January 20, 2016

General Terms and Conditions of Booking – Touring and Camping

Terms and conditions 2017

IMPORTANT – Please read our terms carefully as they make up your agreement with us, together with your booking confirmation and the information on our website. 

1. Booking and Payment

  • Bookings for holidays are welcome from families and couples. Out of season we can book legitimate groups (see club rallies section).
  • Bookings for camping can only be accepted from persons over 18 years of age.
  • By paying the deposit, you acknowledge that you agree to the Terms and Conditions of Caerfai Bay Caravan & Tent Park on behalf of the total party intending to stay at Caerfai Bay Caravan & Tent Park.
  • Reservations by phone, email or online booking will be held as provisional bookings for 10 days or until a deposit of £30 per week per pitch or 10% of the basic rate, whichever is the greater, is received. After 10 days, provisional bookings not confirmed be removed from the booking system.
  • Short stay bookings of 4 nights or less, full payment is made in advance.
  • Outstanding balance for touring/camping is payable on arrival. Deposit and balance of payment may be made by debit card over the phone/online booking or via bank transfer/cheque.
    We have numbered pitches for tourers and campers. On checking online availability customers can select a pitch based on their specified requirements or will be advised of available sites by booking staff when inquiring by telephone.Whilst every effort will be made to meet special requests for a particular pitch, no guarantee will be given as under certain circumstances bookings may have to be moved
  • Please note during school holiday periods, bookings are weekly from Saturday to Saturday.
  • Extensions can be arranged but always subject to availability and possible relocation.

Discounts – A 5% discount can be given on the basic rate for touring caravan weekly bookings if the balance is paid at least 4 weeks in advance of arrival. Any cheques received after the 4 weeks are not valid for discount. There is a 10% discount on the touring caravan basic rate for senior citizens during periods A and B.

Party size/age restrictions – Persons under 18 years of age are not accepted unless with family members or qualified leaders of a recognised club or organisation who will be responsible for their conduct. Families that wish to pitch on adjacent sites must book separately and pay their deposits separately.

Waiting list – For fully booked dates customers can be added to a waiting list and any vacancies will be notified by telephone or email, with sites allocated to the first paying respondent.

Club rallies/formally constituted groups – At the discretion of park management, advance bookings may be accepted at any time from March to November excluding school holidays. Groups are permitted subject to the criteria outlined in party size/age restrictions section. Formal outdoor groups may book on a separate form subject to conditions.

Walkers/Hikers – Charged per person and per tent and are exempt from the basic rate as long as they do not come by car.

Motorhomes – Charged the touring caravan rate in field 1 and the camping rate in fields 2 & 3. Motorhomes with drive away awnings can only be sited in the camping fields. Persons with dogs during the summer holidays will be allocated a pitch in the touring field.

2. Cancellation – Touring Caravans, Motorhomes and Tents

A £30 deposit is required per pitch per week for stays of 4 nights or more. Deposits are refunded minus a £6 admin charge provided the booking is cancelled (in writing/email) 4 weeks prior to the start of your holiday. Where advance bookings are cancelled within 4 weeks of the start of your holiday, deposits are non-refundable. We do not refund payments on the basic rate if campers have left early due to bad weather, however, extra charges are refunded on the nights not stayed. Under certain circumstances, credit may be given for unused night’s stay at the discretion of the owner, but not for inclement weather.
Where persons have not arrived on the start date of their holiday, pitches are held until 12 noon the next day, if we have not been made aware of late arrival the booking will be cancelled and pitch relet. If you are concerned about the prospect of cancelling, please take out holiday insurance.

3. Arrival and Departure – Touring Caravans, Motorhomes & Tents

Arrival: 3pm onwards on the day; Departure: by 11am on the Day

On arrival you must check in at the park office where you will be asked to confirm your occupancy details and pay any outstanding balance. Please note Caerfai Bay Caravan & Tent Park is on the RIGHT of Caerfai road – please do not confuse us with the Caerfai Farm or Caerfai Organic Shop.

Please phone for late arrival (no arrival later than 9pm). Late arrivals must book in at the office by 10am the following morning and pay any outstanding balance. For evening arrivals, where visitors have booked a pitch, your name and pitch number will be on the office door flowchart or on the notice board. Site maps are to the left of the flow chart/office door. The park warden’s number is displayed on the park office window in case of emergencies.

4. Your pitch

All caravans and motorhomes must be set up in positions as indicated on your booking summary or as advised by park office staff. Before pitching up please ensure you have the correct pitch to avoid being asked to move. A small tent (less than 48 sq. feet) may be permitted on some Touring Caravan pitches alongside the caravan provided it is for the use of the same family, when sited with a porch awning this will be charged as a full awning. To minimise the damage to grass, only breathable ground sheets should be used; these can be hired from the office. Current European legislation prohibits the covering of any gas appliance exhaust. Awnings must not enclose any exhausts, unless that exhaust is running on electricity.
All camping pitches are individually marked in order to comply with the statutory distance between tents for fire regulations. Maps are available online and at the Park office. Information on how to pitch is provided by park staff. Camping tags issued at the site office should be prominently displayed at all times by tents and motor homes.

5. Responsibilities

The person who makes the booking is responsible for ensuring compliance with the rules and booking conditions by all members of his or her party, including any visitors, pets or children. Please familiarise all of your party with the site rules and regulations.

Consideration for Others -This is a peaceful, quiet family park. Radios, stereos or other sound systems are permitted though we request visitors to be considerate to others and keep the volume low. From 10pm to 8am the park must be quiet and voices must be lowered. Noisy visitors who disturb other guests will be given a warning, if this is not adhered to they will be asked politely to leave, without refund (this has never needed to happen). Bad language or unruly/intimidating behaviour will not be tolerated.

Children – Parents are to be responsible for their children at all times whilst on the park. An adult should accompany children under 7 years to the toilet and under 11 years accompanied to the showers. Please respect each camper’s area, and make sure your children do not disturb neighbouring pitches. Visitors are asked to respect the integrity of the boundary hedges and not to climb over them or remove stones. As quiet time is from 10pm you are responsible for reminding your accompanying children of this and you must ensure they return to your accommodation/pitch at this time.

Vehicles and cycles – All vehicles must register with park office staff and only one car is permitted per pitch. All other vehicles must park in designated parking areas and display a ticket issued at the Park office. Motor vehicles and bicycles on site should, at all times, be used with due regard to the safety of others and their speed should not exceed walking pace (5mph). Foot pedalled cycles and scooters can be used (no skateboards), but are not allowed on the grass or on the ‘tarmaced’ area around the toilet blocks, communal areas and especially at the entrance to the Park and the road leading to the Park office. No cycling is permitted on site between the hours of dusk and dawn. Motorised mobility scooters are allowed on site, but children’s motorised scooters or skateboards are not. Some of the park is sloping, and cars should be parked across the slope for safety reasons.

Dogs – Well behaved dogs on leads are permitted. All dog owners must adhere to park rules. Dogs must be kept on a lead at all times whilst on the park and exercised in the designated dog walk area or off the park. Even out of the site, dogs must be on a lead and under control at all times as sheep and cattle graze in nearby fields. Most local beaches have areas where dogs are allowed. Please do not leave dogs unattended in your caravan, motorhome or tent. During the summer holidays dogs are not permitted in the tent fields, this includes in vehicles. Owners must “poop-a-scoop” any “accidents” on Park grounds and deposit in the dog bins or refuse bins. To ensure underground services remain undamaged, long skewers, especially dog securing stakes, should be used only after seeking the advice of staff. Owners will be requested to leave the Park without refund where they have not complied to the rules regarding keeping their dog on a lead or failing to clean up after their dogs. Please note dogs are not permitted in the camping fields during the school summer holidays (22nd July 2017 until 1st September 2017), this includes in visitors cars.

Smoking Policy – All buildings in the park, hire tents, and hired static vans are strictly NO SMOKING. If you smoke, do it outside well away from windows and doors of amenity buildings. Please dispose of your cigarette extinguished ends in the bins provided.

BBQs – these are allowed on site but open fires are not. Please lift disposable barbeques 2ft. (60cm) off the grass. Barbeque stands are available from the office.

Visitors – Please ask your visitors to make themselves known at reception when arriving at the site. Visitors cannot park next to pitches and must leave their car either next to the park office or in the car park outside of the park. Please note dogs in visitors cars are not allowed in the camping fields during high season (dogs are banned in the camping fields during this time).

Rubbish & Wildlife – Please place all refuse in skip bins or appropriate waste recycling containers located in the skip enclosure. Do not leave refuse bags outside your tent or caravan as rubbish may be strewn across the field by seagulls. Please put your food in suitable, hard containers and your recycling in the bins provided. Don’t leave food scraps lying around and make sure your tent is zipped up at bedtime to ensure badgers and foxes don’t try to raid your food stocks.

Your pitch – Stones, seashells and tent pegs are extremely dangerous if hit by grass cutting equipment. Please take care when clearing your pitch, and also keep children well away from grass cutting machinery whilst in use or stationary.

Waste disposal – chemical and grey waste. All chemical toilet waste in cassettes must be flushed away using the sluice facility. One is located in the small amenity block opposite the park office, and the other to the rear of the Camping Field amenity block (Caravan Field side). These operates using a manual toilet flush mechanisms and customers are requested to rinse the unit after use using the hose provided. Please remember to wash your hands after using this facility and put paper towels in the bin provided (not down the toilet). A drive over chemical waste facility for motorhomes is available outside the small amenity block and next to the wardens caravans, please rinse this unit using the yellow hose provided outside the amenity building.
Restricted activities – Guns, air guns, catapults and kites are not permitted on the park. Visitors may not use metal detectors on the park. No hard ball games.

Zero tolerance to drugs – Any person found using illegal substances on the park will be asked to leave and the police will be contacted.

The Weather – We are adjacent to the coastal path and at times can be subject to strong winds and rain at any time of year, though we are fortunate in that we have good drainage and we do not flood. You must ensure that your tent is robust and correctly erected. A Met Office weather forecast is available in the park office each morning.

Gazebos – not normally permitted; under exceptional circumstances they may be authorised at an extra charge – a separate written application must be made.

6. Customer comments/complaints

Should you experience any problems with any equipment of park facilities or have any queries during your stay our staff will be pleased to be of assistance. Out of hours the emergency telephone number displayed in the office window can be used to contact the owner/warden. We always welcome your comments and suggestions on any aspect of the parks operation.

This is a family park. The proprietors reserve the right to cancel any booking, refuse admission or terminate the occupation of any accommodation without compensation when in their opinion, any of the conditions of booking or park rules are not observed or when the conduct of any visitor is considered unacceptable or unreasonable. We reserve the right to amend our terms and conditions at any time, without prior notice.