Terms & Conditions

T’s & C’s

Reviewed and updated May 2024

What these terms cover:

These are the terms and conditions that apply to your booking with us.

Why you should read them:

Please read these terms carefully before you confirm your booking with us. These terms tell you who we are, about your booking, how you and we may change or end the contract; what to do if there is a problem and other important information. If you think that there is a mistake in these terms or require any changes, please contact us to discuss.

Information About Us and How to Contact Us

Who we are:

We are Meadow Field Luxury Glamping, a partnership established in England and Wales.

Our address: Home Farm, Pailton Road, Harborough Magna, Rugby, Warwickshire CV23 0HG.

We feel exceptionally privileged that you have chosen to stay with us here at Meadow Field and very much look forward to welcoming you to our wonderful luxury glamping site. We truly hope that your whole experience from your initial visit to our website through to your departure is a smooth and uncomplicated one.

Please contact us at meadowfieldglamping@gmail.com for more information.

Bookings and Payment Policy

-If a booking is made eight weeks or more before the holiday is due to start, a 30% non refundable deposit is payable.

-If a booking is made less than eight weeks before the holiday is due to start, the full rent, plus any additional charges, must be paid at the time of booking.

-Payment can be made by debit or credit card online at the time of your booking. Alternatively, you can pay by bank transfer.

-Confirmation of the booking will be sent after the deposit (or full payment) has been received. All bookings via our online system should be treated as provisional until you receive confirmation from us via email or post.

-If the balance is not paid by the due date, Meadow Field reserves the right to re-let the safari tent and retain the deposit.

-Meadow Field only accepts bookings from persons over 25 years of age.

-Meadow Field reserves the right, at all times, without statement of reasons, to refuse or cancel a booking.

-The prices featured on the website are not binding; Meadow Field reserves the right to modify these prices. At the time of booking you will be informed of the prices applicable.

-The price stated on the confirmation invoice is binding.

Protecting You and Your Booking

-We will only ask you for payment towards your booking either through our website when making your reservation online or via a booking confirmation email that is sent if we (Meadow Field Luxury Glamping) have created the booking on your behalf as per your request. If you receive communication from us (email or telephone call) and you are in any doubt of its legitimacy, our suggestion would be to not engage in this communication and to then contact us independently. 

You can speak with Jules on 07813 766710 or email meadowfieldglamping@gmail.com

Cancellations Policy

We recommend that you have appropriate holiday insurance cover.

-We realise that sometimes plans change and if you need to cancel your holiday let us know as soon as possible and we will try and work with you to find the best solution.

-If you cancel within eight weeks of your specified arrival date we will endeavour to re-let your safari tent. If we are unable to do so, then we regret that we will be unable to refund any monies paid. There will be no refund under any circumstances.

-Should you cancel more than eight weeks before your intended stay, we will refund any monies paid, less your deposit, or reschedule your stay for another date. An administration fee of £50 will be charged in this instance.

-In the 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 14 days of notifying you.

Covid-19

-There are no coronavirus (Covid-19) restrictions in the UK.

If you are visiting from overseas or have any questions, please visit Government Guidance to find out more.

-However, by choosing to book a holiday you do so at your own risk and you understand that if you have to cancel within eight weeks of your arrival date or cut your stay with us short due to illness directly related to covid-19 or otherwise then this will result in you forfeiting the right to any refund.

-Please refer to our cancellation policy above.

-It is very important that if you begin to feel unwell during your stay with us that you call us immediately (07813766710 or 01788 832833) and we will assist as best we can.

-You will find contact details for our local doctors and emergency services in both the digital and hard copy welcome guides available in each safari tent.

-In the extreme circumstance that you are unable to travel home and need to extend your stay in your accommodation then you will be liable to any additional costs incurred.

These will include:

-the cost of staying on at the accommodation based on the nightly rate at that time.

-the cost of any extra overheads such as delivering food supplies, medicines and extra cleaning materials to the outside of the tent.

-an administration fee of £50 per displaced booking that will need to be re-arranged by us as a consequence of your extended stay.

Circumstances beyond the control of the owner (Force Majeure)

-If for any reason we have to cancel your booking in advance due to circumstances beyond our control, for example fire, flood, exceptional weather conditions, epidemics, pandemics (including enforced government closure), destruction/damage to the property (force majeure), you will be refunded the full amount of the booking.

-If we have to terminate your holiday early for the above reasons, you will be refunded part of the booking fee based on the time remaining of the booking.

-This will be the full extent of the liability of the owners. No additional compensations, expenses or costs will be payable.

-Please note that if high winds are forecast during your stay at Meadow Field (i.e. 60mph+) we will need to remove the front porch of your tent for safety reasons. We will do this as quickly and with as little disruption to your holiday as possible.

Arrival and Departure

-Under normal circumstances, your safari tent will be ready for you from 5pm on your day of arrival. 

-We will ask you to provide an ETA ahead of your arrival so that we can arrange for someone to greet you and introduce you to your accommodation.

-We ask that you arrive on your specified arrival date between 5pm and 8pm. If circumstances dictate that this is not possible, please let us know asap.

-Due to the site’s location and proximity to the main farm and the fact that each luxury safari tent has power it is not necessarily essential that you arrive during daylight hours. However, we do recommend that you do, so that you can familiarise yourself with the accommodation and its surroundings before it gets dark.

-In the very unusual circumstance that we need to delay your arrival time by an hour or two, for example due to unexpected staff shortages, we will notify you as soon as possible and accommodate your needs as best we can until your safari tent is ready for you.

-Guests are requested to vacate their accommodation promptly by 10am on the date of their departure. This is to help facilitate the change over to ensure the accommodation is ready for the next guests arriving later on that day. If your departure day is a Sunday, you will have until 7pm to enjoy the facilities.

-Please leave the luxury safari tent as you found it on arrival. Please return all furniture and fittings to their original positions and wash and tidy up otherwise a fair and reasonable charge will be incurred.

-We respectfully ask that you ensure all waste is bagged up and placed in the wheelie bins located in the concrete “WWII munitions shelter” opposite the garages in the car park.

-Please inform us of any breakages as soon as you can. This way we can do our utmost to replace the item to ensure that your holiday and that of the following guests is not diminished in any way.

Damage Deposit 

– At point of booking we will request a £150 damage waiver. 

If there is no need to retain this payment to cover any excessive damage (accidental or otherwise) during your stay, then this will be refunded back to your payment card within 48 hours of your departure date. Please note this can take between  5 – 10 days to appear on your statement.

-Please leave the accommodation tidy and let us know if anything gets broken, so we can replace it for our next guests.

-We will only charge for replacements in exceptional circumstances, as we expect a degree of wear and tear.

-We consider the site to be a secure one especially with its close proximity to our home and the main farm yard. However we, the owners, cannot accept responsibility or liability for any loss or damage to personal possessions, vehicles or personal accidents whilst on our site. Due to the nature of the structure you are staying in (there are no lockable doors) please ensure you do not leave any items of value unattended.

Visitors 

-In principle, day guests, by prior arrangement, are welcome at Meadow Field. We limit this to one family per booking during your stay but we will use discretion at the time of your booking. Please notify us of their arrival in advance. We will require their contact details should we, in the case of an emergency, need to know who is on site. 

-All visitors must leave the site by 10pm and we ask that you please consider other guests staying on the site and keep noise levels to a minimum.

-In exceptional circumstances, we reserve the right to ask your party to leave if there is repeated noise after two warnings and as you will have breached the terms of your contract with us.

Group Bookings/All Adult Groups/Single Sex Parties

-Meadow Field Luxury Glamping is primarily a family friendly site. Should you be interested in making an all adult group booking please contact us directly to discuss your requirements BEFORE proceeding with any reservation in order to avoid disappointment should we be unable to accommodate you. 

-It is the right of Meadow Field Luxury Glamping to refuse or cancel a group booking should we feel this is of detriment to local residents and other guests staying on the farm. Please note this will incur an admin fee of £50.00. 

-We do not accept single sex parties of a raucous nature (i.e. stag or hen parties). However if you feel your group does not fall into this category then please do call to discuss as we may be able to accommodate you. Thank you. 

-We intend to strictly follow government guidelines at the time of your stay so please ensure you are up to date with any restrictions that may be in effect so that you won’t be disappointed if we are unable to accommodate your holiday based on the group demographic.

-In exceptional circumstances, we reserve the right to ask your party to leave if there is repeated noise after two warnings and as you will have breached the terms of your contract with us

General Safety/Responsibility for children

-By booking and coming to Meadow Field Glamping you agree to be responsible for your children, any children you are in charge of, and your own welfare; and to take all reasonable precautions against personal injury, injury to others and damage to facilities and the luxury safari tent. Children must be supervised at all times.

-Each safari tent is fitted with a smoke detector, carbon monoxide detector and a fire extinguisher.

-There are two exits at the front and rear of the tents.

-The front panel of the tent rolls up to create one big open space – bringing the outside in and vice versa. This is a two person job and you will be given instructions on how to do this when you arrive. Please ensure the rolled up canvas is secure before leaving it to avoid it dropping down and causing potential injury or damage.

-All properties are non-smoking and we ask that this includes the decked area to the front of the tent.

-The stoves are very safe if used properly. A fire guard is provided which we recommend that you use.

-Please do not hang clothes, towels and tea towels on the fireguard and the stove as this is a fire risk. An airer is provided on which you can hang such items to dry if needed.

-Instructions can be found in your Information pack for the stove and should be read carefully before use.

-There is a hose pipe outside each accommodation – please have it ready for action when using the BBQ, pizza oven or fire pit, just in case! No other fires should be lit on the site.

-Children have the full run of the Meadow Field and “Pond Wood” but please ensure they are supervised at all times.

-The Meadow Field is surrounded by a ditch with steep sides to it. During and after particularly wet weather these ditches will run with water. Please be careful when approaching the internal boundary of the field as the long grass may hide the sudden drop.

-Please do not allow children to play near or in the farmyard and agricultural buildings, as they contain crops and agricultural machinery, which are potentially dangerous.

-We have fenced “out of bounds” areas off and have signs to deter entry, however a very determined, unsupervised child may still find a way in.

-As we are a working farm, tractors and farm machinery are moving daily on the tracks and in the fields surrounding Meadow Field. These are fascinating to watch but please do not approach the vehicles as the farmer may not be aware of your presence.

-We are always happy to talk to you and share what we do on the farm and are willing to do this at a time that is mutually agreeable.

-We will let you know what farming activity you can expect to observe during your stay so that you don’t miss an opportunity if you so wish.

-Children are very welcome to help with letting the chickens out, feeding them and collecting eggs in the morning and evening and will be asked to wash their hands afterwards, please could you enforce it!

-Use of any facilities at Meadow Field Luxury Glamping, and any exploration of the farm and its lands, is the responsibility of the Guest and/or Visitor and is done so at their own risk. Whilst we take great care to keep you safe, accidents can happen and Meadow Field Luxury Glamping are not held responsible for such accidents (to the greatest extent permitted by law).

-If there is any doubt at all or you need assistance with anything please do not hesitate to contact us, in fact we actively encourage this in order to avoid accidents, injuries or damage to equipment and property.

Jules – 07813766710

David – 07966163639

Dogs at Meadow Field

-With easy access to many walks around Meadow Field we welcome one well behaved dog per booking in our designated safari tent, Woodhill. We charge an additional £25/dog/stay and we ask that they are kept under control and on a lead at all times.

-We provide a bed, towels and tether points can be found to the side of the deck to help you look after and control your dog during your stay.

-Please ensure that you use the outside hose to clean your dog if they get muddy on a walk and that they stay off the furniture and out of the bedrooms.

-The Heritage Orchard to the rear of the safari tents is enclosed so please feel free to allow your dog an opportunity to stretch their legs off the lead but supervised at all times, in this area.

-Please use the dog waste bags provided to clean up after your dog. Children enjoy playing in the long grass around the tents and by ensuring that you keep an eye on and clean up after your dog avoids the unpleasantness of coming into contact with dog excrement and the potential transference into the tents. 

-At the end of your stay, please dispose of all bagged dog waste in the ‘general waste” wheelie bin that can be found in the WWII concrete munitions shelter opposite the garages in the car park.

-Please don’t leave your dog unsupervised in the tent or on the Meadow Field site at any time during your stay. This can be very stressful for them and could cause damage which you would be liable for.

-We hope to provide everything to help you ensure that your dog’s holiday with us is as enjoyable for them as it is for you.

-Although our Tuckey’s tent is kept pet free we cannot guarantee it is 100% allergen safe.

Nearby Livestock – Specifically alpacas and hens

-We have alpacas and hens homed very close to the safari tent accommodation. 

Please do not attempt to enter their enclosures and please do not feed or touch the animals.

-You must keep your dog on a lead when close to the alpacas and hens. This is to protect both them and your dog.

-Please note there is an electric fence surrounding both the alpaca and hen enclosures which is there to protect the animals from external predators such as foxes.

The electric fence when touched will give a sharp shock. Please make sure all members in your booking party are made aware and that dogs are kept away. 

Naked Flames, Log Burners, BBQs, Pizza Ovens & Fire Pits 

-We provide one basket of seasoned split logs and kindling for use with the wood burning stove and fire pit.

-Should you require additional logs then please do not hesitate to contact or message me on 07813766710.

-Our seasoned logs are £15/trug (approx. 13-15 logs).

-We also provide the wood specifically for use in the pizza oven. Please do not use any other fuel.

-Please feel free to collect fallen twigs from Pond Wood for your fire pit to toast marshmallows but do not burn them in the stove.

-Smoking or e-cigarettes are not permitted within the tent or on the deck.

-Please do not leave the fire pit, pizza oven or BBQ unattended. The fire pit/BBQ/pizza oven should remain in the dedicated specifically designed area.

-It is not permitted to use any form of naked flame for example: Chinese lanterns, candles, fireworks, flares etc. except the provided fire pit, log burner, pizza oven  & BBQ. We are located on a working farm with farm buildings, hay stores and livestock close by.

-Candles are not permitted in the safari tents at any time.

-Please do not leave any fire unattended.

-No other campfires are permitted.

-At certain times of the year, especially if the weather has been particularly dry, we may request that no fires are lit at all on site to avoid the risk of starting a wildfire and to protect standing crops in the surrounding fields.

-We do not permit fires of any kind in Pond Wood or its surrounding area.

Noise 

-We want all our guests to enjoy a relaxing stay with us and due to our location and proximity to the working farm and other farms around us we do not promote our site as a “peaceful and tranquil” one. We feel this would give a false impression. The luxurious glamping facilities here at Meadow Field allow you the opportunity to spend quality time with your family and friends. To give you a rare insight into the daily operations of a working farm and access to glorious countryside from your own front porch where you can observe the flora and fauna that surrounds us.

-Please note that although Meadow Field is located on an arable farm, there are livestock farms in the area that may on occasion generate natural farm yard smells, all part of the experience of being in the countryside.

-Unless both tents are hired by one party, we respectfully ask that there is no music or radios played outside the tents. There may be young children sleeping and we ask that you be conscious of how much noise your party is making around the fire pit at night. Likewise if parents/guardians of young children can try to let the adults sleep in in the morning, without unleashing the children to the great outdoors until after 8am it would be appreciated.

-In exceptional circumstances we reserve the right to ask your party to leave if there is repeated noise after having received two warnings and as you will have breached the terms of your contract with us, no refunds will be forthcoming.

Loyalty Discount for Returning Guests

Important Update: Changes to Loyalty Discounts

Beginning in 2024, the loyalty discount program has been discontinued. However, we deeply appreciate our returning guests who have stayed with us between 2020 and 2023, and are committed to honoring their loyalty by extending the discount for their future stays at Meadow Field Luxury Glamping.

Terms of Loyalty Discount 2020-2023

-Guests will only ever pay the tariff of the year of their initial stay. Seasonal rates still apply.

 For example if your initial stay was during a low season period and you return during a high season period then the tariff will be adjusted accordingly.

New Policy Update for 2024: 5% Discount for Returning Guests

As of 2024, guests to Meadow Field have the opportunity to benefit from a 5% discount on future stays. A unique discount code will be provided in the welcome basket as a printed voucher. 

This code is valid for use on any subsequent booking made before December 31st of the year in which the guest’s first stay was booked (please note that this deadline refers to the booking date, not the stay date).

To qualify for the discount, guests must have stayed at Meadow Field within the last 12 months and must have made the booking in their own name. 

Please note that the 5% loyalty discount cannot be combined with any other offers and cannot be used for bookings made through third-party platforms only to direct bookings with Meadow Field Luxury Glamping.

It is important to understand that the loyalty discount cannot be applied retrospectively to bookings. 

Meadow Field Luxury Glamping reserves the right to withdraw this promotion at any time.

Offers

From time to time we may run short term offers which generate independent terms and conditions. These “specific to offer” terms and conditions will be detailed on the offer publication and run in conjunction with our standard T’s & C’s

Other Businesses at Home Farm

Aside from day to day farming activities, we are proud to play host to a number of other fantastic organisations who run their businesses from Home Farm.

In order that our guests are fully informed ahead of any stay at Meadow Field and in the interests of transparency, here are the details of these organisations for reference:

Rugby Distillery

Rugby Distillery joined our farm in early 2021. Due to elevated interests in their distilling process and amazing product they are opening their doors to all, for pre booked tours.

Should this be of interest to you during your stay, please contact them directly to find out more.

Contact Emma: 07794592511

visit:https://rugbydistillery.com/ 

Skyfarer

Skyfarer joined the farm in the summer of 2022. They are a drone operator, focussing on working with the NHS to provide logistical support and medical delivery transfers. You may see them around the farm conducting some flights to test technology and systems, of which you are welcome to observe from a distance. 

To learn more about Skyfarer and their pioneering enterprise please visit

https://www.skyfarer.co.uk/blog-posts/the-worlds-first-drone-superhighway 

Discrepancies
In case of a discrepancy between these Terms & Conditions and any other Meadow Field Glamping literature, these Terms & Conditions shall prevail.

Validity clause
In the event that a court finds that a condition in these Terms & Conditions is illegal or void, the illegal or void provision will be severed from the remainder of the Terms & Conditions, which will continue to be valid and have full force and effect.