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Booking Conditions

The small print! If you have any questions, please contact us.

Booking Conditions

[Coronavirus/Covid-19 Clause - Our 2022 booking Commitment: We understand the need to be flexible as it's hard to plan your usual holiday with the uncertainty around at the moment.  That's why we are offering the following commitment in 2022 for all bookings in relation to the Covid-19 pandemic: 

(i) Unavailability of The Quince due to regional/national lockdowns: If we are unable to honour your booking due to a national covid-19 lockdown, the closure of Oakdene Forest park or due to a regional lockdown in which The Quince is located, we will offer alternative booking dates or offer a full refund. 

(ii)  If you are unable to honour the booking due to regional covid-19 lockdown restrictions, we will offer you the opportunity to switch your booking to an alternative date (depending on availability).  In switching to an alternative date, any price differentials between weeks will need to be met in full.

(iii) Please note: We do not cover for self-isolation, symptoms or diagnosis of Covid-19 cases. In these instances, you should not travel to the holiday park and the standard cancellation charges will apply ] 

1) Booking:

i)All bookings depend on the property and other arrangements being available. You, as the person in charge of the party (the “party leader”) must be at least 21 years old at the time of booking. All other members of the party must authorise you to make the booking on the basis of these booking conditions. By making the booking, you confirm that you are authorised to make the booking and that all other members of the party agree that the booking will be governed by these booking conditions. You, as the party leader, are responsible for making all payments due to us. It is your responsibility as the party leader to ensure that the other party members are aware of and agree to comply with these booking conditions where applicable. The accommodation/ booking is for a maximum of 6 persons. No additional tents or temporary accommodation is allowed on the pitch. 

ii) Group Bookings:  The van is located on an a family friendly park and the park has been designed with families and couples in mind. We do not accept bookings for stag or hen dos.  The organiser or leader of a group booking is responsible for identifying the booking as a group booking and for providing the party details. Should you arrive at the property in a group without notifying us of the required details, we have the right to refuse to hand over the property to you without a refund or compensation.

iii) All 7 or 14 night bookings start on a Saturday.  For 3 or 4 night stays,  alternative days may be available -please contact us.

iv) Checkout by 10:00 on day of departure. Check in from 2:30pm on day of arrival.

v) Pets:  Sorry no pets permitted. You are asked to respect the booking condition.  

vi) The property is a NO SMOKING property. Anyone found smoking inside Little Quince or on the attached decking will result in the immediate termination of the booking with no reimbursement for any days of your stay lost as well as the loss IN FULL of your security deposit.  

2) Payment: 

i) Where we have agreed a provisional booking the property will be released for general sale after an agreed time period (24 hours) unless you fully confirm the booking. 

ii) We require 20% (or £100.00 whichever is greater) for a booking fee to confirm the booking if you are booking more than 10 weeks before your booking. We have the right to refuse any booking before we send you your written confirmation. In this case, we do not have any legal responsibility to you. 

iii) We only accept payment in pounds sterling. As soon as you receive your confirmation, you must check the details carefully. If anything is not correct, you should tell us immediately otherwise we cannot help or accept responsibility. Please ensure that names are exactly as stated in the relevant passport. 

iv) We require 20% t(or £100.00 - whichever is greater) o confirm the booking. Full balance is due 10 weeks before the date of check in. We will confirm the date that the balance is due, when we confirm your booking. If you do not make any payment due in relation to your booking by the appropriate date we, are entitled to assume that you want to cancel your booking. In this case, your booking will be cancelled immediately. Non payment by the balance due date will result in cancellation of your booking and loss of your deposit. In this case we do not have any legal responsibility to you. 

If your bank refuses to make your payment for any reason, we are entitled to make an administration charge of £35.

v) If you book less than 10 weeks before the start of your stay, we must receive full payment of the total cost of your booking when you make the booking.

Payment is by bank transfer. Reference – Your booking number, Payee – M Gore) Please note that we do not accept cheques or purchase orders.

3) Pricing:

i) We will confirm the price of your booking when you make it. As changes and mistakes can happen, you must check the price and all other details of your chosen arrangements at the time of booking. All accommodation prices are for the property and are not on a per person basis, except when an extra person charge applies.

We may run promotions or discounts from time to time. We will not retrospectively apply a discount to your booking.  As changes and mistakes can happen, you must check the price and all other details of your chosen arrangements at the time of booking.

ii) Security/ Key Deposit:  A security / key deposit of £250 will be payable 14 day before the check in day. The security deposit will refunded to you within 14 days, provided that the caravan is returned in a clean condition without loss or damage.  Any loss , damage  such as replacing broken crockery or cleaning such as stain removal will be deducted from the security deposit. Loss of the key will result in a  call out charge for a locksmith and cost to replace the lock and cut new keys.

4) Changes

i) If you want to change any detail of your confirmed booking, we use reasonable endeavours to make the changes. However, we must receive your notice in writing by post or email. Any administration costs incurred will result in an additional charge of £35.

5) Cancellations:

i) Cutting short your stay : No refunds are payable in the event you cut short your stay. You must advise us at the earliest opportunity so that we can arrange a check out and ensure that you hand back the keys.

ii) If you have to, or want to, cancel your booking after it has been confirmed, you email us on the email address shown on your booking confirmation as soon as possible. The day we receive your notice by email from you is the date on which we will cancel your booking. Our confirmation in writing will confirm receipt of your cancellation. If you cancel, you will have to pay a cancellation charge based on the number of days before the arrival date at the property that we receive notice, as shown in the table below.

iii) Cancellation schedule: Number of days before the start date of your trip that we receive your notice to cancel (or on which you are deemed to have cancelled) Cancellation charge (plus all booking fees, any insurance premiums or administration fees you owe)

Number of days (Definition above)                                                     Cancellation Charge 

More than 70 days                                                                                    100% of the Booking deposit 

57 – 70 days                                                                                               50% of the total cost of stay

43 to 56 days                                                                                              65% of total cost of your stay

29 – 42 days                                                                                               80% of total cost of your stay

8 to 28 days                                                                                                90% of total cost of your stay

7 days or less                                                                                             100% of total cost of your stay

iv) If any person(s) in your party needs to cancel, this will not affect the total cost of your booking. The booking is charged per accommodation, not per person.

v) Cancellations by us:

In the unlikely event that we have to cancel your booking, or we are prevented from providing the accommodation you have booked, we will offer you your choice of a full refund of the amount you have already paid or offer you the option to move your booking to an alternative available slot.  If the cost of the new date is higher, you will be required to pay the difference. If the cost of the new dates is lower; we will refund you the difference. We have no other liability or responsibility in this respect. We recommend that you consider your options for holiday insurance.

6) Our Responsibilities to you:

We do not and cannot be held responsible for any elements of your booking outside of the property or boundary of the property. This means that we do not accept nor can we be held responsible for a) your personal circumstances or that of your party,  b) travel arrangements to and from the property, c) park facilities d) noise or disturbance which comes from beyond the boundaries of the property or which is beyond our control  e) breakdown of mechanical equipment such as pumps, boilers, swimming pool filtration systems, f) nor for the failure of public utilities such as water, gas and electricity which is provided by third party suppliers to the property g) or other services which you may have booked independent of us that make up your holiday.

7) Insurance:

i)We recommend that you take out enough travel insurance to cover you for your total stay.

8) Access to the accommodation:

i) If you or any member of your party has any medical problem or disability that may affect your booking, please tell us before you make your booking and give us full details as early as possible. Please note that The Quince has a number of steps to enter the accommodation and is not allergen free.

9) The property:

i) Arrival and Departure:

Check In time: from 2:30pm - 5pm. If you are going to arrive after this time, please clarify this on your booking form and notify us a 2 weeks before arrival.  Failure to advise us may result in you not being able to get access to the property. A representative will meet you at the property to check you in and complete the inventory.

Check Out time: 10:00am. A representative will meet you at the property. Please be ready to check out on time, and complete the inventory.

ii) Linen:  Please note that for reasons of health and safety, we do not provide linen. Please bring your own towels, bathmats and tea towels. Bedding, sheets, duvets and pillowcases are provided. In case of accidents, please use the onsite laundrette to launder the bedding and duvets before returning them. Laundry detergent can be purchased from the onsite shop.

ii) High chairs, travel cots and bedding for travel cots are not provided.

iii) Cleaning:  Cleaning is not provided during your stay.  You are expected to leave the accommodation and its contents in a clean and tidy condition as you found it, including emptying bins.  There are bins and recycling points provided throughout the park. 

10) Behaviour:

You and all members of your party agree: • to keep the property clean and tidy; • to leave the property in a similar condition as you found it when you arrived; • to behave in a way at all times while at the property which does not break any law; • not to behave in an anti-social manner, breach the peace or otherwise act in a way which may disrupt or affect the enjoyment of others; • not to use the property for any illegal or commercial purpose; • not to sublet the property or any part thereof or otherwise allow anyone to stay in it who we have not previously accepted on behalf of the owner as a member of your party• not to BBQ on the deck • set off or use fireworks on any part of the park• no smoking in the property or within the boundary of the property (including the decking or the grassed area to the side of the property). 

We or the park can refuse to hand over the property if the unreasonable behaviour of anyone in your party is likely to cause offence to other guests, to members of staff or to neighbours, or in the event that we or the park has reasonable cause to believe you or any member of your party will cause damage or loss to the property, its services or facilities. In these circumstances, the contract between you and us will be terminated, you will not receive any refund. We and the park will not have any further liability to you. 

ii) We or the park can terminate a stay after the keys have been handed over, if the unreasonable behaviour of anyone in your party (including anyone invited into the property by you) is likely to impair the enjoyment, comfort or health of other guests, residents, neighbours or members of staff or where you or any member of your party (or anyone invited into the property by you) has broken the law, breached or is likely to breach any of these booking conditions, the owner’s terms and conditions or any other terms and conditions applicable to the property which you have been notified of. In these circumstances, you will be required to leave the property immediately and no refund will be given. Furthermore, you may be liable to cover any costs incurred by the owner as a result of your behaviour

If you do not comply with these conditions, and in the situation we receive complaints from the park or other park customers, we can repossess  the property and treat this as you cancelling the booking. In these situations you will not receive a refund of any money you have paid for your booking and we will not be legally responsible to you as a result of this situation. (This will include, for example, any costs or expenses you have to pay due to not being able to stay in the property, such as the cost of finding other accommodation.) We are not under any obligation to find any alternative accommodation for you. Babies and children under the age of 2 are counted as members of your party.

11) Maximum occupancy:

You also must not allow more than 6 persons to stay overnight in the property. You cannot arrange for visitors to the property without advance consent.  You cannot significantly change the number of adults or children during your stay. (For example, if you book for two adults and two children, you cannot arrive with four adults and no children.) You must not hold events (such as parties, celebrations or meetings) at the property. If you do not comply with these conditions, and in the situation we receive complaints from the park or other park customers, we can repossess  the property and treat this as you cancelling the booking. In these situations you will not receive a refund of any money you have paid for your booking and we will not be legally responsible to you as a result of this situation. (This will include, for example, any costs or expenses you have to pay due to not being able to stay in the property, such as the cost of finding other accommodation.) We are not under any obligation to find any alternative accommodation for you. Babies and children under the age of 2 are counted as members of your party.

12) Pets:

Pets are not permitted in the property nor can they be kept on the park in travel kennels or other temporary accommodation.

13) Damage:

You are responsible for and agree to reimburse us for all costs incurred by you for all damage or breakages or loss caused by you and/or members of your party and/or any other persons invited into the property by you, to the property or its contents. This includes responsibility for paying for this damage and the cost of any work needed to put the damage right. We can ask for payment from you to cover any such costs. You will need to check and sign an inventory of the property and its contents on arrival at the property. If you discover that anything is missing or damaged on arrival please notify us immediately.  We expect the accommodation to be left in a reasonable state on departure. If additional cleaning is required, you will be liable for the cost of this cleaning, including emergency or last minute callouts  in order to get the property ready for the next booking.

14) Right of Entry:

We reserve the right to enter the property (without letting you know first if this is not practical or possible) if special circumstances or emergencies happen (for example if repairs need to be carried out) or if you break the law, breach any of these booking conditions, the park's own terms and conditions or any other terms applicable to your booking and/or the property. We or our representative has the right to enter the property for the purposes of inspection (including but not limited to where we have received complaints about the property) by giving you reasonable notice of such entry. You agree to us or our representative (including workmen) access to the property as required by this clause.

15) Special requests:

If you have any special requests, you must let us know when you make a booking and confirm them in writing. Although we will try to accommodate any reasonable requests, we cannot guarantee that any request will be met. Confirmation that we have noted a special request or passed it on to the park, or of the fact it is shown on your written confirmation or any other document, is not confirmation that the request will be met. If we or the park fail to meet any special request, it will not mean we or they have broken your contract.

16) Website details/ Facilities:

i)We aim to make sure that the information provided is presented accurately on our website and other promotional literature or material we produce and provide. It is intended to present a general idea of the arrangements. Not all details of the relevant facilities can be included on our website. Furthermore, there may be small differences between the actual property/arrangements and its description. Occasionally, problems such as COVID, maintenance or health and safety issues, mean that some facilities or services are not available or may be restricted. If this happens, we will tell you as soon as reasonably practical after we become aware of the situation, but these can be found on the Shorefield app. We cannot accept responsibility if some facilities or services at the property are not available or restricted, nor can we accept responsibility for any changes or closures to local services or attractions mentioned on our website, by our advisers or advertised elsewhere. We make reasonable efforts to make sure that information we give you about Little Quince or the park and its facilities or services, is accurate and complete on the date given. We cannot accept responsibility for any inaccurate, incomplete or misleading information about the property/arrangements or its facilities and services, posted on other websites or social media sites. Distances to locations are provided as useful guides. Certain items in photos (soft furnishings etc) are subject to change, and may not always be exactly as shown. Please check specific concerns with us before booking.

Please note that the activities on the park are managed and run by  Oakdene Forest Park - therefore we cannot take responsibility for any closures, restrictions or rules imposed on guests, by the park.

The impact of coronavirus may mean that some of the activities might have restrictions or be closed during your stay.

ii)Where Wi-Fi is an advertised facility and guest wifi is provided by the park. Please note that its provision is subject to availability and network conditions. It may not be available 24 hours a day and is provided for pleasure not for business. Bookings should not be made if they are wholly reliant on the uninterrupted, unlimited provision of Wi-Fi. Download limits may apply, please check when booking. For queries for mobile data, please contact your network provider.