To secure a reservation a non-refundable deposit of 25% must be paid over the phone with a credit/debit card, or within fourteen days of receiving an invoice. Any remaining balance is then due twelve weeks before your arrival date.
Reservations made less than twelve weeks before the arrival date must be paid in full either over the phone with a credit/debit card or by return of post on receipt of an invoice.
If you require longer to arrange your deposit payment please discuss this at the time of making your booking. Any persons that have not paid a 25% deposit within 14 days of the date of their deposit invoice will be notified that their booking is going to be cancelled.
Receipt of your payment or a booking form by Calvert Trust Exmoor confirms that you have entered into a contract with Calvert Trust Exmoor and you accept these terms and conditions.
The person making the booking is responsible for payment of the full amount due.
We will always endeavour to provide the accommodation allocated at the time of booking, but we reserve the right to change this allocation if circumstances dictate.
We do not accept bookings from convicted child sex offenders or anyone on the sex offenders register.
We reserve the right to refuse bookings at our discretion.
Amendments and Cancellations:
Please notify us in writing as soon as possible if you have to alter or cancel your booking.
We regret that no refund will be made for cancellations or reductions to the number of people in the booking if we are notified less than twelve weeks before your arrival date. Calvert Trust Exmoor reserves the right to charge an appropriate administration fee for any change to or cancellation of a booking.
Cancellations will be charged on the following scale:
More than 84 days (12 weeks) before arrival date: Deposit only
Less than 84 days (12 weeks) before arrival date: Full payment
The above cancellation charges also apply to any reduction in the number of people in a booking.
If we have to cancel your stay for any reason you will be offered an equivalent visit at an alternative time or a full refund.
As long as our centre is open and operational we do not give refunds or amended dates if you do not travel due to adverse weather conditions.
We strongly advise that you arrange holiday insurance to include cancellation cover.
Bed linen: In the event of an accident, we are happy to supply an extra set of bed linen at £4 per set.
Additional cleaning: If a room requires excessive cleaning due to spillages or accidents there will be an additional charge to cover the time and products necessary to make the room hygienic once again.
Damage: If a carpet, piece of furniture or other equipment cannot be saved, then you will be invoiced for the cost of replacement. If it can be saved or repaired you will be charged for the costs and time incurred to repair the item.
Mid-visit changeovers: A nominal charge of £20 is invoiced for an additional full bedroom clean during your stay.
7 night break additional costs: Depending on what your group decides to do during your rest /excursion day, there might be an additional cost for tickets, entry fees, travel etc.
Under occupancy: If you request specific room(s) or apartment(s) but are not filling all of the beds in those spaces, we reserve the right to charge an under occupancy charge. This charge will be up to 100% of the tariff price of the unoccupied beds in July, August and September, or 50% of the tariff price of the unoccupied beds for the rest of the year.
There will be no charge made for unused bed spaces in rooms that we have allocated to you at our own discretion, rather than at your request.
Please note, the discounts listed here apply to the specific individuals who meet the conditions of the discount, not to everyone included in the booking. At the time of booking it will be discussed and agreed whether any of these discounts apply to your booking, and if so, the charge agreed will be inclusive of the relevant discount.
Self-catered: Guests who book an apartment and choose at the time of booking to cater for themselves can stay at 10% off the fully catered tariff. The self-catered option is only available for our apartments, as our other rooms do not have their own kitchen facilities.
PEG fed: Guests who are fed via percutaneous endoscopic gastrostomy (PEG) can stay at 10% off the fully catered tariff.
Night waking staff: Night waking staff can stay at 10% off either the fully catered or selfcatered tariff, (depending on the tariff that applies to the rest of the booking they are part of).
Children aged 3 to 5: Children aged between 3 and 5 years old can stay at 25% off the fully catered tariff, as they may not be able to take part in every activity.
Children aged 2 and under: Children aged 2 and under are free (100% discount) as they cannot participate in any activities and will need to be supervised by a Responsible Adult.
Non-participants: Adult guests who elect (in advance of their arrival date) not to participate in any activities, can stay at 10% off the fully catered tariff.
Activities – Details and Restrictions:
Activities are arranged in a fixed programme prior to arrival.
Please be aware if your group has less than 10 people in it, other guests may join your group for activities. We can only guarantee that bookings of 10 people or multiples of 10 people will have an exclusive group whilst taking part in activities.
Groups and schools with a booking of more than 10 people, but less than a whole multiple of 10, may be split into multiple groups and other guests may join that group whilst taking part in activities. If you would like an exclusive group but do not have 10 people, you will be required to pay for the additional spaces.
At least one adult from each group, school or family must take part in the activities.
Schools and groups with bookings of more than 10 people must provide at least one Responsible Adult per group. For example, if your booking is for 30 people split into three groups, this requires no less than three Responsible Adults to supervise, one per group. It is also your responsibility to ensure an adequate carer to individual ratio, as per the specific needs of your group.
We can only accept a maximum of four wheelchair users per group of 10; this includes wheelchair users who can transfer. It is both the individual’s and group leader’s responsibility to ensure that all members of their party behave with good conduct towards other guests and Calvert Trust Exmoor staff, facilities and equipment, at all times.
We will always try to include everyone on all activities but occasionally this may not be possible.
Assistance dogs are unable to attend horse, bike, or water based activities, but can stay in the bedroom or in our outside kennel.
Non participating guests or visitors are unable to attend or spectate activity sessions.
We cannot usually offer horse riding or carriage driving at the weekends (unless otherwise advertised).
Water sports are only available between April and October (unless otherwise advertised).
Please note: We will always endeavour to provide the published activities, but we reserve the right to amend and /or cancel sessions if circumstances dictate.
The swimming pool is for our guests’ to use as a leisure activity and may not always be available.
The pool is not directly supervised by our staff; guests are therefore responsible for their own safety and will be required to familiarise themselves with and observe the Swimming Pool Rules before using the pool.
There must be a minimum of three capable people over the age of 16 in the pool at any one time, who are capable in an emergency situation of either exiting the pool unaided to press the alarm, or supporting a casualties’ head above water while help is being arranged.
There must be one to one supervision for children aged under four, and one to two supervision for children aged between four and eight.
Under 18’s are not allowed in the pool area without adult supervision, and therefore at least one of the three capable people in the pool area must be over the age of 18.
Calvert Trust Exmoor cannot be held responsible for accidents in the pool (except where such accidents are caused by negligence on the part of Calvert Trust Exmoor).
Guests should ensure that they come with adequate care support to meet their own care needs for a safe, comfortable and enjoyable stay.
All care staff are considered ‘Responsible Adults’, and must be capable of and willing to assist their client(s) out of the building in the case of a fire or other emergency situation.
We regret that Calvert Trust Exmoor staff cannot provide personal care or supervision for guests and cannot be held responsible in the case that guests come without adequate care support.
We reserve the right to ask guests to leave without refund if they are endangering themselves, other visitors or staff as a result of their care or supervision needs.
We strongly recommend that guests in doubt consult with their doctor or other professional to discuss their needs before making a reservation.
Timings: We cannot accept arrivals before 4pm on your arrival date. Checkout time on your departure day is 10 am.
Pets: Assistance dogs are welcome by prior arrangement, but we regret that no other pets are allowed.
Under 18’s: A Responsible Adult must accompany all individuals under 18. Unfortunately Calvert Trust Exmoor is unable to provide a babysitting service.
Liability: If we fail to comply with these terms, we are responsible for loss or damage you suffer that is a foreseeable result of our breaking this contract or failing to use reasonable care and skill. Whilst we take all steps reasonably possible to ensure your safety, to the extent that the law permits, we accept no liability in respect of loss or damage to property or personal injury not caused by our negligence during your visit.
Nothing in these terms shall exclude or limit our liability for loss or damage that we cannot legally exclude or limit our responsibility for, including liability for death or personal injury caused by our negligence or the negligence of our employees, agents or subcontractors, or fraud or fraudulent misrepresentation. For the avoidance of doubt, your statutory rights are not affected by anything in these terms.
Please note that if any court or relevant authority decides that any of these terms are unlawful, invalid or unenforceable, this will not affect the other terms which will remain on full force and effect.
Responsible Adults: ‘Responsible Adult’ includes (but is not limited to) carers, adult family members, personal assistants, support staff, group leaders, teachers, volunteers within groups, and any other person who has responsibility for others.
In Case of Emergency: In an emergency situation Calvert Trust Exmoor staff will assist with the evacuation of guests; priority will be given to assisting guests identified as being at the greatest risk. Responsible Adults are expected to take primary responsibility for assisting their group in evacuating via an appropriate safe route and assembling at the Assembly Point.
It is our aim to provide a consistently high standard of customer care for all our visitors and guests, from an initial enquiry right through to leaving after a successful, enjoyable break. Our aim is for every visitor to leave Calvert Trust Exmoor keen to return and eager to recommend us to others.
Any issues or concerns you experience during the booking process or your stay must be raised with Reception or the Duty Instructor (out of Reception hours) at the earliest possible opportunity, and definitely before you depart.
Complaints raised in this way will be taken seriously, dealt with promptly, and if necessary escalated to our management team for resolution according to our complaints procedure.
We reserve the right to consider issues, concerns and complaints that are only raised in the first instance after you depart as spurious, and treat them accordingly.