Camping in the Forest terms and conditions
How these terms and conditions apply to our contract. We consider these terms and conditions (the “Terms”) and our price list to set out the entire agreement between you and us for the supply of our services to you. Only these terms shall apply to our contract with you.
Please check that the details in these terms and conditions and your Booking Request are complete and accurate before you commit yourself to the contract.
If you think that there is a mistake, please make sure that you ask us to confirm any changes in writing, as we can only accept responsibility for statements and representations made in writing by our authorised employees and agents.
Please ensure that you read and understand these Terms before you submit your Booking Request. You may only request a booking if you agree to these Terms. By submitting a Booking Request you are deemed to have accepted these terms. This does not affect your statutory rights as a consumer.
Camping in the Forest LLP (referred to as “Camping in the Forest/we/our/us”) sells camping and caravanning holidays via www. campingintheforest.co.uk (the “Website”), via its call centre, via email requests, via postal requests and takes bookings direct at the Caravanning and Camping Sites (the “Site(s)”). Any person wishing to make a booking via any of these methods (referred to as “you/your”) acknowledges that such booking is made subject to these Terms.
We reserve the right to change these Terms at any time. Any such changes will take effect immediately when posted on the Website, in the brochure, at the Sites, or otherwise brought to your attention. It is your responsibility to read the Terms each time you submit a Booking Request and any such request shall signify that you have accepted to be bound by the latest set of Terms. A copy of the latest set of Terms is available on the Website and upon request.
In addition to these Terms, there may be specific rules and regulations that apply to individual sites. Please contact the relevant Site Manager in advance of your arrival if you require further details of any site specific rules and regulations.
Making a Booking
You can either book online, via our Contact Centre or direct with the site. Please have details of all party members when making a booking. Please check your confirmation as Camping in the Forest cannot be held responsible for errors in information provided at the time of booking.
Bookings are not transferable to another party
When making a booking you agree that you or at least one member of your party is eighteen years or over, you have the authority of all persons in your party to book on their behalf, you accept these Terms & Conditions and you agree to be responsible for any loss or damage caused by any member of your party or animal accompanying you. Members of The Camping & Caravanning Club Youth Section can camp unaccompanied if they have passed the Youth Camping Test and are fourteen years or older.
Advance bookings are subject to minimum stays. These vary by site and by season, please refer to our price list for further details.
Subject to availability, one night bookings maybe taken during any season when made directly on arrival onsite and not booked in advance.
Stag, hen or similar parties are welcome only at the sole discretion of the Site Manager, this also applies to any groups of five or more camping units. Please advise at time of booking as you may be required to book directly with the site.
A security bond of £20 per pitch for groups of five units or more may be requested upon arrival at the Site Manager’s discretion. Refusal to pay the bond may mean the booking is cancelled and no refund offered.
For groups, the names of all the adults in the party need to be provided at the time of booking. Failure to provide all the names may lead to the booking being cancelled or the Site Manager refusing entry to the site.
On all of our sites, the maximum stay allowed is 28 days, after which time your pitch must be vacated for at least three days before you return to the pitch. You may only extend your stay up to a maximum of two 28-day periods within one year. All 28 day stays will qualify for a discount of 10% on the standard pitch fee in low and mid-season (see current price list for details). Please be aware, due to local bylaws, on some of our New Forest sites you may be required to move your unit to another pitch after 21 days.
All sites are to be used for recreational camping only.
Age Concession Rates – Campers aged 60+ can benefit from 20% discount off the standard pitch price on all sites in low and mid-seasons and all sites except Glenmore in high season midweek. ACR is available at high season weekends at Denny Wood, Bracelands, Ocknell, Matley Wood and Longbeech. Pitch upgrades are available. Weekend ACR discounts in high season are available at Holmsley, Postern Hill, Cobleland and Setthorns on grass only pitches upgrades are available without discount.
The prices advertised are accurate at the time of booking. Prices can move up or down and Camping in the Forest reserve the right to do so. Customers are advised to check the website for the most up to date information including our latest promotions, deals and discounts. Although prices may vary from time-to-time, the price payable is the price confirmed at the time of booking.
The prices are based on a daily rate unless otherwise stated. Prices include VAT at the current prevailing rate.
Whilst we will make every effort to ensure that our prices remain unchanged, they may be amended at any time prior to payment of the final balance.
Prices do not include any additional services, features and facilities unless expressly stated.
Pitch prices are for two people. Extra adults and children (aged 5-16 years old) can be added to your booking up to a maximum of six people on one pitch. Children under five years old go free, however they do count as part of the party for all other purposes. For parties larger than nine people, multiple pitches must be booked. More than nine people are allowed to sleep in one unit as long as the unit is designed to sleep the number of people it is accommodating, however additional pitch charges will still apply.
Group bookings of over five units may be accepted at the discretion of Camping in the Forest, please call for details.
Promotions, deals or discounted offers are provided at the discretion of Camping in the Forest. All offers are subject to availability, cannot be used in conjunction with any other offer or discount and may be withdrawn at any time. Retrospective refunds are not permitted against any offer or promotion advertised after such time a booking is made.
Pitch Extras – These include pup tents, gazebos (of no larger than 3m x 3m), double awnings (of no larger than the width or length of your caravan), large trailers (over 1.20m) and an additional car. Camping in the Forest allows you to book one extra per pitch, subject to conditions. The unit and all pitch extras must fit within the boundary of the pitch booked either 8m x 5m or on an XL pitch. If the unit and all extras exceed the pitch boundary an additional pitch must be paid for. Prices for pitch extras are set out in our current price list. Pitch extras must be paid for at the time of booking as we cannot guarantee that there will be space. Site managers reserve the right to ask you to remove any windbreaks or gazebos. Individual site rules may apply.
Pup Tents – Pup tents are free of charge and must be no larger than 2m x 1.5m. Pup tents may only be used by up to two children from 9 years to 15 years and the tent must be erected in the boundary of the pitch of the accompanying unit. A pup tent can be in addition to a payable extra as long as all ancillary units fit within the pitch boundary.
Gazebos – Gazebos up to 3m x 3m are classed as a pitch extra and are charged at a rate of £10 per night. Gazebos must be pre-booked on all occasions. Gazebos are not permitted at Ashurst, Hollands Wood, Beddgelert and Cobleland during High and Bank Holiday season periods. Gazebos are not permitted at Glenmore during Bank Holiday season periods. Bookings of two Gazebos or Event Tents (a Gazebo over 3m x 3m) will incur a full pitch price charge. All Event Tents are subject to site manager approval regardless of whether or not they are pre booked.
Visitors – Camping in the Forest are happy to accommodate up to four visitors per pitch per day. Should you wish to have more than four visitors you must ask the site managers permission and it is at their discretion although permission will not be unreasonably withheld. The prices for additional visitors and cars are set out in our current price list.
It is essential, for security and health and safety, that visitors report to the reception on arrival. Entry to the site and parking onsite will be at the site manager’s discretion. Visitors are required to leave the site by 10:30pm or whenever the site barriers are closed for the night, whichever is the earlier.
Payment for bookings can be made by Credit or Debit Card. Please note that payments made by Credit or Charge card are subject to a non-refundable additional charge of a minimum of 2% of the total amount due (this charge does not apply to payments made by Debit Card). Payment by this method confirms that you accept this additional charge. Unfortunately we cannot accept payment by cheque in advance or onsite.
For bookings of three nights or less, the full cost of the holiday is payable at the time of booking.
For holidays of four nights or more, a non-refundable deposit of 25% of the total cost of the booking is payable at the time of booking, with a minimum payment of £25 due. If the booking is worth less than £25, full payment is due at time of booking. The balance of the price is payable when you arrive at site. To facilitate a quicker check in onsite (particularly during weekends and peak periods) we recommend that you pay in full at the time of booking.
All sites accept cash, Credit and Debit Cards (with the exception of American Express Cards). Please note that payments made by Credit or Charge Card are subject to a non-refundable additional charge of a minimum of 2% of the total amount due (this charge does not apply to payments made by Debit Card).
Full payment will be required at the time of booking if the period of your stay encompasses a UK Bank Holiday Weekend.
Camping and Caravanning Club Membership
Members of the Camping and Caravanning Club will receive a 15% membership discount off the pitch price per night. Additionally Club members will not incur amendment charges if changes are made three or more days prior to check-in date. Membership discount cannot be applied in conjunction with any other discount or offer and is not applicable to pitch extras.
Services, Features and Facilities
Site services, features and facilities may vary between Sites. Details of Site services, features and facilities will be prominently displayed in the reception area of each Site. Features, facilities or services referred to in the Brochure, Site Leaflet or on the Website (e.g. bike hire, pony trekking and boat hire) are subject to availability and may be supplied by third parties. You use these services, features and facilities at your own risk and Camping in the Forest shall have no responsibility for loss, damage or injury in relation to any services, features or facilities provided or supplied by third parties.
Information about features, facilities and services at your holiday site, is, to the best of our knowledge and belief, accurate at the time of publication of the brochure and Website, however Camping in the Forest cannot guarantee that these services, features and facilities will be available during your holiday.
Detailed price lists for individual services, features and facilities can be found on our Website. All information on the Website regarding prices is accurate as at the time of publication, but may be subject to change.
Pitches and Units
The price of your unit is as detailed in our current price list. The prices for additional extras and services are also contained in our price list.
Unit – A standard unit is a tent, trailer tent, caravan, campervan or motorhome and one car up to a maximum of 8m x 5m, inclusive of guy ropes. (A motorhome may tow a car with an A –Frame; however transporting the car on a trailer will deem the trailer to be a pitch extra).
XL Unit – As a guide any unit designed to sleep more than 6 will not fit on a standard pitch. Customers with a tent, caravan, motorhome etc. designed to sleep more than 6 are recommended to book an XL pitch irrespective if the intended party size is less than 6. If your unit with any extras when pitched exceeds 8m x 5m the site may ask you to pay for an XL pitch.
Any unit which exceeds 10.5m x 7.25m must be booked directly with the site to be certain that the unit can be accommodated.
Standard Pitch – An undefined pitch to station your Unit on. The cost of the pitch includes the first two people in the party. This does not include electric hook-up and can be grass or hard-standing. Space for one single attached awning or one toilet tent or a small trailer is also included in the two-person pitch price. One car (or motorbike) may accompany all units on the pitch. Additional cars (or motorbikes) will be charged for but may not be situated directly on the pitch.
Premium Pitch – As per a standard pitch and includes electric hook-up and/or hard-standing. A premium pitch may be on grass.
Select Pitch – Prime location pitch, specially selected position on the campsite. Electric pitch that may be grass or hardstanding with or without a picnic table.
Select Plus Pitch – As per select pitch but also includes water and waste drainage.
Sleeping in cars or vans is not permitted unless the vehicle has side windows and a specially designed internal sleeping accommodation, such as fully reclining seats. A tent attachment for clothes changing purposes must be erected whenever a car/van is being used for sleeping purposes. Any windows in such units should have adequate curtains or blinds to ensure privacy. If you are in any doubt whether your vehicle will be allowed on our sites, please contact us with photos of your conversion for approval.
Sign written towing vehicles are permitted on site provided campers are not trading or working from site, however you may be asked to park your vehicle away from the pitch.
We do not allow horse boxes or ladders to be present on your pitch.
Cancellation and changes to your booking
Loss of Deposit – Cancellation prior to 7 days before arrival
If you cancel your holiday at any point after booking and up to seven days before your arrival at the Site you will lose your deposit already paid. This will be either:
25% of the total cost of the booking with a minimum payment of £25 being due, whichever is the greater amount OR if less than £25 was paid at the time of the booking, you will not be entitled to receive a refund of the money already paid.
Cancellation within 7 days of arrival
For a booking of 3 nights or less you will forfeit all money paid.
For a booking which includes a Bank Holiday season date you will forfeit all money paid.
For a booking of 4 nights or more which does not include a Bank Holiday you will forfeit 25% of the total cost of the booking with a minimum payment of £25 being due, whichever is the greater amount. If less than £25 was paid at the time of booking, you will not be entitled to receive a refund of the money paid.
If you leave site early for any reason Camping in the Forest will not issue any refund for unused camping nights.
Unfortunately, in some circumstances Camping in the Forest may have to cancel your booking. In these circumstances we will offer you a full refund of any fees paid or the option of an alternative pitch/site of a comparable standard (with you paying any additional cost or receiving a refund in respect of a price difference). No other compensation is available.
If you want to amend your booking, you must notify Camping in the Forest as soon as possible. Subject to availability, amendments to your booking can be made up to three days before your arrival at the Site. Amendments to bookings are subject to availability and a £12 per booking administration fee (the administration fee will be waived for Camping and Caravanning Club members). Your admin fee will also be waived if the overall cost of your booking increases due to the amendment made.. If you wish to transfer your booking to another location and/or date, we will use our reasonable endeavours to satisfy your request wherever possible subject to availability and payment of the correct fees. Transferred dates must be within the same booking season.
Arrival and Departure
It is important that you report to the Site Reception on arrival, before pitching and pay any outstanding balance on your booking and any additional fees.
Arrival times onsite are between midday and dusk, as a guide this is no later than 10pm in the Summer and 7pm in the Winter. If you wish to arrive earlier, please ring the Site Team on the morning of your arrival and they will do their best to accommodate your request, but this cannot be guaranteed. There is a charge of £3 for arrivals before 12:00pm. Please inform the Site Team if you are likely to arrive late.
For advance bookings, if not notified otherwise, your pitch will be held until dusk on the day of your arrival, after which it will be put up for re-sale and your booking treated as a cancellation with your monies retained.
Pitches must be vacated by midday on the day of departure unless otherwise agreed with the Site Team. Departures after midday are subject to availability and a charge of £3 per pitch. Pitches can only be extended until 3pm.
Subject to availability, we accept bookings on all of our Sites up to dusk on the day of your arrival.
Management and Behaviour onsite
Our Site Managers and their teams are fully empowered in all aspects of Site operation and management. Camping in the Forest fully supports its Site Managers and teams in dealing with matters of policy at their sole discretion when the need arises. In placing a Booking Request you agree that you and your party will at all times comply with the requests of the Site Managers and their teams.
As the person booking the holiday, you are responsible for the behaviour of all members of the party whilst on the Site.
Any wilful damage to the Site or any other Camping in the Forest property will result in you being asked to immediately leave the Site. If you are asked to leave under these circumstances, no monies will be refunded.
Our customers visit our Sites to enjoy the peace and tranquility of the Forest. If anyone does not respect this, the Site Manager and their team reserve the right to refuse them admission or ask them to leave the site at any time. If you are asked to leave under these circumstances, no monies will be refunded.
On groups of 5 units or more, a security bond of £20 per pitch will be requested upon arrival at the Site at the discretion of the Site Manager. The Site Manager reserves the discretion to ask any customer for a security bond regardless of party size. This will be refunded in full at the end of your stay unless, in the opinion of the Site Manager, you have displayed unreasonable behaviour (this includes but is not limited to, excessive noise, willful damage to the Site or other people’s property and abuse of our staff).
To respect the enjoyment of others, we ask that noise levels are kept to a minimum after 10:30pm. No music is allowed on site after 10.30pm.
To protect our forests, the burning of wood is strictly prohibited. Charcoal only BBQs are allowed, providing they are raised of the ground. BBQs must be extinguished by 10.30pm. Open fires, fire pits and rope swings are also prohibited. No structures can be tied or secured to trees or vegetation. Any structures that are or are judged to be causing damage to the site will be taken down or removed. The site team reserve the right to do so without prior consent and wholly at the site teams’ discretion.
Dogs are welcome on our campsites excepting Ashurst and Denny Wood where only assistance dogs are permitted. Dogs must be kept on leads at all times and any fouling must be collected and disposed of. A maximum of three dogs per pitch are permitted onsite. If there is an incident onsite involving your dog please note that you may be asked to leave the site immediately.
We want you to have an enjoyable holiday. Should you have cause for complaint, please contact our Site Manager immediately who will try to resolve your complaint and advise you of our complaints procedure.
We ask you to note that if you do not give us the opportunity to resolve the problem by reporting it onsite, we may not be able to deal with any complaint on your return and your rights to claim may have been reduced or forfeited.
If, at the end of your stay with us, you feel we have not dealt with your complaint satisfactorily, we ask that the main booker submits a written complaint within 28 days of your return home to: Camping in the Forest, Greenfields House, Westwood Way, Coventry, CV4 8JH or through our website at www.campingintheforest.co.uk/contact-us
Information about you
At times we may request that you voluntarily supply us with personal information. Generally this information is requested when you request information and/or services from us. We may gather and use information about you in the following ways:
We will use your personal information and information we obtain from other sources for administration and customer services, for marketing, to deliver our services to you, to analyse your purchasing preferences and to ensure that the content, services and advertising that we offer are tailored to your needs and interests. We may need to share your information with our service providers and agents for these purposes (for example, The Camping and Caravanning Club).
We intend to continue improving the content and function of our Website. For this reason, we monitor customer traffic patterns and Website usage to help us improve the design and layout of our website and provide content that is of interest to you.
By providing us with your personal information you consent to our processing your personal data for the above purposes. We will only use the information that you provide to us for the purposes contemplated in these Terms, informing you about similar services which we provide (unless you tell us that you do not want to receive this information) and improving the services which we offer to customers.
We may share your information with our affiliates and/or business partners for marketing purposes or we may send you information about other organisations’ goods and services. We may contact you by post, telephone, fax, email or other electronic messaging service with offers of products, services or information that may be of interest to you. By giving us your contact details you consent to being contacted by these methods for these purposes. If you do not wish to receive marketing information from us or our affiliates and/or business partners other than the information you have requested, please indicate this on registration or contact us using the details below.
If we (or any part of us) enter into a joint venture or are sold, transferred to or merged with another business entity, or if our business structure changes, the information that we hold about you may be disclosed to the new business partners or owners, although your personal information will still only be used in accordance with these Terms.
We employ security measures to protect your personal information from access by unauthorised persons and against unlawful processing, accidental loss, destruction and damage. We may retain your personal information after we have ceased using it for the purposes set out in these Terms, or for as long as the law requires.
You are entitled to obtain details of the information that we hold about you (for which we may charge a small fee). You may also ask us to make changes to the information we hold about you or your marketing preferences to ensure that it is accurate and kept up to date. If you wish to do this, please send an email to firstname.lastname@example.org or by post to Camping in the Forest, Greenfields House, Westwood Way, Coventry, CV4 8JH.
We may use information obtained about you from cookies (files which are sent to us by your computer or other access device) which we can access when you visit our website in the future. We do this to allow us to identify users and personalise the Website wherever possible. The cookies store small pieces of information about our users, such as names and email addresses. This means that on future visits too our website, we can identify past users. We may access cookies stored on your computer when you visit our website in future or when you open an email from us.
If you want to delete any cookies that are already on your computer, please refer to the instructions for your file management software to locate the file or directory that stores cookies. Any cookie whose name starts with UTM is a Google Analytics first party cookie. If you want to stop cookies being stored on your computer in future, please refer to your browser manufacturer’s instructions by clicking “Help” in your browser menu. Further information on deleting or controlling cookies is available at www.aboutcookies.org. Please note that by deleting our cookies or disabling future cookies you may not be able to access certain areas or features of our Website.
Please read this section as it is important that you understand what you are agreeing to
Nothing in this section limits or attempts to limit our liability for:
- Death or personal injury caused by our negligence; or
- Fraud or fraudulent misrepresentation; or
- Any breach of the obligations implied by Section 2 of the Supply of Goods and Services Act 1982; or
- Losses for which it is prohibited in Section 7 of the Consumer Protection Act 1987 to limit liability; or
- Any other matter for which it would be illegal or unlawful for us to exclude or attempt to exclude our liability.
Subject to the matters detailed above, if we fail to comply with these Terms, we shall not be responsible for any losses that you suffer as a result, except for those losses which we could reasonably foresee would result from our failure to comply with these Terms.
In addition to the above, we shall not be responsible for any:
- Loss of income or revenue;
- Loss of business
- Loss of anticipated savings
- Loss of data
Our maximum liability shall be no more than to refund the amount paid by you for the holiday.
As our Sites are located in the forest environment, we do not accept responsibility for any damage, injury or inconvenience caused by plants or wildlife.
Camping in the Forest do not accept responsibility for anything that adversely affects your holiday that is outside of our control. These circumstances are known as ‘Force Majeure’ events and are circumstances that Camping in the Forest could not, even with due care, have foreseen or avoided. Such circumstances include (but are not limited to) war, civil unrest, industrial action, terrorist activity, natural disaster, fire, adverse weather conditions, foot and mouth disease and all other similar events outside of our control. Camping in the Forest will endeavour to manage any problems caused as a result of a Force Majeure event but shall be under no obligation to do so and shall not be liable to you for any losses caused by a Force Majeure event.
Reference to any products, services or other information belonging to third parties does not imply or constitute an endorsement, sponsorship or recommendation by Camping in the Forest. Links to other services not operated by Camping in the Forest are provided solely for your convenience. Camping in the Forest accepts no liability for any products services or other information provided by third parties.
Other Important Information
Any photographs, descriptions or advertising we issue, and any descriptions or illustrations contained in our catalogue, or brochures or on our Website, are issued or published solely to provide you with an approximate idea of our Sites and services. They do not form part of the contract between you and us.
If any court or competent authority decides that any of the provisions of these Terms are invalid, unlawful or unenforceable to any extent, the Term will, to that extent only, be severed from the remaining Terms, which will continue to be valid to the fullest extent permitted by law.
If we fail at any time while these Terms are in force, to insist that you perform any of your obligations under these Terms, or if we do not exercise any of our rights or remedies under these Terms, that will not mean that we have waived such rights or remedies and will not mean that you do not have to comply with those obligations. Any waiver of a default by us does not mean that we will automatically waive any subsequent waive by you. No waiver by us of any of these Terms shall be effective unless we expressly say that it is a waiver and we tell you so in writing.
A person who is not party to these Terms shall not have any rights under or in connection with them under the Contracts (Rights of Third Parties) Act 1999.
You may not transfer any of your rights or obligations under these Terms to another person without our prior written consent, which we will not withhold unreasonably. We can transfer all or any of our rights and obligations under these Terms to another organisation, but this will not affect your rights under these Terms.
These Terms and any non-contractual obligations relating to these Terms shall be governed by and interpreted in accordance with English law. You and we both agree to the exclusive jurisdiction of the English courts. This contract shall be concluded in the English language.
If you wish to contact Camping in the Forest please use the following address: Camping in the Forest, Greenfields House, Westwood Way, Coventry, CV4 8JH.