Group booking terms & conditions

The following terms and conditions apply to residential and day venue hire at Hazel Hill Wood.

1. Prior to booking

1.1 Hazel Hill Wood is available to hire for activities and events 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.

1.2 Hirers must complete a site visit to view the off-grid facilities prior to booking.

1.3 Hirers must provide details of another venue they have hired that are willing to provide a reference. 

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 completed booking form and a full non-refundable deposit of 25% of the total hire cost.

2.4 The remaining non-refundable balance is due no later than 8 weeks prior to the event date.

2.5 For bookings made less than 8 weeks before the event 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 hirer

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

3.2 As a charity, Hazel Hill Trust will carefully consider the reason for
cancellation and whether any refund can be made.

3.3 If we are able to re-book the venue then we will calculate a genuine pre-estimate of the losses incurred from the cancellation, and whether a partial refund can be made.

3.4 In all cases the 25% deposit remains non-refundable.

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 hirer 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 of the advanced payments received will be given.

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

4.3 COVID 19: Any bookings taken that then cannot go ahead due to a Government decreed lockdown will be able to request a date change within 12 months of the original event date.

5. Changes to booking

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

5.2 The Hirer may reschedule the event with over 8 weeks written notice to Hazel Hill Trust without penalty and the non-refundable 25% deposit payment transferred to a rescheduled future event date within 12 months of the original event date.

6. Using the venue

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 the 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 participants.

To support you to take this responsibility, we provide risk assessments and suggested mitigation measures for the principal risks that we have identified at the wood.

We strongly advise that you take these into consideration when planning your event and briefing your participants on staying safe at the wood, and to assess for yourselves any other risks associated with your group and its activities.

7.2 The Hirer undertakes to warn all of their participants, in advance of arriving at the wood, about the tick hazard and Lyme Disease risk at the wood, for example by sending them a link to this page on our website. The Hirer also undertakes to provide a briefing to all participants on tick precautions upon arrival.

7.3 There should be a minimum of one individual trained in first aid at the event for the duration. 

7.4 Hirers must complete a buildings induction upon arrival.

7.5 Hirers agree to take responsibility for all event participants and site crew.

8. Insurance 

8.1 Hazel Hill Trust strongly advises that Hirers have a Public Liability Insurance Policy in place. 

9. Acceptance

9.1 By completing and submitting your booking form to us you will be acknowledging and accepting these terms and conditions.