You are welcome to have day visitors during your stay, but in the interests of security and safety, they must register with reception upon arrival and depart the site by 9pm.

You must ensure that they abide by these terms and rules whilst on-site.

You must not use the site in connection with any criminal activity or commit any other criminal offence at the site or in the vicinity, including the keeping and usage of banned substances.  We reserve the right to refuse bookings from parties, or to request parties to leave Wern Meadow Glamping Escape, that may have a ‘negative’ effect to others, without notice or refund.

Dogs are not permitted on the site due to the location and proximity to farm animals in surrounding fields. Any owners bringing dogs onto the site will be asked to leave.

Please inform us of any problems that occur during your stay at the earliest opportunity as we regret that we cannot rectify complaints once you have left the site.

Vehicle Usage:

All site roads and areas are subject to Road Traffic Law, and the site guest speed limit of 5mph should be always adhered to. Vehicles should be used on-site for access to the accommodation only. No driving is permitted around the site between 11pm and 7am.

Bikes, scooters, or any other vehicle, must not be ridden/driven on-site after dusk without lights.

In circumstances where a customer’s own vehicle or equipment is involved in an accident or incident Wern Meadow Glamping Escape reserve the right to close or restrict access to areas affected, and salvage or remove vehicles or equipment at its discretion. In circumstances where the accident or incident was caused by the customer, or anyone in the booked party, or by their vehicle or equipment, the owner will indemnify Wern Meadow Glamping Escape against all damage, claims, costs, demands, acts or omissions whatsoever arising and make reparation to Wern Meadow Glamping Escape any resultant costs, damages or losses (consequential or otherwise) relating thereto.

Health and Safety:

Use of the barbecues/fire-pits and wood burning stoves provided is allowed at Wern Meadow Glamping Escape, but customers must comply strictly with the guidance provided upon check-in, and displayed around the site, governing their safe usage, and responsibility towards the site.

Children must be always supervised, and are not allowed to climb onto the hedgerows, trees, buildings, fences or gates on-site. There are several hazards on-site, including an incline and a small natural stream. At times during the summer cattle are grazing in surrounding fields, including bulls and cows with young calves, and no entry signs are displayed on gates for customer safety. Customer and farm traffic will be moving on and around the site at times.

No feeding of the animals is allowed unless otherwise stated. Petting of the Pygmy Goats and Shetland Ponies is permitted through the fence only unless supervised at feeding times. All visitors must wash their hands after handling the animals using the hand washing facilities provided.

We strongly advise pregnant women stay away from newborn animals due to the risk of toxoplasmosis and chlamydia psittaci from direct contact with birthing fluids.

The use, possession or storage of firearms, air or gas operated rifles or pistols, items of an explosive nature (including fireworks) or any other offensive weapon is not permitted.

Anyone who is on the Violent and Sex Offender Register or subject to a Risk of Sexual Harm Order or a Child Abduction Warning Notice (or any register, order or notice succeeding these) is not allowed to stay or visit the site.

Use of remote-controlled flying objects including drones, and motorised scooters or similar (except those for disabled use) are not permitted anywhere on-site. Bicycles without lights are not allowed after dark.

Fire and other regulations in force on the site will be strictly enforced.

All buildings and accommodation are strictly NON-SMOKING. NB This applies to cigarettes, vaping and all other electronic and traditional smoking devices.

Any accidents or incidents must be reported to Wern Meadow Glamping Escape owners immediately.

Self-Catering and Glamping Accommodation:

All accommodation at Wern Meadow Glamping Escape should be left in a clean and tidy state upon departure, if deemed necessary a cleaning fee will be charged.  Liability rests with the named party leader.  All beds must be protected by the waterproof sheets provided. Any mattresses found soiled or wet will be replaced and guests will be charged for the cost of replacement.

No liability can be accepted for any loss, injury or damage, either to individuals or their property, arising from or by reason of the occupation of any accommodation, and the use of any facilities or equipment provided or made available for use by the person or persons occupying and using the accommodation, or by any other person or persons using the accommodation by their invitation or permission. The use of all facilities within the accommodation, site grounds and buildings are at the sole risk of the persons using them. 

We expect customers to be considerate towards their neighbours on site.

Waste Disposal, Recycling and the Environment:

We try to recycle as much as possible at Wern Meadow Glamping Escape, and we have a dedicated waste disposal/recycling area with clear instructions on recyclable materials. Please place any rubbish bags in the main site bins, and do not leave on the site itself. Do not place any items other than general household waste in the bins.

Please do not damage our trees or plants, dig holes, alter your accommodation, commit any act of vandalism or otherwise damage to our property, use of fireworks/Chinese lanterns or similar, harm or harass wildlife or our pet farm animals.

We want every visitor to have an enjoyable and memorable experience in the beautiful Mid Wales countryside at Wern Meadow Glamping Escape so please help us to make this possible.