Terms & Conditions

Terms & Conditions

Terms & Conditions – The Old Coach House & Coach House Cottages.

The terms and conditions apply to all accommodation and events booked through the Big Weekend York website

The Old Coach House & Coach House Cottages are owned & operated by K Robinson & M T Robinson. The Squirrels, Hull Road, Wilberfoss, York, YO41 5PF

The Contract for a short term holiday rental between the owners of Coach House Cottages (referred to as we) and the person making the booking and all members of the holiday party (referred to as you) under the following booking conditions. UK law will govern the contract. The contract of hire is not effective until we have received and processed the deposit. The contract will be subject to these booking conditions and must be complied with. The party leader must be aged 18 at the time of booking and the booking form must list names, addresses and ages of your party. Those booking by telephone or email accept our Terms & Conditions, without having signed the booking form.

Bookings are confirmed on receipt of the booking form and receiving the deposit of 25% of the cost of the holiday. We reserve the right to cancel a holiday where payment has not been received 8 weeks before the start of your holiday. If the booking is made within 2 months before the start of your holiday start date then, payment will be due in full. Once you have confirmed booking (paid deposit and processed) you are responsible for the full rental cost even if you cancel. Payment details are detailed on the booking form.

Damage Deposit
A refundable damage deposit of £200 will be requested prior to your stay. Should there be no incidentals incurred your £200 will be refunded one the property has been checked. This is within the week after your departure.

Cancellation or Change of Booking – By You
Cancellations must be immediately notified in writing. (Noting the name, date and booking reference)
If the booking is cancelled less than 60 days before arrival then a charge equal to 50% of the stay will be made.
If the booking is cancelled less than 30 days before arrival then a charge equal to the full booking amount will be made. Bookings are unable to be changed less than 30 days before your stay. Unless under special circumstances.
If the booking is cancelled 60 or more days before arrival then a charge equal to 25% of the stay will be made. All deposits are Non-Refundable. You may also be charged an administration fee of £50.
Cancellation / Amendments Policy – By Us
We apply a minimum administration fee of £20 on all amendments of bookings
We reserve the right to cancel any part of your accommodation or event if for any reason your safety is threatened. Including adverse weather. IF this occurs we will make every effort to re-schedule. However we are not obliged to give any refunds in cased of adverse weather or circumstances. We also reserve the right to terminate your holiday if you exceed the maximum fire capacity or breach any other Health & Safety Rules. We reserve the right to ask you to terminate your holiday if you break any house rules or are verbally abusive to any of our staff or neighbours.

Refunds will not apply in the following circumstances. War, threat of war, riots, civil unrest, terrorism, industrial disputes, pandemics, natural or nuclear disaster, fire, technical problems or any other occurrence beyond out control.

Covid 19 Bookings & Cancellation:
You must agree to adhere to Government Covid rules before booking a house with us. We reserve the right to make passport checks if we feel this is not being adhered to

Covid 19 Refunds:
We strongly advise you to take out Covid holiday insurance. Out policy is discretionary. Feel free to call us for details

General Terms
We may ask you or members of your party to leave immediately if your conduct is considered by us to infringe our rules or impair the enjoyment or safety of other guests/staff. No refunds will be given in these circumstances

All our properties are non smoking. We reserve the right to charge £50 if it is found that you or any member of the group has been smoking within the accommodation.

We have the right to recover from you the cost resulting from any damage to our property or that of our other guests together with compensation we may pay to other guests as a result of the actions of you or members of your party

We reserve the right to charge guests the cost of additional cleaning, rectifying damage, caused by the accidental, deliberate, negligent or reckless act of the guest to the property or structure

We reserve the right to charge guests the cost of replacing any items that are removed from the premises by them without consent.

Hot tubs are for use by guests who have paid for this facility in advance. should you or any member of your party enter any of the hot tubs on site which have not been booked and pre paid for by you. We reserve the right to charge for any use of or damage caused to the hot tub together with any compensation we may pay to other guests as a result of the actions of you or any members of your party. We reserve to right to ask you to leave if we deem appropriate. Hot tubs are only allowed to be used up to 10pm. If you are found to be using these after 10pm and have caused noise disturbance we reserve the right to cancel your booking and will ask you to leave immediately

We reserve the right to take action against any guest found to have interfered with any fire detection equipment including extinguishers, detectors etc. Guests found to have tampered with any fire detection equipment may be charged and asked to leave the premises

No medical facilities are available on site

You must supervise your children

We may instruct you or a party member to leave if we find the maximum number of people exceed those stated. no compensation will be given.

We strive to constantly improve our facilities so you may find some facilities may be closed for development or maintenance

We reserve the right to enter your cottage at any time for a reasonable purpose for example to carry out checks, maintenance works or repair.

No charging of Electric vehicles -We reserve the right to charge £200 if you are found charging a vehicle

We may use your email to contact you after your stay. This is for quality and also for marketing. This will only be a few times a year. Please let us know if you object to this and we will not contact your after your holiday with us

Code of Conduct
You must conduct yourself in a courteous and polite manner at all times.

If you are involved in one of our events you must ensure that you listen and obey instructions,

Your personal belongings are your own responsibility during your holiday with us. This applied to all members of your party

You must use your cottage and its content with care. You are responsible for any and all damage caused. On departure you must leave your cottage clean and in good condition. We reserve the right to charge you for any loss or damage to our property

We reserve the right to terminate the holiday or any activity if in our opinion the behaviour of the group or individual is threatening the safety or enjoyment of any other person, this includes staff, other guests or neighbours. This includes any creation of excessive noise disturbance on site or adjacent. You will not be entitled to any refund in such circumstances.
We have a strict Noise Policy . This includes “no use of the garden after 10pm” This is in place to protect our neighbours from disturbance. We reserve the right to ask you to leave if this is breached.
In accordance with this policy, booking the house binds you to the agreement that you will follow the site rules below:
No use of the garden after 10pm
No BBQ’s
No windows or patio doors to be left open after 10pm (windows can be re-opened once guests are quiet and in bed)
No playing of loud music inside the house or in the garden
No use of bad language near neighbouring properties
No balloons or bunting  to be hung on the gate, front door, front of the building or anywhere in the front garden.

All cars must be parked in the allocated parking spaces / in line with our arrival car park plan. You must be courteous to other drivers / pedestrians. You must park within the site and must only park outside the site if there is nowhere safe to park within. Only park outside if there is a lawfull place to park on the roadsideWe do not accept liability for any damaged caused whilst on your premises

Terms of Use
You may access the property from 4pm on the day of arrival. Departure is by 11am (on Sunday) or 10am on Monday. You must not use the property except for the purpose of holiday. The agreement to stay in the property does not create the relationship of Landlord and Tenant. Upon departure you are requested to leave the accommodation in a clean and tidy condition. This includes washing up, placing rubbish in bin liners and putting in outside bins, ensuring that ovens are free from dirt and grease.
Circumstances beyond control of the owner
If for any reason we have to cancel your booking in advance due to circumstanced beyond our control for example fire, flood, exceptional weather,  property damage you will be refunded the full amount. If we have to terminate your holiday early for the above reasons you will be refunded part of the booking based on time remaining. No additional compensation, expenses or costs will be payable.

Number of People
Maximum occupancy must not be exceeded.

Coachhouse Cottages York shall not be liable to you or your party for loss or damage to property howsoever arising. You must take all necessary steps to safeguard yourselves and your property including your vehicles and contents.

Care of property
You must take reasonable care for all furniture, pictures, fittings etc. You must leave it in good state of repair as you found at the beginning. Smoking in not allowed in the property and you must not behave in offensive or immoral way.

You are legally bound to reimburse us for replacement, repair or extra cleaning costs on demand. If you lose a key, we will replace it upon you paying for new key to be cut.

Smoking & Vaping
Is strictly prohibited. You will be charged for additional cleaning if we find your guests have smoked within the premises

No pets allowed on property.

Looking for Inspiration? Our booking and events team are available to help you organise every aspect of your weekend.