Bookings made at this property are made under the followings terms:
Booking Conditions
Included in the rental price are:
- Private hire of the Barns for up to a maximum of 22 people
- Clean linen and towels for all bedrooms
- All kitchen and dining crockery and utensils
- Sound system throughout living room / kitchen and dining room with bluetooth
- All electrical and heating costs including Firewood for woodburners
- VAT
if you have arranged to have catering supplied by Cotswold Park Barns and have it included in your rental price then this will be noted in the notes on your booking form.
Arrival and Departure times (unless otherwise discussed with owners)
- Weekend bookings start Friday end on Sunday / Monday – depending on booking
- Weekday bookings start Tuesday and end Thursday
Arrival time can be discussed with owners - but normally between 2pm and 4pm
Departure time by 4pm if departing on a Sunday
Departure time before 11am if departing on a Monday - we will need access to bedroioms from 9.30am
(if you require different arrival or departure times please let us know and we will try to accommodate
Shorter stays
The majority of our lets are for 3 night weekends and 2 day week day stays – if at short notice you need a shorter stay we will try and be flexible but the costs may be slightly higher.
Minimum Lets
- During the week - 2 nights
- Weekends - 2 / 3 nights
- Bank Holidays - 3 nights
- Easter - 4 nights
- New Year – 4 nights
- Christmas – 4 nights
- Cheltenham Race Week – 4 nights
Booking Restrictions
The person booking the group must be over 25. If on arrival this is found not to be the case the group will be asked to vacate the property with no refund.
Deposit and Confirmation
Deposit – On booking we will ask for a non refundable deposit payment. For standard rentals it is a 20% non refundable deposit. For Retreats it is a 20% non refundable deposit for the 1st booking and for any future bookings it will be 10%. If you do need to cancel we would hope to be able to move your booking, but you will lose the 10% (see Cancellations below) and pay the full amount for the new dates.
Full Payment - 8 weeks prior to arrival the outstanding costs will be required
Any bookings made within 8 weeks of arrival will require a full payment at time of booking.
On receipt of the deposit we will confirm the booking and send out some pre-arrival information. We prefer to be paid by bank transfer or credit card
Damage Deposit - We shall take a damage deposit of £1000.00 one week prior to arrival. This will be repaid within a week of your departure as long as there are no outstanding bills or damage. These items will be discussed with you before your departure or the next day if need be. If you have any drink or catering costs at the end of your stay you can have these taken off this deposit if you wish.
Cancellations - please note that if the Covid-19 restrictions are enforced these terms and conditions are subject to change depending on the Government instructions. We also advise that all clients check their own travel insurance with regards to cancellations.
- If you cancel the booking having made the deposit - the deposit is non-refundable. if, however we manage to resell the dates you have cancelled we will refund your deposit less 20%.
- If you cancel the booking within 8 weeks of your arrival date we will refund you only 20% of the amount you have paid us, regardless of whether we re let the barns.
- Please note that if you cancel and have paid the original payment by credit / debit card you will receive the applicable refund less the credit card charge we have had to pay when you booked (usually around 1.45%). Payments made by BACS or Bank Transfer will have no charges applicable.
Symptoms of Coronavirus or request by UK authorities to self isolate - If you, or members of your group, develop symptoms or are asked to self-isolate whilst staying on our premises, you will be required to vacate immediately, and return to your permanent address as soon as possible, adhering to government guidance at all times. You will not receive a refund of any monies.
Cornonavirus: if you are required to cancel due to your, or anyone of your group, illness and need to self-isolate or have the inability to travel due to non-Uk government restrictions, or other reason associated with your individual groups inability to travel, you will not be offered a refund.
Coronavirus: if WE are required to cancel your booking due to general government restrictions on travel or lockdown, or due to an outbreak of coronavirus affecting your booking, forcing closure for deep cleansing, we will endeavour to offer you either a full refund, or a transfer to an alternative date in the future.
Coronavirus - We do not accept any liability for you or members of your party contracting coronavirus whilst on our premises unless caused by the negligence of us, or our employees.
Weather Conditions - We will not be able to refund you if you are unable to take your booking due to adverse weather conditions. We advise that during bad weather (snow / ice) front wheel drive or 4 x 4 vehicles are used. We strongly advise anyone booking the barns to ensure that they have travel insurance to cover any cancellations due to family bereavements or medical problems.
All cancellations must be made in writing or by email.
Change of booking date - 2 months (8 weeks) notice will need to be given to change dates subject to availability.
Stag and Hen Parties
We no longer accept Stag or Hen parties at Cotswold Park Barns.
Number of guests
The number of guests using the Barns is strictly limited to 22, We have 10 double / twin bedrooms with 2 annexes for sofa beds / cots etc.
We do not allow you to bring other guests back to the Barns to sleep without prior consent from the owners. If more than the agreed numbers of guests are present in the Barns they will be asked to leave (if numbers found are above agreed overnight accommodation numbers) or charged on the spot for the amount of per person cost agreed in the contract and beds will be arranged for them. We do not allow any camping or motor homes to be used on site.
Dinners
We will allow up to 22 people for dinners at the Barns (if any of these guests are not staying at the barns there will be a small supplement to pay.)
Parties (see below)
In exceptional cases and midweek only we will allow up to 50 guests to attend parties at the Barns – but specific arrangements have to be made with the owners. Extra guests will be subject to additional charges.
If you have other groups staying locally and you wish to have then to dinner then arrangements through the owners must be made. There will be extra charges for this.
Changing guests
If you are wishing to change guests during your stay (often the case with a corporate booking) there will be small additional charges so that bedding can be changed and rooms cleaned. The average cost per room to change during your stay is £75 for a twin room or £55 for a double room.
Extra Information
Parties
The use of the barn is restricted to the number of persons booked. You cannot have a party and invite extra friends for the evening / day unless agreed with the owners. If extra guests are found to at the Barns we will have the right to retain your damage deposit.
Catering
This is primarily a retreat / corporate let. There will be a selection of basics supplied such salt, pepper, olive oil, spices, herbs. There will also be washing up liquid, cleaning materials and tablets for the dishwasher. We do expect that these items if not all used up are left and not packed away with your things. We also ask you to replace anything that you use.
You then have choices of how you are catered for.
- You bring all your own provisions with you
- You do a supermarket order for the day you arrive, preferably arriving after you!
- You may only use caterers from our list of preferred catering companies. If you book a caterer who is not one of our preffered caterers we have the right to ask you to cancel them.
- Our caterers provide some frozen meals in the deepfreeze that you can use when you like
if you have organised to have dinner and breakfast included in the price of your stay this will be noted on your booking details.
Smoking
There is a strict no-smoking policy inside any of the buildings. Ashtrays will be provided around the courtyards and outside of the doors. Please do not throw cigarette ends anywhere apart from these trays. If it is found that guests have smoked in any of the rooms you will lose your deposit straight away! It is very expensive to get rid of cigarette / cigar smoke.
Pets
Well behaved pets are welcome (there is an extra charge of £10 per night per pet)
We will expect guests to look after their pets and to understand that pets are not allowed in bedrooms and that if they are wet and dirty after walks that they are cleaned or left in the boot room to dry off.
We do also ask for you to remove all mess left by your pets inside and outside of the Barns!
Care of the Property
You are coming to stay in a building that has taken a lot of care and attention to create and we hope that hundreds of people will enjoy it. We hope that you will treat it as you would your own home, trying not to damage anything and if you do you let us know. We will only charge for anything if we think it is appropriate to do so!
Housekeeping
On arrival you will find the Barns in a clean and smart condition and we ask all our guests to try and leave it as close to this as possible.
At the end of your stay stripping the beds is appreciated (rather than making them!). Our turnaround times are short so the cleaner you leave the Barns the more we appreciate it – but we understand if you cannot get it all done! If you do not want to do any cleaning let us know and we will sort this out with you for a small additional charge. If you have had a big party and leave it in a real state then we may have to have further discussions!!
If you want someone to come in and make beds and tidy up whilst you are staying here then we can also organise this at an extra charge.
Activities
There are many activities close by to the barns as well – cooking, clay pigeon shooting, riding, watersports etc. We do not allow any events to take place on our fields unless we agree to it first.
Helping the Environment
All your hot water and heating is being supplied through the Biomass Boiler that is in the plant room beside the driveway. This is fed by woodchip and is one the most environmentally effective ways of heating a venue of this size. It also heats the main house. There is underfloor heating wherever there is no carpet.
We ask you to turn off lights when not being used and to be sensible with thermostats.
We will supply you enough logs for the woodburning stoves that are in the dining room and living room. if you need more than the allocated amount there will be a charge.
Recycling
We do recycle so please use the recycling boxes and bags that are in the outside area at the far end of the utility room.
Privacy
It is our intention that once we have met you and settled you into your home for your stay that you are left alone to enjoy yourselves. We live below the Barns and will always be available to help, sort out any problems, give advice on what to do, make bookings to local events but we will keep out of your way. You can either call us or walk down to the house and knock on our door!
We will ask that outdoor music is kept to a low volume after 10pm (no amplified music outside at all) and that you stick to local footpaths or our land when going out to explore. There will be plenty of information in the Barns about where you can and cannot go!!
We must also inform you that as the Barns are part of the Cotswold Park Estate, from October through to January our neighboring estate shoot pheasants over our land, so you may hear shooting or see beaters and guests standing in nearby fields with shotguns. This will not take place in the parkland surrounding the Barns but in fields below the lane. We ask you to keep a safe distance from this if you are staying with us on one of these days. We will inform you of this before your stay.
Telephone costs
There is a landline telephone available throughout the Barns if you need to make calls, emergencies, and to contact us.
These telephones are only for outgoing calls
If you use the phone we reserve the right to charge the calls to your credit card. You will only be charged for what you use at the rates we are charged.
Internet
We have Wi-Fi and it is free to you!
Booking Form
We will ask for details of your party, and an address for the party leader, in the same way as any hotel would do.
Liabilities
We have proper insurance, and we take our liabilities seriously. We have made every effort possible to make the Barns as safe and comfortable as possible. However as with any property that you are unfamiliar with there may be a bump here or a trip there and we advise you to take as much care as possible with all your guests. We cannot help slippery surfaces if you have spilt something, or someone bumping into a door that they did not know was there – this is simple common sense.
If for some unforeseen reason, Cotswold Park Barns becomes unavailable between booking and arrival, our obligation will be limited to using our best endeavors to find another property (but not necessarily at the same cost), or refunding all monies paid.
Coronavirus - We do not accept any liability for you or members of your party contracting coronavirus whilst on our premises unless caused by the negligence of us, or our employees.
If you have any questions please do not hesitate to ask!!!
We hope you have a fantastic stay!