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Booking Terms

Upper Woodlands is a trading name of Woodlands Retreats Limited.

Following on from your booking with us, please see below our terms and conditions.  Please take the time to read through, sign at the bottom and submit the document.  If you have any questions about any of our booking terms of your booking in general, please do not hesitate to contact us. 

Accommodation

  1. The party leader must be over 23 years of age at the time of booking.
  2. 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.
  3. Payment of a deposit of 25% of the total charge for rent is required at the time of booking. A further 25% payment is due 4 months before arrival at the property. The balance payment (remaining 50%) is to be paid no later than 2 months before arrival at the property.
  4. Payment of the refundable security deposit is to be paid no later than 1 month before arrival at the property.  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:

  • Retreat Groups – these will be permitted in most cases but notification and permissions must be sought first.
  • 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.

Payment Terms

  • A deposit amount of 25% of the booking total is required to secure the booking.
  • A further 25% is due 4 months before the commencement of your stay.
  • The remaining 50% is due 2 months before the commencement of your stay.
  • The Refundable Security Deposit (if applicable) is due 1 month before the commencement of your stay.

If your booking falls within 4 months of your arrival date;

  • A deposit amount of 25% of the booking total is required to secure the booking.
  • A further 25% is due 2 weeks after the initial booking is made.
  • The remaining 50% is due 2 months before the commencement of your stay.
  • The Refundable Security Deposit (if applicable) is due 1 month before the commencement of your stay.

Noise Restrictions

There are properties within our portfolio that have neighbours or other guests within a certain proximity – if this is the situation then some noise restrictions may 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 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. 

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, your deposit amount and any monies paid to that point will be held by Woodlands Retreats. If the property is re-let for the cancelled dates then a refund of any monies paid will be made, excluding the 25% deposit. If the property is not re-let then Woodlands Retreats will retain any monies paid to that point indefinitely but no further monies will be due.

 

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).

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. 

Please ensure that you have appropriate travel insurance to cover the above liabilities. 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.

The Milking Parlour

Booking terms for the Milking Parlour mirror those of our other properties on the Upper Woodlands site (Woodlands Farmhouse, The Cider Barn, Swallows Orchard).

Use of the Milking Parlour is by prior arrangement only and all bookings must be confirmed with Woodlands Retreats in advance. As the Milking Parlour is a multi-use building all activities taking place on those premises must be agreed ahead of time. Woodlands Retreats reserve the right to terminate a booking if we feel that the event space is being misused or activities are taking place that have not been agreed in advance.

The Milking Parlour and specifically the Parlour Room is not to be used as a ‘party space’. Any music being played should be kept at an acceptable volume to not impact anyone outside the property.

Evening usage of the Milking Parlour is allowed, with a curfew time of 10pm. Any activities/dining/gathering should cease at this time. When departing the building at night noise levels must be kept low.

Cancellations at the Milking Parlour.

If you have to cancel your booking, your deposit amount and any monies paid to that point will be held by Woodlands Retreats. If the property is re-let for the cancelled dates then a refund of any monies paid will be made, excluding the 25% deposit. If the property is not re-let then Woodlands Retreats will retain any monies paid to that point indefinitely and no further monies will be due.

Exclusive Use.

The Milking Parlour can be booked for exclusive hire allowing the booker sole use of The Parlour Room, Parlour Kitchen, The Hay Loft, and The Tack Room. No other party will have use of the Milking Parlour at this time but other guests may be on the Upper Woodlands site during this time.

Single use activities and Daytime Booking slots.

If booking a single slot (1hr 45minutes) in the Parlour Room event space, all guest must ensure that the room is left as it is found, clean and tidy, with lights turned off. All doors to the room must be locked when exiting the building and keys returned to the appropriate lock box. Any activity specific equipment should be removed at the end of booked session.

If multiple parties are using the Milking Parlour all parties should be respectful and mindful of other groups and ensure their actions do not impact negatively on other parties.

Outside Areas

If the outside areas of the Milking Parlour are in use (9am-5.30pm) please ensure that noise levels are kept to a minimum and not affecting neighbouring properties.

If using the Milking Parlour during the evening, guests are prohibited from using the Parlour Garden if they have not booked Swallows Orchard. Guests are prohibited from using the rear outdoor space (Cider Barn side) if they have not booked the Cider Barn.

Smoking or Vaping is strictly forbidden inside the building and in the Parlour Garden. A designated area is located at the rear of the property.

Parlour Kitchen.

Use of the Parlour Kitchen is again by prior agreement and users of the facility are expected to leave the premises clean and tidy. Cutlery and crockery are to be cleaned and packed away, dishwashers left empty, and surfaces wiped clean.

Unless booked for exclusive use, no food or drink should be stored in the kitchen/fridge/freezer other than when in use with the Parlour Room.

The Hay Loft/Tack Room.

Either room can be booked for hourly sessions through the course of a day. Each room must be left clean and tidy at the end of each booked session. All lights must be turned off, windows shut etc. If other guests are using the Parlour Room please ensure that they are not disturbed as you exit the building.

Either room can be booked for overnight accommodation using the sofa beds that are located in each room. An overnight booking in either room runs from 6pm and departure the following day must be by 9am unless the following night has been booked.

Noise Restrictions at the Milking Parlour.

As the Parlour Room is not let as a ‘party’ space, guests are expected to keep noise levels to a minimum and be respectful of their neighbours when using the facility. No loud music is to be played and guests are to only use the Bluetooth speaker supplied.

Weddings at the Milking Parlour

We are unable to accommodate weddings at the Milking Parlour. If the venue is booked for this purpose without prior consent from Woodlands Retreats Management, your booking may be cancelled and no refund made.