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BOOKING TERMS
1. Contract
1.1 These terms and conditions (the “Terms”) and our price list set out the entire agreement between you and Embers Camping (which is the trading name for Eco-campsites Limited) ("we" "us" or "our") for the supply of our services to you. Only these Terms shall apply to our contract with you.
1.2 Please check that the details in these Terms and your Booking are complete and accurate before you submit your Booking.
1.3 By submitting a Booking you agree to be legally bound by these Terms and any extra terms which may add to, or replace some of the terms. This may happen for legal or regulatory reasons. We will contact you to let you know if we intend to do this by giving you two weeks’ notice.
1.4 In addition to these Terms, you must comply with the Campsite Rules which are posted at our campsite and also available below under Rules.
2. Information we give you
2.1 By law, the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 say that we must give you certain key information before a legally binding contract between you and us is made. If you want to see this key information, please:
2.1.1 Contact us using the contact details within the contact us page at www.emberscamping.co.uk; or
2.2 The key information we give you by law forms part of this contract (as though it is set out in full here).
2.3 If we have to change any key information once a legally binding contract between you and us is made, we can only do this if you agree to it.
3.Making a Booking
3.1 Below, we set out how a legally binding contract between you and us is made.
3.2 You can either book online or via the telephone on 0345 257 2267 (‘Booking’). You will be able to correct any errors before submitting your Booking to us.
3.3 We will only accept your Booking when we email to confirm this (‘Confirmation Email’). At this point:
3.3.1 A legally binding contract will be in force between you and us; and
3.3.2 We will provide our services as agreed.
3.4 Placing a Booking means that you must pay us for our services (but only if we accept your Booking).
3.5 By making a Booking with us you are agreeing to become a member of the Embers Camping Club for the remainder of the calendar year. You agree that £1 of the Booking fee will go towards the cost of your membership fee for that period and you agree to abide by the Rules of Embers Camping which you can find below.
3.6 Other benefits of membership of Embers Camping Club are exclusive offers and special events during the year are sent to you via email so that you can be the first to know about them. You may opt out of these communications at any time by following the “unsubscribe” link in the correspondence.
3.7 Bookings are not transferable to another party.
3.8 When making a Booking you agree that you or at least one member of your party is twenty-one (21) years or over, you have the authority of all persons in your party to book on their behalf, you accept these Terms and you agree to be responsible for any loss or damage caused by any member of your party.
3.9 Advance Bookings may at times be subject to minimum stay periods. These vary by season and please refer to our price list for further details.
3.10 Bookings for a Friday or Saturday are subject to a 2 night minimum stay
3.11 All sites are to be used for recreational camping only.
4. Campsite Rules
4.1 You, together with all members of your camping party, are required to comply with the following rules:
4.2 We reserve the right of admission. We only accept responsible campers that are considerate to fellow campers and respectful of the environment.
4.3 We are a tent only site and all tents must be non-permanent. Caravans, motorhomes or horse boxes are not allowed. Sleeping in cars or vans is not permitted.
4.4 We are a family campsite and so that everyone can enjoy their stay please respect your neighbours at all times. Acoustic musical instruments (with the exception of bongos or drums) are permitted for your own enjoyment. There is a general curfew at 11.30pm when all noise should be kept to a minimum.Drunk & Disorderly or aggressive behaviour towards anyone will not be tolerated, and will result in removal from the campsite.
4.5 All pitches and bell tents are pre allocated before your arrival. We accept respectful groups, but bookings are taken at the companies’ discretion. We cannot accommodate stag or hen party groups, multi-pitch single sex groups, multi-pitch adult only groups or unsupervised under 21’s.
4.6 Dogs are not permitted on site due to local restrictions.
4.7 Check in is from 2pm to 8pm. Checkout is by 11am. If you are going to be later than 8pm, please let us know in advance and we will see if we can accommodate you. Arrivals after 9pm may not be allowed for the safety of other campers. Please note we CANNOT accept early arrivals under any circumstance.
4.8 In wet weather, we may restrict access to the camping fields for cars. This is for the safety of all campers, as the grass can become muddy and slippery when wet and therefore cause a danger to staff and campers. This also allows us to preserve the land and stop pitches and communal areas becoming muddy and unpleasant to camp in. In these circumstances, staff will meet you on arrival and direct you to your pitch. There will be wheelbarrows to move camping equipment to pitches and staff to assist as required.
4.9 Cars may be driven up to pitches for the unloading of equipment and then MUST be parked in our car park unless we have asked you to park somewhere else in adverse weather conditions. Please park with consideration of others. On the day of departure cars may be driven up to pitches to load equipment. At Polesden Lacey all cars must be off site by 10am on the day of departure. Cars must be moved into the car park before dark, no cars should be move around the camping fields in the dark for the safety of all campers. Please park your car before consuming alcohol. The speed limit is strictly 5 mph on ALL campsites.
4.10 BBQS must be off ground at all times. Campfires and BBQs can also be used in the fire pit allocated to your pitch. You are liable at all times for any wood fires, BBQs and other activities undertaken at the campsite. Wood can be purchased on site. You are not permitted to collect wood from the site or adjacent woodlands. Disposable BBQs are permitted but must be placed within your allocated firepit for use, and never placed directly on the ground. Please do not deposit BBQ or campfire ash in the general waste bins. In extreme hot weather, high winds or during very dry periods we may prohibit the use of campfires and BBQs
4.11 Always keep the campsite tidy and, on departure, clear your pitch/bell tent of all rubbish using the provided facilities. Please take home any broken tents and equipment.
4.12 You are required to follow any safety advice provided to you.
5. Prices
5.1 The prices are based on a daily rate unless otherwise stated. Prices include VAT at the current prevailing rate.
5.2 Whilst we will make every effort to ensure that our prices remain unchanged, they may be amended at any time. Such prices will not affect existing Bookings where a Confirmation Email has been sent.
5.3 Prices do not include any additional services, features and facilities unless expressly stated.
5.4 Promotions, deals or discounted offers are subject to availability and cannot be used in conjunction with any other offer or discount and may be withdrawn at any time provided a Confirmation Email has not been sent. Retrospective refunds are not permitted against any offer or promotion advertised after such time a Booking is made.
6. Payment
6.1 Payment for Bookings can be made by Credit, Debit Card and American Express.
6.2 Unfortunately, we cannot accept payment by cheque.
6.3 Your Credit Card or Debit Card will only be charged when you submit your booking online or provide card details when booking via telephone.
6.4 All payments by Credit or Debit Card need to be authorised by the relevant card issuer.
£1 from your Booking fee will go towards the cost of compulsory membership to Embers Camping Club which then permits you access to the campsite.
7. Cancellation and changes to your Booking
7.1 If you wish to amend your Booking, we request that you notify Embers Camping as soon as possible. Subject to availability and the conditions in 7.2 to 7.3 below, amendments or cancellations to your Booking can be made for an administration fee of 10% of the Booking value or £20, whichever is the higher. The administration fee will be waived if we are forced to cancel your Booking.
7.2 29 days or less before arrival date – We are sorry but in this period we are no longer able to offer the ability to amend or cancel your Booking and no refund or voucher can be offered.
7.3 If due to unavoidable reasons we are forced to cancel your Booking (including in the event of regional or national restrictions, which could include a pandemic such as the Coronavirus) we will endeavour to offer you the option of an alternative pitch/site of a comparable standard subject to availability within the same booking season, or the following season subject to paying the difference in camping fees. Should an alternative pitch/site not be available, you will receive a Gift Voucher for the value of your Booking which is valid for 12 months. No other compensation is available.
7.4 All outstanding balances with respect to your Booking and any additional fees must be paid prior to your arrival.
7.5 For the avoidance of doubt any Booking with us is independent of any other events and/or festivals which may be running at the same time. We are not responsible for any events and/or festivals and any cancellation or suspension of an event and/or festival will not affect any Booking made with us.
8. Gift Vouchers & Offers
8.1 Gift vouchers may be redeemed on a Booking made at www.emberscamping.co.uk & are valid at the site they are issued at
8.2 Gift vouchers have no cash redemption value and cannot be exchanged for further gift vouchers
8.3 Gift vouchers must be redeemed in full on a single Booking. No balance is payable or transferable.
8.4 These Terms apply to stays booked and paid for via a redeemed Gift Voucher.
8.5 The gift voucher must be redeemed by placing a reservation within 1 year of the issue date.
9. Liability
Please read this section as it is important that you understand what you are agreeing to:
9.1 Nothing in these Terms limits or attempts to limit our liability for death or personal injury caused by our negligence or for fraud or fraudulent misrepresentation, or for any other matter for which it would be illegal or unlawful for us to exclude or attempt to exclude our liability.
9.2 If we fail to comply with these Terms we are responsible for loss or damage you suffer that is a direct and foreseeable result of our failure or our gross negligence.
9.3 We shall not be responsible for any losses that you suffer that are:
9.3.1 not foreseeable when the contract was formed;
9.3.2 not caused by any breach by us;
9.3.3 business losses; or
9.3.4 losses to non-consumers.
9.4 Where we are responsible for your loss, our maximum liability shall be no more than the full amount paid by you in respect of the corresponding Booking.
9.5 As our site is located in a rural environment, we do not accept responsibility for any damage, injury or inconvenience caused by the weather, plants, trees, insects, farm animals or wildlife.
9.6 We do not accept responsibility for anything that adversely affects your holiday that is outside of our control. This includes instances where customers do not abide to the campsite rules, gross negligence, driving speed limit of 5mph at Embers Camping, become distracted or negligent whilst driving their vehicle which results in death or personal injury to themselves or other customers.
10. No third party rights
No one other than you or us has any right to enforce these Terms.
11. General Terms
11.1 You are not allowed to transfer your rights under these Terms to anyone without our prior written consent. We may transfer our rights under these Terms to another business without your consent, but we will notify you of the transfer and make sure that your rights are not adversely affected as a result.
11.2 If any provision of these Terms (or part of any provision) is or becomes illegal, invalid or unenforceable, the legality, validity and enforceability of any other provision of these Terms will not be affected.
11.3 We reserve the right, at any time and at our discretion and without notice to you (unless required by law) to change or replace these Booking Terms and Conditions.
11.4 If you breach these Terms and we take no action, we will still be entitled to use our rights and remedies in any other situation where you breach these Terms.
11.5 These Terms shall be construed in accordance with the laws of England and Wales and all disputes, claims or proceedings between the parties relating to the validity, construction or performance of these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.