Hire Terms and Conditions
Last updated: 5 August 2026
These are the terms on which we provide accommodation, equipment and services when you book a hire with us directly, for example a wedding, a corporate event or a festival village.
Booked a single tent through an event page? If you bought one tent as a guest at somebody else's event, your terms are the booking terms on our event booking site, together with your confirmation email. This page does not apply to you.
1. About these terms
These terms apply to all bookings of accommodation, equipment or services from The Glamping Group Ltd, company number 13869417, VAT number 473668353, registered in England and Wales, registered office Carr Lane, York YO61 1EY. "We", "us" and "TGG" mean The Glamping Group Ltd.
"Event" means the wedding, festival or private event we are supplying. "You" means the person or organisation that makes the booking and pays. "Guests" means anyone staying in accommodation under your booking.
By placing a booking you confirm you are 18 or over and you agree to these terms on behalf of everyone in your booking.
2. Booking, deposit and balance
Your booking is confirmed when we send you a written confirmation email and your deposit has been paid, not when you submit a form or verbally agree a date.
A deposit of 25% of the total booking value is due at the time of booking. It is non-refundable, and it holds your date and your kit out of the fleet.
The balance is due no later than 14 days before the first day of the Event. We will email a reminder before it falls due.
If you book inside 14 days of the Event, the full amount is payable at the time of booking. A lot of our work is booked in the last fortnight and that is fine; it just means you pay once rather than twice.
If the balance is not paid by the due date we may treat the booking as cancelled and keep the deposit.
3. Changes and cancellation by you
Cancellations and changes must be sent in writing to [email protected] from the email address used to make the booking. We work to the date we receive that email.
The more notice you give us, the more we can refund, because the later it is the less chance we have of putting that kit and that crew day to work somewhere else:
| Notice given before the Event | We keep | You get back |
|---|---|---|
| More than 28 days | The 25% deposit, and nothing more | Everything else you have paid |
| 14 to 28 days | 50% of the total | The other 50% |
| Fewer than 14 days | 100% of the total | Nothing |
Reducing the size of a confirmed booking counts as a part cancellation, and the same scale applies to the part you remove.
Changes to a confirmed booking are free, subject to availability, and we would much rather you told us early than turned up with different numbers. If a change made close to the Event means a second journey or extra kit, we will quote that cost to you first and only do it once you have said yes.
4. Cancellation by us
If we cancel for a reason within our control, for example equipment damage or staff unavailability, you get a full refund of everything you have paid. If you would rather, you can instead take a credit note worth 110% of what you paid, valid for 18 months against any future booking with us. The choice is yours.
If we cannot deliver because of something outside our reasonable control, section 10 applies.
5. If the Event itself is cancelled or moved
If the Event is cancelled or postponed by you, by the venue, or by the organiser, we will offer you either a transfer to another available date within 12 months at no fee, or a refund under the scale in section 3. Transfers are subject to our availability on the new date and to any difference in seasonal pricing.
6. Site access and delivery
Our standard delivery uses a 3.5 tonne van. If the pitch needs a smaller vehicle, a tow, ground protection, or a hand carry of more than 100 metres, that costs more and we will quote it before the Event, not invoice it afterwards.
You are responsible for telling us about anything that affects access: gate widths, weight limits, soft ground, overhead cables, livestock, underground services, and who holds the key.
If conditions on arrival make safe vehicle access impossible, for example waterlogged ground or a blocked track, we will work with you and the venue to find an alternative pitch. Where no safe alternative exists, section 10 applies.
7. On site: behaviour, prohibited items and damage
You are responsible for the conduct of everyone in your booking and for damage they cause.
Strictly not allowed inside any tent:
- Smoking or vaping
- Candles, incense, oil burners or any naked flame
- Gas stoves, BBQs or cooking of any kind
- Heaters of any kind, unless we have supplied or approved them in writing
- Pets, unless agreed in writing before the Event (section 11)
Do not pin, tape, tie, staple or hang anything from the canvas, poles or guy ropes. Personal touches inside a tent are welcome; battery lights, a photo, a card box. Anything that puts a hole in canvas is not.
Glitter, confetti, sparklers and fireworks are not permitted inside a tent or within 2 metres of one.
Damage, missing items and cleaning beyond normal use will be charged at reasonable repair, cleaning or replacement cost. We will tell you what has been charged and show you the invoice or the current replacement price for the item.
We may refuse accommodation to, or remove, anyone behaving in a way that endangers people, tents or equipment. No refund is due in that situation.
8. Pack down and late departure
Pack down time is the time in your confirmation email, usually 11:00 on the morning after the Event ends. We build our crew's day around it.
If tents are still occupied or inaccessible after that time, we charge £25 per tent per hour, and any additional venue or crew cost caused by the delay.
If you need a later departure, ask us before the Event. We can almost always work with it when we know in advance.
9. Weather
Our tents are built for British weather, with sewn in groundsheets and professional pitching. Weather is still part of camping.
No refund is due for rain, wind, mud, heat, cold, insects, ground conditions, or a forecast you do not like. If you cancel because of the forecast, section 3 applies in the normal way.
If conditions make it genuinely unsafe to occupy the tents, for example a severe weather warning that leads the venue or the authorities to evacuate, section 10 applies.
10. Events outside our control
Neither of us is liable for failing to perform where the cause is outside reasonable control, including fire, flood, storm, drought, earthquake, war, terrorism, civil unrest, government action, a public health emergency, or fuel and transport disruption.
Where that prevents the Event going ahead, no refund is due, but you may transfer the booking to another date within 12 months subject to availability. We strongly recommend event insurance covering cancellation. We do not provide that cover.
11. Pets
Pets are not permitted in or around our tents without our written agreement in advance. Where we agree, you are liable for any damage and for a deep clean charge, typically £50 per tent.
12. Insurance and liability
Your possessions are your responsibility. Tents zip but they do not lock. We are not liable for loss, theft or damage to personal items left in or around them.
Except where caused by our negligence, we are not liable for injury, illness, loss or damage arising from normal outdoor conditions, including uneven ground, guy ropes, low tent doors and weather.
Our total liability under these terms is limited to the amount you have paid us for the booking.
Nothing here excludes or limits our liability for death or personal injury caused by our negligence, for fraud, or for anything else the law does not allow us to exclude, and nothing here affects your statutory rights as a consumer.
13. Photography
We photograph our pitched tents and villages for our own records, our website and our social media. We do not photograph identifiable guests without permission.
If you would rather we did not use photographs of your Event, email [email protected] at least 48 hours beforehand and we will keep it out of our marketing.
14. Guest booking events
Where we build a guest booking page so your guests pay us individually, the event page states the arrangement for that event, including any minimum number of tents needed for us to attend and the date bookings close.
Refunds on guest bookings go back to the guest who paid, not to the organiser.
Individual guest bookings are governed by the booking terms on our event booking site, not by this page.
15. Complaints
If something is wrong, tell the TGG team on site while we are still there and we will try to fix it that day. Formal complaints should be emailed to [email protected] within 7 days of the Event ending.
16. General
These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction.
Nothing in these terms gives rights to any third party. If any part is found unenforceable, the rest continues to apply.
The version that applies to your booking is the version published on the day you booked. Later updates do not change a confirmed booking unless we agree that with you in writing.
How we handle your information is set out in our Privacy Policy. The terms for using this website are in our Terms of Use.
Contact
The Glamping Group Ltd
Company no. 13869417, VAT 473668353
[email protected]
07564 024 752