Retreat AND EVENT bookings: terms and conditions

TERMS & CONDITIONS

OVERVIEW

- By making this booking, you as ‘The Hirer' are entering into a legally binding agreement with

‘Ellasfield Ltd’ and ‘The Owners’ of Ellasfield, Kim Bryant and Ella Bryant Brand of:

Kettlesbridge Farm, West Chiltington Lane, Coneyhurst, West Sussex. RH14 9DN.

- Please therefore carefully read the terms and conditions of your booking below, and your booking confirmation will indicate your acceptance of these.

- A material breach of these conditions may result in you being refused entry to the property or being asked to leave early and having your booking terminated. In such a case, your booking will be deemed to be cancelled, and

no refunds of any monies paid will be made, nor any compensation issued.

YOUR BOOKING

- The booking is for a short-term hire only, and the property must not be used for any other purpose unless

specifically agreed in advance in writing.

- Sub-letting or assignation of the let is strictly prohibited.

- The Hirer must be a minimum of 25 years of age at the time of booking. Your booking is not confirmed until you

have received written confirmation from us, and your deposit is received.

- Provisional bookings may be held with prior arrangement for a maximum of 3 days to allow payment of the

deposit to be made. We are unable to take bookings for stag parties, hen parties or student groups, unless

otherwise agreed in writing.

- Please advise us of any allergies or special requirements on booking.

PAYMENT

- All hire fees are stated in pounds sterling (GBP) and must be paid for in pounds sterling.

- A non-refundable deposit of 25% is required on booking, with the remaining balance to be paid no fewer than 45 days before the start of your hire period. If the booking is made within this 45-day time frame, the total amount payable will be due.

- Payment can be made by bank transfer. Please note that we do not, at any time, hold any card details. Any and all bank charges are to be paid in full by the hirer.

- Bank transfer payments can be made to the following account:

Name: Ellasfield Ltd

Sort Code:

Account:

Please add your name / Company name as a reference to enable us to trace the payment

AMENDMENTS

- Should you wish to amend your booking dates before its commencement, we will do our very best to accommodate you, but we can in no way guarantee this will be possible. Any amendments may incur an administration fee at the discretion of The Owners.

CANCELLATIONS

- Cancellation by the Hirer:

- If the Hirer cancels the reservation, the following terms will apply to the 25% Deposit Payment:

- The Deposit is strictly non-refundable under all circumstances, including but not limited to:

o Cancellations by the hirer for any reason (including illness, changes in personal circumstances, or travel restrictions)

o Failure to pay the remaining balance by the specified due date

o Early departure or failure to arrive during the hire period

- If the Hirer cancels the reservation, the following terms will apply to the 75% Balance Payment:

o If the cancellation is more than 4 months before the check-in date, the hirer will receive a full refund of the balance payment

o Cancellation within 4 months of the check-in date: the balance payment is non-refundable

- Cancellation by Owner:

- If the Owner cancels the reservation for any reason, the hirer will receive a full refund of all payments made, including the Deposit and any balance payments

- Early Termination:

- If the Hirer shortens their stay or leaves the property before the scheduled check-out date, no refunds will be issued for the unused portion of their stay

- We strongly recommend that you and your party members each take out cancellation insurance to protect yourselves.

LIABILITY

- The use of Ellasfield, its surrounding grounds and facilities is entirely at The Hirer, their team and their attendee's risk and The Owners and their team can accept no responsibility for injury, death, loss or damage.

- There are multiple dangers at Ellasfield, including the drop-off into the natural swimming pond's deep water and livestock. It is for this reason we will not list every danger; we provide you with our risk assessment at the time of your booking being confirmed, but to make you aware that you need to carry out your own risk assessments

and ensure you are covered accordingly with insurance and waivers.

- Any issues that occur as a result of The Hirer, their team or their attendees using external parties or suppliers that we recommend or otherwise, will have no connection or liability on Ellasfield, their team and The Owners.

- It is essential that each of your team members and attendees sign a waiver that you create with the following strict terms:

“The use of Ellasfield", its surrounding grounds and facilities are entered and used entirely at your own risk, and Ellasfield Owners and their team can accept no responsibility for injury, death, loss or damage to

yourselves, your party or your possessions.

Likewise, any issues that occur as a result of you using external parties or suppliers that Ellasfield owners or their team recommend or otherwise, will have no connection or liability on Ellasfield, their team and

The Owners.”

FORCE MAJEURE

- If The Owners need to cancel your booking due to forces beyond their control, you, as the hirer, will be refunded all monies paid.

- If The Owners need to end your hire early due to forces beyond our control, we will refund the appropriate proportion of the booking fee. In these circumstances, our liability will not extend beyond this, and no compensation or expenses will be paid.

SET-UPS

- The Hirer and their team will be responsible for any specific set-ups they require for their hire, including moving furniture, placing yoga mats, filling and/or heating the hot tub, etc. – unless pre-agreed in writing by The Owner beforehand, and an additional cost will be chargeable and paid for in advance.

KEYS & TIMINGS

- We try to meet with our clients to give them a personal tour and explain the use of Ellasfield to them.

- Please advise us of your approximate arrival time either by phone, WhatsApp or email so that we can make a plan for your arrival. If you arrive earlier, it is unlikely you will be able to enter Ellasfield as the changeover or another booking will still be taking place.

- On occasion, we may be away, so meeting you at the property will not be possible. In that case, we will leave the keys in the external key lock for you and provide full instructions. We have a House Brochure which will explain the house to you in that instance, and we are available by telephone / WhatsApp, with any queries you may have.

Arrival time

- You can arrive from 8 am on the start date of the hire if you need to set up before your attendees arrive. The attendees are not to arrive before 9:30 am.

Departure time

- If your last hire day is a full day:

▪ Hirer: You, as the hirer and your team will need to vacate by 6 pm

▪ Attendees: your attendees will need to vacate by 5 pm at the latest

- If you are booking an overnight stay at Ellasfield on your last day:

▪ Hirer: You, as the hirer, and your team will need to vacate by 10.30 am

▪ Attendees: your attendees will need to vacate by 10 am

- Please leave Ellasfield as you found it, in a tidy condition with all furniture, ornaments and plants put back to where you found them (you can take photos to help remind you where items go); the dishwasher is to be loaded and / any washing-up done. We reserve the right to charge an additional cleaning fee of £50 per hour/part-hour if the property is left in an unacceptably unclean or untidy condition.

- We can accept one black bin liner of rubbish and the equivalent of one black bin liner of recycling. Any extra will need to be taken away by you as the hirer, because we have limited volume in our council bins and have

infrequent collections.

- Please check no cats have been shut in bedrooms or living areas, close all windows and doors, then leave the house keys on the kitchen island and close the front door behind you as you leave.

OVERTIME

- Overtime is chargeable at £200 per hour or part hour - and is payable within 5 days of your hire ending.

Late payments shall incur interest. This will increase each day as determined by the Late Payment of Commercial Debts (interest) Act 1998. This relates to either the late departure of the attendees, as per the above ‘Departure Times’, or the late departure of The Hirer and their team, as per the above ‘Departure Times’.

PARKING

- Parking spaces for up to 10-15 cars are provided outside the property on the private driveway. Cars parked here are done so at the owner's risk. To reach that number of cars, they will need to be tightly parked together as

much as possible.

- Please ensure there is strictly no parking on the road/grass verges next to the road.

LOST KEYS

- If keys are lost, a charge will be made for a replacement lock and associated keys.

OCCUPANCY

- The number of overnight guests, if applicable, must not exceed 15 persons. Infants under 24 months sleeping in cots do not count towards occupancy. The guests staying overnight must at no time exceed or differ from those whose details were provided at the time of booking, unless by prior written arrangement with The Owners.

- No parties, events or gatherings other than those relating to this specific hire may take place at the property without prior written consent from The Owners. The Owners and their team reserve the right to refuse entry to the entire party if this condition is not observed.

- The Hirer is responsible for the decent and considerate behaviour of the whole party. In the event of excessive noise or unruly behaviour deemed to be unacceptable by The Owners or neighbours, or if we consider your

If you conduct inappropriate or likely to harm or impair the enjoyment of other guests or neighbours, we reserve the right to ask the same or the whole party to vacate the property immediately, with no refund issued.

- Offensive or illegal behaviour will not be tolerated, and we will ask you and your party to leave without refund.

-Outdoor areas by the swimming pond, decking area and paddocks are quiet areas.

-Music is only to be played inside the house and is inaudible from outside the property.

- Should The Owners or their team be unhappy with the condition the property is left in or the behaviour of The Hirer and/or their party during the hire, we may refuse to accept a future booking from the hirer. The hirer must accept full responsibility for the safety of their team and attendees at all times.

- The Hirer shall be responsible and liable for any failure on the part of any party forming part of your booking to comply with these terms and conditions.

- The Hirer must inform us in advance if any member of your party has an infectious or contagious medical condition, and we have the right to refuse the booking.

SMOKING, CANDLES & FIRES

- Smoking, vaping, candles and open fires are strictly not allowed inside Ellasfield.

- Smoking outside is allowed, if it is well away from any external planting, trees or decking.

Please dispose of cigarettes in a dish from the kitchen, but do not dispose of them in any bits, to avoid the risk of fire.

- Open fires are also forbidden outside, unless lit in the outdoor fireplace or in the metal firepit and kept to a sensible size. There must be no bonfires lit anywhere, including in the paddocks and garden bonfire area at the back and side of the site

- This is purely for use by The Owners.

- There is a dedicated Pizza Oven for use in its current location, on the decking only, for which we provide a bag of wood. Please refrain from bringing your own BBQ’s.

ANIMALS

- We do not accept animals at the property as we need to ensure that the delicate natural habitat and wildlife are protected, as well as the interiors and furniture inside the property - unless pre-agreed with The Owners and confirmed in writing by them. An extra charge will occur in this instance.

-Ellasfield has cats, horses and pigs on site. Please do not enter the paddocks or feed any animal. When leaving the property, make sure no cats have been shut in, and close bedroom doors and windows before leaving.

-Keep all gates closed.

THE HIRER RESPONSIBILITIES

- We very much hope you enjoy your hire, but in the hopefully unlikely event of a problem or complaint, we ask that you notify us during your hire via phone or WhatsApp, so that we may resolve the problem. Any complaints made retrospectively cannot be considered.

- The Hirer must therefore report any problems with appliances, fixtures or fittings immediately so that they may be repaired as soon as possible to minimise inconvenience both to you and to subsequent Hirers.

- The Hirer is responsible for the property during their hire and is asked to take good care of both the property, its contents, the facilities and the grounds. Any breakages and/or damage should be reported to The Owners immediately.

- Whilst the Hirer will not be charged for the odd broken plate or drinking glass, we reserve the right to charge for any damages deemed unreasonable. The Owners will, in this case, charge The Hirer an additional fee for any damage (accidental or deliberate) caused by The Hirer, their team, or their attendees to repair or replace items, along with an administration fee. Any additional repair or necessary replacement undertaken by The Owners shall be deducted from the security deposit (if applicable), or, if the value of the repair or replacement exceeds the security deposit amount or no security deposit was taken, The Owners will invoice The Hirer for the costs, which must be paid within 5 days. If a debt collection agent is used to recoup money owed to The Owners,

Then the Hirer will be charged for the agent fees.

- You as The Hirer agree that we have the right to recover from you, whether by bank transfer / credit / debit card or otherwise, the costs of any property or accommodation damage; any compensation we may pay to others; and/or any other costs or fees we may incur resulting from you or any member of your party’s action or inaction and/or from any breach of these terms and conditions.

- The Owners and their team, reserve the right to refuse entry to anyone who, in our opinion, is not suitable or capable of taking charge of the property. They also reserve the right to refuse entry to the entire party if this condition is not observed.

MAINTENANCE

- As we continuously improve our facilities, you may find that: (i) new facilities are on offer; (ii) listed facilities are

temporarily closed for maintenance and/or improvement; (iii) some facilities and/or accommodation units have been altered or replaced; (iv) there is development or refurbishment work going on in certain areas; and/or (v) maintenance work or housekeeping tasks are undertaken in and around your accommodation during your hire.

- In such circumstances, we will try to minimise any inconvenience.

- We make every effort to list our property accurately however, due to a programme of continuing refurbishment, some fixtures and fittings may differ to those in the photographs.

MEDIA

- We regularly take photographs and video footage for promotional and training purposes. Please be aware that filming or photography may be in progress during your hire. Should you or any of your party not wish to appear in any such material, please notify us in writing on or before your arrival.

- Only non-intrusive photography of your own party and The Owners and Ellasfield team is permitted.

- If you or any of your party wish for Ellasfield to tag you in our social media posts, please provide Kim with your account handle(s) and we will do our best to support you with this.

- Elalsfield team would be most grateful if you would endeavour to tag them in your posts (Instagram:

@retreatatellasfield, web: www.ellasfield.com)

ACCURACY

- Rates quoted are subject to availability and alteration. All discounted rates quoted are limited offers and are similarly subject to availability, a minimum number of hire days / nights, and a certain number sharing.

- While every effort has been made to ensure the accuracy of all information presented on the website, The Owners do not accept liability for any errors or omissions and reserves the right to change information of listed features and products at their discretion.

- Rates are quoted and charged in GBP sterling and are stated whether they are VAT inclusive or exclusive at the current rate.

LINKS TO THIRD PARTY WEBSITES

- Regarding links to other third-party sites on The Water Shed website and our connected social channels: by providing these links we are not endorsing or recommending such sites or the services or material provided by them.

- We therefore accept no responsibility for the materials, services or other situations at or related to or from any other website.

SECURITY

- We may conduct security searches of clothing, bags, property and vehicles as determined by us in our reasonable discretion if we reasonably believe this is required to protect the safety of others. It is our policy to investigate any incident or allegation of concern or refer the matter to an appropriate external organisation should we consider this necessary or appropriate.

- CCTV is used by us in public areas for security purposes, to ensure the safety of others and to prevent crime.

LIABILITY DISCLAIMER

- While every reasonable effort has been made to ensure accuracy of information, the content of the websites and connected social channels may include technical, typographical or content errors. Therefore, it is important to refer to the disclaimers in these terms and conditions before using these resources. To the extent permitted by applicable law, The Owners expressly excludes:

o All conditions, warranties and other terms which might otherwise be implied by law.

o Any liability for any direct, indirect or consequential loss or damage incurred by any user in connection

with the websites or in connection with the use, inability to use, or results of the use of the websites or

social channels, any websites or social channels linked to them and any materials posted on them,

including, without limitation any liability for:

▪ loss of income or revenue;

▪ loss of business;

▪ loss of profits or contracts;

▪ loss of anticipated savings;

▪ loss of data;

▪ loss of goodwill; and

▪ for any other loss or damage of any kind, however it arises and whether caused by tort

(including negligence), breach of contract or otherwise, even if foreseeable.

- You may only use the websites for lawful purposes and you must not use the websites and our social channels in any way that is unlawful or fraudulent.

- We are the owner or the licensee of all intellectual property rights in our websites and social channels, and in the material they contain. You agree not to reproduce, duplicate, copy or re-sell any part of the them unless permitted by The Owners in writing and if permitted by British law.

- You may link to the websites and social channels, provided you do so in a way that is fair and legal and does not damage our reputation or take advantage of it. You must not however establish a link in such a way as to suggest any form of association, approval or endorsement on our part where none exists.

- We reserve the right to withdraw this linking permission without notice.

DATA PROTECTION

- The details you provide on booking will not be shared with any third parties.

- We may occasionally contact you to keep you up to date with offers and newsletters. Please let us know if you would prefer not to receive these.

INSURANCES

- It is your responsibility as The Hirer to ensure you have up-to-date insurance to cover yourself and your party, with a minimum of £5 million public liability insurance. Please email Ellasfield team a copy of this

insurance on confirmation of your booking to info@ellasfield.com

- It is recommended in addition that your party take out their own insurance to protect them.

CONTACT US

- Any assistance you require or concerns should be brought to our attention immediately:

Kim Bryant, Owner, on number provided when booking, or via email info@ellasfield.com. In an emergency, please call emergency services on 999.

CONCLUSION

- The Hirer agrees that by hiring the venue they do so entirely at their own risk and that of their attendees and team.

- The Hirer agrees that they are voluntarily hiring the use of these facilities and premises and assume all risks of

injury, illness, or death, plus loss or damage to themselves and that of each of their attendees and their team.

- The Hirer agrees that they are voluntarily hiring the use of these facilities and premises and assume all risks of loss or damage to their possessions and to those of each of their attendees and team members.

- The Hirer hereby agrees to irrevocably release and waive any claims that they, or their team or their attendees have now or hereafter against the The Owners, Ellasfield team, Ellasfield venue, its grounds and facilities, as well as Ellasfield Limited.

- The Hirer has read the above Terms and Conditions and fully understands and voluntarily agrees to its contents.

- By confirming your booking in writing you are confirming your acceptance of these Terms and Conditions.

- We reserve the right to amend these Terms and Conditions at our discretion, without prior notice.

- The changes will become binding on you from the date of publishing the changes, so please ensure to regularly familiarise yourself with the contents of these Terms and Conditions.

By confirming your booking in writing with our team you are confirming your acceptance of these Terms and Conditions.