We aim to make your visit with us a memorable experience that you will treasure for many years to come. However, we must ask that you read and accept the following terms and conditions which must be adhered to by all guests. This ensures we can maintain our standards, respect all our guests and ensure your safety, as well as establishing a clear legal contract for cancellation, damage and exceptional circumstances.
Booking Terms and Conditions
The Contract for a short-term holiday rental will be between Graywood Canvas Cottages (referred to as We herein) and the person making the booking and all members of the holiday party (referred to as “the Customer, or Your or You”) in the following booking conditions. UK Law will govern the Contract. The contract of hire is not effective until We have processed the deposit. The contract will be subject to these booking conditions, and must be complied with. The contract shall only arise once your deposit and confirmation has been received. These conditions shall apply to and form part of the contract.
The party leader must be at least 18 years of age at the time of booking and prior to arrival We must be provided with the number of guests and whether they are children (with ages) or adults and a home address with postcode. The Party Leader is responsible for ensuring all members of your booking party comply with the terms.
We reserve the right, at all times - without statement of reasons - to refuse a booking. We reserve the right to terminate the booking of any customers whose party make up or behaviour may become a nuisance, danger, or annoyance to others. In such instances no refunds will be offered.
When you make a booking, a confirmation email will be sent to you listing the yurt, dates, times and payment details of your stay. Please contact us if you do not received this within 48 hours of your booking request. Booking and payment is considered establishment of a legal contract.
We may refuse group bookings of more than 1 yurt if we feel that accepting them may be to the detriment of other guests staying. We do not accept noisy groups, as we are not a party venue and look to provide a quiet, relaxing experience. We ask our guests to appreciate this is a peaceful site and this should be particularly observed after 10pm - hot tubs cannot be used after this time. For questions regarding groups please contact us.
Changes to bookings
If, after confirmation of booking, you would like to make some changes we will always endeavour to satisfy these requests but we are not obliged to do so. Whether and to what extent these changes are accepted is at our discretion.
2. Payment & Prices
Bookings are CONFIRMED on receipt of a non returnable deposit of 20% at the time of booking. The balance of the rental will be due for payment 15 days prior to the stay commencement date. If the balance is not received by that date you will be in breach of these conditions and could lose your booking. If the stay is less that a month away the entirety of the payment must be made on the day of booking.
Prices on the website are not binding, but prices stated in any booking confirmation email you receive from us will be honoured as shown. If both parties have agreed to a change of dates and the new stay dates have a higher price then this amount is payable to Graywood Canvas Cottages.
a. If your booking has to be cancelled because Graywood Canvas Cottages is put under Government Restrictions and has to close and the period of closure covers your stay You will be refunded in full.
b. In the event that Your given address is put into Local/Regional Lockdown, rendering You unable to travel, and the period of restriction covers your booking You will be refunded in full.
c. If your booking has to be cancelled because Graywood Canvas Cottages has to close through Force Majeure, meaning any of the following circumstances which may hinder or prevent the performance of us of the contract, including but not limited to: (a) acts of God, flood, drought, earthquake or other natural disaster; (b) epidemic or pandemic; (c) terrorist attack, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off of diplomatic relations; (d) nuclear, chemical or biological contamination or sonic boom; (e) any law or action taken by a government or public authority, including without limitation imposing a restriction, prohibition, or failing to grant a necessary licence or consent; (f) collapse of buildings, fire, explosion or accident; (g) non-performance by our suppliers or contractors; and (i) failure of utility service, and the period of closure covers Your booking You will be refunded in full.
d. Customer inability (or the inability of any, some or all of your intended party) or disinclination to travel to and stay at Graywood Canvas Cottages for any reason:
This includes - but is not limited to - illness (including Covid), a requirement or recommendation to self-isolate or quarantine, shielding, a call to jury duty, military service, incarceration, change in personal or work circumstances, family emergencies, travel delays, vehicle breakdown and delays with public transport. These remain at Your risk and do not give rise to a right to cancel or to receive a refund unless We re-let the property. You are strongly recommended to take out UK travel insurance to cover these eventualities. If you choose not to take out UK travel insurance, then you accept responsibility for any loss that you may incur due to your cancellation.
e. Cancellations must be notified to Graywood Canvas Cottages by phone and email and once received in writing we will confirm the cancellation request.
f. On receipt of the cancellation, Graywood Canvas Cottages will then use reasonable endeavours to obtain a replacement booking. In the event that Graywood Canvas Cottages is successful in obtaining a replacement booking, Graywood Canvas Cottages will refund to the customer the total amount paid by the customer for the booking less 10% administration fee and the difference between the Customer’s booking and the replacement booking if one is made.
For example: A £1000 booking, fully paid, cancelled and relet for £900 means that the original customer will be refunded as follows: £1000 - 10% Admin fee + £900 less rebooking shortfall £100 = refund of £800.
g. It is the responsibility of the Customer to acquire suitable travel insurance for themselves and their party to cover the booking. Graywood Canvas Cottages strongly recommends that the Customer acquires suitable insurance to cover circumstances beyond the Customers’ control such as, but not limited to jury duty, incarceration, change in personal or work circumstances, military service, illness - including Covid and shielding, family emergencies and travel delays.
Covid is now a known risk and it is possible for you to insure your holiday against it. This can include the customer or any of the party having Covid, the customer or any of the party having to isolate or quarantine, or you wishing to shield any members of the party.
There are several options which include cover for Covid related cancellations available from organisations like Trailfinders, Coverwise or through gocompare.com.
h. In the case of premature termination of the stay, the entire booking amount is payable.
4. Period of Stay
You should not arrive before 4pm on the commencement date, and leave by 9:30am on the date of departure. Failure to do so may result in you being charged a further day’s rental. You must not use the property except for the purpose of a holiday during the holiday period, and not for any other purpose or longer period. The agreement to stay in the property for the holiday period, does not create the relationship of Landlord and Tenant between the parties. You shall not be entitled to a new tenancy or to any assured short hold or assured tenancy or any statutory protection under the Housing Act 1988 or other statutory security of tenure now or at the end of the Holiday Period.
5. Number of Persons using the Property
Under no circumstances may more than the number of persons stated on the booking may occupy the property. We reserve the right to refuse admittance if this condition is not observed.No additional overnight guests are allowed. Day guests must be agreed prior to commencement of the stay. Any persons other than members of your party must not use the facilities including the hot tub.
Graywood Canvas Cottages, its employees and representatives shall not be liable to you or your party for loss or damage to property howsoever arising. You must take all necessary steps to safeguard yourself and your property.
Graywood Canvas Cottages is a peaceful site and the playing of loud music, loud singing, screaming and shouting will not be tolerated especially after 10pm. The countryside can be very still in the evenings and sound carries a long way. Your neighbouring guests are only in canvas structures and they may children who are trying to sleep. We ask that you are respectful to all our guests and ourselves whilst staying on the site and if this is not kept to We will manage the situation which may result in You being asked to leave.
8. Care of the Property
You are responsible for the property and are expected to take all reasonable care of its furniture, pictures, fittings and effects in or on the property, including the hot tub, outside furniture and garden. You must leave them in the same state of repair, and in a reasonable clean and tidy conditional at the end of the rental period. You must not use the properties for any dangerous, offensive, noxious, noisy, illegal or immoral activities or carry on any act that may be a nuisance or annoyance to the owner or other neighbouring properties. Smoking is not allowed in any of the properties or on Graywood Farm. Vaping is not allowed in the yurts. Any damages will have to be paid for in full within 7 days of notification.
9. Damages/Breakages/Cleaning and Damage Deposit
It is prohibited to interfere or adapt the structure of the yurt in any way. If your booking is paid by card your card details will be held securely by Stripe and a security deposit of £150 will be reserved on your card at the point of your stay. No money will be collected against this reservation unless damage is found once guests have left. This is to cover for significant damage not the occasional glass, plate breakage etc. However, for example if you decide to dye your hair and the product discolours the fixtures and decor; if you apply tanning products and it spills on and discolours the furnishings; or if you leave pots and pans unwashed or with burnt on food residue then we will need to deduct the cost of putting things right.
On departure, please leave the yurt as you found it - crockery and cutlery washed dried and put away, removed rubbish in bins at the utility shed between Oak and Ash. Ensure ovens and barbecues are clean and free from grease. Please return furniture and other teams that you may have moved back to where they were at arrival.
The reservation will be released within 2 days of the yurt being checked. You are legally bound to reimburse us for replacement, repair or extra cleaning costs on demand should the costs be higher than the £150 reservation. These must be paid within 7 days.
10. Right of Entry
We shall be allowed the right of entry to the property at all reasonable times for purposes of inspection or to carry out any necessary repairs or maintenance.
If, upon arrival, you feel that there are reasonable grounds for complaint about your holiday accommodation we must be contacted immediately so that, were possible, appropriate action can be taken during your stay. If a reason for complaint shall arise during your holiday, you must similarly contact us as soon as the problem arises. No complaints will be considered after completion of your holiday, unless we were notified when they arose.
Whilst everything within our power will be done to attend to repairs to the accommodation/furniture/equipment/facility that may be faulty or fail during your holiday, no guarantees will be given and no refunds will be granted should any breakdown occur and not be immediately rectified.
The information supplied on the booking form or website will be stored on our computer systems for administrative and marketing purposes of Graywood Canvas Cottages only and this information will not be passed on to any third party without your prior consent.
13. Drones, night lanterns, fireworks, flames and hunting
The use of drones is not allowed without our express written permission. Fireworks are not allowed and night lanterns are expressly forbidden.
No firearms, hunting paraphernalia are permitted on the farm.
Naked flames of any sort (including candles) are not permitted inside the yurts.
We’re sorry, we don’t allow dogs or any pets on the yurt site as it is a working farm.
15. BBQ/Fire Pit
A BBQ and fire pit are provided for your enjoyment. Please ensure you extinguish them after use to avoid fire hazards. Parents should ensure children are supervised at all times to avoid accidents. Coals, wood and firelighters are not provided but can be bought locally.
16. Security and Keys
Your are responsible for locking your yurt for the duration of your stay. You will provided with a key upon arrival and this must be left on the table on departure. Should any key be lost during your stay please immediately notify the owner. A charge will be made for replacement.
There is a parking space next to your yurt. Should an additional space be required please let us know at the time of booking. At no time should vehicles block the roadway for the safety and convenience of all guests and for access for emergency vehicles. Please take care not to drive on the grass or planted areas.
18. Wildlife and Farm animals
There is an abundance of wildlife on the farm. Enjoy it but be careful. Put your food in the containers provided otherwise mice or birds could try and eat it. Don’t leave rubbish outside of the yurts as foxes could scatter it.
19. Hot Tub
By booking with us you abide by the Hot Tub Rules published on the website, in the folder and attached to the hot tub cover. Hot tubs cannot be used after 10pm or before 8am.
20. Electric Cars
Your use of the property does not entitle you to charge an electric vehicle or appliance other than personal electronic devices. If you have particular charging requirements please get in touch before your stay and we can discuss this.
21. Third Party Services
If you wish to engage a third party (eg, private catering, beauty therapy, childminding or entertainment) at the site you must obtain our written permission in advance of your stay. We must know the services, details of the supplier and their liability insurance. Candles and fireworks are not permitted.
Each yurt has a smoke, carbon monoxide detector, and fire extinguisher. In the unlikely event of a fire, all guests should report to the fire assembly point located by the metal farm gate at the end of the driveway. Full evacuation details are provided in your welcome pack. We take every care to ensure you have a safe and enjoyable holiday, but cannot be held liable for any accidents or consequential loss.
You are responsible for the physical supervision of all members your party under the age of 18 at all times. There are ponds and streams, barbed wire stock fences on the farm which could be potential dangers.
Negligence: Guests will be held responsible for any fire, damage or alteration to the structure caused by negligence.
Lost Property: We regret that we cannot accept responsibility for any lost property left behind at the end of your stay. Whilst we will make every reasonable effort to return lost property this will only be done on receipt of a minimum payment of £10 to cover the cost of packaging and registered post.
Off site noise: All reasonable effort will be made to advise clients in advance of any situation which may affect your holiday. However, we accept no liability for any disturbance which may occur and is outside of our control. Clients should understand neighbours of the site are not obliged to advise us of any work/disturbance they may be undertaking as long as this is within legal limits.
Stolen Property: Graywood Canvas Cottages cannot be held responsible for any stolen property.
Graywood Canvas Cottages 19th February 2021 (for earlier contracts please contact us directly)