Terms and Conditions
The legal and important bit
I. Provisional bookings will be held for 7 days before deposit is due.
II. Completion of a signed booking form and payment of a deposit on acceptance by Beneath the Canopy constitutes a binding contract.
III. We regret we are unable to accept bookings from anyone under 18 years of age.
IV. We regret 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.
V. Beneath the Canopy strongly advises you take out holiday insurance to cover any illness, cancellations or losses.
VI. Your Bell Tent hire starts at 3.00pm on the day of your booking. This may vary with larger bookings, you will be advised in your check in information. Your hire period ends at 11.00am on the day of your departure. Please note, hire times may differ and are subject to and depending on access to your chosen campsite.
VII. All of our bells tents are strictly non-smoking. Smoking in the tents will forfeit your damage deposit immediately.
VIII. Bed linen is only included if you have selected it as part of your booking, it does not come standard. No towels are provided.
IX. To protect the flooring and furnishings, outdoor shoes should be removed at all times before entering the tents.
X. 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.
XI. Hire price includes delivery within 20 mile radius of our Eastbourne base.
XII. Out of area bookings can be arranged at an additional charge based on a cost of £1.25 per mile unless otherwise agreed.
XIII. Beneath the Canopy accepts no responsibility or liability for damage or theft to any property left in the bell tents for the duration of the hire.
XIV. Beneath the Canopy accepts no 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
I. Beneath The Canopy will deliver, erect and furnish your bell tent to the agreed campsite/venue on the first day of the commencement of your booking.
II. Beneath the Canopy will dismantle and remove all equipment from your campsite on the day of termination of your hire period.
III. While Beneath the Canopy will do everything possible to ensure your tent is 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.
I. All prices are inclusive.
II. A 25% non-refundable deposit is payable on booking.
III. Balance of hire payments are due 28 days before commencement of hire.
IV. For the main booking party of an event, a refundable holding and damages deposit is required with balance of payment. This is charged at £250 for 5-10 tents or £500 for 11-20 tents.
V. During the period of hire you are responsible for the maintenance of all equipment, from erection to dismantling.
VI. If for any reason you are not satisfied with the equipment provided, please notify us immediately and before use.
VII. 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 this.
VIII. A list of costs for replacement of damaged or missing items is available on request.
IX. 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 his instance will be charged at £50 per 4 metre bell tent. Rubbish removal will be charged at £15 per tent,
X. Your holding and damage deposit will be refunded by bank transfer within 7 working days of end of hire. We do not send cheques.
XI. Payment can be made by
a. Cheque (payable to E. Mongardi - please request the postal address)
b. Bank transfer
I. Your hire booking will be treated as cancelled if the balance of the hire payment is not received by us by the date specified on the booking form (28 days before the commencement date of your event) or unless alternative payment terms have been agreed.
II. If you wish to cancel your booking once you have paid your initial deposit please notify us immediately. In these circumstances your initial deposit is non-returnable and any contract is rendered void.
III. If you cancel once you have paid the full cost of your tent hire, we are unable to return any monies to you unless we are able to re-book the bell tent for the period in question. In these circumstances we may offer the tent(s) at a reduced rental to encourage a late booking and any money we recover we will refund to you.
IV. 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.
V. 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.
VI. Should your chosen campsite cancel or terminate your booking, for any reason whatsoever, no refund will be given by Beneath the Canopy. In this case, please contact us as a matter of urgency and we will do our utmost to help you find an alternative site.
Health and Safety
I. Beneath the Canopy operates a strict no-smoking policy inside the bell tents.
II. Candles will not be provided where the hire includes children under the age of 16 years.
III. Candles or any other form of naked flame are not permitted inside the children’s play tent.
IV. Children must be supervised at all times when using the children’s play tent.
V. For your protection and safety, cooking is prohibited inside the bell tents. Fire pits and BBQs can cause fires and the release of deadly carbon monoxide.
VI. Fire pits should be sited a safe distance from the bell tent and should not be left unattended.
VII. All candles must be extinguished before leaving the bell tent or before going to sleep.
I. Force Majeure (unforeseeable circumstances preventing someone from fulfilling a contract)
Beneath the Canopy cannot not 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.
II. 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.
III. 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 23rd September 2020
I. 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.
II. 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 1 year of the date of the event. 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.
III. 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 date no later than 19 September 2021 (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/wedding. In the event that we are unavailable with respect to a rescheduled event/wedding on or prior to 19 September 2021 or the rescheduled event/wedding takes place after 19 September 2021, 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.
IV. Payment Schedule and Fees
Beneath The Canopy shall have no obligation to reserve, hold or set aside the date of the event/wedding 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/wedding 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/wedding 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. For bookings whereby the guests of the event/wedding make reservations with Beneath The Canopy directly, should you cancel your event/wedding, there will be an administration fee per guest refund dependent on the total monies paid by each. If the guest has only paid a 25% deposit, the administration fee will be 10% of this balance. If the guest has paid in full, the administration fee will be 5% of this balance. The total administration fee for guest refunds can be paid by the main booking party or can be deducted from each guests’ refund at the main booking party’s discretion.
V. 2020 Postponements
In the event that your original event/wedding was booked for 2020 and you have already agreed a postponement date for 2021 with Beneath The Canopy, should you wish to postpone your event/wedding a second time, your booking will be treated as a cancellation and the terms as stated in section IV of this policy will be applicable to you and your guests.
VI. 2021 Bookings
Should you have booked your event/wedding for 2021 and it is not a postponement booking moved forward from 2020, we will not be offering refunds should you decide not to proceed with your event/wedding. We will allow a free postponement within 6 months of the original date of the event/wedding; 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.