1. GENERAL

1.1 Glossary

These are the conditions of booking that apply to the Booking Agreement (as defined below).

1.2 Please read these terms carefully before you submit your booking form to us. These terms and conditions tell you who we are, how we will provide our goods and services to you, how you and we may change or end the booking, what to do if there is a problem and other important information. If you think that there is a mistake in these terms, please contact us to discuss.

1.3 The following definitions apply to these conditions of booking:

  • "Booking" means a confirmed request to stay at Lockerley Water Farm Campsite and includes accommodation provided by us.

  • “Data Protection Legislation” all applicable privacy and data protection laws including the General Data Protection Regulation ((EU) 2016/679), the Data Protection Act 2018 and any applicable national implementing laws, regulations and secondary legislation in England and Wales relating to the processing of Personal Data and the privacy of electronic communications, as amended, replaced or updated from time to time, including the Privacy and Electronic Communications Directive (2002/58/EC) and the Privacy and Electronic Communications (EC Directive) Regulations 2003 (SI 2003/2426).

  • “Exclusive Use” refers to Lockerley Water Farm Campsite booking for exclusive use via email to Hampshire Christian Trust’s Secretary.

  • “Extra Services” dog supplement or any extras which we will discuss at the time of booking.

  • "Group" means an organised, official group formed with a constitution and/or memorandum and articles and as explained in further detail in clause 5 of these terms.

  • "Campsite" means a Lockerley Water Farm Campsite run by us.

  • "No-Show" means a camp who does not arrive at the campsite (but has made a Booking) and does not give any advance notice or indication of such intent to us.

  • “Third Party Services” refers to services not provided by Hampshire Christian Trust.

  • "We, us, our, LWF, HCT" means the Hampshire Christian Trust CIO, registered charity whose registered charity number 1202996.

  • "Writing" means letter or email.

  • “You, your” means any customer who places a request with us for a Booking.

    1.4 These conditions and any matters referred to by us, form the entire understanding between you and us and supersede any prior promises, representations (unless fraudulent) or undertaking.

    1.5 Any omission or error in any HCT literature, web page or site, order form, booking acknowledgement or other document issued by us may be corrected by us without liability. We will advise you of any changes at the time of placing an order or as soon as is reasonably possible thereafter.

  • YOUR BOOKING WITH US

2.1 All requests for a Booking must be placed via email at hct@hampshirechristiantrust.org.uk.

2.2 Our acceptance of your booking request will take place when we email you to accept it (Booking Confirmation), at which point a Booking will come into existence between you and us.

2.3 If you place multiple requests (e.g. for Bookings on various dates), the Booking will only come into force for the part of it which is confirmed as successful by us in the Booking Confirmation.

2.4 Please note all Bookings are subject to availability and:

2.4.1 we reserve the right to decline a request for any Booking at our sole discretion. If we are unable to accept your request (for whatever reason) we will inform you of this. This might be because there is no availability at the campsite for the requested Booking, because of unexpected limits on our resources which we could not reasonably plan for and/or because we have identified an error in the description of the Booking.

2.4.2 the Booking Confirmation email does not guarantee your Booking. In some circumstances, we may be unable to honour this (for example, in a global pandemic) and where this is the case, we will, upon providing you with at least two months’ notice (prior to the date on which you are intending to attend the campsite) contact you to amend your Booking. We will try our best to offer you alternative dates and where you refuse to take up this request, we will cancel your Booking.

2.5 Where we provide you with a Booking Confirmation, it is your responsibility to check the Booking Confirmation and confirm all details stated within it are correct. If you do not receive a Booking Confirmation it is your responsibility to notify us of this, to enable us to check and where relevant, issue the Booking Confirmation.

2.6 If you believe that there is an error in the Booking Confirmation, you must notify us within 48 hours of receiving it, or prior to the date of your arrival at the campsite (whichever is the earlier). Failure to notify us in accordance with the provisions of this clause 2.6, shall mean the terms set out in the Booking Confirmation are binding on both you and us.

2.7 Bookings can only be discussed and amended by you (being the person that has placed the Booking with us) and whose details we hold on record, unless consent has been given to discuss with another named person.

2.8 By placing a Booking with us you confirm that you are capable of doing so, and that the information you have provided to us is correct. All Bookings made by email are made subject to these terms and conditions and by summitting a Booking request you warrant that you have the full authority to do so on behalf of all and any persons on whose behalf you are submitting the order. You further confirm that all such persons are aware of and accept these conditions.

2.9 The maximum length of stay is 14 consecutive nights. Following any stay of 14 nights, or greater, you and any of your guests that you have made a Booking for will not be permitted to stay on the site for at least seven nights. We are not authorised to, and therefore we do not, provide semi-permanent housing. We cannot be used as a primary place of residence.

2.10 You are required to ensure that all of your campers are made aware of these Booking terms and conditions and associated rules policies and restrictions.

  1. SUPERVISION OF CHILDREN

3.1 When working with groups of children and young people during your stay, there must be enough adults to provide the appropriate level of supervision. Staffing and supervision ratios can sometimes be difficult to judge. You need to make sure you have enough staff and volunteers to ensure children are safe – and that these adults are suitable to undertake various tasks as needed.

3.2 For children camp users, there are no specific guidelines about supervision ratios for organisations that are not in the education or early years sectors. The NSPCC have developed guidance for recommended adult to child ratios as the minimum numbers to keep children safe:

  • 4 – 8 years; one adult to six children
  • 9 - 12 years; one adult to eight children
  • 13 – 18 years; on adult to ten children

If you are working with children and young people who have special educational needs or disabilities you may need more supervision than the minimum ratios above.

3.3 If the group has both boys and girls there should be at least one male and one female responsible adult supervising visits to the toilet.

3.4 To ensure we provide safe and suitable accommodation for everyone, we do not allow groups of guests of mixed genders in the same room, with the exception of families.

3.5 We work hard to create a safe and welcoming atmosphere for all of our guests. To assist with this, you must keep a record of all camper’s name and contact information and the name and contact information of all day-visitors.

This is essential H&S best practice; it is also stipulated under the requirements of the Covid-19 regulations. HCT reserve the right to review your records in the event of an incident on site.

  1. FEES / RECOMMENDED DONATIONS

4.1 There are no set fees for use of the campsite. As a charity, Hampshire Christian Trust operate on a voluntary donation basis.

Each year we monitor costs (fixed and variable) necessary to maintain, operate and develop the site, in line with regulatory requirements and user suggestions / requests. By monitoring the numbers of users of the site each year we are able to make a simple calculation and recommend a minimum level of donation. Current recommendations are:

  • Campers:        £8:00 per night
  • Day visitors:   £3:00 per day

When making the above calculations we do not differentiate by age and politely ask our camps to take this into account when considering excluding age groups from their donations.

4.2 We ask that donations are made within 30 days of your stay; payments should be made to:

  • Account Name:   Hampshire Christian Trust
  • Bank:           Virgin Money
  • Sort code:      82-11-07
  • Account No.:    20287349
  • Reference:      Please quote the church, camp or organising group title

4.3 We will require you to confirm final group numbers no later than four weeks (28 days) prior to arrival at the campsite.

4.4 Any lost key will incur a £5 replacement charge. Damaged equipment will be subject to the appropriate charge.

  1. GROUP BOOKINGS

5.1 Groups are subject to the standard group terms and conditions set out above.

5.2 Group Bookings must have a nominated group leader, who is responsible for making and overseeing the Booking, including financial and legal responsibility.

5.3 Group leaders accompanying the group are responsible for the safeguarding, discipline and behaviour of their group.

5.4 Group leaders are responsible for all damage caused by their action or inaction, or the actions or inactions of those in their group.

5.5 Groups shall not offer for sale to the general public (or publicly advertise the sale of) our Campsite facilities or services without our prior written agreement.

5.6 All bookings are made on the basis of Exclusive Use of the Campsite. The site may not be sub-let to any other organisations without the prior written approval of Hampshire Christian Trust.

  1. CANCELLATION:

6.1 Cancellations and amendments must be notified, by the group’s leader, in writing, to HCT’s Trust Secretary who is responsible for the management of Bookings. Notification should be made by email to hct@hampshirechristiantrust.org.uk.

6.2 Whilst we do not impose cancellation fees, cancellation of 18 weeks’ or more gives HCT reasonable opportunity to find an alternative user. Should cancellation occur less than 18 weeks from the date it was due to take place the opportunity to utilise your Booking slot is considerably less.

HCT are reliant upon donations from users and supporters, and as such do not operate a financial penalty for cancelled camps and events. The donations we receive are used to cover essential costs, maintenance and investment in the site’s development. Should you cancel your camp or event, please consider making a donation in lieu of use of the site should you cancel within a few weeks of the date your proposed event was due to take place.

Our suggested donation per person per night is based on full usage of the campsite :

6.3 We recommend that you cover your Booking with appropriate insurance.

6.4 Donations are non-refundable unless an error is made by us during processing.

For any queries please contact us by email at hct@hampshirechristiantrust.org.uk.

  1. YOUR RESPONSIBILITY, BEHAVIOUR AND LIABILITY

7.1 We pride ourselves on creating friendly welcoming and above all safe places for people of all ages to enjoy. Any breaches of our admission, behaviour or safety policies will be treated seriously and regarded as a breach of these terms and conditions.

7.2 Whether a Group Booking or a Booking made by or on behalf of individuals, if the behaviour of yourself or any member of a party is considered likely to cause danger, damage or insult or injury, we reserve the right at our reasonable discretion to cancel or terminate a stay at the Campsite completely. If any member of our staff considers that the behaviour of any member of your party is unacceptable, they are authorised to end the stay and your entire camp or the member(s) of your camp associated with the incident, will be asked to leave our premises. Should this situation arise our responsibility for your Booking will cease and we will not be obliged to cover any expense which may be incurred by the party concerned, neither will we consider any claim for compensation or refunds.

7.3 You are responsible for the cost of any damage caused by yourself or your party during your stay at the Campsite. Should any such behaviour halt or interrupt our ability to continue to provide any bed, accommodation or other product, you will be responsible for compensating us in full for all losses directly incurred. Such behaviour or damage may lead to civil or criminal proceedings where appropriate.

7.4 When making any bookings for any Third Party Services, it is your responsibility to ensure the public liability insurance held by any professional suppliers of activities or equipment have appropriate cover for the contracted activity.

7.5 Party Leader responsibilities: As a group leader making a Booking you are also accepting responsibility for the safeguarding and behaviour of your party. There should be at least one responsible adult on duty at all times, this is in order to ensure all participants behave according to our policy.

7.6 Alcohol: Lockerley Water Farm is not licensed premises and as such we are not permitted to offer alcohol for sale. Users may bring alcoholic beverages to our campsite, subject to certain conditions. Please refer to our Alcohol policy for more information.

  1. CAMPING & CABINS

8.1 Arrival and Departure Times: On arrival, please report to the site manager. Arrival and departure times will be agreed with you in advance. If you wish to arrive outside of these hours, please contact the Site Manager directly.

8.2 On your day of departure please leave the site clean and tidy. This includes all accommodation, washrooms and toilets, creche, kitchen, first aid and laundry room, meeting rooms and the barn halls (1 and 2).

8.3 Each camp is required to provide its own cleaning materials. If any site equipment is found to be damaged, missing or not working, this should be reported to the site manager.

8.4 Noise policy and behaviour: We reserve the right to reject guests who are deemed as causing unnecessary disturbance, noise or behaviour which affects the peaceful enjoyment of our neighbours in Lockerley village.
Important note: Test Valley Borough Council have imposed a noise curfew at Lockerley Water Farm Campsite which comes into force at 10pm each evening. During the noise curfew amplified sound is strictly prohibited.

8.5 Campfires/open fires are permitted in the designated area. Some supplies of wood are available, please refer to the Site Manager for access. We encourage all camps to collect firewood from the nearby wooded areas to supplement any supplies provided by HCT.

8.6 Ground level barbecues are not permitted. HCT provides a charcoal barbecue for groups to use. Please ensure all barbeque coals are disposed of and the barbeque equipment is left clean for the next user.

8.7 Disposable barbeques and camping stoves must not be used inside or near the entrance to tents, dormatories or cabins due to the risk of Carbon Monoxide.

8.8 Cutting or damaging trees and other vegetation is strictly prohibited and we request that all campers respect the natural conditions of, and around, the campsite.

  1. CARAVANS, CAMPERVANS, MOTORHOMES AND TENTS

9.1 Caravans, campervans, motorhomes and tents bought to Lockerley Water Farm campsite are parked / pitched at the users’ own risk. HCT will not accept any responsibility for accidents, loss or damage.

9.2 Caravans, campervans and tents may only be sited in locations agreed with the Site Manager.

9.3 Motor vehicles may not enter into the camping field unless towing a caravan, and under the direction of the site manager as per clause 8.5, above.

9.4 Campervans and motor homes, once sited must remain in situ for the duration of the booking and must not drive on and off the campfield, with the exception of arrival and departure.

  1. DOGS For information on dogs permitted to stay at our campsite and the rules that apply, please see the HCT Dogs Policy (available upon request).

  2. IF WE CHANGE YOUR BOOKING In the unlikely event it becomes necessary to change your Booking, in total or in part, we will inform you as soon as is reasonably possible of any necessary changes. You will have the choice of:

      • Accepting the changed arrangements

  • Purchasing another Booking from HCT subject to availability
  • Cancelling your Booking

  3. DELAY OR FAILURE TO PERFORM

12.1 We will not be liable to you if we are prevented or delayed in the performing of any of our services to you if this is due to any cause beyond our reasonable control including (without limitation): an act of God, explosion, flood, fire or accident; war or civil disturbance; strike, industrial action or stoppages of work; any form of government intervention; a third party act or omission; failure by you to provide us with correct contact details.

12.2 We are fortunate our campsite is idyllically located in a remote, wild and beautiful part of the Test Valley. During periods of extreme weather we will endeavour to remain open and to keep you informed of the latest conditions. If we are open, but you choose not to travel because of the weather, this will be treated as a normal cancellation (see item 6 above).

  1. OUR LIABILITY TO YOU

13.1 We will ensure that the campsite accommodation and /or other facilities provided by us, are done so in accordance with these terms and conditions and shall be provided with reasonable skill and care.

13.2 Where our service provision is not to the standard you would expect, you need to notify us. We can then investigate the matter and try to amend it within your booking.

  1. COMMUNICATION When using our website, contacting us via e-mail or speaking to us on the telephone you accept that communication with us will be mainly electronic. We will contact you by e-mail or provide you with information. By Booking with us you agree to this electronic means of communication and you acknowledge that all Bookings, notices, information and other communications that we provide to you electronically comply with any legal requirement that such communications be in writing. This condition does not affect your statutory rights.
  2. SEVERABILITY If any of these terms and conditions in the booking with you are determined to be invalid unlawful or unenforceable to any extent, such term, condition or provision will to that extent be removed from the remaining terms, conditions or provisions which will continue to be valid to the fullest extent permitted by law.
  3. CHANGING THESE TERMS AND CONDITIONS We have the right to revise and amend these terms and conditions from time to time. You will be subject to the terms and conditions in force at the time that you make a Booking, unless any change is required to be made by law or if we notify you of the change to these terms and conditions before we confirm that your Booking has been successful.
  4. YOUR INFORMATION AND PRIVACY STATEMENT For information on how we use, store and process your personal data and your rights under the Data Protection Legislation please view see our Privacy policy.
  5. GOVERNING LAW AND JURISDICTION

18.1 Any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with it or its subject matter or formation shall be governed by and construed in accordance with the laws of England.

18.2 Each party irrevocably agrees that the courts of England shall have exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with the booking or its subject matter or formation.