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Terms and Conditions

  1. DEFINITIONS

1.1 “Equipment” means all tents, bedding, beds, furniture, lighting, décor and any other items supplied by Little Bell Hotel Ltd.
1.2 “Site” means the land or premises where the equipment is delivered, erected and collected.
1.3 “Event Organiser” means the individual responsible for arranging an event requiring multiple tents.
1.4 “Guest Booking” means an individual guest booking a tent directly with us for an event.
1.5 “Booking Deposit” refers to the deposit required to secure the date.
1.6 “Damage Deposit” refers to the refundable deposit held against loss, damage or excessive cleaning.
1.7 “Balance Payment” refers to the remaining hire amount due 14 days before the event.

  1. BOOKING PROCESS

2.1 A booking is only confirmed once the Booking Deposit is received by Little Bell Hotel Ltd and written confirmation is issued.
2.2 Until the deposit is received, dates and equipment availability cannot be guaranteed.
2.3 By making a booking you confirm that you have the authority to accept these Terms on behalf of all individuals involved in or attending the event.

  1. BOOKING DEPOSITS

3.1 A £100 booking deposit per tent is required to secure the date.
3.2 For larger events, the following non-refundable deposit structure applies:

  • 5–10 tents: £500
  • 10–15 tents: £1,000
  • 15–25 tents: £2,000
    3.3 Where guests book directly with us, and the organiser is not paying for tents, the organiser’s deposit may be refunded within 7 days after the event, provided minimum numbers are met and no breach of contract has occurred.
    3.4 Where the organiser pays for the tents, the deposit is deducted from the final invoice.
  1. DAMAGE DEPOSITS

4.1 A £100 refundable damage deposit per tent is required for all non-festival hires.
4.2 For festivals or high-impact events, the damage deposit may increase to £150 per tent.
4.3 Damage Deposits are due alongside the final balance, 14 days before set-up.
4.4 Damage Deposits will be refunded within 1–14 days after collection, provided no deductions are required.
4.5 Deductions may be made for, but are not limited to:

  • Damage to canvas, poles, pegs, flooring or furnishings
  • Excessive mud, stains or cleaning required
  • Burn marks or smoke contamination
  • Missing, broken or misused items
  • Moving tents after set-up
  • Wet bedding returned due to negligence
  • Damage caused by guests, children or pets
  1. PAYMENT TERMS

5.1 Final payment of the outstanding balance is due 14 days before the event.
5.2 If payment is not received by this date, we may treat the booking as cancelled and retain the Booking Deposit.
5.3 Guest Bookings must also be fully paid 14 days before the event.
5.4 Payments may be made by bank transfer or as otherwise instructed.

  1. CANCELLATION POLICY

6.1 By You

  • If you cancel more than 30 days before set-up:
     You will receive a refund of any balance paid (excluding deposits).
  • If you cancel 30–7 days before set-up:
     50% of the balance may be refunded.
  • If you cancel within 7 days:
     No refunds will be issued.

6.2 Guest Bookings

Balance payments follow the same refund schedule as above.

6.3 Cancellation due to Weather or Safety

We reserve the right to cancel or postpone set-up if weather conditions make installation unsafe, including but not limited to:

  • High winds exceeding safe pitching limits
  • Flooded or waterlogged ground
  • Extreme storm conditions
  • Unsafe or inaccessible terrain

If we cancel for safety reasons you may:

  • Receive a full refund; or
  • Rebook for an alternative date (subject to availability)
  1. SITE REQUIREMENTS

7.1 You are responsible for ensuring that the Site is suitable, safe and accessible for installation.
7.2 Requirements include:

  • Flat, level ground
  • Grass cut short
  • No overhanging trees, wires or hazards
  • Adequate vehicle access
  • No underground obstacles (pipes, cables, septic tanks)
    7.3 If the Site is unsuitable, we may refuse installation without refund.
    7.4 Additional charges may apply where equipment must be carried excessively far or where access is restricted.
  1. DELIVERY, SET-UP & COLLECTION
  • 8.1 We will agree set-up and collection times in advance.
    8.2 You or a designated representative must be on-site during set-up.
    8.3 Once erected, tents must not be moved. Any damage caused by moving a tent will be charged.
    8.4 We will not be liable for delays caused by traffic, weather, restricted access or actions of third parties.
  1. USE OF EQUIPMENT

You agree that:

  • No smoking is permitted inside tents.
  • No open flames, gas appliances, stoves, heaters or fireworks may be used.
  • Equipment must be used safely and kept clean.
  • No shoes are to be worn on bedding.
  • No pets unless agreed in advance.
  • No more than the agreed number of guests may sleep in each tent.
  1. WEATHER CONDITIONS

10.1 Our tents are highly durable but may be affected by extreme conditions.
10.2 Strong winds may make sleeping uncomfortable; guests should bring warm layers.
10.3 We reserve the right to postpone or refuse set-up during unsafe conditions.
10.4 Refunds or rescheduling are provided only in accordance with Section 6.3.

  1. LOSS, DAMAGE & CHARGES

11.1 You are responsible for all equipment for the duration of the hire period.
11.2 Charges will apply for:

  • Repair or replacement of damaged items
  • Excessive cleaning
  • Lost décor, furnishings, lighting or bedding
  • A full replacement cost list is available on request.
  1. INSURANCE

12.1 We hold appropriate Public Liability Insurance.
12.2 For large events we advise you to arrange your own event insurance covering:

  • Cancellation
  • Weather disruption
  • Damage or loss of personal property
  • Third-party liabilities

12.3 We accept no liability for loss or damage to personal possessions.

  1. LIABILITY

13.1 Little Bell Hotel Ltd accepts no responsibility for:

  • Loss or damage to personal belongings
  • Injury caused through misuse of equipment
  • Consequences of adverse weather
  • Site conditions outside of our control

13.2 Our liability is limited to the total hire cost paid by you.

  1. FORCE MAJEURE
  • We are not liable for delays or failure to perform our obligations if caused by events beyond our reasonable control, including but not limited to extreme weather, illness, strikes, transport failure, fire, flood or natural disasters.
  1. PHOTOGRAPHY
  • With permission, we may photograph our tents once set up for marketing purposes. We will not photograph guests or personal items without consent.
  1. COMPLAINTS
  • Any complaint or issue must be reported within 24 hours of set-up to allow us the opportunity to resolve it. Complaints raised after this period may not be considered.
  1. GOVERNING LAW
  • These Terms & Conditions are governed by the laws of England and Wales and subject to the exclusive jurisdiction of English courts.