EVENTS AND BOOKINGS Terms & Conditions
1. Glossary
"Booking" means a Booking for an event or general booking The Sustainability Centre or use of The Sustainability Centre Facilities. These terms and conditions do not cover Adult Courses and Accommodation, which varies and is tailored to those specific areas. Please see Terms and Conditions in those sections.
"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;
"Exclusive Use" means sole use of the South Downs Eco Lodge B&B, South Downs Eco Hostel or The Camp Site.
"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.
2.3 Events bookings are confirmed when a full payment has been received.
Exclusive Use 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 behaviour of the Group, including damage caused by the actions, or inactions, of the Group.
2.6 Exclusive Use
Exclusive use of ‘Campsite’ includes use of yurts and camping pitches as defined by our campsite map. These will be agreed at the time of Booking and may be subject to change. Exclusive use does not include the whole of the Sustainability Centre site or exclusive use of the shower and toilet facilities on the campsite.
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 is deposit 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.
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. Events and Bookings Payment and Cancellation Policy
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.
3.3 We do not accept unpaid reservations.
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.
3.5 a We do not offer refunds for events or bookings of any sort except in extreme and exceptional circumstances.
3.5 b We do offer credit notes to be spent on future events or bookings, (within one year) subject 1 months’ notice of the booked event. An admin fee of 10% minimum £10 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. Section 3.5 b does not apply to Adult Courses. Their refunds policy varies and is tailored to those specific areas. Please see separate Terms and Conditions in Adult Courses.
3.5 c We can transfer your booking to one of your friends or family. An admin fee of 10% minimum £10 will be payable.
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 10% minimum £10 will be payable.
3.5 e Adult Courses and Accommodation
Adult Courses and Accommodation Refunds Policy varies and is tailored to those specific areas. Please see Terms and Conditions in those sections.
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 10.30pm 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, neighbors 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 site except within the dedicated car park. 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.
4.5 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.
4.6 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.
4.7 Dogs are welcome in our grounds, but must be kept on a lead at all times.
4.8 Cleaning up after your dog. You must clean up after your dog and put the mess in the bins provided.
4.9 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.
4.10 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. If they are, then a £50 room cleaning fee per bike will be charged to your credit/debit card thay your booking was made with.
4.11 Playing of music, films or videos may require licenses, the proof of which will be required before any showing/performance commences.
4.12 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 May 2022
