Terms and Conditions

The legal and important bit

General

  • Provisional bookings will be held for a maximum of 7 days before deposit is due.

  • Completion of a signed booking form and payment of a deposit on acceptance by Beneath the Canopy constitutes a binding contract.

  • We regret we are unable to accept bookings from anyone under 18 years of age.

  • We regret that the Beneath the Canopy bell tents are not suitable for dogs, except by prior arrangement. However, disabled assistance dogs (e.g. guide dogs, hearing dogs, etc.) are welcome also by prior arrangement.

  • Beneath the Canopy strongly advises you take out holiday insurance to cover any illness, cancellations or losses.

  • Your bell tent hire starts at 3.00pm on the day of your booking. Your hire period ends at 12.00pm on the day of your departure.

  • All of our bell tents are strictly non-smoking. Smoking in the tents will forfeit your damage deposit immediately.

  • To protect the flooring and furnishings, outdoor shoes should be removed at all times before entering the tents.

  • All rubbish/recycling must be removed at the end of your holiday prior to leaving the tent/campsite. Beneath the Canopy reserves the right to levy a charge which will be deducted from your security deposit for the removal of any rubbish or waste left in the tent.

  • Beneath the Canopy nor the venues we work with accept any responsibility or liability for damage or theft to any property left in the bell tents for the duration of the hire.

  • Beneath the Canopy nor the venues we work with accept any responsibility or liability for damage or injury to any member of your party that may occur whilst you are in occupation of the tent.

 

Beneath the Canopy's Undertaking

  • Beneath The Canopy will deliver, erect and furnish your bell tents and any other additional items you have ordered to the agreed campsite/venue by or on the first day of the commencement of your booking.

  • Beneath the Canopy will dismantle and remove all equipment from your campsite on the day of termination of your hire period.

  • While Beneath the Canopy will do everything possible to ensure your tents are erected prior to your arrival at your campsite/venue, no responsibility or liability can be accepted for delays due to road accidents or severe traffic problems.

 

Payment

  • All prices are inclusive.

  • For the main booking party of an event, a refundable holding and damages deposit of between £250-750 is required with balance of payment. This figure is dependent on the number of tents you have reserved; 5-10 x tents is £250, 11-20 x tents is £500, 20+ x tents is £750.

  • For single bell tent bookings for the main party and guests, a 25% deposit is payable upon booking, with the remaining 75% balance due 28 days before commencement of hire.

  • For group package bookings (where the main party selects all the bell tents for their guests), a 50% deposit for all bells is payable upon booking, with the remaining 50% balance due 28 days before the commencement of hire.

  • If for any reason you are not satisfied with the equipment provided, please notify us immediately and before use.

  • During the period of hire, you are responsible for the maintenance of all equipment, from erection to dismantling.

  • You are responsible for any damages or losses to tents or equipment during the hire period. Should deposit paid be insufficient to cover this, you will be liable for any additional costs relating to the damage/losses.

  • A list of costs for replacement of damaged or missing items is available on request.

  • Any costs incurred for rubbish removal or cleaning of matting if outdoor shoes have been worn inside of the tent will be deducted from the damage deposit. Cleaning of matting in this instance will be charged at £50 per bell tent. Rubbish removal will be charged at £15 per tent.

  • Your holding and damage deposit will be refunded by bank transfer within 7 working days of end of hire. We do not send cheques.

  • Payment can be made by cheque (payable to E. Mongardi – please request the postal address), bank transfer or by debit/credit card.

Cancellation

For main party

  • Failure to pay the full balance: Your hire booking will be treated as cancelled if the full balance of hire is not received by us by the date specified at the time of booking (28 days prior to the commencement date of your event) or unless pre-discussed alternative payment terms have not been met.

  • Cancellation 6+ months prior to your event: If you wish to cancel your booking 6+ months prior to the commencement date of your event, please notify us immediately in writing via email. In this circumstance, all balances you have paid to date will be refunded minus a £125 fee towards our administrational and irrecoverable costs in relation to your booking to date, and any contract is rendered void.

  • Cancellation 3-6 months prior to your event: If you wish to cancel your booking between 3-6 months prior to the commencement date of your event, please notify us immediately in writing via email. In this circumstance, we will refund you 50% of the total balance you have paid to date and any contract is rendered void.

  • Cancellation less than 3 months prior to your event: If you wish to cancel your booking less than 3 months prior to the commencement date of your event, please notify us immediately in writing via email. In this circumstance, all balances you have paid to date will be deemed as non-refundable and any contract is rendered void.

For guests

  • Guest booking refunds: If you have booked a bell tent as a guest for an upcoming event and either the main party or yourself decide to cancel the hire, an administration fee will be deducted from the balance you have paid to date. If you have only paid a 25% deposit, the administration fee will be 10% of this balance. If you have paid in full, the administration fee will be 5% of this balance.

Administrational costs

  • In the event of a cancellation, any non-refundable balance will be used to cover our administrational costs to date which include (but are not limited to) dealing with emails, phone calls, text messages, messages received via social media, site visits, preparing paperwork, creating and populating the private web page for your booking, advice you may have requested and any research we conducted on your behalf. In addition, the non-refundable balance will be used towards irrecoverable costs such as contributions to our office and storage rental, running costs and staff wages.

Additional points

  • In the event of extreme or adverse weather conditions, making it impossible to erect the bell tent(s), Beneath the Canopy cannot not accept any responsibility or liability for losses or other costs incurred as a result. In this situation, we will work with you to offer you an alternative site/date, where possible.

  • Beneath the Canopy reserves the right to cancel your hire booking at any time. In the unlikely event of this happening, a full refund will be made, however Beneath the Canopy will not accept any responsibility or liability for losses or other costs incurred as a result.

  • Should your chosen venue terminate your booking, for any reason whatsoever, we will contact you immediately and do our utmost to help you find an alternative site.

  

Health and Safety

  • Beneath the Canopy operates a strict no-smoking policy inside the bell tents.

  • For your protection and safety, candles, open flames and cooking is prohibited inside or near the bell tents. Fire pits and BBQs can cause fires and the release of deadly carbon monoxide. Fire pits should be sited a safe distance from the bell tent and should not be left unattended. All stoves, BBQs and fire pits should be extinguished before leaving the bell tent site or going to sleep.

  • Applicable for Glam Camps: Each venue we work with has their own health and safety rules. These will be provided to you prior to your stay.

  

Legal Details

  • Force Majeure (unforeseeable circumstances preventing someone from fulfilling a contract): Beneath the Canopy cannot accept any responsibility or liability for losses or other costs incurred as a result of: acts of God including fire, flood, storm or natural disasters, war, sabotage or acts of terrorism; Government sanctions, labour disputes including strikes, lockouts, boycotts or other industrial action, failure in the transportation of equipment or in the provision of services.

  • Governing Law & Jurisdiction: This agreement and disputes or claims arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims) are governed by and construed in accordance with the law of England. The parties irrevocably agree that the courts of England have exclusive jurisdiction to settle any dispute or claim that arises out of or in connection with this agreement or its subject matter or formation (including non-contractual disputes or claims.

COVID-19 Policy – as of December 2021

  • You agree that in the event you need to cancel, we will require confirmation of the cancellation in writing. No monetary reimbursement will be provided for any payments made prior to the date of cancellation.

  • In the event that Beneath The Canopy cancels or delays the bookings for reasons including but not limited to; medical emergency, family emergency, inclement weather, road closures, natural disaster, closure of venue, or similar catastrophe, you will, at the option of yourselves, receive a refund of the deposit together with any funds already paid or, instead, a full credit for another booking of the same size, to be used within 365 days from the original date of the event, between April to September. All reasonable attempts will be made to arrange a replacement bell tent hire company at no cost to you in the event that we cannot attend due to reasons including, but not necessarily limited to, those listed above.

  • Force Majeure: Notwithstanding any other term or condition hereof, if any party hereto is prevented from performing its obligations under this Agreement as a result of any cause beyond its reasonable control including, but not limited to, fires, explosions, floods, strikes, work stoppages, slow-downs or other industrial disputes, accidents, epidemic, pandemic, riots or civil disturbances, acts of civil military authorities or delays by suppliers or material shortages (individually and collectively “Event of Force Majeure”), neither party shall be liable for such breach or default. Only if an Event of Force Majeure has occurred (and in no other circumstances), you may reschedule and/or defer the date of the event to a new date no later than 365 days from the original date of your event (subject to prior availability of Beneath The Canopy), and any deposit or fees paid hereunder to the date of commencement of the Event of Force Majeure shall be applicable against the total fees due to us in connection with such rescheduled event. In the event that we are unavailable with respect to a rescheduled event within 365 days or the rescheduled event takes place more than 365 days after, the deposit and any and all fees paid to us up to and including the date of the commencement of the Event of Force Majeure shall be deemed waived by you and non-refundable.

  • Payment Schedule and Fees: Beneath The Canopy shall have no obligation to reserve, hold or set aside the date of the event to render services to you unless and until such time as the deposit is paid to and received by us. Unless directly caused as a result of an Event of Force Majeure, any change of date of the event shall require a newly signed agreement or amendment in writing to this agreement executed by both parties. You agree that the initial agreement becomes void and that you are subject to the then-current pricing options. You agree that if you cancel the event before it is completed, the deposit and all additional payments which may have been made to us to the date of termination are non-refundable and may not be used as a credit towards any other event offered by Beneath The Canopy. There may be a deficit to pay in relation to administrational costs incurred by Beneath The Canopy should your original deposit and subsequent payments fall under the total costs spent on your booking up to the date of cancellation; this will be outlined to you upon cancellation.

  • 2022 Bookings: Should the United Kingdom be subject to full lockdown restrictions due to the COVID-19 pandemic at the time of your 2022 booking, we will allow a free postponement of your event within 6 months of the original date of the event. if this is not an option to you and you wish to cancel, the deposit and any fees paid to us up to the date of cancellation shall be deemed waived by you and non-refundable.