By the Wye important stuff – T & C’s
Please ensure you read and fully understand before booking
Tent Layouts
Booking
By booking a stay with us at By the Wye you agree to the Terms and Conditions listed as follows, this then becomes The Contract. Booking confirmation will be sent upon payment of deposit & should be checked immediately for any errors. Your booking is only confirmed once you have received your confirmation email. Booking’s may be amended at any time by the management.
A non-refundable booking fee of £50 is payable for every unit of accommodation booked, and is included within the price of your accommodation. We charge this non-refundable booking fee to cover expenses incurred during the booking process (including but not limited to setting up and managing the booking, administrative costs, and bank processing charges relating to the initial payment or costs of refunding.
By the Wye reserve the right, at all times to refuse either a new or repeat booking without giving a detailed reason.
Full balance is due 30 days before check in. If we do not receive payment of deposit we reserve the right to cancel the booking. We accept payment by debit card, bacs , cash or cheque. Credit Cards will incur a surcharge in accordance with the provider.
Groups
Due to the nature of By the Wye being a families and couples site, we do not accept bookings from single sex group bookings or hen or stag parties. Any group booking made online may be refused on arrival if we feel this group may be of detriment to other guests staying on the site. Monies paid will not be reimbursed.
Bookings will only be accepted for couples & families of up to 5 per tent in line with our site licence, insurance & health & safety policies. If you wish an extra guest to stay overnight this must be agreed in advance & only if it does not exceed the specified numbers in the tents,
Family groups – an adult must be present at all times in each safari tent- ie Children must be supervised & may not sleep in the tents without an adult.
For all queries regarding groups please contact us on 01497 828166
Amendments
If you wish to amend your booking or change your dates, we will do our best to accommodate this, but this may not always be possible.
Covid-19 Refunds & Cancellations
Please refer to our Book with Confidence Guarantee Policy for up to date cancellation information. Our Book with Confidence Guarantee gives you the flexibility and assurance that if your break is impacted by COVID-19 your money and plans are protected.
General Refunds & Cancellations
If you choose to end your stay early, no refunds will be given. Travel insurance is available for holidays within the UK. We recommend that you take out adequate holiday insurance in place to cover all eventualities. Cancelled bookings will not be transferred.
In the unlikely event of a force majeure on our part, including fire, flood or any other disruption or event, and we need to cancel your booking we will of course refund any monies paid if we cannot transfer your booking, less the non-refundable booking fee of £50.
Prices
By the Wye reserves the right to modify prices at any time. At time of booking you will be quoted current prices. We will confirm the price of your booking on your confirmation.
Responsible tenanting
By booking with By the Wye you are agreeing to leave all furniture, furnishings and facilities in the same state you found them, and to leave the site clean and tidy when you depart. Should any facilities, equipment, or inventory, be damaged by someone in your party, you will be held responsible for the cost of repair or replacement. All damages must be reported to the management and a charge maybe levied for replacement or repair. If any damages are not reported before you leave us, we reserve the right to put an additional charge on your card after you have left, you will be contacted and notified of this. Your card will also be charged if there is an outstanding balance once you check out (from missed payments, non payment of hampers or activities etc)
Check-in Procedure
- Arrive at By the Wye and park in Car-Park
- Call 01497828166 and a member of the By the Wye Team will meet you
- You will be helped with your luggage and guided to your accommodation.
- If you require any further assistance during your stay just give us a call
Arrival & Departure Times
Arrival time between 3-5pm unless other arrangements are made. Departure Time 10am. On occasions, it may be possible to arrange for a later departure/earlier arrival, please contact us.
Day Visitors
We welcome day visitors to By the Wye. Please inform us in advance & ensure day visitors report to reception to help us comply with fire safety regulations. Day Visitors are not permitted to sleep in the Safari tent overnight.
Noise Regulations
By the Wye operates a strict Silent Night policy, to ensure that everybody enjoys their stay, noise levels must be kept to a minimum after 10pm, that includes electronic music. Please be aware that noise travels when sitting outside & be considerate towards your neighbours. Excessive noise or drunken behaviour will not be tolerated & will result in you being asked to leave immediately. No refunds will be given. This means if your idea of fun is drunken rowdy nights then please book elsewhere, there are plenty of places who welcome the partying groups. Parents also be aware of your fellow campers early in the morning and remind your precious ones of others’ desire to sleep.
No Smoking Policy and Burning of Wood
In line with By the Wye’s policy, burning of wood is only allowed in the woodburners & firepits supplied and expressly prohibited anywhere else onsite due to risk of sparks & to preserve the surrounding woodland. Please do not leave fires unattended at any time. A provision of logs will be supplied on arrival & further supplies are available to purchase in reception. No foraging for wood is allowed, the fallen and dead wood provides vital habitats for all kinds of insects & animals and its important these are left alone.
There is a strict NO SMOKING POLICY inside all the accommodation, and anyone smoking on the site is responsible for disposing of their cigarette butts in a bin and not littering.
Assumption of Risks
Please be aware of risks involved with use of the woodburning stove, firepits & lanterns (especially children). It is illegal to tamper with items involved in health and safety of the site. Please read through the safety manual in your welcome pack upon arrival. It is your responsibility to supervise children, especially near the above areas.
Liability
The woodland is a natural, wild area, by making a booking with us you accept that we cannot be held liable for any accident or injury sustained during your stay. By the Wye accepts no responsibility for accident, loss, theft or damage to personal property, and guests are asked to take care on site throughout the duration of their stay. You must ensure you have read and understood all instructions provided in your tent before using the equipment. By the Wye cannot be held liable for any injury sustained whilst using equipment incorrectly or inappropriately. We are a riverside site so naturally all children must be accompanied at all times by the water, By the Wye accepts no responsibility for any injury or accident by or in the water and all guests do so at their own risk.
Guest Conduct
Guests undertake to behave in a proper, appropriate and legal manner with due respect to the owner, the property, other guests and their property. Guests are not allowed to bring on-site any of the following: fire arms, hunting equipment, fireworks, Chinese lanterns or drones, If any guest behaves inappropriately, improperly or illegally, or if we receive a complaint, By the Wye reserves the right to ask the guest and their party to leave the site immediately. Any refund will be at the discretion of the management and By the Wye will be the final judge of any of the above.
Accommodation
At the end of your stay you must ensure that:
Your safari tent and its contents are left in a tidy condition and the bedding is stripped from the beds and left on top of them, used towels in the shower. All rubbish and refuse in and around your tent is placed in the appropriate recycling bin in the bin area, and all dishes, crockery and utensils are properly washed up and returned to their cupboards and drawers. Any damage reported to the management.
Eco-friendly luxury toiletries by Myddfai. Please use what you need but do not remove the bottles from your accommodation. Bottles of the lovely soaps are available to purchase at £12.99, ask staff if you would like some.
If you leave the tent in an improper condition any repeat booking will be refused.
Please report accidental breakages to staff during your stay so that we can replace it for you.
Dogs
As much as we love them, dogs are not permitted at By the Wye, sorry
Authority to Sign
The person who accepts the terms and conditions on the booking form certifies that:
He/She is authorized and has full legal capacity to agree the Terms & Conditions on behalf of all persons in the party, and is over 18 years of age. They have read and fully understood the contract and agree to adhere to the policies enclosed. They agree and are happy to take responsibility for the party occupying the accommodation. They cannot transfer the benefit of it to any other person. Please ensure that you and your party adhere to the Countryside Code https://www.gov.uk/government/publications/the-countryside-code
Complaints
In the event that you have any complaint about your stay, please notify By the Wye immediately and we will make every reasonable effort to resolve the issue as soon as possible.
The Contract and any dispute or claim arising out of, or in connection with, it, its subject matter or formation (including non-contractual disputes or claims) shall be governed by, and construed in accordance with, the laws of England and Wales.