The Victorian Barn Terms & Conditions for Holidays & Breaks | The Victorian Barn, Dorset
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The Victorian Barn T&C's

Sunday, 1 September 2024

The Victorian Barn Dorset – Terms & Conditions (Holidays & Short Breaks)

Would you like to know more about our accommodation? Explore our options. To check availability and book your stay, view our calendar.

PLEASE READ THESE CONDITIONS CAREFULLY. WHEN YOU MAKE A RESERVATION YOU ARE ENTERING INTO A LEGALLY BINDING CONTRACT.

Bookings made through our online booking system are provisional until confirmed by us.

1. Booking

The Guest who makes the booking is deemed to have agreed to these Terms and Conditions and will be responsible for all persons included in the booking. The Guest must ensure that everyone in the party is aware of, and complies with, these Terms & Conditions.

The Victorian Barn reserves the right to decline any booking if relevant information has not been disclosed or if these Terms & Conditions have not been adhered to.

The Owner reserves the right to refuse a booking without giving any reason.

Please note:

2. Sections applying to direct bookings only

The following sections only apply to guests who have booked direct via our website:

For guests that have booked via an OTA (online travel agent) such as Airbnb, Booking.com, Expedia, VRBO, Cottages.com etc., please refer to the OTA and the listing on their site for payment terms.

3. Amendments to Bookings (direct bookings only)

Amendments may be considered depending on the amendment requested and the reason. Please contact us as soon as possible. Amendments will be subject to an administration fee of £75 per amendment, plus any uplift based on the advertised cost of the property at the time. There will be no refund of rental cost.

We are unable to guarantee that amendments to bookings can be made.

4. Deposits & Payments (direct bookings only)

To secure your booking, we request a non-refundable reservation fee of 20% of the total cost. A binding contract comes into existence once your booking is confirmed.

The balance will become due between 60 and 65 days prior to arrival. For bookings made less than 60 days before arrival, the full amount will become payable at the time of booking.

Pre-authorisation / security deposit

We place a pre-authorisation on your card prior to arrival. This does not involve any payment being taken, but it reserves an amount that may be charged if required to cover damages or breaches of our Terms & Conditions.

If we are unable to pre-authorise your card, we will request a security deposit payment by bank transfer to the same value as the pre-authorisation.

5. Cancellations & Insurance (direct bookings only)

We strongly advise that you take out comprehensive travel insurance to cover cancellations. If you choose not to, you accept responsibility for any loss you may incur due to cancellation.

We do not offer a free cancellation period. Once a booking is made, the contract is in force, so please ensure you have read our terms before booking.

All cancellations must be notified to us in writing.

The treatment of a cancellation will depend on:

6. Cancellation Conditions (direct bookings only)

If a booking is cancelled 64 days or less before the arrival date, a charge equal to the full booking amount will be applied.

If the booking is cancelled 65 days or more before arrival, a charge equal to 20% of the stay will be made.

In the event of a no show or booking reduction (after arrival date), the full cost of the booking is charged.

We will use our reasonable endeavours to re-let the property for the cancellation period. If we are successful, you may be refunded less an administration fee of £75 and an 8% booking fee.

Part cancellations

If any person(s) in your party needs to cancel, this will not affect the total cost of your booking. No refunds are payable if you cut short your stay.

Your inability (or the inability of any, some or all of your intended occupants) or disinclination to travel and stay at your hired cottage for any reason will not give rise to a refund. This includes, but is not limited to: illness (including Covid), a requirement or recommendation to self-isolate or quarantine, a call to jury duty, incarceration, change in personal or work circumstances, family emergencies, travel delays, vehicle breakdown, and delays with public transport. These remain at your risk and do not give rise to a right to cancel or receive a refund unless we re-let the property.

7. Refunds (direct bookings only)

All refunds will be subject to deduction of a non-refundable administration fee of £75 and booking fee of 8% to cover our costs and third party costs related to cancellation and remarketing (including admin costs, remarketing costs, bank fees, accounting fees and agency fees or commission payments).

Refunds only apply if we are able to re-let the property on a like-for-like basis.

8. Force Majeure (direct bookings only)

“Force Majeure” means circumstances beyond our reasonable control including, without limitation, an Act of God, fire, flood, war or acts of terrorism.

If by reason of Force Majeure the property is not available at the commencement of the time booked by you or the property is unsuitable for letting at that time, we shall not be deemed to be in breach of contract and shall refund in full all fees, charges and any deposit paid in advance. We will not be liable for any other claim for loss or damage.

The following sections apply to all guests (direct bookings and OTA guests)

9. Complaints

Complaints must be reported immediately to the owners or their representatives to give the opportunity to rectify the problem during your stay.

If the problem cannot be rectified during your stay, you must write to us within 7 days of departure with full details of the complaint.

No complaints will be entertained at the end of the hiring period or after the guest has departed if the complaint has not been reported previously. We cannot accept complaints if you have not followed the course of action laid down in this clause.

10. Breakages & Damages

Please treat the facilities and accommodation with due care so that other guests may continue to enjoy them.

If you notice anything missing or damaged, please inform us immediately.

If any damage or breakages occur during your stay, we would be grateful if you report them promptly, especially before check-out. Accommodation will be inspected after departure and guests may be charged for major loss or damage.

In the unlikely event that you accidentally break or cause major damage, we would prefer items to be replaced like-for-like during your stay.

The Victorian Barn reserves the right to appoint its own contractor to repair or replace any damage and is not obliged to use a contractor chosen by the guest.

For any damages, please arrange for these to be rectified during your stay or shortly after.

If the property is uninhabitable due to damage caused by your party, a daily rental charge (as per the prices on our listing) will be applied until the property is usable again.

Lost keys incur a standard fee of £100 per key. To prevent lost keys, please leave the key in the key safe at all times.

Guests are responsible for ensuring their personal possessions are insured. We cannot accept liability for theft, loss, or damage to personal possessions.

11. Utilities

Utilities (electricity and heating oil) are included in the let but are subject to a fair usage policy for domestic household use only (excluding charging vehicles).

Heating is provided for comfortable domestic use. Please use it responsibly. Excessive use includes setting thermostats to an unreasonably high temperature and/or leaving heating on with windows or doors open. We reserve the right to charge for excessive usage at current rates.

Portable air-conditioning units, including units with vent hoses placed through windows, are not permitted. Standard fans may be used responsibly.

To use our EV charger, please download the Monta App.

12. Holiday Letting Agreement

Check-in / check-out

Check-in is from 4:00pm and departure is by 10:00am.

Flexible check-in and check-out may be available on request, subject to availability and additional charges apply.

Unauthorised Late check-out: a fee of £50 per 15 minutes (or part thereof) will be charged for any delayed departure beyond the agreed time.

For group bookings involving multiple properties, early check-in and late check-out are charged per property and must be applied to all properties within the booking. This is to ensure housekeeping can be scheduled fairly across the site and that all accommodation is ready for incoming arrivals.

Occupancy / guest numbers

The number of guests must not exceed the number agreed at the time of booking and must not exceed the number of beds in the property. Excluding infants under 23 months old in their own cot.

The guest may not, under any circumstances, re-let or sublet the property, even free of charge.

The property must only be used as a private self-catering holiday residence for the maximum number of guests agreed upon booking.

Additional non-authorised guests will be asked to leave.

Day visitors

Day visitors are permitted only with prior agreement. Please provide names, ages, visit times and whether they will be using the swimming pool.

There is an additional charge for day visitors to use the pool: £20 per person (adults, children and infants).

Day visitors are not permitted to use leisure facilities including hot tubs, activity suite, games room, play area and fishing lakes.

Day visitors may visit between 10:00am and 8:00pm only. No visitor pets permitted.

The total number of day visitors must not exceed the following limits:

Safety and security

Please lock doors and close windows when leaving the property unoccupied.

Please switch off lights, heating and electrical appliances when going out.

At the end of your stay, please ensure all waste and recycling has been taken to the waste area as per the check-out procedure.

EV charging / scooters

Please charge electric vehicles only at the charging station provided. Do not plug vehicles into inside or outside sockets.

No e-scooters are permitted.

Service outages

No compensation will be given for temporary outage of electricity, gas, water, internet connection or television service.

Behaviour / termination

We reserve the right to terminate a holiday without compensation where unreasonable behaviour of the persons named on the booking (or their guests) may impair the enjoyment, comfort or health of others.

Guests must not deface or alter the interior or exterior of the premises, decoration, fixtures or fittings, furniture, or equipment.

Guests must leave the property in a clean and tidy condition and keep all furnishings and equipment in good order.

Guests are responsible for the cost of any breakages or damaged items (reasonable wear and tear excepted) and will be charged for any exceptional cleaning costs.

Guests must not remove or transfer furniture or equipment (including between properties if hiring more than one).

Posters and placards must not be affixed to the interior or exterior of the premises.

Decorations must not be affixed using pins, sticking tape, blue/white tack or any fixing that may damage or mark walls and doors. Confetti and table glitter are not permitted inside the accommodation.

Guests must not store outside equipment such as bikes, scooters, fishing rods etc. inside the property.

Guests must not bring entertainment, catering (excluding takeaways), beauty, or any outside private companies onto the premises without prior arrangement with The Victorian Barn.

Guests must not do anything that may cause nuisance, annoyance or damage to neighbouring or adjoining properties.

Fireworks, Chinese lanterns, fires and candles (indoor and outdoor) are not permitted under any circumstances.

No BBQs are permitted.

Portable air-conditioning units, including units with vent hoses placed through windows, are not permitted. Standard fans are permitted.

Guests must not do anything that may void or affect any insurance policies held by the Owners or cause an increased premium.

Noise policy / quiet time

Please respect the community and keep noise levels to a minimum, especially between 10:00pm and 8:00am (quiet time).

Guests must not play or permit to be played any musical instrument or sound production equipment between 10:00pm and 8:00am that is audible within adjoining property or from outside the premises.

Noise complaints are taken very seriously. Guests not adhering to this rule will be asked to leave along with the rest of the party.

13. Pool & Dry Sauna Rules

Please use the pool and dry sauna responsibly and comply with the following:

Food and drinks (excluding water) are not permitted in the pool building.

There is no lifeguard in attendance.

Children must be supervised at all times.

Children must be accompanied by an adult aged over 18 to swim.

No more than 20 people may use the pool at any one time.

No lone swimming.

Please only use the pool when permitted to do so.

Persons with heart disease, diabetes, low or high blood pressure, or any serious illness should not use the sauna without first consulting a doctor.

Saunas are not recommended during pregnancy due to the risk of overheating.

Parents are advised that the sauna is not suitable for children under the age of sixteen.

Shower before entering the pool. Showering before use washes away common skin bacteria and removes lotions, deodorants and creams which reduce the effectiveness of chlorine in the water.

Alcohol is not recommended before entering the pool. Alcoholic beverages and some medication can cause drowsiness.

Strictly no smoking in the pool and sauna areas.

No diving.

Clothing (other than appropriate swimwear) and shoes are not permitted in the pool.

The pool will be checked regularly by a member of our team (including chemical checks).

Use of the pool and sauna is at your own risk. We cannot be held responsible for your safety whilst you are using the pool and sauna.

You will be held responsible for any damage and any costs incurred if the pool and sauna are damaged by you.

If the pool and sauna become unusable during your holiday due to your negligence, they will be closed and you will be liable for any associated costs, including reimbursement to other holiday guests should they seek a refund of their stay.

14. Hot Tub Use and Rules

Hot tubs may be used between 8:00am and 11:00pm only. No overnight use is permitted.

The hot tubs are emptied, cleaned and refilled after every stay and will be available from the first morning of your stay. Please note that hot tubs are not available for use on the morning of your departure.

Guests must not attempt to touch, adjust or switch any external electrical points on or off whilst using the hot tub.

Bathers must not exceed the maximum number permitted in the hot tub (maximum 5–6 guests, depending on the hot tub).

The hot tub must not be used by anyone with heart disease, diabetes, low or high blood pressure, or any serious illness without first consulting a doctor.

Anyone with skin, ear, genital or other body infections, open sores or wounds should not use the hot tub due to the risk of infection.

Hot tubs are not recommended during pregnancy due to the risk of overheating.

Parents are advised that hot tubs are not suitable for children under the age of five. Children and young people (aged 18 and under) must be supervised at all times by a responsible adult aged over 18.

Children are at a higher risk of overheating than adults and should not remain in the hot tub for more than fifteen minutes at a time.

It is not recommended to use the hot tub alone.

Avoid using the hot tub immediately after a heavy meal.

Please shower before entering the hot tub. Showering washes away common skin bacteria and removes lotions, deodorants and creams which reduce the effectiveness of the chlorine in the water.

Please brush any mud or grit from your feet before entering the water.

Avoid swallowing hot tub water and do not immerse your head in the water.

Alcohol is not recommended before entering the hot tub or during use. Alcoholic beverages and some medications can cause drowsiness and increase the risk of injury.

Please do not smoke while using the hot tub.

Drinks glasses and sharp objects must not be used in or near the hot tub.

Do not jump or dive into the hot tub.

Only appropriate swimwear is permitted. Clothing (other than swimwear) and shoes are not permitted in the hot tub.

Do not sit, stand or lie on the hot tub lid at any time.

It is essential that the hot tub cover is replaced after every use so that the water remains at the correct temperature and to prevent leaves and debris entering the water. Please use the hot tub cover stand provided.

Hot Tub Temperature

The temperature of a hot tub must never exceed 40°C. Remaining in hot water for extended periods can cause severe heat-related illness.

At 40°C, please limit your time in the hot tub to a maximum of 20 minutes, as longer use may affect your body and cause fever-like symptoms.

Children are more sensitive to heat and should not be exposed to a water temperature above 35°C.

Very Important – Please Note

Do not use the hot tub if the water level is below the filter system.

The hot tub will be checked regularly by a member of our team (including chemical checks).

In the event of a hot tub experiencing mechanical failure which is not due to any fault of the guest, we will make every effort to repair it or offer an alternative solution if available. If these options are not feasible, we will provide a refund of £25 per day for each day affected, up to a maximum refund of £100.

Hot tub use is at your own risk. We cannot be held responsible for your safety whilst you are using the hot tub.

Guests will be held responsible for any damage to the hot tub and any costs incurred in repairs.

If the hot tub becomes unusable during your holiday due to negligence or misuse, it will be closed.

Guests will be responsible for the cost of replacing the hot tub if it is damaged beyond repair due to their actions.

15. Smoking and Vaping Policy

Smoking and vaping (including e-cigarettes) anywhere inside the premises is strictly prohibited and will result in immediate termination of occupancy and forfeiture of all payments.

Any damage or extra cleaning caused by smoking or vaping will be charged to the guest.

Smoking is permitted outdoors only. Please use ashtrays and sand tubs provided.

16. Pet Policy

The Victorian Barn offers a mix of pet-friendly and pet-free accommodation for the comfort of all guests.

Dogs are welcome in Plumtree Cottage, The Granary, The Lodge, The Stable. All other properties remain pet-free, with the exception of registered assistance dogs.

We welcome up to two dogs per property.

Dogs are not permitted on any furniture, including sofas and beds. Please bring suitable bedding for your dog’s comfort. Dogs are not permitted in the hot tubs or swimming pool.

In Plumtree Cottage and The Granary, we kindly ask that dogs remain on the ground floor. A pet stairgate can be provided upon request.

Please note that The Granary does not have an enclosed outside area.

For the safety and wellbeing of your pet, dogs must not be left unattended in the property for extended periods. You are welcome to leave your dog while you enjoy the pool and other on-site leisure facilities, provided they are settled and not causing disturbance.

Dogs are not permitted in indoor communal areas, including the pool building, games room and activity suite, or in the children’s play area.

For the safety of all guests, livestock and wildlife, dogs must be kept on a lead in communal areas, around the main barn and facilities, near the fishing lakes, and in any areas where signage requires it.

Dogs may be off lead inside your accommodation and within your enclosed private garden (Plumtree, Lodge and Stable benefit from enclosed gardens).

Pet owners are responsible for cleaning up after their dogs promptly and disposing of waste appropriately, and for ensuring their dog does not cause noise disturbance.

A cleaning fee may be applied if additional cleaning is required after your stay due to pet-related issues.

You must ensure your dog’s vaccinations are up-to-date and that they are on a regular flea control programme.

Pet owners are responsible for any damage caused by their pet during their stay.

By bringing a dog to a pet-friendly property, you agree to comply with the above terms and conditions.

17. Illness policy

In the event that any guest becomes unwell with symptoms of an infectious illness during their stay, they should take appropriate precautions to reduce the risk of transmission to others and should travel home where possible.

Unfortunately, we are unable to provide facilities for self-isolation within the accommodation.

This covers:

18. Check Out Procedure

Please vacate the property by 10:00am (at the latest) on the day of departure and leave the key as instructed. A charge of £50 per 15 minutes of delayed departure applies for late check-outs.

Cleaners arrive promptly and will enter the property at 10:00am, so please ensure you depart on time.

Before leaving, please switch off all lights, taps and appliances and clear fridges/freezers of leftover food.

Please remove all rubbish (including leftover food) and take it to the waste area. If rubbish is not removed, charges apply as follows:

The waste area is located behind the games room and includes general waste, glass recycling and mixed recycling bins.

Handled buckets are provided in the kitchen for glass recycling and mixed recycling. Please use these to carry recyclables to the waste area and return the buckets afterwards.

Crockery, cutlery and glasses must be cleaned and put away or left clean in the dishwasher (where applicable).

Please replace breakages with like-for-like items or arrange replacements as set out in these Terms & Conditions.

Please comply with these Terms & Conditions to avoid additional charges.

19. General

Working farm and outdoor areas

The Victorian Barn is located on a rural working farm. Guests may encounter farm boundaries, livestock fencing, electric livestock fencing, uneven ground, natural hazards, lakes and rural tracks around the site.

Children must be supervised at all times in all outdoor areas, including gardens, communal areas, farm boundaries, lakes, tracks, play areas, the swimming pool and hot tub areas.

Guests must not climb on, lean through, touch, interfere with or cross any farm fencing, gates, livestock fencing or electric fencing. Warning signs must be observed at all times.

The Victorian Barn is privately owned. We expect guests to treat the property with the same respect they would treat their own home.

We reserve the right to make reasonable amendments or additions to these Terms & Conditions at any time.

Thank you for your cooperation.

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