Terms & Conditions

Booking: A booking for an overnight stay at The Sustainability Centre or use of its facilities, including accommodation, educational activities, Third Party Services, room hire or event hire.

Contract: The agreement between The Sustainability Centre and the Customer to fulfil a Booking or purchase a Product.

Customer: Anyone making a Booking or purchasing a Product from The Sustainability Centre.

Group: An organised group of people.

No-Show: A guest who does not arrive and gives no notice or indication of intent.

Third Party Services: Food arranged with The Beech Café or other services or products arranged by The Sustainability Centre.
Writing: A letter or email.

The Sustainability Centre: Earthworks Trust Ltd and its subsidiaries, including Earthworks Foundation Ltd and South Downs Natural Burial Site Ltd.

• You must be 18 or over to make a Booking.
• You, or a responsible person aged 18 or over nominated by you, must be present throughout your booking.
• The Sustainability Centre reserves the right to refuse a booking and is not required to provide a reason.
• We do not accept stag or hen parties or similar bookings.

• A Booking Contract is formed when we receive your deposit or full payment, whichever happens first.
• Bookings are confirmed by email.
• Room and campsite bookings: Full payment is required to confirm the booking.
• Exclusive Use and Event bookings: A 25% deposit is required to confirm the booking.
• We do not accept unpaid reservations or hold dates without the required deposit.

Only services, activities, catering, entertainment or use of spaces agreed when the booking is made are guaranteed. Requests for additional services after booking may be declined or may incur an additional charge.

No. We do not have a licence for campervans or caravans anywhere on site, including the car parks.

The person making the Group Booking is financially responsible for the booking and for the behaviour of the group, including any damage caused by the group.

A £150 damage deposit is charged before your visit.

Exclusive Use does not mean exclusive use of the entire Sustainability Centre site. It covers the specific spaces included in your booking.

A site visit by the main person responsible for the booking is required before the booking can be accepted.

B&B

• Exclusive use of the B&B includes use of the Garden Room.
• This will be agreed at the time of booking and may be subject to change.

Hostel

• Exclusive use of the Hostel includes the common room and self-catering kitchen.
• This will be agreed at the time of booking and may be subject to change.

Campsite

• Exclusive use includes the yurts, Shepherd’s Hut and camping pitches shown on the campsite map.
• It does not include exclusive use of the campsite shower and toilet facilities.
• This will be agreed at the time of booking and may be subject to change.

Our 55-acre site is subject to restrictions, including restrictions on the number and size of tents and marquees.

Any planned use of the grounds, including the camping area, paddock or woodland, must be discussed and agreed before the booking is accepted and before the deposit is paid.

All onsite activities require prior approval and must be risk assessed by the customer. Risk assessments must be provided to The Sustainability Centre three months before the event.

No. Please discuss your requirements, expectations and intended use of rooms, equipment, furniture and facilities with us before making your booking and paying your deposit.

Payments can be made by:

Credit or debit card

BACS

Cheque

Cash

All charges include VAT at the prevailing rate.

Payments over £600 must be made by bank transfer. Payments over £600 by card or cheque may incur a fee.

For Event and Exclusive Use accommodation bookings, a 25% deposit is required.

No dates can be reserved without the required deposit.

For overnight accommodation or camping, a full refund is available when 28 days’ notice is given, except for Exclusive Use bookings.

A £25 administration fee applies.

For cancellations, we can transfer your booking or provide a credit note for future accommodation, hire or camping bookings, subject to availability.

The credit must be used within 12 months of the original booking.

If the new booking costs more, the difference must be paid. If it costs less, no refund or partial credit will be given.

No transfer or credit will normally be offered for cancellations made with three days or less notice, except in exceptional circumstances.

In exceptional circumstances, such as serious illness or hospitalisation, you may be eligible for a 50% refund.

Applications must be made in writing or by email and are subject to a £25 administration fee.

Adult Courses and Accommodation have separate refund policies. Please refer to the relevant Terms and Conditions for those bookings.

For bookings made more than three calendar months in advance, a non-refundable deposit of 25% per night is required.

Full payment is required three months before the event. If payment is not received, The Sustainability Centre reserves the right to cancel the booking.

If you cancel three months or more before the booking date, we offer a refund of 75% of the total booking cost.

For cancellations made less than three months before the booking date, the full fee is payable.

Yes. A £150 returnable damage deposit is payable for all Exclusive Use bookings.

No. Special offers do not apply to Exclusive Use bookings.

Please respect the site and other users, including staff, guests and visitors.

Unacceptable behaviour includes:

• Threatening behaviour
• Violence
• Uncontrolled dogs
• Offensive language
• Use of illegal substances
• Excessive drinking

The Sustainability Centre may terminate a booking if unacceptable behaviour occurs. Guests may be asked to leave and no refund will be given.

Yes. The whole Sustainability Centre site must be quiet between 10pm and 8am.

Amplified sound and drumming are not permitted. Excessive or late noise may be stopped.

No vehicles are allowed on the campsite.

Permission may be given on arrival for drop-offs or deliveries. If permission is granted:

• Drive at no more than 5 mph.
• Use hazard warning lights.
• Take particular care around children and other site users.
• Return your vehicle to the car park after unloading.

Vehicles must never be driven onto the grass or other un-tarmacked areas.

Fire bowls can be hired. Each fire bowl includes logs, kindling and firelighters for each night of hire.

You must not gather or cut wood or kindling anywhere on the Sustainability Centre site.

Alcohol cannot be sold at The Sustainability Centre.

Responsible drinking is acceptable, but excessive drinking will be treated as unacceptable behaviour.

Yes. Children must be supervised by an adult at all times and should remain within sight and hearing of an adult.

Children are expected to behave respectfully towards the site and other visitors.

Dogs are welcome in the grounds but must be kept on a lead at all times

You must clean up after your dog and dispose of waste in the bins provided.

The person named on the booking is responsible for paying for excessive wear and tear, damage, breakages, theft, or loss of equipment or keys.

Push bikes, scooters and similar items cannot be taken inside the South Downs Eco Lodge, Wetherdown Wing, B&B Wing or yurts.

If they are brought indoors, a £50 room cleaning fee per bike will be charged to the card used for the booking.

Yes. All areas must be left litter-free.

Please clear up your rubbish and use the recycling and rubbish bins provided in the car park.

The Hostel common room, kitchen, toilets and showers are for Hostel guests only.

Playing music, films or videos may require licences.

Proof of the relevant licence may be required before a showing or performance can take place.

Please familiarise yourself with our fire procedures and follow all fire safety signs and instructions from staff.

Where you arrange services from an external provider through The Sustainability Centre, the contract is between you and the service provider.

The Sustainability Centre is not liable for any breach of contract or obligations between you and the external provider.

Bookings made through third parties, such as Booking.com, are subject to that third party’s terms and conditions, including their refund policies.