Terms and Conditions

Definitions

“We or Elessar Events” refers to Elessar Events Ltd.

“The Guest” is any person staying at Elessar Events.

“The Hirer” is the person paying to hire the Yurt Village from Elessar Events. 

“The Event Holder is the person hiring the Yurt Village from Elessar Events.

“Event Organiser” is the person appointed by Elessar Events that is responsible for the overseeing of the event.

“The Hire Period” is over the dates as stipulated in your booking invoice. 

Exclusive Hire Structures

The structures in place at Elessar Events available, but are not limited to: up to 12 Accommodation yurts (depending on agreed in invoice), Home Yurt, Catering Kiosk (Elessar Events staff operated area only), Treehouse kitchen, Teepee, Shower block, Wood Fired Hot Tub. Additional yurts may be added if hired by your guests. You have exclusive use of all of the aforementioned spaces for the duration of your hire. 

Capacity

The maximum number of guests allowed at Elessar Events at any time is 120 persons. 

Home Yurt has a standing capacity of 120 and seating for a sit down meal of 70.

Our shower and toilet block can handle usage by 70 people based on reasonable shower usage. If you have a large number of guests staying you may need to let them know that they should be conscious of water usage. 

We have low water pressure so it is not possible to hire additional showers to meet higher volumes of guests if the company require our supply. It will be possible if they supply the water in a bowser, we have contacts in our suppliers directory. If you have more than 70 guests and require additional toilets or a disabled toilet we can supply these from £95.

Sale of alcohol

The Hirer may provide their own alcohol – Elessar Events does not charge corkage.

Strictly no paid bar or any money exchanged directly for alcohol is to be permitted on site without prior agreement with Elessar Events. This includes ‘Donations in exchange for alcohol’ 

Temporary Event Notice

If there is reason to apply for a TENs (Temporary Event Notice), this will be completed by Elessar Events rather than the event holders, Hirer or external service providers. In particular please discuss any requirements for bars with us so that we can ensure that the correct procedure is followed. 

Music

As an outdoor venue in the UK in a semi-rural area, where music can travel for miles we have to respect the environment and our neighbours. This means we have noise restrictions, there are very few places in the UK that don’t these days!

So to make sure that you have a wonderful weekend and you and your guests have plenty of fun please carry on reading. 

As guardians of this beautiful piece of land one of our most important jobs is to protect the environment. Noise is one of the key things which can affect our neighbours both animal and human so we strictly monitor this to ensure a great time is had by our guests as well as our more permanent residents.

In keeping with our off-grid policy, any music not using the system we have in place should be acoustic. We have hosted so many incredible events with musicians playing in this way that we are assured that this won’t detract from the enjoyment of your guests and visitors to Elessar Events. The acoustics within Home Yurt are fantastic and there are a multitude of outside spaces where acts can set up their equipment and entertain you.

Another option which is great fun is a silent disco, where you can either hire a DJ to play through the headsets or simply use our system to play music from your own device. You can even stream 2 different genres at the same time, keeping your family and your mates happy at the same time! Ask us about equipment hire.

Instead of booking a 10 piece band, consider reducing to a 4 piece band, you are less likely to exceed the decibel count. We have a directory with loads of great suggestions for bands that work well at our site. If you have a DJ or are playing your own playlist, we have installed a Bose surround sound system in home yurt to adhere to our noise limitations that is proven to be adequate so there is no need to bring in additional speakers. For background outdoor music during the day, we have speakers installed in the catering van.

Before and after parties

Hiring our venue for your event means just that; it DOES NOT include arranging loud parties the day before or the day after your main event day. If you have hired the site for more than one day you MUST ensure that you only have one main event. You and your guests who are staying on site are welcome to make full use of Elessar Events and hold welcome drinks or a BBQ but we ask that you limit any amplified or loud acoustic music, invite only resident guests and wind your gathering down significantly by 10pm. 

Music timings for main event

We have found a brilliant balance of this with our catering van speaker system for outside and our Bose sound system within Home Yurt. Many wonderful events have been held with these alone, however, we are aware that for an important occasion people often like to hire musicians to make things extra special. 

Main Event Day Music Areas – 

Catering Kiosk (plug and play) – Start 9am – Finish 10pm 

Bandstand Live Music (Band) or DJ – Start 2pm – Finish 8.30pm  *Noise restrictions apply to externally hired amplification equipment

Home Yurt for Bands – Start 2pm – Finish 9pm *Noise restrictions apply to externally hired amplification equipment

Home Yurt using our in house BOSE Music System (plug and play or with Resident DJ Andy) – Start 2pm – Finish 11pm – Silent Disco – till 1am

Around the venue after 11pm – Silent Disco, singing, instruments excluding noisy ones like drums and trumpets making sure noise is kept to a minimum.

You can of course enjoy the Yurt Village as it was designed for, getting back to basics and forgetting the modern world. Throw away modern technology and actually participate in making the music yourselves. Singing together or playing a stringed instrument (no drums or trumpets!!!!) can be a really wonderful experience! 

Noise monitoring points 

We have set up designated noise monitoring points around camp to ensure we are not causing a problem to our neighbours. We monitor these levels every 30 minutes and may have to ask you to lower the music volume if the Db limit is exceeded. Each of these points cannot exceed 60db. 

If we exceed the decibel limit for more than 15 minutes we are liable to hefty fines and we might be asked to end the event immediately, should the council be informed. We have spent years developing this environmental impact assessment and have hosted many successful events. We can assure you the Db limit is at a totally adequate noise level to ensure you have a wonderful celebration. We will monitor the noise levels from 4 corners around camp.

How the noise limiter works

If you are booking DJs or bands who will be bringing their own sound equipment into our venue we will require our noise limiter to be connected to the equipment. This works on a traffic light system, green, amber, red. It is programmed to a unique level setting and at green and amber you are ok, if you go into the red for a preset number of seconds the power to the entire music system will be cut. We have no choice and have a legal requirement to have a noise limiter installed on the audio equipment. That is why it is important that the band you hire has someone in it who is a competent sound engineer so they can set up the equipment to ensure there is no disruption. 

When booking bands please let them know that there is a noise limiter installed in advance. 

Acoustic options

Please be aware that drums, trumpets and anything that makes considerable noise, will not be allowed, after the 23:00 curfew. 

PAT and public liability insurance

PAT stands for Portable Appliance Testing and tests the safety of portable electronic equipment, such as guitar amplifiers. As a venue we need the band’s or DJs that play here to be PAT and insured.

Our requirements for music and noise are strictly monitored and we have sound restrictions in place throughout your event. Please ensure that any music or entertainment you are providing is aware of this and that by agreeing to play at Elessar Events they are agreeing to follow our guidelines on sound. Any breach of this may result in music being shut off. We host many fun events throughout the year and can assure you that this procedure doesn’t affect enjoyment in any way.

We have neighbours and wildlife close by who choose to live in a peaceful environment. As well as sharing this beautiful woodland with you part of our job as guardians of the land is maintaining this peace. We appreciate you working with us and we endeavour to provide you with memories of one of the best weekends of your lives.

Thank you for helping us to ensure the longevity of this magical space, and to allow this little patch of paradise to remain unspoilt for many years to come.

Difficult Guests

Any such prohibited playing of music will be fined £500 plus any additional costs, i.e. staff time, dealing with angry neighbours or the council. All such items will be billed to the Hirer. 

We will also bill the Hirer for any members of staff forced to stay on duty past 11 pm if dealing with awkward, drunk or disorderly guests. These charges will run @ £50 per hour + VAT per staff member required. All such time will be billed for the full hour in hourly increments. 

The Event Holder/Event Organiser reserves the right of entry, or to ask any persons to leave Elessar Events who are not keeping good order or who are under the influence, in the opinion of the Event Holder/Event Organiser, of excessive alcohol consumption at any time during the hire period. 

Dogs

Dogs are welcome to stay on The Yurt Village but must be properly supervised at all times, must not be dangerous and must not cause a nuisance or threat to anyone.  We accept a maximum of three dogs at any one time. No dog should be left unsupervised on The Yurt Village. We expect all owners to be responsible and clean up after their dog.  There is livestock on the Farm and therefore you must keep your dog on a lead at all times.

Prohibited Areas

Access to surrounding areas especially the woodland, other than public footpaths is strictly forbidden unless agreed with the land owner. The surrounding area is a working farm. The Hirer is responsible for informing guests with young children to take appropriate precautions. Elessar Events is not responsible for the safety of children in the Yurt Village. Any damage caused by children or adults will be billed to the Hirer.

Booking Organisation

During the organisation process we allow unlimited email conversations prior to arrival. Phone calls due to the limited phone connectivity we have on site must be limited to a maximum of two for a duration of no more than 20 – 30 minutes per call. Any additional phone calls will be charged at £25 each.

Set Up

Suppliers, the Hirer & guests requiring access to certain areas of the venue (e.g. bandstand, home yurt etc.) for decoration purposes will generally be allowed from 3 pm the day of check-in.

Accommodation Yurts

The accommodations provided will not be ready until 3 pm on check-in date unless prior agreement.

Woodburning Stoves

Each yurt is equipped with a wood-burning stove, fire gloves, fire tools, matches, firelighters, wood, fire extinguisher and carbon monoxide detector.  If you do not have experience of lighting / operating wood burning stoves, please do not attempt to light the burner. Please notify Yurt Village staff and we will gladly light the burner for you.  Do not allow children to play with or operate the wood burner.

Please take extra care when moving around the wood burner as they get very hot and always make use of the safety equipment provided.  If you run out of wood, just let one of the team know and we will replenish the wood basket for you. Please do not take/collect wood from the surrounding environment.

Fires, Stoves, BBQ’s

Guests are not permitted to make fires around The Yurt Village. Instead, there is a communal fire pit located near the catering van. Please take care when around the fire.

There are fire buckets full of sand situated near the fire pit which are there to extinguish the fire if it spreads beyond the confines of the pit.

Fire extinguishers are mounted in the catering van, on the side of the toilet block and the bandstand in case of fire.

Fire muster points located at each end of The Yurt Village, are identifiable by signposts.  The muster point near the Tree house kitchen has a large brass bell to alert guests to the outbreak of fire.  Each yurt is equipped with a fire extinguisher and carbon monoxide detector.

Camping stoves must not be used inside tents.  If Elessar Events has supplied the camping stove, please do not change the canister yourself.  One of our team will do this for you. Please ensure that camping stoves are placed on a flat surface to prevent accidents, burns or outbreak of fire.

First Aid

If you are in need of first aid please approach Yurt Village staff.  First aid and burn kits are kept in the office and catering van.

Drinking Water

There are 4 drinking water points on The Yurt Village where you can collect drinking water for your consumption.

Security

Our Yurt Village is located away from main roads, out of sight of passers-by.  The entrance gate is closed at night therefore if you plan on arriving after dark, please call ahead to arrange access.

Valuables

Elessar Events cannot accept responsibility for loss or damage to valuables.  We can provide padlocks to lock your tents while you are out. Guests are responsible for their own valuables and are left in tents at the owner’s risk. Guests must inform Yurt Village staff immediately of any loss of or damage to their property and must support Elessar Events in reporting such incidents to the police.  Elessar Events are in no way responsible for the loss of or damage to guest’s property, which occurs as a result of inappropriate or irresponsible behaviour by the guest, or where the guest has used unnecessary force, or in situations where the guest is responsible for the property.

Set up

Suppliers, the Hirer & guests requiring access to certain areas of the venue (e.g. bandstand, home yurt etc.) for decoration purposes will generally be allowed from 3 pm the day of check-in.

Guest List

A full guest list (with names & ages of children & babies) of guests must be provided in writing using the notes section on the event run sheet and emailed to the office a month before the event for health and safety purposes and all guests must sign in at reception on arrival.

Suppliers

Elessar Events is not responsible for any suppliers contracted by The Hirer. If suppliers require a viewing of the site then these viewings will have to be charged at £50 per hour

The Hirer must ensure that all catering and entertainment booked for The Hire Period, with emphasis on Bands,DJs and caterers are in possession of a Public Liability Insurance document and the equipment used for The Hire Period is Portable Appliance Tested (PAT). The Event Organiser reserves the right to request a copy of this documentation at any time and will refuse permission to any agents who do not have Public Liability Insurance and whose equipment is not Portable Appliance Tested.

Power and Appliances

If the event holders require a generator to run external services not provided by the Elessar Events venue, the event holder agrees to hire the generator from ‘ ‘Outside Catering Hire’’ and to pay for a professional install with this company. Details of this provider will be in the run sheet.

The Hirer should not use any lighting, heating, cooking or other gas or electrical appliances of any kind without the previous consent in writing of Elessar Events such consent not to be unreasonably withheld or delayed.

Loss, damage, breakdown

Elessar Events shall not be responsible for any loss or damage to any property arising out of the hiring nor for the loss, damage or injury which may be incurred by or be done or happen to any person or persons using Elessar Events during The Hire Period arising from any cause whatsoever, or for any loss due to the breakdown of machinery, failure of supply of electricity, leakage of water, fire, Government restriction, or Act of God which may cause Elessar Events to be temporarily closed or the hiring to be interrupted or cancelled.

Good Order

The Hirer shall be responsible for a good order being kept at Elessar Events during The Hire Period. The Event Organiser reserves the right to end The Hire Period at any time due to good order not being kept. Elessar Events may, at their discretion, charge The Hirer for any extra expense it may incur to preserve good order too, during or after an event at Elessar Events.

Arrivals and Departures

The Hirer is responsible for the arrival and departure of all guests in a quiet and orderly fashion.

All guests must sign in at reception on arrival. Arrival time is after 3 p.m. and ideally before 7 p.m as the reception is unmanned after this time. A member of staff will be at the Yurt Village between these times to greet you and your guests. Arrival after 7 p.m. is by arrangement only as we will have to arrange a member of staff to sign them in. If we do not know in advance then late arrival guests may have to locate their own Yurt. Check out is 10 am on the day of departure.

Guests should pre book taxis in advance and must leave no later than 11 pm. After this time the main gate will be closed with strictly no entrance or exit of vehicles until the morning. There is very limited mobile phone reception at Elessar Events (except for Vodafone, O2 and Giffgaff which do work) and taxi companies can often be unavailable at the last minute.

All cars are left at the owner’s risk. Elessar Events accepts no responsibility for cars parked at Elessar Events or in the surrounding area. All cars must park in the designated areas. Cars may only be allowed to stay overnight with prior permission of Elessar Events. Cars allowed to stay overnight must park in the area stated by Elessar Events and collected by 11.00 am on check out day.

Hot Tub

The Hot Tub is open from 10:00 am – 10:30 pm there is strictly no use after this time.

Signage

No direction signs, balloons etc. are permitted on routes leading to the Yurt Village.

Items NOT Permitted

No glassware, nails, pins, sticky tape or glue are permitted to be used anywhere at the Yurt Village. 

Helium balloons, Chinese Fire Lanterns are NOT permitted at the Yurt Village. 

NO Fireworks may be used.

Any confetti or glitter must be 100% plant based (not tissue paper) and purchased from our recommended suppliers (see website blog on natural confetti). No paper, plastic or foil based confetti or glitter of any type is permitted at the Yurt Village. We will have to apply a cleaning fee of £250 for any misuse as we have to shovel up and re wood chip the site.

Glassware like wine and beer drinking glasses are not permitted on site. Kilner, wine, beer and spirit bottles are allowed.

Due to our wood chip floor covering broken glass can prove to be a serious hazard to our guests. The nature of traditional champagne flutes is that they tend to shatter into very sharp pieces meaning they are really hard to clean up. To prevent injury we encourage all guests to hire in plastic, reusable glass wear. There are lots of companies who do this including our generator hire company www.outside-catering-hire.co.uk. We do also allow the use of mason/kilner jars because they are much sturdier and less likely to break than traditional glassware.

Rubbish Clearance

The Hirer shall leave the Yurt Village and the accommodation tents in a clean and orderly state at the end of The Hire Period. 

Elessar Events may, at their discretion charge The Hirer for any excessive cleaning required at the Yurt Village due to but not limited to:

– Red wine spillages, smoking, glitter and confetti damage within the accommodation yurts and hot tub. 

– If face paint is used then any damage to the bed linen will be charged accordingly.  

– The disposal of any decorations, flowers, foliage, candle holders or signage not removed from the Yurt Village by 11am on the morning following the event.

All rubbish created by caterers must be removed from site by the caterers. This includes all food waste and wholesale packaging from food production, oil drums and anything else they have brought onsite apart from any waste created by the meals produced.

Elessar Events responsibilities

To ensure the venue is clean and there is a focus on the toilets, showers and communal areas with regards to emptying bins, replenishing consumables, cleaning spillages and to ensure there is no rubbish around site. We will take plates, cutlery and drinkware to the tree house kitchen. If they are disposable we will dispose of them and if they need washing up this is the event hirer or caterers responsibility to clean. 

We will dispose of disposable plates, food waste from the served food, drinks cans, bottles, cartons, cigarette butts within the services that we provide to you. 

The kitchen and yurt hampers that can be hired for £25 per hamper. It is expected that these are cleaned and left as you found them when you leave the site. Any excess washing up will incur a charge of £16 + vat per hour (this will be removed from your security deposit). 

If you are catering yourself please try shop locally/ in bulk to reduce single use packaging. Ensure on check out that no excess food is left behind and the large cool box is completely empty. 

We appreciate your cooperation in keeping waste to a minimum. Being an eco village we love it when our guests use our recycling facilities to the maximum and try to keep excess packaging to a minimum when purchasing their food and beverages. 

Please see the suppliers directory for recommendations of environmentally friendly disposables and local suppliers. 

Lost Property

Any items left at the Yurt Village must be claimed within two weeks of departure. We do not post out any items left on the premises.

Viewings

Once an exclusive hire date has been confirmed Elessar Events will welcome two site viewings after that we will charge £50 per hour for any additional viewings this includes for suppliers. These must be booked in advance.

Deposits

Provisional bookings are held for 7 days only, during which time the event deposit is required to secure the booking.

A non-refundable deposit of £1000 is required within 7 days to secure the booking. The balance of 50% is payable a minimum of 6 months before the day, final 50% 1 month before the event. Additional costs will be payable as agreed in the run-up to the event or billed to the final account.

Our preferred method of payment is bank transfer. Debit card payments are accepted but a surcharge of 3% will apply to all credit card payments. We do not accept American Express.

We will require credit card details 28 days prior to the event for a pre-authorisation of £500 for any excess charges or damages. The pre-authorisation will be taken no later than 48 hours before the event and cancelled if there are no payments needed.

Additional Costs

All agreed costs will be itemised on the main invoice account and are payable by The Hirer. Any extra costs incurred during the event will be added to the main account. Elessar Events reserves the right to bill any items missing from the final account at a later date.

Final accounts must be settled on the day of departure, or if prior arrangements have been made, within 7 days of The Hire Period itself.

Any additional costs will, where possible, be discussed with you when you check out and dealt with amicably and fairly. If there is any follow up due to noise or damage such as obtaining quotes for works to be done or dealing with the council we agree to notify you within 30 days of the last day of your event if there have been any developments which might continue to affect you/ your deposit.  

Pricing Amendments

The price quoted and agreed by the payment of a deposit is fixed. Any price increase will refer to VAT only. If the government decides to increase or decrease VAT the cost to you will change accordingly. 

Cancellations

Elessar Events reserves the right to cancel your function if payment conditions are not upheld. Receipt of your booking deposit confirms your acceptance of all terms & conditions. We also reserve the right to cancel an event if we deem our premises unusable for reasons beyond our control, in which case our liability to you will be limited to the extent of any monies already paid to Elessar Events, without interest.

If an event is cancelled by the client, the deposit is not refundable or usable against any other booking of any sort. If the event date is 6 months or less from the time of cancellation then the client will be liable in full for the remaining payment. If the event date is from 6-12 months after cancellation the client will be liable for 50% of the remaining payment. If 12-18 months the client will be liable for 25% of the remaining payment. 18 months+ will incur no additional charge. Bookings must be cancelled in writing or via email to Elessar Events. All cancellations will then be confirmed by Elessar Events.

We strongly advise the client to take out event insurance to cover against all eventualities such as illness, death or unemployment; but will point out that simply changing your mind about the event or the venue etc, will not count as sufficient reason for insurance purposes. 

Elessar Events retain the right to cancel a booking if they believe the wind speed, torrential rain, ground holding conditions and site exposure result in an unsafe environment for the tents and hirer. A full refund will be made to the hirer in such cases.  

Date Changes

If a confirmed event date is moved by the client to another date, the following fees will apply: more than 12 months notice £500 change fee from 6-12 months notices £1000 change fee less than 6 months notice £2000 change fee, for smaller events a change within 12 weeks will be loss of hire fee.