ELEMENTAL SURF LODGE TERMS & CONDITIONS
These Terms and Conditions set out the basis on which Elemental Surf Lodge ("ESL") agrees to provide serviced accommodation to the Guest(s). By completing and signing the Booking Form or by confirming a booking via phone or email, the Guest(s) acknowledge and agree to these Terms and Conditions in full. This agreement forms a legally binding contract between ESL and the Guest(s).
1. DEFINITION
1.1 "ESL" refers to Elemental Surf Lodge, the service provider offering the accommodation.
1.2 "Guest" refers to the primary person making the booking and all individuals included in the booking.
1.3 "Accommodation" refers to the room(s) or lodging provided by ESL under the terms of this contract.
1.4 "Booking Form" refers to the document completed by the Guest at the time of booking, which outlines the details of the stay.
2. FORMATION OF CONTRACT
2.1 A legally binding contract is created between ESL and the Guest(s) when ESL confirms the booking in writing or via email, subject to the receipt of any required deposit or full payment in accordance with Clause 3.
2.2 By entering into this contract, the Guest represents that they are at least 18 years of age and possess the legal capacity to enter into a binding agreement.
2.3 This contract is subject to the Terms and Conditions outlined herein, which shall prevail over any conflicting terms proposed by the Guest.
3. BOOKING CONFIRMATION AND PAYMENTS
3.1 Deposit and Payment Schedule
- A non-refundable deposit is required to confirm the booking. The amount of the deposit will depend on the booking method and arrangements.
- The balance of payment is due no later than 14 calendar days prior to the scheduled arrival date unless explicitly agreed otherwise in writing.
3.2 Late Bookings
- For reservations made within 14 days of the arrival date, full payment is required at the time of booking.
3.3 Payment Methods
- Payments must be made in GBP by credit or debit card. ESL reserves the right to pre-authorize cards prior to arrival to ensure sufficient funds are available.
3.4 Failure to Pay
- If payment is not received by the due date, ESL reserves the right to cancel the booking without further notice. Any deposit paid will be forfeited in such circumstances.
4. PRICING AND TAXES
4.1 All prices are quoted in British Pounds (GBP) and are inclusive of Value Added Tax (VAT) unless explicitly stated otherwise.
4.2 ESL reserves the right to adjust prices without prior notice. However, once a booking has been confirmed, the agreed price will remain fixed.
4.3 Additional fees, such as local city taxes, tourist taxes, or service charges, are not included in the booking price unless explicitly stated. Such fees are payable by the Guest at the property.
5. CANCELLATIONS, AMENDMENTS, AND REFUNDS
5.1 Guest-Initiated Cancellations
- Cancellations must be made in writing via email or post.
- Refunds are issued as follows:
- Full refund if cancellation is received at least 14 days before the arrival date.
- No refunds are provided for cancellations made less than 14 days prior to the arrival date.
5.2 Refund Process
- Refunds are made to the same payment method used for the original transaction. ESL aims to process refunds within 14 business days.
5.3 Amendments to Bookings
- Requests for amendments (e.g., date changes or additional rooms) must be submitted in writing and are subject to availability. Additional costs may apply, and such changes are not guaranteed.
6. CHECK-IN AND CHECK-OUT
6.1 Check-in
- Standard check-in is between 4:00 PM and 6:30 PM on the arrival date. Guests arriving outside these hours must contact ESL in advance to arrange alternative check-in procedures. Late check-ins may incur a £10 administration fee.
- Guests must present a valid form of photo identification (e.g., passport or driver’s license) and the card used for payment at check-in. Failure to do so may result in refusal of accommodation.
6.2 Check-out
- Standard check-out is by 10:00 AM on the departure date. Guests must vacate the property and return keys to the designated drop-off point.
- Late check-outs are subject to prior approval and a charge of £30 per hour (or part thereof).
6.3 Boardmasters Check-In and Check-Out
- During the Boardmasters Festival period, check-in is available from 12:00 PM on the arrival date.
- Check-out for Boardmasters stays must be completed by 11:00 AM on the departure date. Guests failing to check out on time may incur additional charges of £30 per hour or part thereof.
6.4 Failure to Vacate
- ESL reserves the right to remove belongings and charge additional fees if the Guest fails to vacate the property by the agreed check-out time.
7. USE OF ACCOMMODATION
7.1 The Accommodation is provided exclusively for the number of individuals listed on the Booking Form. Any undeclared occupants may be charged at the full occupancy rate or required to vacate immediately.
7.2 The Guest acknowledges that the Accommodation is provided for holiday purposes only and does not confer any rights of tenancy under the Housing Act 1988, Rent Act 1977, or any other statutory provision.
8. MAXIMUM DURATION OF STAY
8.1 The maximum permitted duration for any single stay is 28 consecutive nights. The contract automatically terminates upon the expiration of the agreed booking period.
9. DAMAGES, SECURITY DEPOSITS, AND DUTY OF CARE
9.1 Security Deposits
- A security deposit of £25 per person (minimum £100 per booking) is required as a pre-authorization on a valid credit card.
9.2 Guest Responsibility
- Guests are required to treat the Accommodation with care and respect. Any damages caused by the Guest or their party will be charged at the full cost of repair or replacement.
9.3 Duty of Care
- Guests must ensure that all lights, electrical appliances, and heating are switched off, and windows and doors are locked when leaving the property.
10. CONDUCT AND HOUSE RULES
10.1 Guests must behave in a manner that respects the comfort and privacy of others.
10.2 ESL enforces strict quiet hours between:
- 10:00 PM and 7:00 AM Sunday–Thursday.
- 10:30 PM and 7:00 AM Friday–Saturday.
10.3 Smoking or vaping is strictly prohibited within the property and will result in immediate eviction without refund.
11. MISUSE OF ALCOHOL OR DRUGS
11.1 The possession, use, or distribution of illegal substances is strictly prohibited and will result in eviction and notification to the authorities.
11.2 Underage drinking is not permitted. Alcohol found with individuals under 18 years of age will be confiscated, and repeated violations may result in booking termination.
12. PET POLICY
12.1 Pets are permitted only with prior written approval from ESL. The Guest is responsible for ensuring pets are well-behaved, do not disturb others, and do not cause damage to the property.
13. CHANGES OR CANCELLATION BY ESL
13.1 ESL reserves the right to cancel or amend bookings in circumstances beyond its control. Guests will be offered alternative dates or a full refund in such cases.
14. HEALTH AND SAFETY
14.1 Guests are required to report all accidents or injuries to the Lodge Host or Management immediately. Details of first aid facilities are displayed on the Lodge notice board.
15. GOVERNING LAW AND JURISDICTION
15.1 These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales. Any disputes arising under this contract shall be subject to the exclusive jurisdiction of the courts of England and Wales.
16. BOOKINGS FOR UNDER 18's
16.1 Bookings can be made on behalf of individuals under the age of 18 by a parent or legal guardian.
16.2 The parent or legal guardian making the booking assumes full responsibility for the behaviour, conduct, and welfare of the individual(s) under 18 for the entire duration of their stay.
16.3 ESL shall not be held responsible for the supervision, care, or actions of any individuals under 18 years of age.
16.4 Guardians must provide their full contact details at the time of booking, and these details must be verified by ESL prior to check-in. Failure to provide verifiable contact information may result in the refusal of the booking.
16.5 In the event of any breach of the Terms and Conditions by the underage Guest(s), ESL reserves the right to contact the guardian, terminate the booking immediately, and require the underage Guest(s) to leave the premises.
17. ENTIRE AGREEMENT
17.1 These Terms and Conditions, along with the Booking Form, constitute the entire agreement between ESL and the Guest and supersede any prior representations, discussions, or agreements.
