Self catering holiday barns in Herefordshire

Booking Terms & Conditions

Terms & Conditions – updated 30-3-2020

Please note the term ‘owners’ includes their nominated representatives

Reservation of property: Please fill the online calendar on the web site to book the dates you require, you will receive a confirmation of reservation, normally by email, and a request for payment by cheque or BACs

Payment & confirmation of booking: a deposit of 25% of the total tariff (non-refundable), per property booked, is required to secure the reservation. When the deposit payment (or full payment, see below) is received and the completed booking form details processed, your booking will be confirmed by an emailed receipt of payment.  If we do not receive your deposit within the required timescale of 7 days, we reserve the right to put the property back on the general availability calendar.  The balance of payment is due 8 weeks prior to your arrival date. We do not send a reminder. If payment is not received by the required time, we reserve the right to release the property, without refund of any payment previously made. If you cancel after that period, see ‘cancellation’ below.  When a booking is made within 8 or less weeks to arrival, full payment is due at the time of the booking. General information about your stay at Little Gaerfields is sent out on receipt of final (or full) payment.

In the case of software failure for rate propagation between our chosen PMS and our website, we reserve the right to cancel online bookings which have been offered into the marketplace out of line with our current pricing strategy. 

PLEASE NOTE: We reserve the right to charge for the full cost of any breakages or damage caused to the property, its contents and to the leisure facilities here during your stay. In this situation, We may also request a separate cheque, refundable, security deposit of £300 in advance of your stay. In the event of an argument between guests that we the owners feel will develop into a physical fight, we shall ask you the guests to vacate Little Gaerfields with immediate effect even at night time with no refund on days/nights not taken.

Prices: are inclusive of VAT, at the current rate, and include utilities, bed linen, towels (no cot linen or pool/beach towels), cots, high chairs, bed guards, stair gates (where available), BBQ is brick built , you need to bring charcoal, one basket of logs and use of all our published facilities, except the swim jet and sauna which use electricity at £1 for 20 mins of use.

Cancellation: should you cancel your holiday with less than 8 weeks (56 days or less) of the start date of your holiday, your balance of payment remains payable. We strongly recommend you arrange holiday cancellation insurance to cover any such eventuality. Any liability arising from the cancellation of your holiday by the owners, for whatever reason, is strictly limited to the total sum paid to us by you. No other payment or compensation will be offered. If for any reason you find that you have to curtail your stay whilst with us, we are unable to offer a refund of payment 
Cancellation by us
1. If our performance is hindered or prevented by a Force Majeure Event (please see definition below), we may, at our sole discretion, offer you:

2. alternative holiday dates, within the calendar year of your booking; or

3. such other remedy as we consider appropriate with regard to the circumstances.
In this contract, a Force Majeure Event means any of the following circumstances which may hinder or prevent the 1d. performance of the contract, including but not limited to:

4. acts of God, flood, drought, earthquake or other natural disasters;

5. epidemic or pandemic;

6. terrorist attack, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off of diplomatic relations;

7. nuclear, chemical or biological contamination or sonic boom;

8. any law or any action taken by a government or public authority, including without limitation imposing a restriction, prohibition, or failing to grant a necessary licence or consent;

9. collapse of buildings, fire, explosion or accident;

10. any labour or trade dispute, strikes, industrial action or lockouts;

11. non-performance by suppliers or subcontractors; and

12. interruption or failure of utility service.

Arrival & departure – 

All bookings are from 4 pm onwards on the day of arrival with departure no later than 10 am on the last day of your stay.


Little Gaerfields will have been cleaned and the beds made up ready for your arrival.  If you are staying for 14 nights, at the start of your second week, our housekeeping team will require entry to your cottage, usually around late morning, to change the bed linen and towels, clean the bathrooms, and vacuum clean throughout.  This is not a full clean and personal possessions will not be moved in the course of cleaning.  We hold a set of housekeeping keys, so you do not need to leave door unlocked.

Hirer’s responsibility

The hirer, in completing the booking form, is responsible for payment of the holiday, confirms that he/she is over twenty one years of age and authorised to agree to the terms and conditions on behalf of all members of the party and to ensure that everyone in the party abides by these. On arrival at Little Gaerfields the hirer should acquaint him or herself, and the other members of the party, with the supplementary health, safety and general information provided in the guest information folder in the property.

Guests are requested to respect the peace and safety of everyone on site. All reasonable care must be taken of the property, grounds and facilities and they should be left in the same state and condition as they were on arrival. This includes leaving the property clean and tidy at the end of the stay, with all rubbish removed and placed in the communal waste bins. The owners reserve the right to charge you if additional cleaning/maintenance of your property is required, over and above what would be considered reasonable at the end of a stay here of up to to £100 in this respect.

The owners reserve the right to enter your property for inspection if they consider that the terms and conditions of hire may not/are not being adhered to, and also for the purposes of maintenance and housekeeping.

Smoking: is not permitted anywhere in the house only the garden, please dispose of cigarette ends, ash and chewing gum into the ash trays and bins.

Pets: Little Gaerfields has a no pet policy .Visitors with dogs are not permitted to leave their dogs anywhere on site, including in a car. Please note that this excludes the owners’ pets and those of their personal guests.

Occupancy & use: Little Gaerfields when booked, the grounds and facilities is restricted solely to those named a resident on the booking form. Under no circumstances must occupancy exceed the maximum number of people as stated for Little Gaerfields (see     Sleeping in make shift beds (air-beds, camp beds etc), tents or cars anywhere on site is not permitted. The owners, at their discretion, reserve the right to refuse or revoke, without refund, any booking or terminate occupancy if you do not respect these terms and conditions of hire.

The owners are legally required to know who is on the premises at any time.  If you wish to invite friends or family to visit during your stay, you must notify this on your booking form. In exceptional circumstances, visitors may be may arranged later, but only in prior consultation with the owners.  Under no circumstances must visitors arrive on site without prior and reasonable notification.  At peak times, visitors’ car parking may be restricted, as we have limited facilities on site, and resident guests take priority.  There is no overnight parking for non-residents.

Swimming Pool: The swimming pool is open 8am till 6 pm in the evening. If you required different times please let us know and we will be as flexible as possible.

Little Gaerfields – Terms & Conditions of Hire

Please note that whilst occasional day guests/visitors are welcome.

To comply with our insurance terms and to preserve the exclusivity and quality of facilities for paying, resident guests, day visitors/non-resident guests are not permitted to use the leisure facilities at Little Gaerfields. You are responsible for ensuring that everyone in your party, as well as your guests, are aware of this. 

Safety: all facilities, leisure areas, and grounds here are unsupervised and unattended. Use is entirely at your own risk. Please read the more detailed safety information on these facilities – this can be found in the guest information in your property, on arrival. It is the parent or guardian’s responsibility to supervise the safety and conduct of children at all times whilst on site. We do not accept any responsibility resulting from failure to do this. Do not leave children under 16 unattended whilst using, or in the vicinity of, the swimming pool, sauna, or swim jet nor leave them unsupervised whilst using the outdoor play areas, fields or indoor play room. When using the swimming pool, all children under the age of 16 much be attended by an adult, who can swim.  Do not use any of the leisure facilities when closed for maintenance. Take care in wet weather, or after heavy morning dews, as the grounds, children’s play area and decking can become slippery. Any accidents on site must be reported to the owners immediately after they have occurred.

Fire safety: when using the log burners, or barbeque, ensure that the fire is safely out when you leave the property and/or go to bed. Never leave a fire unattended.

Eco-Awareness: please turn off all the lights whenever leaving the property and ensure that nothing is left unnecessarily on stand-by mode. Turn off fully all taps and showers after use, especially after use by younger children. Please respect the countryside and local wildlife, and do not leave any litter behind.

Facilities for babies: Little Gaerfields is equipped with 3 travel cot and shallow base (not bed linen), 3 high chair and a bed guard, stair gates , please check if necessary.  There are plates, bowls, tumblers and cutlery suitable for children. Socket covers are available by prior request.  There is a good selection of toys for all ages.

Breakages & damage: at the earliest opportunity, we ask that you notify us of any breakages or damage, and if anything in the property or leisure facilities are not functioning as you would expect. This gives us time to try and repair or replace the items for the rest of your stay, and to ensure that everything is in good order for the next set of guests. We reserve the right to charge for breakages or damage. Please do not replace any broken or damaged items yourself, without prior consultation with the owners.

Forgotten/lost property: if we find any personal belongings left behind we will hold onto these for 14 days.  If not claimed after this time, the property will be disposed of. Please contact us to say you have left something behind and then register with Hermes for them to pick it up. I will weigh and wrap the item or items. We do not accept responsibility for the safety or safe transit of any items that we return. 

Complaints:  we hope that you enjoy your holiday with us. However, if you do have a complaint about any aspect of your stay at Little Gaerfields this must be raised with the owners as soon as possible and before the end of your stay at Little Gaerfields, so that we can try to resolve the matter for you, where reasonable, and time permits. In the event that you are unable to locate anyone in person, please telephone us on 01989770281 and leave a full message, including your contact number, on the office answer machine.  Or call Sheila Jones on: 07976244416. We will not consider retrospective complaints.

Data:  at Little Gaerfields we are committed to ensuring that your privacy is protected. We will not share your information with a third party, but may email you from time to time with “Little Gaerfields News and Offers”. Should we ask you to provide certain information by which you can be identified when using the website or during telephone conversations, you can be assured that it will only be used in accordance with our privacy statement.  We may update this from time to time, please check our Privacy Policy to ensure that you are happy with any changes. .

Special Offers: Little Gaerfields ( UP ) will from time to time offer “special offers” This will be via email/social media or through our distribution channels. The offers will only be for the period set and can not be applied to bookings or provisional bookings that have already been made. The guest will need to book on line and apply the voucher code that is detailed in the offer. UP reserves the right to remove the offer at anytime.

If you have any worries or concerns please do not hesitate to contact us on 01989770281. 

We take every reasonable precaution to ensure that our website, general information and provision of facilities are accurate and as stated. Please check with Little Gaerfields when making your booking if there are any details or facilities particularly important to you, including suitability of access for the elderly or infirm. The owners cannot be held liable should there be any changes or alterations that result in the unavailability of facilities here, for whatever reason, including routine or exceptional maintenance. Nor can we be held liable for accidents to guests or loss or damage to their belongings or cars

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