Accommodation Terms & Conditions
1. Glossary
"Booking" means a Booking for an overnight stay at The Sustainability Centre or use of The Sustainability Centre Facilities and includes accommodation, educational activities and any Third Party Services, room or event hire;
"Contract" means the agreement between us and you to fulfil a Booking or purchase a Product;
"Customer" means any Customer who makes or is making a Booking with The Sustainability Centre or purchases a Product from The Sustainability Centre and references to 'you' and 'your' shall have the same meaning;
"Group" means an organised group of people;
"No-Show" means a guest who does not arrive and gives no notice or indication of intent;
"Third Party Services" means food arranged with ‘The Beech Café’ or any other services or products arranged by The Sustainability Centre;
"Writing" means a letter or an email;
"The Sustainability Centre" means the Earthworks Trust Ltd and its subsidiaries including Earthworks Foundation Ltd and South Downs Natural Burial Site Ltd.
2. Bookings
2.1 The Sustainability Centre reserves the right not to accept any booking and is not required to give a reason for doing so. The Sustainability Centre does NOT accept Stag or Hen parties or similar.
2.2 The Booking Contract between The Sustainability Centre and the Customer will be formed when the customer pays the deposit or the full fee, whichever happens first. We will only provide and allow the services, activities, catering, entertainments or use of spaces that have been agreed at the time of the booking contract. The Sustainability Centre reserves the right to decline or charge a fee for requests for extra services, activities, catering, entertainments or use of spaces made after the date of the booking contract. Booking Contracts will be confirmed by email. The terms and conditions are signposted from the email and are to be found online. http://www.sustainability-centre.org/accommodation-terms-and-conditions.html
2.3 Room and Campsite bookings are confirmed when a full payment has been received.
Exclusive Use and Event bookings are confirmed when your 25% deposit has been received.
2.4 You must be over 18 years old to make a Booking. You (or a responsible person aged 18 years old or older, nominated by you) must be present throughout the duration of your booking.
2.5 Group Bookings will be the responsibility of the individual making the Booking. They will be financially responsible for the Booking and for the acceptable behavior of the Group, including damage caused by the actions, or inactions, of the Group. A £100 damage deposit fee is chharged prior to your visit.
2.6 Exclusive Use
Exclusive use does not include the whole of the Sustainability Centre site, but will include the spaces you have booked.
A site visit from the main hirer responsible will need to take place prior to our acceptance of your booking.
- B&B - Exclusive use of the B&B includes use of the Garden Room. This will be agreed at the time of Booking and may be subject to change.
- HOSTEL - Exclusive use of the Hostel includes use of the common room and self catering kitchen. This will be agreed at the time of Booking and may be subject to change.
- CAMPSITE - Exclusive use of Campsite includes use of yurts and camping pitches as defined by our campsite map. It will not include exclusive use of the shower and toilet facilities on the campsite. This will be agreed at the time of Booking and may be subject to change.
2.7 Activities and Events
Our 55 acre site is subject to restrictions. This includes, but is not limited to, numbers, sizes and use of tents or marquees. If there is an intention to use any part of the grounds, including the camping area, paddock or woodlands for any purpose or activity this MUST be fully discussed and agreed BEFORE the booking is accepted and BEFORE the deposit is paid. Any intended onsite activities must have prior approval from The Sustainability Centre. All activities must be risk assessed by the customer. Copies of risk assessments must be made available to The Sustainability Centre 3 months prior to the event.
2.8 Arrival and departure times must adhered to and will be as follows:-
- B&B Arrive 4pm Leave 10am
- HOSTEL Arrive 4pm Leave 10am
- CAMPSITE Arrive 2pm Leave 11am
2.9 Use of Spaces and Facilities
We aim to help make your stay enjoyable and successful, however please do not assume that equipment, furniture, rooms and facilities will be available for the purpose you have in mind. You MUST discuss your ideas and expectations with us at the time of booking and before paying your deposit.
3. Payment and Cancellation
3.1 The Sustainability Centre reserves the right to cancel any booking before the date the booking begins. In which case a full refund will be made, unless it is due to extenuating circumstances. The Sustainability Centre will put a refund policy in place accordingly.
3.2 Payments can be made by credit or debit card, BACS, cheque or cash. All charges include VAT at the prevailing rates. Large payments over £600 must be paid by bank transfer.
Payments over £600 by card or cheque may incur a fee.
GENERAL BOOKINGS
3.3 Event, exclusive use of accommodation bookings are only taken upon receipt of a 25% deposit. We do not accept unpaid reservations. No dates can be reserved without a 25% deposit.
3.4 Changes requested to your booking after it has been accepted will be treated as, and subject to, the refunds policy set out below.
ACCOMMODATION CANCELLATION AND REFUNDS POLICY
3.5 a We offer a full refund for overnight accommodation or camping with 28 days prior notice, with the exception of exclusive use bookings.
See further details below.
3.5 b For cancellations with less than 28 days notice we will transfer the booking or offer a credit note to be spent on future accommodation/hires or camping bookings, (within one year) subject 1 months’ notice. An admin fee of £25 will be payable in all cases. Any difference in price will need to be paid by the customer. No refund for a lesser price will be possible and no partial credits will be held forward for another booking.
3.5 c With 3 days or less notice no transfer or offer will be made except in exceptional circumstances (see 3.5 e).
3.5 d Refunds Exceptional Circumstances
In exceptional circumstances, such as serious illness or hospitalisation customers may be eligible for a 50% refund. Customers would need to apply in writing/email. An admin fee of £25 will be payable.
EXCLUSIVE USE BOOKINGS
3.6 a To secure bookings more than three calendar months in advance a non-refundable deposit of 25% per night is payable.
3.6 b Full payment is required three months prior to the event. If payment is not received at this time we reserve the right to cancel the booking.
3.6 c We do offer a refund of 75% of the total booking cost if you cancel 3 months in advance of the booking date. The full fee is payable for cancellations made less than 3 months in advance.
3.6 d Exclusive use bookings include exclusive use of the South Downs Eco Lodge, or Campsite Area. A £100 returnable damage deposit is payable for all exclusive bookings.
3.6 e Special Offers do not apply to exclusive use bookings.
4. Your Visit
4.1 Please respect our site and other users including staff, guests and visitors.
4.2 Unacceptable behaviour, including, but not limited to, threatening behaviour, violence, uncontrolled dogs, use of offensive language or use of illegal substances will not be tolerated. The Sustainability Centre reserves the right to terminate any booking where unacceptable behaviour occurs. You will be asked to leave, and no refund will be given.
4.3 The Sustainability Centre reserves the right to stop excess noise or anything that is loud continuing too late. Amplified sound or drumming is not allowed. The whole Sustainability Centre site must be quiet between 22:00 and 08:00, this is due to the nature of our site and maintaining a peaceful atmosphere for all. Please be considerate of others who may be camping, neighbours who are close by and staff who live on site. Anyone who refuses to comply will be asked to leave and no refund will be given.
4.4 No vehicles are allowed on the campsite. Permission may be given on arrival for access to drop-off areas and for deliveries. If permission is granted you must drive at 5 mph and use your hazard warning lights and be aware of other people, especially children using the site.
Vehicles given permission to drop off camping equipment must return the car to the car park after unloading. At no time are vehicles to be taken onto the grass of the campsite itself or any other grass/un-tarmacked area.
4.5 Fire bowls can be hired for use, each fire bowl hired comes with logs, kindling and firelighters for each night you hire the fire bowl. You may not gather or cut wood or kindling from anywhere on the Sustainability Centre site.
4.6 Alcoholic drinks cannot be sold at The Sustainability Centre. Responsible drinking is acceptable but any excessive drinking will be treated as Unacceptable Behaviour in section 4.2.
4.7 Children must be supervised by an adult at all times. Please ensure that children are within sight and hearing of an adult, and that their behaviour is respectful of our site and other visitors.
4.8 Dogs are welcome in our grounds, but must be kept on a lead at all times.
4.9 Dogs - Are Dogs allowed in the accommodation?
Yurts Yes in Olive and Mini Yurt. Cost £10 No dogs in Rose Yurt
Bed & Breakfast No dogs except registered assistance dogs.
Eco Hostel No dogs except registered assistance dogs.
Camping Yes in your own tents. Cost £2
4.10 Cleaning up after your dog. You must clean up after your dog and put the mess in the bins provided.
4.11 All areas must be left litter free. All litter should be cleared up by you. Rubbish and recycling bins are provided in the car park.
4.12 Excess wear and tear, damage, breakage, theft, or loss of equipment or keys must be paid for by the named booking person. Push bikes and scooters or similar, can not be taken indoors in to either the South Downs Eco Lodge, Wetherdown Wing or Bed & Breakfast Wing. They can not be taken in to Yurts either. If they are then a £50 room clean fee per bike will be charged to your credit/debit card that your booking was made with.
4.13 Use of the South Downs Eco Lodge facilities, including the common room, kitchen, toilets and showers are for Lodge guests only.
4.14 Playing of music, films or videos may require licenses, the proof of which will be required before any showing/performance commences.
4.15 Please make sure you are aware of our fire procedure and obey any signs or requests from staff to comply.
5. Third Party Services
5.1 Any contract for Third Party Services from external providers will be between you and the service provider. The Sustainability Centre will not be liable for any breach of contract or obligations arranged between you and the service provider.
5.2 Any booking made via a third party such as Booking.com is subject to their terms and conditions with regard to refunds etc.
Terms and Conditions Reviewed Mar 2022
