TERMS & CONDITIONS

1) Definitions

a) ‘Company’ is ‘The Badminton Retreat Limited’ which is registered in England and Wales. Company No: 11651068 with registered address at Bartletts Bridge Stud, Wedmore, Somerset, BS28 4HH

b) ‘Client’ or ‘Hirer’ is the natural or legal person named in the Hire Contract. Full names, age and address of the actual users must be provided to the company immediately after payment of hire charges.

c) ‘Structures’ or ‘Equipment’ are the tents and internal contents.

d) ‘Hire Period’ is from 12pm on Tuesday the 6th May until 11am am on Monday the 12th May 2025.

e) ‘Hire Contract’ means the information appearing on the booking confirmation and these terms and conditions.

f) The ‘site’ means Huntsman’s Close on which are the structures.

g) The ‘facilities’ means those facilities mentioned in clause 4.

2) Terms and Conditions These terms and conditions and the booking confirmation are intended to form a binding contract between the Company and the Client.

a) The Company is not bound by any variation unless agreed in writing by the Company.

b) By making a booking the Client confirms acceptance of these terms and conditions.

c) The terms and conditions applicable will be those published on the Company’s website at the time of booking. The Company reserves the right to amend these terms and conditions in its absolute discretion and any such amended terms and conditions will become binding upon publication on the Company’s website.

d) The Client will be responsible for all persons or dogs using the Structures and Equipment and liable for any breaches of these terms and conditions by any such persons or dogs. The Company reserves the right to modify these terms and conditions at any time if it is seen to be in the interest of the safe and efficient running of the service. If there is any inconsistency between the terms and conditions and any other communications through advertising, statements or comments on media sites our terms and conditions on our website prevail.

e) All prices are charged in Sterling GBP, and must be paid in Sterling. If making an international transfer, the client must add any additional bank charges to the invoice charged by the company.

3) Clients Responsibilities/Insurance

a) The Client will be responsible for the safety, security and condition of the Structure and Equipment for the duration of the Hire Period.

b) The Client will pay for any loss, damage, heavy soiling or theft to any of the Structure and Equipment however caused.

c) It is the Client’s responsibility to make sure they have sufficient comprehensive insurance against loss or damage to the Structure or Equipment. The cost of replacement Equipment or repairs will be quoted for and should be settled immediately.

d) The Client will be responsible for any damage caused to Company property or nearby property.

e) The Company does not accept any responsibility for the Client’s own equipment when stored in the Structure. All Clients’ personal items are their sole responsibility and the Company emphasises that the Structures are part of an outdoor camping facility which are at times exposed to the weather and natural environment.

f) It is the Client’s responsibility to take precaution to secure and look after all personal belongings. Valuable items should not be kept in the Structures.

g) Images on our website are for illustration purposes only and may not match the exact representation of the Structure and facilities.

h) It is the Client’s responsibility, upon arrival, to check the Structure and Equipment; if the Equipment is wrong or faulty the Company will do its best to rectify the problem. The Company requires the Client to speak to a Company employee immediately if he has any concerns. If we are not aware of your concerns before the last day of your stay, we will conclude that everything was satisfactory.

i)The Company will do its best to ensure the Structures are functional and suitable for purpose and of a reasonable standard expected from a portable, temporary camp site.

j) The Client should be aware of potential weather and temperature conditions on a field site when booking.

k) The Company will do its best to supply the particular Structures and Equipment booked but reserves the right to use the best substitute Equipment if necessary. The Client will have no claim against the Company in the events that substitute Structures and Equipment is provided. If the Company cannot substitute an alternative, the Company will notify you of the cancellation of the Hire Contract and immediately refund the full amount paid, but otherwise no claim shall lie against the Company.

l) The Company is insured against loss, death or injury through its negligence, or the negligence of its agents or employees.

m) The Hirer is responsible for the Structures and Equipment for the duration of the Hire Period and if it is not left in it’s original condition a charge will apply.

n) All reasonable steps must be taken to ensure all openings are closed in windy conditions and when not in use to avoid damage to the Structures and Equipment.

o) The Hirer undertakes that he will not tamper with or move the Structures or any part of the Equipment and permission must be gained from the Company before suspending anything from the Structures.

p) Lighting, heating, cooking or other gas or similar items must not be used inside the Structure. Power intensive electrical appliances, such as Kettles, fridges and hair dryers should not be used in the Structures. The Client will not permit smoking in the Structures.

q) The Hirer shall permit any person authorised by the Company at all reasonable times to enter the Structure.

r) It is Client’s sole responsibility to hold the right number of official Badminton Retreat Season Admission Badges and Car Park Passes for them and their group to enter Badminton Horse Trials.

s) The Client is not permitted to share occupation of the structure nor sub-let or rent out the Structures to anyone.

t) The client acknowledges and agrees that the Company will not accept illegal or offensive activities on site and those causing a nuisance to other guests will be evicted.

u) The Company will not accept abusive or threatening behaviour to Company employees or other clients.

v) Clients must comply with any reasonable request of a Company employee.

w) Any Client or Client’s guest may be searched at the entrance or onsite and illegal or offensive items confiscated. If any Client or Client’s guest is suspected of carrying on illegal or offensive activities or causing a nuisance to other guests, you will be asked to leave the Company’s site immediately. If a Client or a Client’s guest is asked to leave the site, the Client will not be given compensation or reimbursement for any amount paid.

x) The Company may, at its own discretion, ban certain people from its site without stating a reason. A banned person will not be allowed to enter the site.

y) Only structures and facilities approved by the Company will be allowed on site. Additional structures, tents and gazebos will not be permitted without written confirmation from the Company.

z) The Company does not allow all pets on site. The company does allow well behaved dogs by prior written arrangement by email. Dogs must be on a lead at all times and all dog poo to be disposed of in provided bins by their owners. Dogs should not be left unattended in tents or cars.

aa) The Company will not allow cameras and video equipment on site for commercial purposes but only for personal use.

bb) Flying or filming with unmanned aerial vehicles will not be tolerated. No sound systems, generators, sky lanterns, kites, fireworks, bangers, laser pens, wax flares, barbecues or camp fires are allowed on site.

cc) The Company will endeavour to ensure that Client’s privacy is not compromised but by agreeing to the Company’s terms and conditions a Client acknowledges and accepts that occasional photos or short video recording may be taken on site. These pictures and videos may be used only for the Company’s promotional and marketing purposes.

dd) The Company requires Clients to only bring food and drink for personnel consumption on site.

ee) The Client must not bring drugs or dangerous substances on site.

ff) The Company requires Clients to only use specially marked walkways or paths to the campsite.

gg) The Company cannot be held liable for any personal injury incurred during the hire period, the client accepts that the site is pasture land and will have uneven surfaces with the inevitable risk of tripping and stumbling.

hh) Clients are not permitted behind the Structures or facilities including the loos and showers to avoid any hazardous infrastructure.

ii) For security reasons we only admit people who have booked accommodation on to the site.

jj) The Clients using the Wifi access must do so responsibly and will not use it for illegal purposes, including, but not limited to, activities that may infringe copyright or other intellectual property rights. The client must acknowledge that the download and upload speed may vary from time to time due to network conditions, and that due to the proximity of the horse trials there is no guarantee of Wifi access or download or upload speeds.

4) Facilities Provided 

a) The Company may provide facilities in addition to the Structures. These facilities may include loos, showers. pamper rooms, sitting room, chill out areas and cafe/restaurant. The provision of some or all of these facilities is at the Company’s discretion.

b) The Company will do its best to provide the facilities. No refund or compensation will be provided unless the particular facility was mentioned on the booking confirmation.

c) Certain power points can be used for charging phones, cameras etc. but are used at Client’s own risk. Please ask for permission from one of the Company’s employees.

d) The Client will acknowledge that field based portable generators are used to power the site and power points. The Company is not liable for any damage caused to the Client’s personal equipment as a result of or connected to the use of the power points.

e) The Company may provide additional facilities such as hot tubs, cold tubs, swimming pools and garden games. The availability of these facilities are subject to weather conditions and the Company’s discretion. The Company take all reasonable care to ensure that the swimming pool or related facilities are safe and fit for use, however, the Company disclaims, to the extent permissible by law, all liabilities that may arise in relation to the use of the facilities. A Client under 18 years of age must only use facilities under proper adult supervision. Clients must follow any other rules or posters near the facilities governing their use.

5) Badminton Retreat Parking and Badminton Retreat Seasonal Badges
Badminton Retreat Car Passes and Season Admission passes will be available from January 2025 to puchase on our website.

All guests are required to purchase a Badminton Retreat Season Admission Pass to obtain entry to The Badminton Retreat and Badminton Horse Trials.

6) Liability
The Company will do its best to supply any service in a timely and efficient manner, but cannot be held liability for the following:

(a) Delay or non-delivery due to variable traffic conditions.

(b) Late or non-delivery caused by war, terrorism, civil disorder, adverse wind or weather conditions, restriction or obstruction of transport.

(c) Injury or death to persons using the Structures, Equipment and facilities unless due to the negligence of the company.

(d) Problems due to not obtaining appropriate permission from the organisers of Badminton Horse Trials, public or local authorities.

(e) Loss or damage to equipment due to weather, fire, flood or accident.

(f) Equipment, Structures or inventory being hired by the company is not available by reason of mechanical breakdown, accident or any other reason.

(g) Late or non-delivery due to any cause outside of the Company’s control, including but not limited to the cancellation of the Badminton Horse Trials for any reason. If for any reason the Equipment, Structures or inventory is not available and the Company is unable to substitute a suitable replacement the Company’s Liabilities will be restricted to and no greater than the value of any contracted services. The reimbursement of any monies paid would be minus any reasonable costs incurred by the company for what they were agreed to supply. If the Badminton Horse Trials having commenced is cancelled before the commencement of the final day, the Company will not indemnify the client against any loss. Clients are strongly advised to take out their own insurance against full or partial cancellation of the festival.

7) Bookings 

a) The Company reserves the right to withdraw or revise any bookings up until the time of acceptance in the form of a booking confirmation.

b) The Company accepts no responsibility for inaccuracies or misunderstandings arising through orders, instructions or information given to Clients by telephone or verbally unless confirmed in writing by the Company.

c) The Company cannot be held responsible for incorrect or incomplete information supplied by the Client at the time of booking. Please notify the Company immediately if the details in our booking confirmation are incorrect.

d) All lead bookers must be a minimum of 21 years of age. All children under the age of 16 must be accompanied by responsible adults.

8) Discounts Any discounts are subject to availability and can be withdrawn at any time without prior notice. The Company has the right to introduce discounts and price changes without prior notice, and these will not apply to bookings already confirmed.

9) Payment Terms

a) Dependent on the payment option selected, either 50% on booking with the balance due by 1st March 2025, or full payment at the time of booking are required as stated by the website www.badmintonretreat.co.uk. The booking is not firm until full payment is cleared and a booking confirmation email is sent from the Company. Payment must be made through the web site. All the Company’s payments must be made in £ Sterling GBP.

10) Cancellations

a) No refund will be given on placed orders that are cancelled by the Client after the 1st December 2024, unless the Company are unable to fill the order.

b) In exceptional circumstances we reserve the right to cancel your booking should there be insufficient demand overall for the accommodation at a location. If the Company do cancel the booking, the amount paid will be refunded in full. The Company will endeavour to give reasonable notice should this be the case to minimize any inconvenience. The Company reserves the right to cancel a booking if the booking is made via a company which is not intended to be the actual user of the Structures as to which the Company shall be sole arbiter.

11) Privacy Policy and Company use of your personal information – last updated 12th September 2024. Please visit our Privacy Policy & Cookies page for full info.

A Client must fill in an enquiry form with required contact information including – Name, Telephone number, Email, and Address and age of all guests in order to complete a booking and for billing or to contact a Client. In addition the Company may use these contact details in the following ways.

If you sign up for our mailing list the Company may use your email to contact you in the following ways.

1. a) To contact Clients by post, sms or email to tell you about other services we think may be of interest to you?
2. b) In order to get feedback and improve the services offered.
3. c) In order to respond or deal with any or your requests or answer any questions.
4. d) To track the response we get to our marketing services. If your contact details change or you no longer want information about our services please let the company know on the email address info@badmintonretreat.co.uk or call us on 01458460010 or 01454460012. The Company will not disclose individual details like names and contact details to other marketing agencies. The Company will only disclose personal details if required to by law. The Company will do all possible to protect personnel information submitted to us in transit and once received. However it should be accepted that all information received over the internet is not 100% secure. Please email the Company if you have any questions about the security of our website. In the event that the ‘Badminton Retreat’ goes through a business transaction and is sold or merged with another company the personnel contact information may also be transferred. In an event of this all information will be displayed clearly on the Website for 30 days explaining any change of ownership.

Any hyperlinks to other websites are likely to be to websites owned and run by third parties. These websites have their own privacy policy which we urge you to bear in mind. They will govern the personal information you submit as they see fit. The Company will accept no responsibility for the privacy policy of third party websites. The Company may study clients’ trends on its website. This is not to develop a personal profile. This is done to analyse the information such as Internet Protocol, what pages are looked at and for what length of time. This is done to help the Company to enhance Clients’ experiences with the website. The Client has the right to a copy of any information held by the company a copy of which is available by request. Any changes to our privacy policy will be printed and dated on the Company website. The Company reserves the right to modify the privacy policy at any time which would be updated and dated on our website.

12) Contact

Any further questions, please contact info@badmintonretreat.co.uk