Booking terms & conditions

The following terms and conditions apply to ‘Family & Friend Bookings’ at Hazel Hill Wood.

1. Prior to booking

1.1 Hazel Hill Wood is available for bookings that fit with the aims of the charity only. Specific activities which are not acceptable include; loud noise or violence (e.g. amplified music, stag or hen parties, paintball games etc), any illegal activities, including any use of illegal drugs, use of motorised equipment, including generators, 4 x 4 vehicles, motorcycles etc, any activity which would carry a reputational risk or involve disruption to wildlife in the wood, or to neighbours and the neighbouring villages.

2. Booking and Payment

2.1 A provisional booking will only be held for 2 weeks and if unconfirmed it will be released without notice. 

2.2 All prices are correct at the time of quoting and are subject to change without notice. All prices agreed on a confirmed booking with a deposit paid will be honoured.

2.3 No dates may be confirmed without a full non-refundable deposit of 25% of the total booking cost.

2.4 The remaining non-refundable balance is due no later than 4 weeks prior to the arrival date.

2.5 Bookings made less than 4 weeks before the arrival date are payable in full at the time of booking.

2.6 If we do not receive payment as set out above, we reserve the right to treat your booking as cancelled by you.

3. Cancellation by the guest

3.1 The guest should notify Hazel Hill Trust of their intention to cancel, in writing, as soon as possible.

3.2 Full refund for cancellations up to 30 days before check-in.

3.3 If booked between 30 and 14 days before check-in, full refund for cancellations are made within 48 hours of booking. After that, 50% refund up to 7 days before check-in. No refunds after that.

3.4 COVID 19: Any bookings that cannot go ahead due to a Covid related reason such as; Government lockdown, travel restrictions, a positive test for Covid or self-isolation, guests must inform Hazel Hill as soon as possible and provide evidence of such as proof. You will be able to request a date change within 12 months of the original date. If a date cannot be agreed then a full refund will be given.

3.5 If you are unable to provide evidence that your cancellation is due to Covid then we are unable to provide a refund and the standard cancellation policy will apply.

4. Cancellation by Hazel Hill Trust

4.1 For any bookings taken that cannot go ahead whether due to a
Government decreed lockdown (COVID 19), or any other
unforeseen event, then Hazel Hill Trust will notify the guest as soon as possible to discuss this cancellation and do our best to reschedule the booking. If a date cannot be agreed then a full refund will be given.

4.2 Hazel Hill Trust cannot compensate the guest for any costs they
may have incurred as a result of this cancellation.

5. Changes to booking

5.1 Any amendments to the original booking will be agreed in writing between Hazel Hill Trust and the guest.

6. Staying at Hazel Hill Wood

6.1 All guests are asked to observe a curfew, with no noise which could be heard outside the wood between the hours of 10pm and 9am.

6.2 We ask all guests to respect the wood as a nature reserve, by avoiding littering, loud noise and ensuring that there is no damage to living trees, plants or buildings.

6.3 No pets allowed, with the exception of assistance dogs.

7. Health & Safety

7.1 By booking the wood you take responsibility for the health and safety of you and your fellow travel companions. You will be sent a Welcome Pack in advance of arriving at the wood, including information about ticks and Lyme Disease risk in woodlands and how to prevent getting ticks on you.

7.2 Guests must complete a buildings induction upon arrival. This is important as learning how to use the off-grid buildings are key to an enjoyable and comfortable stay. No staff live on-site, although a member of staff will be ‘on call’ should you require assistance.

8. Acceptance

8.1 By making payment for your stay, you will be acknowledging and accepting these terms and conditions.