Pitch Village Limited
Terms and Conditions
(Updated 6th August 2019)
1.1 These terms will apply to the hire of all camping equipment (“Equipment”) and other
services (“the Services”) provided by Pitch Village Limited (“us” or “we”) to you (“you”) at any
event (“the Event”). These terms together with your online booking form the agreement
between you and us (“the Agreement”).
1.2 These terms and conditions may not be released, discharged, supplemented,
interpreted, varied or modified in any manner except in writing signed by us or our duly
authorised representative. These terms and conditions may be varied by us at any time by
posting amended terms and conditions to our website. The terms and conditions which
apply to your booking will be those terms and conditions applicable at the time of the
booking subject to any variations notified to you in advance of an Event.
Services and Equipment
1.3 Details of all the Services and Equipment we can provide to you are available on our
website. The Services and Equipment are subject to change.
1.4 We will endeavour to supply the Services and Equipment in accordance with your
booking at all times.
1.5 We will endeavour to provide you with the particular Equipment you have booked but
there may be times when we have to provide you with alternative equipment due to a lack of
availability of certain Equipment or other circumstances. In such event we will provide you
with alternative Equipment of the same or similar specifications and quality to that which you
1.6 If on arrival at your event the Equipment we have supplied appears to be in an
unsatisfactory condition you should notify one of our staff immediately and no later than 24
hours after your arrival and check in at the event. In such an instance, we will use
reasonable efforts to change the Equipment as soon as is practicable but we cannot
guarantee this will always be possible. If you fail to notify one of our staff within such a
timeframe then we cannot give any assurance that we will be able to supply you with
1.7 If at any time after you arrive at the Event the Equipment becomes damaged other than
as a result of your actions or the actions of others using the Equipment with your consent
(actual or implied), you should notify one of our staff immediately. Following inspection by
one of our staff, if considered necessary and if replacement Equipment is available, we will
use reasonable efforts to change or repair the Equipment as soon as is practicable. If we
are to change the Equipment we will provide you with alternative Equipment of the same or
similar specifications and quality to that which you booked.
1.8 You will return the Equipment to us at the end of an Event in the same condition as
when such Equipment was first provided, subject to any wear and tear that is consistent with
normal and reasonable use. We may retain the credit or debit card details provided to us
when you make a booking and reserve the right to deduct an amount equivalent to the cost
of repairing or replacing the Equipment to the extent such Equipment is not returned to us in
the same condition as when it was provided to you.
1.9 The Services and Equipment will only be available for use during the dates and times
specified by us when we confirm your booking. If you arrive at an Event before the “opening
time” specified you will not be permitted to use the Services or Equipment until that time.
You must return all Equipment to us before the specified “closing time”.
1.10 The Equipment shall remain our property at all times unless we have expressly
confirmed otherwise to you. (Please check our website for details of any Equipment that you
may be able to buy and retain at the end of an Event.)
1.11 You agree to use the Services and Equipment as they are intended to be used and
shall keep the Equipment in good condition subject to any wear and tear that is consistent
with normal and reasonable use.
1.12 You shall not put the Equipment to any use other than its intended use and accordingly
shall not intentionally alter, modify or damage it without our prior consent.
1.13 The Equipment will only be suitable for weather conditions to the extent described by
the Equipment manufacturers’ information or guidelines and we will not be responsible for
any damage or loss you may suffer as a result of adverse weather conditions.
1.14 You agree to treat our staff, other users of our Services and Equipment and other
individuals at an Event with respect at all times. Should you fail to do so or display any
abusive, disrespectful or anti-social behaviour of any kind we reserve the right to refuse to
provide any Services or Equipment to you and any refund will be at our absolute discretion.
1.15 You shall not allow anyone other than yourself and those on whose behalf you make
the booking to use the Equipment or Services unless we expressly allow you to. Please
check the website to see those Events where you are able to invite others to use the
Bookings and Payment
1.16 All bookings of our Services must be made online (via the internet).
1.17 Details of the prices of all our Services and Equipment are available on our website.
We may vary these prices from time to time and you are advised to check our current prices
before making any booking. The price you will pay for the Services we supply to you will be
the price displayed on our website at the time you make the booking (unless there is an
error on the website).
1.18 Payment must be made in full at the time you make your booking. All payments must
be made by credit or debit card online.
1.19 Upon receipt of payment in full we will send you an email confirming your booking. The
email confirming your booking will contain a unique reference number. You must refer to this
unique reference number on arrival at the event before we will allow you to use the Services
1.20 You may alter your booking at any time prior to the Event. If the altered Services you
require are more expensive than those originally booked you must pay the difference in the
two prices at the time you alter the booking. If the altered Services you require are less
expensive than under the original booking we may, at our absolute discretion, refund to you
the difference in the two prices. In addition, any such alteration to your booking will incur an
administration fee of £10.
1.21 Any alteration to your booking will be subject to space at the Event and availability of
Equipment. We will always try our best to meet your requirements for an altered booking but
if we are unable to do so your original booking will still be valid or you may cancel your
booking and request a refund. If you ask for a refund clause 1.25 will apply.
1.22 Payment for our Services and Equipment does not mean you own any such Equipment
unless expressly stated otherwise. The majority of our Equipment is for hire only and your
booking confirmation will state if you have paid to keep any Equipment at the end of an
Event. If Equipment purchased, through our Services is not removed from the event at time
of check out, you relinquish your right to that Equipment. Requests to retrospectively claim
such Equipment will be at our discretion. No Equipment purchased through our Services can
be exchanged for the equivalent monetary value if you chose not to keep any such
Cancellations and Refunds
1.23 You may cancel your booking at any time prior to the start of the Event.
1.24 To cancel your booking you must notify us by email.
1.25 If you cancel your booking more than 14 days before the start of the Event we will refund
you the price you have already paid, less any bookings fees or administration costs applied
at the time of purchase, subject to the following cancellation fees:
1.25.1 If you cancel your booking 28 or more days before the start of the Event you will incur
a cancellation fee of 25% of the price paid.
1.25.2 If you cancel your booking 14 or more days but less than 28 days before the start of
the Event you will incur a cancellation fee of 50% of the price paid.
1.25.3 If you cancel your booking less than 14 days before the start of the Event or fail to
notify us of your cancellation any refund we make to you will be at our sole discretion.
1.26 The Events for which you book our Services and Equipment are not owned or operated
by us and we have no responsibility towards you for any part of the Event other than the
Services and Equipment.
1.27 Without prejudice to clause 1.26 above, we may provide some of the Services you
have booked at an Event through third parties. If you have a problem with any such Service
you should alert a member of our staff who will liaise with the relevant third party. Through
the third party we will endeavour to solve any problems as quickly as possible but we will not
be held responsible for any failure on the part of that third party.
1.28 Each Event may be subject to its own particular rules and regulations and we
encourage you to look at the website of the Event in question for all information regarding
the Event other than in relation to our Services and Equipment. Where an Event’s rules and
regulations impact on the Services and Equipment we provide to you (e.g. noise levels;
curfews) we will try and inform you in advance.
1.29 We will not be held responsible for the actions of any individuals attending an Event nor
if those actions affect your enjoyment of the Event or Services. This applies whether or not
those individuals are using our Services or Equipment.
1.30 If an Event is cancelled for any reason we will refund you the entire price of your
booking. If an Event is abandoned after it has started and you have begun using our
Services and Equipment any refund we give you will be at our sole discretion.
1.31 For the avoidance of doubt, your booking does not include a ticket for an Event itself
and will not gain you admission to the Event. Tickets for all Events should be purchased
independently of your booking with us.
1.32 Children under the age of 18 must be accompanied by an adult (aged 21 or over) – proof of
identity and age must be provided on request upon admission. A maximum of
2 persons under the age of 18 will be allowed entry with each adult (aged 21 or over).
Adults must be camped with any children they are accompanying and cannot be left unaccompanied
at any time.
1.33 We reserve the right to refuse admission or eject customers who do not adhere to the site rules.
We do not tolerate aggressive, disruptive or anti-social behaviour and any customers who act in such a
way may be ejected from the site without a refund.
1.32 We will not be liable to you in any circumstances for any property damage or theft (and
we recommend that you do not leave any valuables in the tents unattended at any time), for
pure economic loss, or for any indirect or consequential loss or damage such as lost profit,
lost opportunity, lost bargain, lost reputation, loss of anticipated savings or otherwise
whether caused by our negligence, the negligence of our employees or agents or otherwise.
1.33 Our total liability including the liability of our agents, subcontractors and employees in
respect of any Services or Equipment provided to you will (except in relation to personal
injury or death caused by our negligence or the negligence of our employees or agents) be
limited to the amount paid for your booking.
1.34 You accept that the limitations of our liability set out above are reasonable in all the
circumstances. Nothing in these terms will limit or exclude our liability to you for death or
personal injury arising as a result of our negligence or the negligence of our employees or
1.35 You agree that you have the power to enter into this agreement.
1.36 You will not be entitled to withhold by way of set-off, deduction, counterclaim any
amounts which you owe to us against any amounts that we may owe to you.
1.37 We may use employees or self-employed contractors and we shall have discretion as
to which of our employees or subcontractors are assigned to perform the Services.
1.38 “Pitch Village” is a trademark of Pitch Village Limited.
1.39 We will not be liable to you or be deemed to be in breach of these terms by reason of
any delay in performing, or any failure to perform, any of our obligations, if the delay or
failure was due to any cause beyond our reasonable control such as severe weather, a
natural disaster, strikes, governmental action, terrorism, war and civil unrest.
1.40 Save in the case of fraud these terms represent the entire agreement between the
parties and supersede any previous marketing information, representations or agreements
whether recorded in writing or otherwise.
1.41 No term of this Agreement will be enforceable by any person that is not a party to it.
1.42 The parties agree that these terms are fair and reasonable in all the circumstances.
However, if any provision of these terms is held not to be valid by a court of competent
jurisdiction but would be valid if part of the wording were deleted, then such provision shall
apply with such deletions as may be necessary to make it valid. If any of the provisions in
these terms are held not to be valid the remaining provisions of these terms shall remain in
full force and effect.
1.43 These conditions are governed by and construed in accordance with the laws of
Scotland. You agree, as we do, to submit to the non-exclusive jurisdiction of the Scottish
1.44 If you breach these terms and conditions and we decide to take no action or neglect to
do so, then we will still be entitled to take action and enforce our rights and remedies for any