Terms & Conditions
We look forward to welcoming you. When you make your booking, you are entering into an agreement with us. Please read our terms and conditions of booking below.
Arrival and Departure
Check in is available from 3.00pm to 8.00pm (15:00 to 20:00) on the day of arrival. Check-in times outside of those specified must be confirmed with us prior to arrival.
We ask that you please vacate your room by 10.00am (10:00) on the morning of departure.
To secure your booking a 50% deposit payment by BACS is required then the remainder 14 days prior to arrival date. We will then send confirmation once the money has cleared.
Full payment of the reservation will be debited from the credit or debit card provided at the time of booking or shortly after. If you are unable to pay for the reservation with a credit or debit card, then we require payment by BACS for the full amount of the stay. We will then send confirmation of the booking.
Cancellation by the Guest
We are a small business, so cancellations can have a big impact on us, especially if we have turned away potential guests in favour of someone who has already booked and who then cancels. We do, however, appreciate that unforeseen circumstances can intervene, and we try to be as sympathetic and helpful as possible in such cases.
In order to secure the reservation valid credit or debit card details must be provided at the time of booking.
In the event of a cancellation up to 7 days prior to the scheduled date of arrival no charge will be made.
If you cancel your reservation within 7 days of the scheduled date of arrival the full amount is chargeable.
Guests failing to arrive, without notification, are responsible to a charge equivalent to the total reservation price.
Pre-Payment Non-Flexible Reservations
No refund will be offered for cancellations, no-shows and early departures.
Changes or amendments to the reservation will be termed as cancellations and no refund will be offered.
We take all Bookings in good faith, as we are unable to judge reasons for change, cancellation or non-arrival, guests are reminded that no exceptions to the above conditions will be made and that any booking made with Ellasfield for either accommodation or goods, services, meals or drinks that are pre booked (verbal or written) forms a legally binding contract. For this reason, we advise that you take out a suitable insurance product to cover against unexpected costs such as cancellation fees. In addition, we may take legal action, through the Courts, to recover any outstanding debts.
Cancellation by Us
Should it become necessary for us to cancel a booking we will contact you immediately. Any payments made will be refunded in full. Our liability will not extend beyond these conditions.
A car park is available for guests’ use at the Shepherd Hut and Barrel. Cars parked here are at owners risk.
Change of Room
If a booking is taken out for a specific room and the room reserved is required to meet a specific guest needs or rendered unusable via circumstances beyond our control, we reserve the right to transfer the booking to an alternative room of similar quality.
Damage and Breakages
Please take care of our home and properties. You are responsible and liable for any breakages or damages which you cause to the accommodation or its contents. Please report these as soon as they occur especially if you accidentally spill something – it’s much easier to clean if we know what it is and act quickly. We do not normally charge for breakages, but we reserve the right to charge for repair or making good if the damage is significant.
Please refer to our data policy.
Evening Meal Reservations
We are pleased to offer our guests the facility to have supper prepared. Please telephone or email in advance to book an evening meal and notify us of any special dietary requirements. All meals are prepared to order and therefore we require a minimum of 24 hours notice. Without pre-ordering, we will unfortunately not be able to provide a meal on the day of arrival.
As Evening Meals are purchased for and prepared to order, if an order is placed and cancelled after 12 noon on the day of dining or not taken for any reason, the full cost of the meal will remain payable.
Evening meals are subject to availability.
Cancellation of the whole booking, to avoid incurring charges, written notification of cancellation must be received no later than 14 days prior to arrival.
In order to secure the reservation a BACS payment of 50% at time of booking is required.
Payment is due to us based on final invoice no later than 14 days prior to arrival. We reserve the right to cancel a reservation if payment is not received by the due date.
Substantial changes and cancellation by client
A “substantial change” means a change of date, a change to duration of stay or a reduction in the number of rooms by 25% or more of the rooms originally booked.
Any substantial change to or cancellation of a booking must be notified verbally and then in writing. Notice of cancellation or substantial change will only be effective on the working day that it is received in writing. A working day is any day Monday to Friday other than bank and public holidays.
For all cancellations and substantial changes notified within 14 days of arrival, we are entitled to charge a fee of 100% of the total cost of the rooms affected.
Where any change or cancellation changes the number of group members, we will recalculate the cost of the arrangements and re-invoice you accordingly.
You have access to the building and your room 24 hours a day throughout your stay using a set of keys given to you when you register on arrival. You have full responsibility of these keys for the duration of your stay. Lost keys will be charged at £30.00 per set plus any additional costs incurred if any additional work is required, such as, locks having to be changed.
We do not accept any liability for any damage, loss or injury to any member of your party or any vehicles or possessions, unless proven to be caused by a negligent act by ourselves or our employees whilst acting in the course of their employment.
We regret that children, under 5 years of age, cannot use this accommodation due to on king size bed and no cot facilities.
We are happy to return items that have been left following departure. However, there will be a minimum charge of £6.50 to cover postage and packaging.
We reserve the right to charge for missing items.
Payment for extras
Payment is due on the morning of departure. We accept cash and BACS payments.
Pets are not permitted on the premises. Well behaved assistance dogs are welcome.
We reserve the right to change our prices at any time. This does not affect bookings already made.
Smoking, including the use of e-cigarettes, is NOT permitted within any part of Ellasfield accommodation . Please note that offending guests may be asked to leave immediately and may be liable for professional cleaning of any rooms and any outstanding balance of nights booked but not taken through early departure.
Ellasfield reserve the right, at its discretion, to terminate, without notice, an individuals stay where deemed necessary through unacceptable behaviour or as a result of actions which are likely to endanger or offend others (Please note that non compliance of our non smoking policy may constitute termination). In such circumstances any outstanding account must be settled, no refunds will be made.
By using our Wi-Fi Service you automatically agree to the terms and conditions of use in force at the time.
We reserve the right to amend these terms and conditions at any time.
You acknowledge and agree that all intellectual property rights (including, but not limited to, copyrights (including rights in software), trademarks, database rights, patents and inventions) in and relating to the service are owned by us and our licensors or contractors. Nothing in this agreement operates to transfer any such intellectual property rights to you.
We reserve the right to assign or sub-contract any of our rights and obligations under this agreement without notice to you.
If any provision of this agreement is found to be unenforceable by a court of competent jurisdiction, the other provisions shall nevertheless remain in full force and effect.
This agreement is governed by the laws of England and the parties hereto submit to the non-exclusive jurisdiction of the English courts.
Please do not hesitate to get in touch if you’d like to find out more about a retreat at Ellasfield, or to make a booking. We would be delighted to speak to you.
07990 511 250
West Chilington Lane,
Billingshurst, RH14 9DN