Terms and Conditions

General Terms and Conditions

Please read the following terms & conditions carefully before completing your booking at Meadow Farm campsite. 

We are a relaxed, family-run site with camping pitches and a self-catering holiday cottage.  We are passionate about creating a friendly atmosphere on site and will do everything we can to ensure you have a fantastic stay. We are always here to talk through any concerns you have.  Please contact us at any point to discuss your needs or concerns.

 

Data Protection

The information taken at time of booking is required to be collected for the purposes of processing your reservation with us. We may process your data to keep you informed of our activities and to keep you updated with news, offers and other information that may be of interest to you. If you do not want us to use your information for the marketing purposes described in this paragraph, please let us know. We may also disclose your data to CampStead Ltd who may contact you, inviting you to complete a questionnaire and review regarding your stay at our campsite. When booking accommodation with Meadow Farm Campsite you are agreeing to enter into a binding contract with us.

References to ‘us’ and ‘we’ in these Conditions relate to Meadow Farm campsite. References to ‘you’ or ‘your’ relate to the person making the booking and all members of that person’s party. When you book online or we email confirmation of a reservation to you, we enter into a contract with you, which is subject to these Booking Conditions.

 

Your booking:

Bookings for holidays are welcome from families, couples and individuals. Booking forms are completed via the online booking system on our website. If you make a telephone booking we will complete the form for you. You must be over 18 years of age to make a booking.       All stays are for recreation or holiday purposes only.

A contract exists as soon as you have paid a non-refundable payment/deposit. Your booking is personal to you, and you are unable to assign or transfer it to any other person.

 

Medical Conditions

Should you or any member of your party has a medical issue or disability which may affect your stay, please advise us so that we can make provision for the particular needs of the person(s) concerned, or advise you if we are unable to make such a provision. If details are not provided to us at the time of booking, Meadow Farm reserves the right as a last resort to cancel the booking should we be unable to make appropriate provision for a specific need or needs

Refusal

Very occasionally we refuse a booking, it is our job to ensure there is harmony on site and it is at our discretion who we allow onto the site.  We are also not obligated to discuss our decision.  We reserve the right to refuse future bookings based on previous behaviour on site, rudeness to our staff or disregard for the community here at Meadow Farm.

Booking Confirmation:

Following your booking and confirmed deposit/balance payment you will receive a receipt confirming your payment. Please check your Booking Confirmation and notify us of any errors immediately. Deposits are non-refundable and may only be transferred at the campsite's discretion. Please bring your booking receipt when checking in at reception.        Any booking that has not had its balance paid by the due date will be cancelled with all monies already paid being forfeited.

 

Cancellations & Refunds

We understand that sometimes you may want to cancel or amend your booking.

It may be necessary to cancel your break due to illness, accident or change of circumstances. To be considered for a refund the request to cancel must be emailed by the original booker to meadowfarmtenby@gmail.co.uk with your booking reference number. Refunds can only be issued to the card that was used to make the initial payment. Your deposit of £40 is non-refundable.

Cancellation 21+ nights to arrival date:  We will refund your pitch fee, but retain your deposit.

Cancellation 0 - 20 nights to arrival date:  At this late notice we are unable to offer refunds.

We are not liable for any event beyond our control which prevents you from fulfilling your stay with us, for example, mechanical breakdown of a vehicle, planned cancellation of local events, etc.

Failure to arrive for any reason in accordance with these booking conditions will not entitle you to a refund. We do not offer cancellation insurance and strongly advise you to take out the appropriate insurance.

You are welcome to amend your campsite booking up to 21 days prior to your arrival date, please contact the office on 01834 818 500 or email us where we will endeavor to meet your request if possible.

If you request a cancellation more than 21 days prior to your booking date, you may be offered the option of transferring the value of your stay to an alternative date within the current Season. This is dependant upon availability, and therefore this option cannot always be guaranteed. A change of date may only be performed once and charged at an administration fee of £10. Unfortunately we are unable to transfer a cancelled holiday over into the following year.  In this instance, the cancellation policy specified above will then take precedence.

If we make any major alterations to your booking

We try very hard to provide all facilities as advertised on our website. It may however be necessary to make some alterations in advance of your holiday. If such a change is necessary, we will endeavour to advise you in writing as soon as possible.

We always endeavour not to change the date or cancel your booking, but in exceptional circumstances this may be necessary. We will inform you of the change of date or cancellation as soon as possible and give you the following options.

• accept the alternative arrangements as notified to you
• choose another available break from us at the advertised price
• cancel your holiday with a full refund of any money you have paid

 

Circumstances beyond our control

Meadow Farm is not obliged to refund the customer in case of unforeseen circumstances and/or Force Majeure.

Force Majeure must, without being exhaustive – in any case be defined as the imposition of emergency rule in the area where the campsite is located. It includes any event which we could not, even with all due care, for-see or avoid. Such circumstances include the destruction or damage (which cannot reasonably be remedied to a satisfactory standard before the start of your holiday) through fire, flood, explosion, storm or other weather damage, break-in, criminal damage or any other similar event beyond our control. Such circumstances also include riots or civil strife, industrial action, natural or nuclear disaster war or threat of war, actual or threatened terrorist activity, outbreak of infectious diseases, epidemics or pandemics that pose a danger to humans and/or animals (for eg; BV BSE, Swine fever, Foot & Mouth disease, or any other health disorder or affliction). Should any of this occur, Meadow Farm Ltd holds itself responsible to notify you immediately regarding transfer to alternative dates for booking. We strongly recommend that you have adequate holiday insurance in place to cover this.

 

Rules and Regulations

We want everyone to have a safe and enjoyable stay at Meadow Farm campsite and ask that all our guests observe the following rules and regulations.

 

Your responsibilities

The person completing the booking is responsible for the conduct of their party. It is your responsibility to read the rules & regulations and abide by the rules therein. Not reading the rules is not an excuse for infringement. It is your responsibility to ensure that all members of your party, including pets and children accept the terms of the contract set out in these terms and conditions of booking. Failure to disclose all relevant information or comply with these terms may lead to termination of the contract and loss of the booking without refund. Meadow Farm Campsite reserves the right to ban individuals from future use of the campsite.

 

Arrival & Departure

Touring pitches are available from 1.00pm on the date of arrival, you are requested not to arrive before this time.  Pitches must be vacated by 11.00am on the day of departure.          No refunds will be given for early departure.

Check-in to the campsite will NOT be allowed after 6.00pm. Should you anticipate an arrival later than this, please contact the office between the hours of 10.00am and 6.00pm to check arrangements.

If you fail to arrive on your due arrival day and have not notified us by 11.00am on the second day, we reserve the right to cancel your booking and offer the pitch to other guests. No refunds will be offered, and no exchange of dates will be available. We advise you have camping cover as part of your holiday insurance.

 

Party size

Please ensure the unit and number of guests you arrive with are the same as you have pre-booked. If this differs from the booking, then we reserve the right to refuse the booking.

This is a family campsite. We do not accept large group bookings. A maximum group booking of 3 units together is permitted.

 

Pitch set up

A member of the campsite staff will take you to your pitch on arrival and give specific instructions on how to lay out your unit/awning/vehicle, etc.

We reserve the right to request campers to relocate tents or vehicles if it is felt that it may pose a Health & Safety hazard or impose on the privacy of other campers.

Each pitch is a minimum of 8m x 8m in size. Only one unit is allowed per pitch. A unit is defined as a tent, trailer-tent, folding camper, campervan, motorhome or touring caravan. Our pitches are unable to accommodate two units, for example a caravan being towed by a campervan.

Guests must be in a unit suitable for sleeping accommodation (not a car or gazebo)

There is a maximum of 4 adults per pitch. No unit shall be used for sleeping accommodation by a greater number of persons at any one time than the number which the unit is designed to accommodate.

One vehicle is allowed per pitch. A second vehicle is permitted, however, this must be parked in the campsite car parking areas.

Always keep your pitch and the area around your pitch clean and tidy to enable the campsite warden to complete grass-cutting and maintenance. Stones, seashells and tent pegs are extremely dangerous if hit by grass-cutting equipment, please take care when clearing your pitch. You must leave the pitch and facilities in the condition in which they were presented to you.

Please ensure children are kept well away from grass cutting machinery whilst both in use and stationary.

 

Solo pitch

Solo pitches are available for individual guests travelling alone and do not have a vehicle. A separate tariff exists. These pitches are a maximum of 3m x 3m and are suitable for hikers, cyclists /motorcyclists. These pitches are for solo guests only.

 

Awnings/Caravans/Trailer tents/tents

No electric fan heaters are permitted in awnings or tents.

You must not charge electrical items within awnings or tents when unoccupied.

In case of adverse weather conditions, awnings are to be taken down to avoid damage to yours or others property.

We do not take any responsibility for any damage to tents, awnings, units or vehicles due to adverse weather conditions.

Ground sheets must be the breathable type of ground sheet on grass pitches. No restrictions on hard standings.

 

Weather

We are adjacent to the Pembrokeshire Coastal Path and can be subject to strong winds and rain at any time of year, though we are fortunate that the site has good drainage and does not flood. You must ensure that your tent is robust and correctly erected. We advise that you check the forecast on your mobile phone or request the Meteorological Office weather forecast from reception if necessary. We advise that you have take out holiday insurance as we do not refund due to bad weather.

 

Vehicles & cycles

Only one car is permitted per pitch and must be registered to your pitch.  Additional cars must be pre-booked and paid for before your date of arrival and are to be parked in the designated parking areas. Please be mindful that parking is very limited onsite. No persons shall be allowed to sleep in a vehicle which has not been designed for that purpose. Some areas of the campsite is sloping, and cars should be parked across the slope for safety reasons.

Commercial and sign written vans/vehicles, lorries, buses and horseboxes are not permitted even when towing.

Motor vehicles and bicycles on site, should, at all times, be used with due regard to the safety of others and their speed should not exceed walking pace (5mph). Foot pedalled cycles and scooters can be used (no skateboards). No cycling is permitted on site between dusk and dawn, other than visitors who arrive solely via this form of transport and their bicycles are equipped with front and rear lights. Motorised mobility scooters are allowed on site, but children’s motorised scooters, skateboards and unlicenced motorcycles are not allowed.

 

Children

Children remain the responsibility of their parents or guardians at all times whilst on site. It is particularly important that you always know where your children are, and that you provide adequate supervision for them at all times.

We ask that children under the age of 7 are to be accompanied by an adult to the toilet and shower block. Children (under 18) must NOT be left unattended on the campsite.

Please remember that the road areas on site are in constant use by vehicles, therefore children are forbidden to play on the road for their own protection.

In the interest of everyone’s safety, the use of e-scooters, electric skateboards and electric go-karts are not permitted to be used on site.

No hard-ball games are allowed on site due to the potential damage this could cause to other property. Games such as badminton, swing-ball, etc are permissible on site. Alternatively, other ball games can be enjoyed on the fields away from the main guest area. We offer a countryside walking trail through grass fields on site where guests are welcome to play ball games. We are also located within walking distance or a short journey away from many glorious beaches and fantastic attractions of Tenby and the surrounding area.

We do not have a designated play area at Meadow Farm, so please ensure all children remain on the pitch you have booked for your stay. In order to respect other guest’s privacy, please make sure your children do not disturb neighbouring pitches.

If your child or a child within your party is found to be damaging equipment or property on site, this will be classed as a breach of the rules and regulations and the breach of terms process will apply. As the original booker you would also be liable for any damage caused.

As quiet time begins at 10pm you are responsible for reminding your accompanying children of this and must ensure they return to your accommodation unit by this time.

As parents ourselves, we understand that children bore easily, but we please ask you to take note of the above rules when making your booking so that you and your children can enjoy a happy and safe holiday.

 

Dogs

Most dogs are very welcome at Meadow Farm. Some breeds of dog, including those listed in the Dangerous Dog Act are not allowed so please check with us before you book. We are taking a proactive stance on the recent ban of American XL Bully dog and as such this breed will not be accepted on site, along with the Japanese Tosa, Dogo Argentino and Fila Braziliera dog breeds.

Well behaved dogs are permitted, however owners must follow our dog regulations.

A maximum of 3 dogs is permitted per pitch. Dogs must be declared at the time of booking and charged for at the specified rate.

Dogs must be kept on short leads at all times whilst on site and must stay within the boundaries of your pitch. Even off site, we ask that dogs be kept on leads and under control at all times due to livestock grazing in neighbouring fields.

All fouling must be removed immediately and placed in the appropriate bins.

Dogs are not to be left unattended in your caravan, motorhome or tent. Please consider the heat and separation anxiety your dog may have, which may cause stress to the animal as well as noise nuisance for other guests on site.

Dogs must NOT be left alone unattended on the campsite, owner/s must remain on site with their dog/s.

Owners will be asked to leave site without refund if they have not complied to the rules regarding keeping their dog on a lead, failing to clean up after their dog, or leaving their dog unattended in their accommodation unit or pitch.

Any dog that is displaying any aggressive behaviour or causing upset for other guests is deemed a nuisance and we will reserve the right to refuse or ask owners to leave site.

 

Visitors

Unfortunately, we are unable to accommodate visitors due to capacity restrictions and limited parking facilities on site. This decision has been made for the benefit and safety of our paying guests on site. Fortunately, we are within walking distance of Tenby town centre which has an abundance of friendly cafes and great places to meet friends and family whilst supporting local businesses.

Consideration for other guests

This is a peaceful, quiet family site. Quiet hours are between 10pm and 7.30am.                      We do not permit any activity during quiet hours that may disturb other campers.

Radios, stereos or other sound systems are permitted out of quiet hours, however any noise and music must be maintained at a reasonable level so that it does not disturb other guests. We ask that all music must be turned off by 10pm and tv and chatter must not be loud enough to disturb other campers.

• No loud music is permitted at any time.
• Car idling is not permitted at any time.

We also ask for any unnecessary outside lights to be turned off after 10pm to minimise any light pollution.

Please be mindful that other visitors are here to enjoy their stay, therefore please refrain from using bad language. If complaints are received from other guests, the matter will be investigated and you may be asked to leave site.

Please camp in harmony with your neighbours at all times.

 

Prohibited activities

Electric scooters & skateboards: We do not permit any recreational motorised scooters/skateboards. Mobility scooters are an exception to this rule but are required to adhere to the 5mph rule when being used on site.

Fireworks & Chinese lanterns: Fireworks and Chinese lanterns are prohibited on-site.

Drones: We do not allow any drone flying from site.

Illegal substances: We operate a zero tolerance to drugs. If any illegal substances are discovered or suspected, then the matter will be reported to the Police.

Offensive weapons: Guns, air-guns, and catapults are prohibited. If any weapons are discovered or suspected, then the matter will be reported to the Police.

 

Smoking policy

Smoking is strictly not permitted inside any of the recreational buildings including reception and amenities blocks. Any smoking must be outside, and extinguished cigarette ends must be disposed of in the bins provided.

 

Electrical safety 

Electric pitches at Meadow Farm can provide a maximum of 10 amps, 2.2Kw at any one time.

Please note that this is only suitable for light use in your unit, i.e. appliances such as kettles, fridges and lighting that are designed for camping. Please ask a campsite warden if you are unsure on what you can power from your hook-up.

Please ensure that you bring a suitable cable for outdoor hook-up points which has been tested for safety prior to your arrival. This cable should be a minimum of 15 metres to ensure you are able to reach your hook-up point. It is your responsibility to ensure that the mains electrical cable from the hook-up point to the unit is safe and the hook-up point of your own installation is safe.

Adapters are not permitted. Your pitch has one power supply. Please refrain from using multiple electric plugs.

All equipment, such as gas and electrical appliances, vehicles, camping gear, etc supplied or used by guests must comply with current legislation and all safety regulations and requirements.

It is recommended that annual checks on gas flues and ventilation in caravans, motorhomes and campervans are completed, as well as regular checks of electrical systems.

Personal safety is paramount, and all occupants must keep and maintain fire extinguishers and smoke-detectors inside their accommodation unit.

The campsite hook-up points comply with the British standard BS EN 60309-2 and are serviced and checked regularly.

If the electricity supply to the hook-up fails due to the fault of Meadow Farm campsite, then we will aim to fix this within 24 hours, and we will, wherever possible and availability depending, move you to an alternative pitch during this time.

Meadow Farm will not be responsible for any loss of electricity which is the responsibility of/or caused by guest error.

  

Electric vehicles

We do not permit the charging of electric vehicles on the campsite electric hook ups.

 

Generators

We do not allow the use of generators due to the noise produced which can disturb the peace of other guests on site.

 

Campfires & Barbeques

When camping there is nothing as magical as roasting marshmallows on the firepit, cooking hotdogs over the embers or staying warm under the stars sitting around a campfire.

Although a campfire can be fun, we do ask our guests to exercise common sense and adhere to the following rules and regulations. 

Campfires are permitted but MUST be raised off the ground within a fire-bin. Do NOT make open fires. Please ensure all fire/ash is dampened before disposal into the appropriate containers on site, and NOT in hedges or on grassed areas.  

Barbeques are permitted but MUST be in a raised vessel so as not to scorch the grass. Please dispose of barbeques correctly and ensure they are fully extinguished.

Please burn only wood kindling, logs or charcoal. Do NOT burn any materials that will generate dangerous poisonous smoke and fumes such as plastics and packaging waste.

Do NOT put petrol, paraffin, diesel, lighter fuel or old oil on a fire.

Please ensure all fires are extinguished when not supervised.

In the event of ash damaging vehicles or property of another guest, the matter will need to be resolved between both parties involved.

Please note that due to weather conditions these rules may change and could be prohibited at the Campsite Warden’s discretion without notice at any time.

 

In the event of a fire in a caravan, motorhome, tent or amenity block

• Ensure that the unit/premises are evacuated.
• Raise the alarm
• Call the fire brigade (999) from nearest phone or using an available mobile
• Listen to and follow all instructions from staff members
• All personnel on site to assemble at the nearest designated assembly point.

 

Waste disposal

Recycling

There is a waste bin area on site for you to dispose of your waste, all waste must be segregated and disposed of in the relevant bins. This is a Welsh Government Law for 2024 for campsites and is not optional. This should be carefully explained to children if they take waste to the bins.

The different categories are:

• Food
• Paper/Card
• Glass
• Metal, plastic & cartons

Doing this will help Wales’s commitments to reach zero waste and reduce carbon emissions by 2050.

Litter

Please do not leave rubbish bags outside your tent or caravan as rubbish can be strewn across the field by seagulls. Do not leave food scraps lying around as this will encourage vermin, food waste is to be disposed of in the allocated food waste bin.

Fly tipping

All large items such that you wish to dispose of MUST be removed and disposed of offsite and NOT left on site. Disposal of bicycles, play equipment, camping furniture or electrical items is not permitted. This also includes tents, awnings, windbreaks, groundsheets, gazebos, mattresses, chairs, tables, barbeques and fire-pits.

Please take items home with you to be disposed. Anyone found to be doing this can be prosecuted and fined for fly-tipping and will be banned from Meadow Farm campsite.

Chemical waste

All chemical toilet waste must be emptied into the designated Elsan waste point. Please do not put any form of wet wipe or sanitary product down as it will cause blockages.

A drive-over grey waste facility for motorhomes is available at the top of the entrance drive to the site. Please do not empty grey waste in any other areas, including the campsite access road.

Sanitary waste

Sanitary waste bins are provided in the ladies toilets and within the unisex disabled toilets and family wash-room.

Nappy bins are provided in the baby-changing area of the ladies toilets and family wash room.

Cleaning

When cleaning is in progress, appropriate doors will be closed and signs erected.

Should toilet roll paper run out between cleans or if the amenity block is not of the standard you would normally expect, please contact a campsite warden.

 

Amenity blocks

There are two amenity blocks. Within each amenity block there are sinks for washing, hand-dryers, toilets and showers. Washing up stations are located outside the amenity blocks.

We also have a disabled wet-room (for which a key is available from the campsite wardens) and a family wash-room with baby-change facilities.

Adjacent to the amenity block is a waste bin compound and Elsan point.

We do not have a launderette on site, the nearest launderettes are in Tenby and Saundersfoot.

Please no drinking/eating/smoking or vaping within the facilities.

 

Liability

Anyone defacing or causing damage to any buildings, equipment or property of the campsite faces immediate eviction and prosecution. The pitch hirer will be responsible for and charged for any damage /loss caused by themselves or their visitors to the pitch or to any campsite facility or other resident’s property. Your personal belongings, vehicles, vans and their accessories and contents are left at your own risk. Meadow Farm Campsite or its staff will not be liable for the loss, theft or damage of any property nor for any injury, accident or mishap to any person in the campsite. Customers must ensure that their property is secured and fully insured for any unforeseen eventuality.

Meadow Farm reserve the right to dispose of equipment and items left on the campsite or adjacent land following departure at the end of your booking without prejudice.

Meadow Farm campsite accepts no liability for loss or damage to possessions and/or personal injury. In making this booking you are accepting full responsibility for yourself, your booking party, your children and you are agreeing to abide by our Terms and Conditions, which can also be viewed in full on our website.

 

Antagonistic, rude or unfriendly behaviour on site

Very occasionally we will have a troublesome group or visitor. We will always try and guide guests towards fitting into the community and creating a harmonious atmosphere on site but there can be clashes from time to time.  We have only ever had to ask a handful of visitors to leave early due to disruption, and it has only ever been after a conversation and a number of ‘chances’, however we do reserve the right to ask you to leave site if you refuse to listen to our concerns.  We understand that you are on holiday and we want to help you enjoy your stay, however our duty is to the campsite as a whole and we will deal with unwarranted guest disruption swiftly and appropriately in a fair manner.

 

Customer complaints/comments

Should you have any questions or queries or experience any problems during your stay, please raise this with a member of staff as soon as possible so that we can help you. Out of hours, messages can be left in the office post-box or you can telephone the out of hours telephone displayed on the office window. We are unable to rectify a problem once you have left the campsite.

Our team is very dedicated and will be ready to help if you are dissatisfied in any way, we ask that you work with us to resolve any issues – respect and understanding will be met with the same.

 

If you have any questions, then please get in touch.

Thank you

The Meadow Farm team.