MAKING A BOOKING
You must be 18 years of age or over to book accommodation and stay at BrackenXcapes. Guests booked with you can be younger than 18 if always accompanied and staying with an adult.
The maximum number of guests in each accommodation is as follows:
The FERN – Sleeps up to 5 adults, children are allowed, up to 3 pets allowed (please contact in advance if you have more than 2 pets)
Kingston Pod – Sleeps 2 adults (also has a sofa bed which could take up to 2 young children or 1 teenage) 1 pet allowed (up to 2 pets if just 2 adults staying)
Queen Bee Pod – Sleeps 2 adults and up to 2 pets allowed
Clover Pod – Sleeps 2 adults and up to 2 pets allowed
Bracken Heights – Sleeps 2 adults (also has a loft space with futon sofa bed where older children/teenager could stay or 1 additional adult on request – ladder access to loft area would prohibit younger children)
Our bell tents – Sleep 2 adults with option to add 2 children on inflatable air beds, up to 2 pets allowed with advance notice
All bookings via our online/email reservation system should be treated as provisional until you receive confirmation from us via email. To secure your booking full payment of the cost of your stay is required.
When you submit a booking and payment via our online reservation system you acknowledge you have read and accept these terms and conditions of booking. You will receive an automatically generated booking confirmation and payment summary by email to the email address you provided at the time of booking. This booking confirmation email forms a contract between you and BrackenXcapes Ltd.
The prices featured on the website are not binding. We reserve the right to modify these prices at any time. The price stated on your booking confirmation email is binding.
BrackenXcapes Ltd reserves the right, at all times, without statement of reasons, to refuse or cancel a booking.
ARRIVAL & DEPARTURE TIMES
Your accommodation will be ready by 3pm on the day of arrival and must be vacated by 10am on the day of departure, unless otherwise agreed.
Due to most of the accommodation we have being on grassed land (with the exception of THE FERN) we encourage you to arrive before darkness in winter. If you anticipate that you will arrive after dark, you must notify us at least 7 days in advance with your arrival time and keep us updated if you are delayed on your journey to us. All arrivals must be before 9pm, all year round.
Any cancellation must be in writing via email and will only be effective once we send written confirmation of the cancellation to you. Please see REFUNDS section for your entitlement to refunds. Cancellations made within 7 working days of your stay date, will not be refundable under any circumstances, as the stay cannot be remarketed.
When we confirm your cancellation in writing we will provide you with details of what (if anything) is owing to you and any deductions we have made.
We strongly recommend that you take out holiday insurance at the time of making the booking with cancellation cover. Whilst we allow you to cancel your stay, we cannot guarantee that we will be able to refund any part of the payments you have already made.
If you are unable to travel to BrackenXcapes for any reason, or do not arrive on the day of check-in without notifying us, this will be treated as a no show and no refund will be due.
If you request to cancel your holiday up until 4 weeks prior to check in date, a full refund will be issued.
If you request to cancel your holiday within 4 weeks of check in date the following will apply:
We will aim to remarket and resell the period of time you have booked. If this is successful a full refund will be returned minus a £50 admin fee.
If we are unable to resell your booking time frame no refund will be possible.
Cancellations made within 7 working days of your stay date, will not be refundable under any circumstances, as the stay cannot be remarketed in time.
If we cancelled your stay:
In the unlikely event that we need to cancel your holiday, we shall inform you as soon as possible and refund all monies paid to us, by you within 3 days.
If Government policies restrict travel and you are unable to travel to stay with us, you will have the option to postpone your stay to a later date (subject to any differences in price applicable for the new dates) or receive a full refund.
GUEST BEHAVIOUR & NOISE
It’s important to us that all our guests enjoy a peaceful and relaxing stay with us. BrackenXcapes is in a quiet location in the countryside and guests choose to stay with us because they are seeking to retreat, relax and unwind. To keep this peaceful tranquillity, we do not allow any music or radios outside of the accommodation on the field area after 9.30pm. This applies to The Fern accommodation after 10.30pm (although from 9.30pm we ask volume is turned down to avoid sound travel onto the field area). Please use headphones if you are listening to music outside after these times.
After 11pm, the only sounds you should be able to hear are the owls hooting and the sound of deer rustling through the woods, as you star gaze. If you want to party until 2am around the camp fire, then BrackenXcapes really isn’t the right location for you.
In exceptional circumstances, we reserve the right to ask your party to leave if there is repeated noise after having received a warning. As you will have breached the terms of your contract with us, no refunds will be forthcoming.
Drugs or prohibited substances are not permitted on site, at any time.
Due to our insurance conditions, visitors are not permitted in any of our accommodation at any time unless advance notice is given. Visitors are not allowed on site after 7pm.
We provide various additional items at times during guest stays, from seating, hammocks, outdoor games and so on.
You use these entirely at your own risk and must use them in an appropriate and safe manner;
We accept no liability for injury as a result of using this equipment inappropriately or whilst under the influence of alcohol or drugs;
The hammocks are for use by one adult only at a time;
You must not use any of these under the influence of alcohol or drugs.
COMMERCIAL USE OF THE PROPERTY
Our accommodation is rented to you for purely non-commercial leisure purposes. Filming, photography or other commercial uses including influencers/blogger content creation must be done with prior authorisation from BrackenXcapes Ltd management. Additional charges may apply for commercial use.
CLEANING, DAMAGE & BREAKAGES
Please leave your accommodation tidy and let us know if anything gets broken so we can replace it for our next guest. Accidents happen and we will only charge for replacements in exceptional circumstances, as we expect a fair degree of wear and tear. If the damage is directly attributable to the guest, then we reserve the right to request payment to cover all damages incurred directly during your stay.
A standard cleaning surcharge is included in the booking fee. If additional cleaning is required, including washing up, additional cleaning of the interior or fixtures and fittings beyond normal use, then BrackenXcapes Ltd reserves the right to charge for this work at a rate of £25 per hour. BrackenXcapes Ltd reserves the right to invoice guests following their stay.
Guests will be charged for any item(s) that are removed or lost from the accommodation.
DOGS & PETS
Pets are welcomed at BrackenXcapes. No pets listed under the dangerous dogs act or on the list of banned breeds are allowed onsite. Your pet should be kept on a lead and under control at all times when staying on site with us on. As separate guest groups will be onsite at the same time this is a mandatory position and we reserve the right to ask you to leave without refund if this is not observed. In all circumstances you must clean up after your pet. We reserve the right to charge for cleaning up if pet waste found as a result of your pet after leaving is required.
Smoking is not permitted in any of the onsite accommodation or outside on any wooden decked areas or especially when staying in the bell tents. Smoking is permitted away from these units but please extinguish cigarette butts fully in the sand bucket provided and dispose of them responsibly. We reserve the right to charge extra if we are required to clean up cigarette butts thrown on to the ground.
Due to the high fire risk with a canvass or wooden structure, the use of candles and tea lights, are not permitted in our accommodation or the raised wooden deck area, at any time.
FIREWORKS & CHINESE LANTERNS
Due to the high fire risk with a canvass or wooden structure or surrounding crops, the use of fireworks, sparklers and Chinese lanterns are not permitted across the entire site, at any time.
FIRE PIT & BBQ AREA
A purpose-built fire pit and seating area is provided for your enjoyment. BBQs have also been provided for each accommodation. Please keep bbq where you find them and do not bring them onto any decking areas. Only use the fire wood provided. Please do not collect branches and twigs from the surrounding woodland as much is set aside as wildlife habitat. Use of the fire pit can be dangerous and is at the user’s own risk.
If you require charcoal this can be purchased on site.
Should there be a failure in a utility service (e.g. water, heating, electricity, sewerage) please notify BrackenXcapes Ltd management immediately and we will aim to restore the service as quickly as possible. However, should any utility service failure extend beyond a 12 hour period from notification, for your health and safety reasons you will be asked to leave the accommodation and your accommodation fee for the duration lost will be fully refunded or you will be offered to re-book for another time, subject to availability. Our WC facilities (whether self-contained in our pods/cottage or shared for our bell tent guests), are connected to Glampsan Tanks. Only toilet paper should be disposed of in these systems. We reserve the right to charge for any blockages caused by guests for inappropriate items found to be disposed of down these systems.
Please note there is only solar powered lighting to the field area from the car parking area. A rechargeable lantern(s) are provided for your convenience and we encourage guests to arrive before dark for this reason.
RECYCLING & THE ENVIRONMENT
We have provided a recycling bin for recyclable waste and ask that you recycle as much as possible. Welcome information in the accommodation units will advise what is recyclable locally for your convenience and to reduce your stay’s impact on the environment.
BrackenXcapes Ltd provides a unique glamping holiday experience in a natural environment. This environment presents inherent risks, and these form part of the glamping experience you are entering into when you stay at BrackenXcapes.
You should take appropriate and reasonable care for your safety and the safety of others at all times. This includes wearing suitable clothing and footwear for the terrain and weather conditions during your stay. You are fully responsible for your own safety at all times.
BrackenXcapes Ltd will not be held responsible for any loss or damage to any property on the BrackenXapes Ltd premises. Vehicles, accessories and contents are left at the owner’s risk. It is recommended that your holiday insurance covers loss or damage to personal effects.
ACCESS, CARS & PARKING
Please drive slowly and carefully when arriving and parking (maximum speed 5mph) and be considerate of neighbouring properties on your arrival and departure from the site.
We will ask you at the time of booking for the make and model of vehicle you intend to arrive in and notify you if we have any concerns regarding access.
BrackenXcapes Ltd holds no responsibility for guests who are unable to attend our accommodation due to extreme weather or traffic conditions (e.g. snow, flooding, high winds, road traffic accidents/congestion, train delays, etc.). If a guest is unable to reach the site due to adverse weather conditions or travel issues, you will lose your full payment and an alternative date will not be offered. Please ensure you have full holiday / travel insurance to cover such eventualities.
If we make the decision to cancel your stay for safety reasons due to extreme weather (snow or high winds), we will offer you an alternative date, subject to availability.
BrackenXcapes Ltd accept no liability for events prior to or during your stay totally beyond our control, e.g. destruction of property due to flood, fire, earthquakes or acts of nature; or if the property becomes uninhabitable due to irreparable damage or on Health & Safety grounds that could not reasonably have been foreseen. In such instances, refunds will be at the discretion of BrackenXcapes Ltd management.