Kitewood Camping - Hideaway Woodland Camping in Pembrokeshire…

Holiday Terms and Conditions

Who are we?

Kitewood Camping is a trading name of " The Coppice Plot" the Proprietor being David Hunter

The Greener Camping Club


Because of our location in the open countryside and away from any settlements, we are only able to operate as a camping and glamping site by virtue of being a Greener Camping Club members only ‘Certificated Campsite’. As such, we have an obligation to the issuing authority to ensure that all guests are members of The Greener Camping Club. Membership costs £10 and this amount will be added to your camping or yurt holiday fees at the time of booking. Membership runs from 1st January to 31st December each year. We will issue your membership before you arrive for your holiday. To find out more about the club, please visit The Greener Camping Club website.

Arrival & Departure Times

There are lots of jobs that we need to do in between departures and arrivals to ensure your holiday is the best we can achieve for you. These include tidying up the pitches, mowing grass and other maintenance jobs.

To this end, Please help us by sticking to the arrival and departure times:

On arrival day, the camping pitches are available from 3.30 pm.

On departure day, please vacate camping pitches by 11.00 am and the tipi by 10.00 am.

PLEASE NOTE: due to the "carry-in" nature of the site we strongly recommend you arrive before 6.00 pm to allow enough time to settle in and it means we have the best opportunity to introduce you all to the site.

Payments

We request a 50% deposit when booking a camping pitch or tipi. Confirmed receipt of the deposit and a completed reservation form secures your booking. Reservations are held for up to 3 days provisionally, after which if we have not received your deposit the dates will be released again. The balance is requested 6 weeks prior to your arrival date (an email reminder will be sent). For short lead-time bookings - ie. those booked less than 6 weeks before arrival, the full amount will be requested to secure the booking.

Why do we Request Payment in Advance?

We realise that we do things a little differently from other campsites. The reason for the deposit is that we only ever let a maximum of 11 camping pitches + 1 Tipi and in doing so try to limit up to a maximum of 40 persons at any one time. This way we ensure your enjoyment of this place by not overloading the facilities and avoiding queues for anything (a rarity here). And in case you are wondering whether we are tempted to 'up' the numbers - the answer is a definite 'no'. We like it just the way it is and so do all the people who return to us year after year.

Please note for those wishing to have friends or extended family join them for the week, , each family are required to fill in and treat the reservation as a new and separate booking if in doubt, please just ask for clarification. Day visitors must be invited only after approval from us as we want to ensure a secure site.

Cancellation by You

If you cancel your camping or yurt holiday 6 weeks or more before your arrival date, we will refund your deposit less a £20 admin. fee. If you cancel your camping or tipi holiday 6 weeks or less before your arrival date and we are able to re-let your pitch/tipi for the dates you have booked, we will refund your deposit and balance less a £20 admin fee. In the event that we are unable re-let your dates, no refund will be made. If you are worried about the prospect of cancelling, please take out holiday insurance. Bookings are not transferable without our prior agreement by email, writing.

Cancellation by Us

Kitewood Camping reserves the right to cancel a camping or tipi holiday at short notice if we are unable to provide accommodation or camping environment, due to extreme weather conditions, ill health, fire, flooding or any other extenuating circumstances beyond our control. Under such circumstances, your full payment will be returned to you. Kitewood Camping cannot accept liability or responsibility for any loss, including consequential loss, caused by cancellation.

Children

There are many opportunities for play and adventure on our small holding. Our aim is for children to have a truly enriching experience of space and freedom. But because Kitewood Camping is a working farm and woodland (albeit a small holders version) there are contingent risks to be aware of. We allow (in fact we encourage) campfires, we have a couple of axes for making kindling and splitting firewood, there are several shallow streams and several ponds on our land . We have a dog and various chores to do in the Summer - so there are tractors and machinery around. These risks are small and should be self-evident - but if you are not clear, please ask! Parents are responsible for the supervision of their children on site at all times.

Consideration for Others

This is a peaceful, quiet campsite for the enjoyment of nature. We do not allow radios, stereos or other sound systems and only quiet talking is permitted after 10pm. Acoustic instruments can be played before then, such as guitars, harmonicas, flutes etc. Noisy visitors who persistently disturb other guests will be asked politely to leave, without refund (this has never needed to happen). If you are out for the night and arrive back late, please consider other campers and if necessary park by the wood yard to avoid disturbance.

Recycling & Rubbish

A condition of camping here is that you separate glass, cans, plastic, paper, cardboard etc. placing them in the special bins provided. What is left, ie. anything that is not recyclable can be placed in the landfill bin.

Badgers and Foxes

It's nice to know that you might get a glimpse of both of these creatures. At night you'll probably hear them scurrying around for sure. The problem is that they are looking for an easy feast and may try to raid your food stocks and recycling. One or two simple precautions will help. 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.

Property Loss

Kitewood Camping cannot be held responsible for any lost or stolen property. We have never had an incidence of theft and we very much hope we never do.

Smoking Policy

All the tent structures and all the undercover facilities are strictly NO SMOKING. If you smoke, do it outside and dispose of your cigarette ends in the campfire or bin. Thanks.

Campfires & Firewood

Please only use the designated campfire places and do not enlarge or alter the position of the designated campfire places. . Do not leave your campfire unattended and think carefully about whether or not to light a fire if it is windy.

Dog Policy

Sorry, we don’t accommodate dogs, no matter how well behaved or lovely, sorry. (actually we do take guide dogs with a registered blind person providing a dog basket is used (for the dog :-))

Chemical Toilet Disposal

We have NO facility to dispose of this on-site so please be aware you will have to find somewhere else to dump this.
As an alternative we suggest the use of a bucket for over night "issues" and then empty direct in to a dug hole. Do not empty in to the compost loos as solids/wee need to be separated.

Additional Terms & Conditions Specific to the Dragon Tipi


Firewood & Gas

Firewood for the wood-burning stove and campfire - and gas for the camp kitchen cooker is included in the price of the booking. They represent a significant cost to us and are provided on a 'fair-usage basis'. Please use the firewood and gas thoughtfully and never leave anything aflame if you are not in attendance.

Accidental Damages

Should any significant damage or breakage occur, other than acceptable wear and tear, a charge for replacement may be made. We reserve the right to charge for excessive cleaning where the tipi has been left in an unacceptable condition, through waste, litter, interference in the structure, movement of furniture and contents etc. Guests will be held responsible for any fire, smoke or general damage, or alteration to the structure caused by negligence.