Exclusively private. Extraordinarily different.

The country club for mavericks

Set in 100 acres overlooking the Cotswolds in Gloucestershire

Terms and Conditions

General Booking Terms

These terms and conditions apply to all bookings for Willow Hill. They contain important information about your stay and we kindly ask that you read these carefully. If there is anything you would like to discuss regarding your booking or these terms and conditions, please don’t hesitate to contact us. 

Please be aware that Willow Hill is open to advance bookings only, and walk-ups are not permitted.

1. Deposit secures booking

A deposit of 50% is required on booking. This deposit is non-refundable.

The balance (50%) is due 45 days prior to arrival at the latest, otherwise your booking may be cancelled.

Bespoke events Please note, bespoke terms and conditions apply to exclusive farm hire bookings which may involve catering, licensed bar, external suppliers and additional activities, and these will be confirmed as part of our quotation – see exclusive hire terms below.

2. Cancellation policy

  • Cancellations made more than 30 days before your holiday start date will be refunded minus 30%* of the total fee.
  • Cancellations made within 30 days of the holiday start date will not be refunded.
  • At our discretion, a change of date will be offered where possible for cancellations made within 30 days before the start of your stay. A new date must be confirmed by the guest within 24 hours of the date being offered. If the new dates are charged at a higher rate, the additional cost up to the higher rate must be paid at the time of the date change. A £10 admin fee will be charged. If the offered date is declined, the total cost of stay will not be refunded
  • It is recommended that you consider suitable holiday insurance to cover for eventualities, including cancellations.
  • If for any reason we are not able to honour your booking (outside of our control), then we will offer you the choice between alternative dates or a full refund (minus your booking fee, see below).

*Please note if booking via a third party platform, your deposit may be retained as part of its terms and conditions: please check booking platform for their details, in addition to Willow Hill terms and conditions.

3. Arrivals and Departures

Arrivals from 4pm, departure by 10am, unless agreed in writing beforehand. 

Late check in Guests wishing to arrive after 7pm are asked to let us know in advance of their stay.

Please note that all accommodation is non-smoking only.

4. Cautionary deposit

We ask to hold a cautionary deposit of £1,000 during your stay at Willow Hill. This is requested just two weeks prior to your stay, and is returned shortly after, assuming no damage to the property or its contents.

Hen or stag parties are allowed, subject to our approval before booking: we ask for a cautionary deposit of £1500, terms as per above.

5. Swimming Pool The heated outdoor swimming pool is unsupervised. All children aged 15 years and under must be supervised by a responsible person aged 16 years or over. A swimming pool waiver form detailing Willow Hill’s terms and conditions of use must be signed before entering the pool

6. Booking confirmation Possible or alleged inaccuracies must always be made known by email within 10 days after the date of the confirmation/invoice or in any case before the start of the stay. 

7. Terminating bookings We reserve the right to refuse a booking at any time – without giving reasons. We reserve the right to terminate or curtail a booking of any guests/party groups who breach our terms and conditions, including noise and antisocial behaviour. 

8. Accessibility If you have mobility issues, please contact us directly and we will do all we can to accommodate your needs. Please bear in mind that Willow Hill is a working farm and, as such, the ground will be uneven with unpredictable going, depending on the weather. 

9. Open fires Open fires are allowed on designated areas of the field using the fire pits supplied. Wood must be purchased from onsite NOT collected from the farm or neighbouring woodland. It is the responsibility of parents and carers to supervise young children around fire pits, including any communal firepits.

10. Dogs: Dogs are welcome and owners accept full responsibility at all times when on site. All dogs must be kept under control and on a lead in populated areas. Any dog waste must be collected and placed in the bins. Dogs must not be left unattended at any time. A maximum of two dogs allowed per accommodation unit. 

11. Waste All waste and rubbish must be placed in the bins provided. In the unlikely event that the bins are full, all rubbish must be placed in black bin liners and tied securely. 

12. Accidents Guests must report any accident or injury they or their guests may have whilst on the premises immediately to a member of management and in any event, within 24 hours of the incident. This information is needed in order to comply with health and safety obligations and for insurance purposes. 

13. Imagery The images of our rooms and facilities on our website are for illustrative purposes only. Each part of Willow Hill is slightly different and your room or the facilities you use during your stay may vary slightly from those images.

14. Your personal information We will use the personal information you provide to us in accordance with our privacy policy. 

15. Electrical hook ups We do not offer electrical hook ups 

16. Liability We will not be responsible for any loss, theft of damage to your personal belongings, other than caused as a result of our negligence. 

17. Please be aware that Willow Hill is a working farm. No persons are allowed near the farm buildings and machinery. Please DO NOT FEED the farm animals. 

Other important terms

18. Willow Hill trade marks

All guests shall not use the names, logos, colours, trademarks, service marks, photographs, trade dress, or other identifying features of Willow Hill (the ‘Willow Hill Marks’) without obtaining our specific prior written approval as to the specific use.

Guests expressly recognise that the Willow Hill Marks are the valid, unique and exclusive property of Willow Hill, its parent, affiliates and/or subsidiaries. Guests may not produce or create, or authorise others to produce or create, the Willow Hill marks for any purpose whatsoever, including, but not limited to, in any communications, marketing, advertising or other promotional materials (including, but not limited to, brochures, flyers, invitations, and email messages) that utilise the Willow Hill marks without our prior written consent.

19. Force majeure

Willow Hill will not be responsible and will not pay any compensation where we are preventing or delayed from performing our obligations due to an event beyond our reasonable control, including but not limited to flood, pandemic, epidemic, a public health emergency, a governmental, regulatory authority, federal and or state mandated closure, earthquake, mechanical breakdown, IT failure, fire, adverse weather conditions, acts of terrorism, gas, water or other utilities.

We may transfer this agreement to someone else: we may transfer our rights and obligations under these terms to another organisation. We will always tell you in writing if this happens and we will ensure that the transfer will not affect your rights under the contract.

If a court finds part of this contract illegal, the rest will continue in force: Each of the paragraphs of these terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.

20. Governing law and disputes These terms are governed by English law 

Amendments to our Terms and Conditions Willow Hill reserves the right to amend any part of its Terms and Conditions. 

Last updated October 23 © Willow Hill. All rights reserved


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Bespoke Event Hire Booking Terms 

These terms and conditions apply to Willow Hill bespoke event hire and, together with the general terms and conditions and bespoke hire Contract, form the terms of the legally binding contract between you and us. Please read them carefully.

1 Definitions and Interpretation

In these Conditions the following words shall have the following meanings:

“Agreement” the entire agreement between you and us for the Services as set out in the Contract, in these Conditions, in any relevant directory or other literature published by us or on our behalf and in any further written agreement between us;

“Booking” reservation made by us for you use of the Facilities for the date or dates of the Event;

“Conditions” these Standard Terms and Conditions;

“Contract” the quotation attached to these Conditions;

“Estimated Spend” the estimated spend stated in the Contract;

“Event” the occasion or function to take place at the Premises in respect of which the Services are to be provided;

External Contractor” production companies, audiovisual companies, television, video or film crews, musicians, bands, live acts and any other performer, toastmaster, photographer and designers and any other person whom you engage in connection with the Event;

“Facilities” the venue and function room/s, within the Premises, detailed in the Contract;

“Premises” the farm premises where the services will be provided as set out in the Contract;

“Price” the sum payable by you to us in respect of the provision of the Services;

“Reservation Payment” the fee payable by you in terms of Clause 3.2 and the Contract

“Services” the provision of Facilities and/or the supply of food and other services to be provided by us to you for the Event as detailed in the Contract and any additional or varied services provided by agreement between us and you;

“you”, “your” and so on, the party, named in the Contract, for whom we have agreed to provide the Services

The headings within these Conditions and the Contract are for convenience only and shall not affect their interpretation.

2 Booking

2.1 If you ask us, we may make a provisional reservation of the Facilities for the date or dates of the Event and send you, for signature, an appropriately completed Contract along with a copy of these Conditions. You must then sign and return to us the Contract, and pay the Reservation Payment, within five business days.

2.2 Such a reservation shall remain provisional until you sign and return the Contract along with the Reservation Payment. Once we receive both, we shall make a Confirmed Booking.

2.3 You must let us have final details of your requirements in respect of the Services, for example as regards the menu, drink and any special dietary requirements, fourteen days (or such other period as we may agree in writing) before the Event.

2.4 You must make sure that the information required under this Clause 2 is accurate and given to us on time. If we provide any additional or varied goods or services during the Event (for example, more wine or food) because you or anyone else attending the Event asks us to do so, you will pay us for that at our relevant Standard Charges, or any other rate agreed between us in writing.


3 Payment of Charges

3.1 Once we have discussed your requirements, we will state the Estimated Spend in the Contract.

3.2 To confirm your reservation with us, we will require, (together with your signed contract) a non-refundable deposit equivalent to 50% of your Estimated Spend. 

3.3 60 days before your Event we will require a further pre-payment of 40% of your Estimated Spend.

3.4 14 days prior to your Event, you must pay the remaining 10% or your Estimated Spend, and any further money due for any additional Services agreed in terms of clause 2.4.

Accordingly, payments shall be made by you to us as set out in the table below.

     

Date on which Payment is required to us  

Total amount which must have been paid by you

Notes

Date of return of the signed Contract 

50% of the Estimated Spend.

50% non-refundable deposit

60 days before the Event

40% of the Estimated Spend

14 days before the Event 

10% of the Estimated Spend

Final payment of the Estimated Price to be settled 

                                

                                         

3.5 You will pay us anything else due to us in relation to the Event before you leave the Premises.

3.6. Credit Card Pre-Authorisation We may ask to take a credit card pre-authorisation at Willow Hill. All charges incurred during your stay, for example food and beverage charges and any room charges which you have not paid for in advance, must be settled when checking out. You will have the option to provide a different method of payment should you wish. Please let us know before you depart if you notice any abnormalities in any charges that have been assigned to your room.

3.7 At your request, we may (but do not have to) offer you time to settle your outstanding balance. If we do so, unless we otherwise agreed, this must be paid in full within 14 days after the Event. We reserve the right to withdraw the offer of credit facilities at any time and in such an event will require payment in full immediately. 

3.8 If you have any questions or complaints about the payment terms, they must be raised with us in writing before the date on which payment is due. If you do not, then you forfeit the right to refuse payment thereafter.

4 Cancellation by us

4.1 Time is of the essence in respect of your obligations arising under clauses 2 and 3. We will be entitled to treat you as having materially breached the Agreement if you fail to comply in a timely way with those obligations and, whether or not we allow you more time to perform these obligations, to treat the Agreement as repudiated by you and therefore at an end. As a result of such failure on your part, we will be entitled to make the Facilities available to other persons on the date or dates of the Event.

In addition, we may (without any liability to you) cancel the Event by writing to you if any of the following happens:

4.1.1 The Premises or any part of the Premises have to close because of a Force Majeure event;

4.1.2 You become insolvent;

4.1.3 We become aware that information which you have entered into the Contract, or anything else which you have told us when asking us to make a Booking for you, is inaccurate to a material extent.

4.2 If we cancel the Event in terms of this Clause 4, we will refund to you any part of the Price that you have paid us, less any costs or losses which we have

incurred or thereby incur.

4.3 In the event of a further lockdown due to Covid 19, and Willow Hill Farm is unable to operate, an alternative date will be offered, or a full refund offered which is subject to a deduction of £100 administrative charge per booking. *Please note that if booked via a third-party platform, the third party’s own cancellation policy and deposit terms and conditions will apply and there may therefore be an additional charge set against a refund.

5 Cancellation by you

If you cancel an Event then we will suffer a loss of profit and you will pay us the following sums which, you agree, are a genuine attempt to pre-estimate that

loss, depending on when you cancel:

Cancellation period prior to the % of Estimated Spend or Price

Event date                  specified on the Contract if known

  at date of cancellation

14 days or less                                                                                                               90

28 days to 15 days                                                                                                         80

29 days to 60 days                                                                                                         75

More than 60 days                                                                                                        40

You can cancel only by writing to us and such cancellation will be effective on the date we actually receive that notice. We will try to mitigate our losses by advertising or taking any other steps which we think will help and you will pay us all reasonable expenses which we incur as a result of your cancellation of the Event.

6 Provision of the Services

6.1 We shall provide the Services to you and your guests in terms of the Agreement. We may change the Facilities to a different suite or room within the Premises but where practicable will tell you first.

6.2 We may, without telling you first, make any alterations to the Premises which we must do to comply with health and safety or similar requirements. This shall not amount to a breach by us of the Agreement as long as it does not materially affect the nature or quality of the Services.

6.3 You promise us that no-one attending the Event (including you) shall bring alcohol onto the Premises unless we specifically allow you, in writing, to do so. 

6.4 Should you bring a wedding cake; we will do our utmost to ensure it is stored safely. Yet we accept no liability whatsoever should it be damaged in any form.

6.5 We accept no responsibility for consumption of any food or drink which we have not supplied.

6.6 You must tell us about any External Contractor whom you want to engage and if we ask you, you must give us copies of all required insurance policies for the External Contractor.

7 Variation to Numbers Attending the Event

7.1 We required your final attendee numbers fourteen days prior to the event. If, after this date, numbers increase to more than stated you must inform us immediately. We reserve the right to refuse should there be a valid reason why additional guests cannot attend. If your numbers decrease within 14 days of the event you will still have to pay us the Price that would have been due for the Services for the number stated on the contract.

7.2 Where the Booking includes accommodation, full details of the number of persons staying together with the type of accommodation and the length of stay must be stated in writing, no less than 14 days prior to the Event or sooner if required. The names of those occupying each space must be given, in writing at least 14 days before the Event.

8 Use of the Premises

8.1 We must comply with certain statutory and common law obligations, such as, alcohol licensing rules, fire regulations and Health and Safety regulations.

You will make sure that everyone who attends the Event complies with any requests that our staff may make in order that we can meet these obligations.

8.2 You are responsible for making sure that no-one attending the Event acts in an improper or disorderly manner, that they all leave promptly at the appropriate time and comply with all reasonable requests we or our staff may make of them. If they don’t, you will pay us compensation for any loss that this causes us, including any legal fees reasonably incurred.

8.3 We can refuse admission to anyone, or ask them to leave, if we or any member of our staff thinks that they are behaving inappropriately.

8.4 Any property that you or anyone attending the Event brings onto the Premises is brought entirely at the owner’s risk and we will not assume custody of any such items. Subject to the Hotels Proprietors Act 1956, we will not accept any liability for damage or loss to items of property that are left unattended or overnight within the Premises.

8.5 We will not be liable for damage or loss sustained by you, anyone attending the Event or External Contractors arising from the acts or omissions of anyone attending any other event at the Premises.

9 Access Times

Access to the Facilities shall only be afforded to you by us during the times stated in the Contract. We reserve the right to clear the Facilities at any other time where we deem it to be necessary for the efficient operation of its business. We also reserve the right to make an additional charge if those attending the Event do not leave the Facilities at the agreed time.

10 Additional charges

Unless we agree otherwise, the Price is deemed to include Value Added Tax charged, where applicable, at the rate prevailing at the time the Price is calculated. If, through the actions of any lawful authority taken after you have signed the Contract, an increased rate of VAT or a new or additional tax or levy becomes payable in respect of the Services then you will pay us a sum equivalent to any additional VAT, tax or levy.

11 Force Majeure

We may cancel the Agreement, without liability to you, by writing to you, if we are prevented from, or delayed in, carrying out our obligations due to circumstances beyond our reasonable control including but not limited to  flood, pandemic, epidemic, a public health emergency, a governmental, regulatory authority, federal and or state mandated closure, earthquake, mechanical breakdown, IT failure, fire, adverse weather conditions, acts of terrorism, gas, water or other utilities. We may transfer this agreement to someone else: we may transfer our rights and obligations under these terms to another organisation. We will always tell you in writing if this happens and we will ensure that the transfer will not affect your rights under the contract. If a court finds part of this contract illegal, the rest will continue in force: Each of the paragraphs of these terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect. 

For the avoidance of doubt, we shall not be liable for the occurrence of a Force Majeure event during the Event.

12 Liability

Nothing in this Agreement shall restrict the liability of either you or us for death or personal injury sustained by either of us or our employees, suppliers or any third party.

Neither we nor any associated company shall be liable to you or anyone else for any loss or damage whatever, whether or not caused by our negligence or that of any of our employees or any other party involved, whether directly or indirectly except as provided by statute (where such provision cannot be excluded by contract). Any such liability that does arise shall be limited to a sum equal to the Price.

You will indemnify us and any associated company against any claim, including legal fees, made against us as a result of anything that is said or done by you or anyone attending the Event or any External Contractors hired by you for the Event.

13 Severance

Each provision in this Agreement shall be independent and severable from the remaining provisions and enforceable accordingly. If for any reason any such provision cannot be enforced then it shall either be removed from the Agreement or replaced by a clause, the provisions of which shall be as commercially close to those removed as reasonably practicable. For the avoidance of doubt, if removed, the remaining clauses shall continue in full force and effect.

14 Waiver

If we do not enforce, or delay in enforcing, any provision of this Agreement then that is not a waiver of our rights to do so.

15. Willow Hill trade marks All guests shall not use the names, logos, colours, trademarks, service marks, photographs, trade dress, or other identifying features of Willow Hill (the ‘Willow Hill Marks’) without obtaining our specific prior written approval as to the specific use. Guests expressly recognise that the Willow Hill Marks are the valid, unique and exclusive property of Willow Hill, its parent, affiliates and/or subsidiaries. Guests may not produce or create, or authorise others to produce or create, the Willow Hill marks for any purpose whatsoever, including, but not limited to, in any communications, marketing, advertising or other promotional materials (including, but not limited to, brochures, flyers, invitations, and email messages) that utilise the Willow Hill marks without our prior written consent.

16. Governing law and disputes These terms are governed by English law 

Amendments to our Terms and Conditions Willow Hill reserves the right to amend any part of its Terms and Conditions. 

 

Last updated October 23 © Willow Hill. All rights reserved