Glam Camp Terms and Conditions

The legal and important bit

Last updated: June 2022

  1. Definitions and Law
    • ‘We’, ‘Us’, ‘Our’, and the ‘Company’ is Elise Mongardi trading as Beneath The Canopy, the supplier of glamping services. ‘You’, ‘Your’, and the ‘Hirer’ is the person or company hiring our services. The ‘Venue’ is the location where your event is taking place. The ‘Bell Tents’, ‘Equipment’ and ‘Services’ refer to what we offer in terms of our glamping services in accordance with the Company’s standard Terms and Conditions of hire.
    • These conditions exclude any terms you may have suggested, except when these have been agreed in writing prior to the hire date. These terms and conditions shall be governed by English Law in the Courts of England.
  1. Acceptance of Conditions
    • By paying a deposit to book our services, you understand and agree to the following terms and conditions of which are you bound in contract. Please ensure you read this agreement carefully beforehand.
  1. Booking our Services
    • Due to the high demand for glamping during the Spring/Summer season, we treat all bookings on a first-come, first serve basis. Provisional bookings will be held for a maximum of 7 days before offered to the next enquiry, so to reserve your dates and tent allocation, we will require the completion of a signed booking form and deposit payment.
    • We regret that we are unable to accept bookings from any person under 18 years of age.
    • For the main booking party of an event, a holding and damages deposit of between £250-750 is required upon booking, the figure of which is dependent on the number of tents you have reserved, e.g. 5-10 x tents is £250, 11-20 x tents is £500, 20+ tents is £750. This is refundable within 7 days of your event via bank transfer.
    • For single bell tent bookings for both the main party and their guests, a 25% deposit of the total bell tent hire fee is payable upon booking. The remaining 75% balance will be due 30 days prior to the commencement of hire.
    • For group package bookings (where the main party selects bell tents on behalf of their guests), a 50% deposit of the total bell tent hire fee is payable upon booking. The remaining 50% balance will be due 30 days prior to the commencement of hire.
    • For glam camp bookings, 25% of the total glam camp package cost and a £250 damages deposit combined is payable upon booking. The remaining 75% balance will be due 30 days prior to the commencement of hire. The damages deposit will be refunded within 7 days of your event via bank transfer.
    • If your venue is outside of our 20-mile radius, there will be an additional delivery charge which is based upon distance and current fuel costs; this is also payable upon booking.
    • Payment can be made via bank transfer or a credit or debit card for which we will provide a Sum Up link. We do not accept cheques.
    • Only applicable for Glam Camps: Should you wish to make any changes to your glam camp booking, such as adding or removing guests or an add-on activity, please request this in writing. Any amendments to your reservation will require a revised booking form to be signed and returned. The difference in balance will either be due upon making this change or when the 75% remaining balance is due for the whole package; this is at Beneath The Canopy’s discretion. The deadline for making any changes to your Glam Camp booking is no later than 6 weeks prior to your hire date. After this, any guests who cannot attend will still be required to pay in full and no additional guests or activities can be added.
    • If you have reserved a set number of tents for your guests and have been unsuccessful in fulfilling the total order, we will notify you and provide the following options, dependent on the total amount of tent slots still available and time remaining before the commencement of your hire:
  1. You can cancel the entire booking; we will refund your guests bar a 10% admin charge of their hire fee, retain your damages deposit and a proportion of the funds you yourself have paid towards any equipment.
  2. We have a minimum order requirement of 5 x bell tents, so if your tent reservations are under this, you can pay for the remaining tents yourself at the lowest package price (A Luxury Bell with no bedding) to bring the total to 5 x reserved.
  3. If you have reserved 10+ bell tents, we will require a minimum of half to be booked by guests in order to proceed. It will be at our discretion if we choose to fulfil the booking with less than these numbers, but we will always discuss the matter with you beforehand in the hope of coming to an agreement everyone is content with.
  • If for any reason you are not satisfied with the equipment provided, please notify us immediately and before use.
  • During the period of hire, you are responsible for the maintenance of all equipment, from erection to dismantling, and any damages or losses. Should the damages deposit paid be insufficient to cover this, you will be liable for any additional costs relating to such damages or losses.
  • A list of costs for replacement of damaged or missing items is available upon request.
  • Any costs incurred by Beneath The Canopy for the removal of rubbish or extreme cleaning to the bell tents will be deducted from your damage deposit; we will advise the cost prior to sending the altered refund, e.g. £15 for rubbish removal.
  • All glamping equipment will remain the property of the company. The hirer agrees not to sub-hire, sell, assign charge, lend or otherwise deal with this equipment unless agreed by the company in advance.
  • If you have requested to hire items or styling services from our sister company The Fantastical Events Company, this will be treated as a separate booking and you will be provided with an additional agreement and payment details for such.
  • The Consumer Rights Act 2015 applies to the hire of goods to consumers and includes that delivery must take place within 30 days of the contract unless the customer explicitly agrees otherwise. As your event will more than likely take place more than 30 days after your initial booking, on a date both yourself and we the company have agreed, by booking our services you explicitly agree that the delivery date is more than 30 days in the future and agree to waive any resulting cancellation rights under the Consumer Rights Act.
  1. Hire Period
    • Our pricing is based on a standard 2-night hire period which is our minimum requirement; we do not offer single night options. Should you only want to stay in the bell tent one night, the pricing will remain unchanged. Should you wish to hire our bell tents for a longer period, the charge per extra day is 25% of the 2-night hire price, e.g. If 2-nights is £300, an additional night will be £75.
    • Your bell tent hire starts at 3.00pm on the first day of your booking, and ends at 11.00am on the day of your departure.
  1. Our Undertaking
    • Beneath The Canopy deliver free of charge within a 20-mile radius. Any location outside of this is priced per job, dependent on distance and current fuel costs.
    • We will deliver, erect and furnish your bell tents and any other additional items you have reserved to the agreed venue by or on the first day of your booking.
    • We will dismantle and remove all equipment from your venue on the day of termination of your hire period.
    • Whilst we will do everything possible to ensure your tents are erected prior to your arrival at the venue, no responsibility or liability can be accepted for delays due to road accidents, severe traffic problems or extreme adverse weather conditions.
  1. General
    • Aside from assistance dogs for which we need to be notified of beforehand, pets are not permitted to enter or stay overnight in our bell tents unless by prior arrangement.
    • We do not provide power, toilet or shower facilities as part of our glamping packages.
    • We operate a strict no-smoking policy inside the bell tents. Should we find evidence of smoking inside the bell tents upon take-down, your damages deposit will be immediately forfeited without exception.
    • The metal A-frame around the doorway and centre pole of our bell tents should not be leant against or tampered with in any way that could cause damage.
    • To protect the flooring and furnishings, outdoor shoes should be removed before entering the tents.
    • All rubbish and recycling items must be removed from inside the tents and disposed of at the end of your stay. We reserve the right to levy a charge which will be deducted from your damages deposit for the removal of any waste left inside the tents.
    • Beneath The Canopy does not accept any responsibility or liability for damage or theft to any property left in the bell tents for the duration of your hire, nor do we accept responsibility or liability for injury to any member of your party that may occur whilst you are in occupation of the tents.
    • Only applicable for Glam Camps: The venues we work with do not accept any responsibility or liability for damage or theft to any property left in the bell tents for the duration of your hire, nor will they accept responsibility or liability for injury to any member of your party that may occur whilst you are in occupation of their hireable areas.
  2. Cancellation
    • Beneath the Canopy strongly advises you take out holiday insurance to cover any illness, cancellations or losses.
    • Under the Distance Selling Regulation 2013, you have a statutory right to cancel within 14 days of your initial booking.
      • Failure to pay the full balance: Your booking will be treated as cancelled if the full balance of hire is not received by us by the date specified at the time of booking (30 days prior to the commencement date of your event) or unless pre-discussed alternative payment terms have not been met.
      • Cancellation 6+ months prior to your event: If you wish to cancel your booking 6+ months prior to the commencement date of your event, please notify us immediately in writing. In this circumstance, all balances you have paid to date will be refunded minus a £125 fee towards our administrational and irrecoverable costs in relation to your booking to date, and any contract is rendered void.
      • Cancellation 3-6 months prior to your event: If you wish to cancel your booking between 3-6 months prior to the commencement date of your event, please notify us immediately in writing. In this circumstance, we will refund you 50% of the total balance you have paid to date and any contract is rendered void.
      • Cancellation less than 3 months prior to your event: If you wish to cancel your booking less than 3 months prior to the commencement date of your event, please notify us immediately in writing. In this circumstance, all balances you have paid to date will be deemed as non-refundable and any contract is rendered void.
    • GUESTS
      • Guest booking refunds: If you have booked a bell tent as a guest for an upcoming event and either the main party or yourself decide to cancel the hire, an administration fee will be deducted from the balance you have paid to date. If you have only paid a 25% deposit, the administration fee will be 10% of this balance. If you have paid in full, the administration fee will be 5% of this balance.
    • In the event of a cancellation, any non-refundable balance will be used to cover our administrational costs to date which include (but are not limited to) dealing with emails, phone calls, text messages, messages received via social media, site visits, preparing paperwork, creating and populating the private web page for your booking, advice you may have requested and any research we have conducted on your behalf. In addition, the non-refundable balance will be used towards irrecoverable costs such as contributions to our office and storage rental, overheads and staff wages.
    • Beneath the Canopy reserves the right to cancel your hire booking at any time. In the unlikely event of this happening, a full refund will be made, however Beneath the Canopy will not accept any responsibility or liability for losses or other costs incurred as a result.
    • Should your chosen venue terminate your booking, for any reason whatsoever, we will contact you immediately and do our utmost to help you find an alternative site.
  3. Venues
    • Prior to booking our services, it is important to discuss with your venue any limitations there are in terms of pitching temporary structures on their land, then to relay this information to us and any other suppliers you have hired of whom could be affected by these restrictions.
    • We may require a site visit, measurements, images or Google Earth link to assess the space available prior to accepting your booking should you be using a non-commercial outdoor space for your event.
    • Please advise us of any height, parking or access restrictions in good time. Due to the weight and size of our equipment, we will need to park our large vehicle(s) as close to the pitching area as physically possible. Regretfully, we are unable to transport our equipment through any buildings or obstructions based on these factors.
    • Our bell tents, deemed as temporary structures, will normally be secured using metal stakes. Please ask your venue for details of any electrical, gas, water, telecommunication or other service cables, pipes or chambers that are located under the ground of where our tents will be erected. It is then your responsibility to notify us in writing of the location of these underground services. We take the safety of our staff and clients very seriously and need to be made aware of any potentially hazardous areas or risks of damage to live services. We may attempt to check for underground services using a CAT scanner, however CAT scans are not guaranteed to locate all services. You must accept all responsibility, and indemnify us against, all damages to underground services and any consequential damages and losses.
    • Dependent on how many other reservations both our company and your venue have around the dates of your event, we may ask for flexibility in terms of which dates we erect and dismantle your bell tents, and will contact your venue directly to discuss this.
    • Our tents will need to be erected on flat ground in an open space; we cannot pitch on hard standing, artificial grass or underneath trees. Uneven or extremely soggy ground will affect how the bell sits and we cannot guarantee it will stay in shape or fully erect during the hire period should this be the case.
    • Due to the guy lines, our bells will require at the very least a 1-1.5 metre radius around each of them to pitch.
  1. Health and Safety
    • For your protection and safety during your stay, smoking, candles, open flames and cooking is prohibited inside or in close proximity to the bell tents. Fire pits, BBQs and gas stoves can cause fires and the release of deadly carbon monoxide, therefore they should be places at a safe distance and not left unattended.
    • Please ensure all fire pits, BBQs and stoves are extinguished before going to sleep and when leaving the bell tent site, and the ash disposed of in ash bins if provided by the venue. You must appoint a single person, not under the influence of alcohol or drugs, who will be responsible for the safe use of fire pits, BBQs and stoves, and extinguishing it fully before you check-out. You will not move the fire pits and only fire pits, BBQs and stoves we have supplied may be used.
    • Whilst the guy lines on the exterior of the bells are purposely bright in colour, they are still a potential trip hazard so please tread around the tents with caution.
    • All venues will have their own set of health and safety rules for guests and visitors; please ensure you have checked through these prior to booking their space and our services to ensure there is no clash in policies.
    • Only applicable for Glam Camps: The venues we work with have their own health and safety rules which you are required to follow. These will be provided to you as part of the factsheet we supply prior to your stay; please ensure all your party reads through them thoroughly.
  1. Weather
    • The tent we provide are waterproof at the time of purchase, then re-proofed at the end of each season. They are cotton canvas, not plastic or polyester like other tents; this is part of their appeal and most likely the reason you chose to have them at your event, but this does mean that on occasion, if they are completely saturated or in torrential rain for long periods, a small amount of water MAY sneak in. This is only ever miniscule at the points where the A-frame meets the sides of the bell tent and/or the centre pole stretches at the top of the canvas, but we feel the need to advise you accordingly. If the folding guest beds, bedding or personal belongings are pressed up hard against the canvas, this MAY cause a weak point for water to seep through. Windows and doors are obviously a ‘hole’ in your bell tent; if not secured properly, the inevitable will happen, so please ensure they are closed overnight and upon check-out. Please do not let this dishearten you; we have pitched many a tent in the rain and water ingress is a rare occurrence and should not affect your stay.
    • In the event of extreme or adverse weather conditions where it is impossible to erect your bell tents, Beneath the Canopy cannot not accept any responsibility or liability for losses or other costs incurred as a result. In this situation, we will work with you to offer you an alternative site/date, where possible.
  1. Legal
    • Force Majeure: Notwithstanding any other term or condition hereof, if any party is prevented from their obligations under this agreement due to any cause beyond their reasonable control, neither party shall be liable for such breach. These causes are deemed both individually and collectively as an “Event of Force Majeure” and include, but are not limited to: fires, explosions, floods, strikes, work stoppages, slow-downs or other industrial disputes, accidents, epidemics or pandemics, riots or civil disturbances, acts of civil military authority, delays by suppliers or material shortages. Only if an Event of Force Majeure has occurred (and in no other circumstances), you may reschedule the event to a new date no later than 365 days from the original date booked. This will be subject to our prior availability. Any fees paid to date shall be applicable against the total fees due to us in connection with such rescheduled event. If we are unavailable to accommodate a rescheduled event within 365 days or it takes place more than 365 days after the original date, any fees paid to us to date shall be deemed as waivered by you and non-refundable.
    • COVID-19 pandemic: Should the United Kingdom be subject to full lockdown restrictions due to the COVID-19 pandemic in the same year as your booking, we will allow a free postponement of your event within 12 months of the original date of the event. if this is not an option to you and you wish to cancel, the deposit and any fees paid to us up to the date of cancellation shall be deemed waived by you and non-refundable.
    • Governing Law & Jurisdiction: This agreement and any disputes or claims arising out of or in connection with it, its subject matter or formation (including non-contractual) are governed by and construed in accordance with the law of England. The parties irrevocably agree that the courts of England have exclusive jurisdiction to settle matters in this instance.
hen party glamping sussex