Retreat & Event Hire

1. Introduction

These Terms and Conditions govern the booking and participation in retreat hire at 42 Acres (“we,” “us,” “our”). By booking a retreat with us, you (“your”,”client,” “participant”) agree to abide by these Terms and Conditions.

2. Payment Terms

Payment can be made via bank transfer, credit card, or other specified methods.
Payment is taken over 2 instalments:
‍
1 – A non-refundable deposit of 25% of the full fee – at the time of booking to secure your dates 
2 – 75% of the full fee – paid 12 weeks before your arrival date 

Failure to pay will result in cancellation of the booking.

If the booking is made less than 12 weeks prior to arrival, 100% of the full fee is due at the time of booking.

Any additional costs will be invoiced post departure with payment required within 7 working days of the date of invoice. Additional costs could include items booked during your retreat, such as catering add-ons, or additional 42 Acres Experiences.

2.2 Booking Procedure

Bookings must be made by contacting our sales team to obtain a quote. Quotes are valid for 14 days, after which it is no longer valid. We reserve the right to review and amend our prices.

In order to secure your booking, a non-refundable deposit of 25% of the full fee is required within 7 days of the deposit invoice being issued.

Your chosen dates will be held for 7 days. On the 8th day, our system will automatically release the space for rehire unless your booking is confirmed by receipt of deposit.

By paying the deposit, you are confirming that you are liable for payment for the retreat hire and will make the full payment to 42 Acres 12 weeks prior to your arrival.

2.3 Late Payment

Late payments may result in additional fees or cancellation of the booking.

3. Cancellation and Refund Policy  

3.1 Cancellation By You

Cancellation must be made in writing.

Please be aware that if you need to cancel your booking, the following cancellation charges apply:

100% of the deposit will be retained by us. 

If you cancel less than 12 weeks prior to arrival   
50% of the full fee will be retained by us

If you cancel less than 4 weeks prior to arrival
100% of the full fee will be retained by us

No refunds or reductions are made for accommodation and meals that are paid for but not taken.

3.2 Cancellation By Us

42 Acres reserves the right to cancel a booking that has been reserved or booked. In the unlikely event that your booking is cancelled by 42 Acres, we will endeavour to inform you as soon as we can and outline the options available. 

Failure to adhere to the payment terms stated above and on the invoice will lead to automatic cancellation.

If you are struggling to meet the payment terms outlined, please contact us.

4. Changes to Booking 

4.1 Guest Numbers – Catering

The minimum number of paid guests required for catering is 12. The minimum number for our Fire Cook Experience is 12. These minimum numbers have to be paid regardless of final numbers.

Additional guests will incur a catering charge of £95 (inc vat) per person per night (subject to availability). 

Numbers must be confirmed 8 weeks prior to arrival and will be reflected in your remaining balance invoice. After this date, it is possible to increase but not decrease numbers subject to availability and any fees for guests included in this number who cancel will still need to be paid in full.

4.2 Guest Numbers – Accommodation

Our spaces are charged by building, not per person. We require 12 weeks’ notice, prior to your arrival date, to remove any accommodation from your booking otherwise full payment will be taken. If the booking changes significantly from the agreed quote cancellation charges may apply. 

If you wish to add more accommodation to your booking, please get in touch to check availability.

4.3 Late Notice Changes

Should we be able to accommodate any changes with less than 14 days’ notice, we will apply an £100 late notice fee which will be specified and charged on your additional costs invoice, to accommodate for these changes to our agreement.

4.4 Outdoor Experiences

If we are unable to provide a pre-booked outdoor experience because of bad weather or other factors beyond our control, we will endeavour to offer an alternative indoor experience, we do not offer refunds.

5. Client Responsibilities

Participants must comply with all rules and regulations set forth by us. Disruptive behaviour may result in expulsion without a refund.

5.1 Allergens and Health and Safety

Please supply all allergen and dietary requirements on confirmation of final numbers at least 14 days in advance of your event otherwise we will be unable to supply alternatives. 

42 Acres operates kitchens that handle nuts and products containing nut traces and will not take any responsibility for any medical issues caused as a result of nut consumption or allergy flare. 

Under the provisions of the legislation Food Safety Act 1990, Food Hygiene (England), Regulations 2013, EU Regulation 852/2004 42 Acres is required to monitor the safety of the food at all steps in the process from purchasing through to service to the end consumer.

5.2 Wild Swimming & Sauna

Swimming in the lake is at the individual‘s own risk. Please ensure that your guests have read the guidance provided beforehand and only use the lake and/or sauna with a buddy.

5.3 Animals  

Assistance dogs trained by ADUK member organisations are welcome, and are the only animals allowed. Hosts and guests are responsible for understanding and complying with all applicable laws, rules and regulations in relation to assistance dogs. If an assistance dog is required, it is your responsibility to advise us and also to advise your guests to ensure the safety and comfort of all guests.

5.4 Damages

Please immediately inform us of any damage found on arrival. You will be liable for the reasonable cost of replacement or repair for any damage, missing items, extraordinary cleaning costs, late departure for which your group are responsible.

5.5 Smoking

In accordance with legislation no smoking is permitted in any of our buildings. This includes e-cigarettes.

6. Check In and Out

6.1 Arrivals

Guest rooms will be available from 4pm on the day of your arrival. Facilitators are welcome to arrive from 2pm, on the understanding that our housekeeping team may be working in your space until 4pm. Please note that other guests staying in our self-catered accommodation or other retreat centre will have shared access to the land.

6.2 Departure

Check-out of bedrooms is by 10am on the day of departure. After which time, you will have access to any booked group spaces and use of the land until 2pm on the day of departure, unless otherwise agreed at the point of booking.  Please be aware that our House Team will be cleaning bedrooms from 10am on your day of departure. If you wish to have access to areas of the retreat centre and land beyond these times please contact us in advance for rates and availability.

7. Liability

7.1 Company Liability

We accept responsibility for the conditions that are within our control but cannot accept liability for any injury, illness, loss or damage suffered by you or any members of your group, unless one of the following applies. There was a breach of duty or misconduct by us or our employees.

7.2 Force Majeure

We are not liable for cancellations or changes due to events beyond our control (e.g., natural disasters, strikes, pandemics).

8. Privacy Policy

We do not store credit card details nor do we share customer details with any third parties.

9. Data Protection

Personal information provided by guests is stored securely in the 42 Acres records system and will be used solely for the retreat purpose. It will not be passed on to anyone else. 42 Acres Ltd is a limited company registered in England and Wales. Registered number: 08997263 Registered office: 42 Acres, Witham Friary, Frome, Somerset, BA11 5HL

10. Intellectual Property

All materials provided during the retreat are the intellectual property of 42 Acres and may not be reproduced or distributed without our permission.

11. Acceptance of Terms

By paying the deposit you acknowledge that you have read, understood and agree to these Terms and Conditions.

For any questions or clarifications, please contact our bookings team at bookings@42acres.com

By paying the deposit, you are agreeing to these terms and conditions.

Updated 3 October 2024