Booking Terms
Upper Woodlands is a trading name of Woodlands Retreats Limited.
The party leader must be over 25 years of age at the time of booking.
The party leader is responsible for agreeing and adhering to our booking terms, all payments, breakages and cancellations. By booking with us you agree to our terms and conditions.
Payment of a deposit of 25% (35% if booking for Glastonbury Festival) of the total charge for rent is required at the time of booking. The balance payment is to be paid no later than 90 days before arrival at the property.
Payment of the refundable security deposit is to be paid no later than 30 days before arrival at the property/site and we do ask that this payment is made via bank transfer. Following departure we will check the property; if any damages are found then we will deduct the appropriate amount from the damage deposit and will return the balance of the security deposit. If the damages exceed the security deposit amount then we are entitled to debit this amount from the lead booker’s card details. If there are no damages then the full security deposit will be refunded within 7 days. For small items such as minor glass breakages (within reason) we accept as general and wear and tear and generally these will not be charged for.
The properties cannot be used for any reason other than ‘normal’ holiday use without prior permission, to include:
Parties
Wedding receptions
Formal gatherings
Third party organised events
In this case, Woodlands Retreats reserves the right to cancel or turn away bookings which are found to be breaching this agreement. In addition to this, we have the right to refuse and cancel bookings already taken whereby we believe that the use will not be a ‘normal’ booking. If Woodlands Retreats has reason to believe that a property booked could be subject to damage during a stay we reserve the right to cancel a booking.
Noise Restrictions
All three properties within the Upper Woodlands site have neighbours within a certain proximity so some noise restrictions apply especially externally. If guests are found to be breaching these restrictions then Woodlands Retreats reserves the right to charge guests from their security deposit as compensation for the neighbours. In extreme circumstance Woodlands Retreats also reserves the right to evict guests prematurely from their stay if they are found to continually breach the noise restrictions and in this case the full cost of the stay will be retained and some or all of the security deposit will be retained.
It is the responsibility of the party leader to check all the details of the property, any facilities applicable and the terms of use BEFORE they book. In the circumstance of booking terms and property details not being read and the party leader wishes to change of cancel their booking; the cancellation terms as set out below will apply.
House Inspections & Risk Assessments During Your Stay
Upon arrival at your property it is then your responsibility to thoroughly inspect the property for any uneven surfaces, trip hazards, sharp edges and generally anything which could cause harm to children or adults alike. You should then discuss any potential hazards as a group to ensure that everyone is aware and any appropriate action is taken. Many of our properties are by their nature old and have quirks and uneven floors and elements of the house which could be viewed as dangerous in the wrong circumstance. Woodlands Retreats and the owners of the properties cannot be held responsible for any injury sustained whilst staying at one of our managed properties and by booking with us you accept this and will conduct the thorough property assessment.
Upon arrival at the property, it is the responsibility of the guests to asses the property for any damages, faults, or general issues present before their stay and make them known to Woodlands Retreats. This will need to be done before 10pm on the first day of your booking. Any damages, faults, or issues not raised before this time will be attributed to the current stay and may be charged for following departure.
Cancellations
Please ensure that you have appropriate travel insurance to cover the above liability. Woodlands Retreats cannot be held liable FOR ANY REASON if you do not. Woodlands Retreats also reserves the right to cancel bookings at any time if guests are found to be rude, obstructive, abusive and/or break the terms of their bookings contract(s). Woodlands Retreats reserves the right to cancel bookings or offer an alternative comparable property in advance if unable to supply the property in a habitable condition (e.g., loss of power, heating etc).
Inclement Weather
Woodlands Retreats holds no responsibility for guests unable to attend any of the properties due to inclement weather or traffic conditions (i.e. snow, flooding, wind, road congestion etc.). If a guest is unable to reach a property due to poor weather conditions or travel issues, they will lose their full payment and an alternative break will not be offered. Please ensure you have full travel insurance to cover such an instance.
Cancellations and Holiday Reservation Liability
To avoid misunderstandings with our guests we would remind you that a reservation constitutes a legal contract. In the event of a cancellation, both parties should endeavour to re-let the accommodation to the best of their ability. Should neither party succeed, then the person making the original reservation continues to be legally liable for the booking. If you have to cancel your booking, you will lose your deposit and be obliged to pay the balance according to the normal timescales unless the property/accommodation/tent is re-let at the same original price. If the property is re-let at the same original price, or better, then a full refund of any deposit and balance monies paid will be due, less an administration fee of £50. If however the property is re-let at a lower price than the original booking cost due to the booking period being discounted (following agreeance with the original booker) or re-let for a shorter booking period resulting in a shortfall between the new and original booking price then the cancelling guest will be liable to pay the difference between the original amount and the new reduced cost. Woodlands Retreats reserves the right to reduce the price of that period without consultation with the original guest booking but will communicate this at the time and try and achieve a suitable result for all parties. In the event of the party leader refusing to pay any outstanding balance amount due, Woodlands Retreats reserves the right to take any outstanding balance payment from the card details already provided for the deposit payment. A cooling off period commencing once the deposit payment receipt has been sent from us to you to allow you to amend your booking of 48 hours (if your booking is within 6 weeks of your booking date) or 7 days (if over 6 weeks until your start date) will apply to ensure you have understood these booking terms and have read them thoroughly. Please ensure that you have appropriate travel insurance to cover the above liability. Woodlands Retreats cannot be held liable FOR ANY REASON if you do not. Woodlands Retreats also reserves the right to cancel bookings at any time if guests are found to be rude, obstructive, abusive and/or break the terms of their bookings contract(s).
Holiday extras & Activities
As part of your stay you are entitled to arrange certain activities for you and your group using trusted local service providers. Examples include in house private dining and cocktail making to name a few. You are welcome to arrange activities privately at the house (within reason) however; we just ask that you inform us in advance of your stay what you plan to do and provide a copy of the service provider’s public liability insurance and food hygiene certificate where applicable. Please note, with the activities suppliers that we can recommend there is no guarantee of availability and companies can get booked up months in advance. Any terms and conditions set by the company supplying the services will apply. It is your responsibility to ensure that the premises are suitable for any activities arranged and Woodlands Retreats cannot be held responsible if an activity is unable to go ahead due to inadequate facilities/space/resources.
Liability
We accept no responsibility or liability for any accidents or illness that may occur as a result of any holiday extra activity. The liability and any insurance coverage rests between you and the holiday extra service provider.
Milking Parlour
The Milking Parlour consists of multiple parts all able to be booked independently of each other.
Hay Loft and Tack Room Accommodation.
Each consultation room is bookable as overnight accommodation able to sleep 1 person in each. Booking these rooms must be done in advance and the balance payment is to be paid no later than 90 days before arrival. Any changes to a booking at the Hay Loft or Tack Room including cancellation can be made up to 30 days before the bookings commences. Any changes thereafter are at Woodlands Retreats discretion. Any cancellations within 30 days of the booking commencement date are non-refundable. When being used as overnight accommodation the Hay Loft and Tack Room are bookable from 6pm (check in) through to 9am the following day (check out).
If guests are using the accommodation for multiple consecutive nights, all belongings must be removed from the accommodation on a daily basis as the rooms can be hired from 9.30am by other guests. If guests hiring the Hay Loft or Tack room for overnight accommodation require either room to remain private for their stay between 9am and 6pm, the room can be hired for a fixed rate of £100 per room.
The Parlour Room/Parlour Kitchen/Paddock
The Parlour Room (main event space). Bookable in 1.75 hour slots through the course of each day. Bookings at the Parlour Room must be made in advance and the balance payment is to be paid no later than 30 days before arrival.
The Parlour Room is chargeable on a per person basis. The lead booker will be responsible for updating Woodlands Retreats on the number of guests using the facility and the corresponding charge. Booking these rooms must be done in advance and the balance payment is to be paid no later than 30 days before arrival. Any changes to a booking at the Parlour Room including cancellation can be made up to 30 days before the bookings commences. Any changes thereafter are at Woodlands Retreats discretion. Any cancellations within 30 days of the booking commencement date are non-refundable. Guests will be expected to leave the Parlour Room/Parlour Kitchen as they find it, clean and tidy. If booking the evening slot (6.30pm to 10pm) in the Parlour Room, please note that this space is not suitable for loud parties. Loud music is not to be played unless the group has booked all properties on the Upper Woodlands site. Even then neighbours must be considered. The Parlour Room can only be booked by groups staying on the Upper Woodlands site.
The Parlour Kitchen can only be booked by guests who have booked the Parlour Room but please note use of the Parlour Kitchen is not automatically included with a booking at the Parlour Room.
Outside noise restrictions are in place at the Milking Parlour. Evening bookings are not permitted to use the front gardens unless Swallows Orchard has been booked by the group using the facility at the time. Groups are not permitted to use the rear outside space if they have not booked the Cider Barn at the time of using the facility. Smoking restrictions are in place indoors and is forbidden. Smoking outside is only permitted at the rear of the building (Cider Barn side). Please ensure that if this side of the building is being used and the Cider Barn has not been booked by your group, that noise levels are kept low and to an acceptable level. During the daytime slots guests are permitted to use the outside space at the front of the Milking Parlour on the proviso that noise levels are kept to a minimum and the activity in question is a quiet activity such as Yoga or Pilates.
The Paddock is a large open outdoor space that can be booked by guests to take part in more active or loud outdoor activities including dance classes, field sports, or using inflatables. Multiple groups may use the Paddock at the same time as the area can be divided into four. Please ensure that you have booked a usage slot at the paddock ahead of use.
Walking routes are available for the surrounding fields at Upper Woodlands. Routes will be marked so please ensure that guests do not wander through to areas that are not our land. Open gates can be used but closed gates should not be used.