Terms and Conditions for the Hire of Kenton Hall Estate Glamping site. Elm Occasions is a limited company that runs Kenton Hall Estate Wedding Venue and Glamping site. Elm Occasions Ltd makes available to hire its facilities as detailed below. The Glamping site is situated at Kenton Hall, Kenton, Stowmarket, Suffolk IP14 6JU.

Kenton Hall Estate reserves the right to change the website, including prices, terms and conditions without notice. We also reserve the right to refuse entry to the sites, cancel bookings, or instruct people to leave the site for any reason (for example due to inappropriate behaviour, dangerous weather or site conditions). Use of the Kenton Hall Estate website constitutes acceptance of our terms and conditions and privacy policy.

1. Booking
   1.1 Kenton Hall Estate can only take bookings from people over 18 years of age. Bookings can be taken by phone, email, via our website or via our booking partner Canopy & Stars.

   1.2 We reserve the right, without giving reasons, to refuse a booking.

   1.3 The minimum booking is for 2 nights, or 3 nights for weekends and over bank holidays.

   1.4 Confirmation of the booking will be sent by email after we receive your deposit.

2. Payment for Individual Glamping stays bookings only [See below for payment terms for groups and hen parties]

   2.1 On booking, we take a 75% non-refundable deposit via BACS. The balance is payable 10 weeks before your visit; a balance reminder will be sent and should be paid within 7 days. If you book within 10 weeks of visiting full payment will be taken on booking.

   2.2 Bookings will not be confirmed until all money has cleared through our bank.

   2.3 The prices on the website are not binding and we reserve the right to modify these prices at any time. The price stated on the booking confirmation email is binding.

   2.4 A booking security deposit of £50 per accommodation unit. For group bookings, for exclusive use we will take a security deposit of £250. This will be taken by card one week prior to your arrival. We aim to refund this within 5 working days assuming that no deductions have to be made for extra cleaning or breakages.

   2.4.1. Small accidental damages or breakages will not normally be charged but please report all damages to us before you leave.

   2.4.2 Should any facilities or equipment be damaged wilfully, or through inappropriate use you will be held responsible for the cost of repair or replacement of that item.The security deposit is payable with the balance payment.

3. Cancellation Policy for Individual Bookings

   3.1 This cancellation policy is for individual bookings, not for hen weekends and group stays, please see section 5 for our cancellation policy for group or hen party bookings.

   3.2 Guests cancellation

   3.2.1 In the event of a cancellation more than 10 weeks before the commencement of the stay no payment is but your deposit is non-refundable.
   3.2.2. In the event of cancellation less than 10 weeks before the start of the stay, the full booking amount will be payable.
   3.2.3. If your stay is terminated early, the entire booking amount is payable.

   3.2.4. It is a condition of your booking that you obtain appropriate travel insurance for all members of your group. This should ideally cover illness, cancellation and injuries during your stay. 

   3.2.5. We advise all guests to take out their own travel insurance.

   3.3 Cancellation by us

   3.3.1. We do not expect to have to make changes to your booking, however sometimes problems happen, and bookings have to be changed or cancelled. We retain the right to change or cancel bookings. We may need to change or cancel your booking:

   3.3.2. if necessary to perform or complete essential remedial or refurbishment works; or

   3.3.3. for other reasons unforeseen at the time you made your booking which are beyond our reasonable control. This may include occasions where the accommodation becomes inaccessible due to a Meteorological Office Severe Weather Warning or other unforeseen event; or

   3.3.4. in the unlikely event that a mistake is made.

   3.3.5. If we do need to change or cancel your booking for the reason set out in Section i.a, we will do our best to offer you a suitable alternative booking. If we are not able to offer you a suitable alternative, or if you do not accept the alternative we offer, the booking will be deemed cancelled and we will refund you the total amount you have paid us for the booking.

   3.3.6. If we do need to change or cancel your booking in line with i.b, because it becomes impossible to deliver the booking due to unforeseen events beyond our reasonable control, we’ll do our best to offer you a suitable alternative booking for either the same dates or alternative dates. If you don’t accept the alternative we offer, the booking will be deemed cancelled and no refund of any amounts paid will be offered.

   3.3.7. If we need to change or cancel the booking for any other reason, including that a mistake was made, you may choose to: (i) accept alternative accommodation if it is available and you will have to pay any difference in price if the cost of the new accommodation is higher or be reimbursed the difference if the cost of the new accommodation is lower; (ii) request a voucher with a redemption value equal to the amount previously paid by you for the booking – the voucher terms and conditions will be available before you make your choice under this clause; or (iii) obtain a refund of the amount already paid by you for the booking. We will contact you to inform you of these options.

   3.3.8. We strongly advise that you obtain appropriate travel insurance for all members of your group. This should ideally cover loss of baggage and personal accident.

   3.4 Making Alterations
   3.4.1. If you decide to make a major change to your booking we may charge a fee.  We are not obliged to make any changes to the holiday after the booking has been confirmed, unless you wish to add packages to your holiday, subject to availability, add a booking, or move your holiday to a more expensive period. 

4. Hen Weekend Stays

   4.1 Please ensure that the Group Contact listed on the Booking Form has read and agreed to the declaration at the bottom of the form. It is the responsibility of this named individual to ensure that each person attending has read and agrees to the terms and conditions set out in this policy.

   4.2 We recommend that you consider taking out insurance to cover both the activities of the weekend and any last minute cancellations that you may need to make.

   4.3 On hen party booking, we take a 60% non-refundable deposit via BACS. The 40% balance is payable 3 month before your visit; a balance reminder will be sent and should be paid within 7 days. If you book within 3 months of visiting full payment will be taken on booking.

   4.4 A security deposit of £15 per person is required. This will be taken by card one week prior to your arrival. We aim to refund this within 5 working days assuming that no deductions have to be made for extra cleaning or breakages.

   4.5 Should any facilities or equipment be damaged wilfully, or through inappropriate use you will be held responsible for the cost of repair or replacement of that item.The security deposit is payable with the balance payment.

   4.6 The package descriptions, prices and booking conditions in this literature are accurate at the time of booking and published in good faith. However, we reserve the right to modify the price and itinerary. All prices are shown in sterling pounds, and payment must be made in sterling pounds.

   4.7 The named Group Contact is responsible for payment of the whole group.

   4.71. All final payments are due no later than 3 months before commencement of the weekend. If we do not receive the balance by this date it may result in the cancellation of your weekend. If you are booking at short notice, full payment will be required for bookings made 6 weeks or less to the date of commencement.

   4.8 Cancellation / Alteration by you - *ALL DEPOSITS ARE NON-REFUNDABLE*

   4.8.1 If you wish to cancel your booking the following charges apply:

   • 3 months or more: Loss / Transfer of deposit to another weekend within the same calendar year

   • Between 3 months and booking date: Loss of deposit and balance payment.

   4.8.2 Once your booking has been confirmed, a cancellation will only be accepted in writing from the group contact.

   4.8.3 Cancellation Charges will apply at the date we receive written notification of cancellation of the whole booking. You will not be able to cancel part of your booking.

   4.8.4 Bookings made within six weeks of the date of the booking will be paid in full at the point of booking and will be subject to cancellation charges as stipulated.

   4.8.5 If you wish to cancel on behalf of only some of the group then the cancellation charges outlined above will apply pro rata but we may become entitled to cancel the event. Please note that our minimum booking is for 14 and if your numbers fall below this, you will be charged for this minimum. All cancellations must be sent to us in writing. We strongly recommend you insure against cancellation.

   4.8.6 No refunds will be made if you or any group members choose to leave your weekend early or choose, for whatever reason, not to participate in any of the events on your itinerary.

   4.8.7 Where possible, if you need to change the date of your booking, we will endeavour to re-book an alternative weekend. In this instance there will be no loss of monies other the administration fee or additional costs incurred, as explained above and below, for making this alteration. 

   4.8.8 An administration fee of £25 per booking plus any additional cost incurred will be charged if a confirmed booking is changed or transferred to a different date or package, up to 6 weeks prior to commencement. Your new booking must be taken within the same calendar year. Changes are subject to availability.

5. Arrival and Departure Times
   5.1 Check-in from 4pm; we will provide full directions prior to your arrival. Please note that the advised check-in time is between 4.00 pm and 6.00 pm. The check-in times are for your own interest to allow you time to unload your luggage and be shown the accommodation before dark.

   5.2 Check out time is 10am and we ask that you leave your accommodation clean and tidy, with the washing up put away and all rubbish placed in the bins provided.

6. Liability
   6.1 Kenton Hall Estate cannot accept responsibility for any loss, damage or expense arising from industrial action, terrorist activity, adverse weather conditions, acts of government, pandemic or any other event outside the reasonable control of Kenton Hall Estate.

   6.2 Kenton Hall Estate accept no liability for theft, loss or damage, of whatever nature, during or as a result of a stay here.

7. Your Safety on the Site
   7.1 You are coming to stay on a working farm, which has its own natural hazards and an array of wildlife that you need to be mindful of. Uneven ground, long grass, limited lighting, mud, dust, wildlife and insects may all cause problems at certain times of the year.

   7.2 Your stay will be enhanced if you bring suitable clothing and footwear to allow for the changeability of the British weather.

   7.3 Kenton Hall Estate is for adults and children aged over 6 years. We do not feel that Kenton Hall Estate is appropriate for younger children as there are no barriers between the accommodation and the water’s edge, but ultimately the decision rests with parents as to whether they wish to bring young children.

   7.4 Some of the guest equipment, including the BBQs, pizza ovens and wood burners may cause injury if misused. Please ensure you read the operating instructions carefully before using, and ask for help if unsure. Children must be supervised at all times.

   7.5 By booking and coming to Kenton Hall Estate you confirm that you understand the natural hazards of the site and agree to be responsible for yourself, your children and any children you are in charge of and to take all reasonable precautions against personal injury, injury to others and damage to the woodland, facilities and accommodation.

   7.6 We will ask you to sign a disclaimer to this effect on arrival. A copy of this can be found on our website.

8. Site Regulations
   8.1 We do not allow fireworks or sky lanterns. If conditions are particularly dry then we may prohibit the lighting of campfires due to the risk of fire.

   8.2 Please respect the natural environment around the sites and abide by the Countryside Code – leave gates as you find them, and leave no trace on the land.

   8.3 We are happy to allow 1 small dog per booking, please leave the accommodation clean and tidy on departure and make sure all dog mess is cleared and disposed of appropriately.

   8.4 If you are asked to terminate your stay due to abuse of site regulations, inappropriate or unsafe behaviour then no refund will be given.

   8.5 To respect fellow glampers we ask that there are no high noise levels after 9.00 p.m. with noise to stop by 11p.m.  We do not allow amplified music or drumming. 

9. Customer Complaints and Suggestions
   9.1 If you are not entirely happy with your stay, please speak to Emily, or email us at goglamping@kentonhallestate.co.uk and we will endeavour to deal with any problems. If you are not satisfied with any aspect of your stay it is best to raise the issue before you leave as it can be difficult to resolve after a period of time has elapsed.

   9.2 We welcome feedback along with any ideas or suggestions you may have as to how we could improve our site for future guests. We appreciate reviews (especially positive ones!) so please leave one on our website, on Google or your booking platform.

10. General
    Your contract partner is Elm Occasions Ltd. We are not bound by any printing errors.