Amended Beach Hut Terms and Conditions for 2020-21 season impacted by the Coronavirus crisis

 

What these terms and conditions cover

This policy will cover the period from 28th March 2020 to 26th March 2021 but is applicable only to beach hut bookings made before 27th March 2020 (i.e. bookings paid in advance of the year).

The Town Council closed the beach huts and the booking system on Monday 23rd March 2020.

The beach huts will re-open again at a time when government advice allows. The standard terms and conditions for beach huts will apply for huts booked after 28th March 2020.

These amended terms and conditions replace our standard booking regulations 2, 3 and 4 (see below*) for the period identified above.

This amended policy will be applicable only up to 30th September 2020 when no further booking transfers will be possible due to the opening of the 2021-22 booking period. In addition, standard terms and conditions will be applicable once again for all cancellations and refunds.

Recognising that the impact of the Coronavirus on Swanage beach hut bookings is far from clear at the time of writing, this policy will be reviewed regularly and any amendments published on our website: www.swanage.gov.uk

All other standard terms and conditions remain unchanged.

 

Amended terms and conditions

Four options are available with regards to cancellations, refunds and transfers. In these circumstances, our normal administration fee will be waived. The options are as follows:

·         Option 1:   Transfer to same period next year

·         Option 2:   Transfer to alternative period later in the year

·         Option 3:   Full refund

·         Option 4:   Pro-rata refund (for bookings of three consecutive weeks or more)

 

Option 1: Transfer to same period next year

The Town Council will permit a transfer of your booking to the equivalent period and in the same hut for next year (2021). This is our preferred solution. If you decide to transfer into next year and later decide to cancel or make a change, our standard terms and conditions will apply.* It should be noted that the Town Council has not yet considered 2021-22 hire fees. However, if you decide to transfer your booking into next year, we will not request or refund any payment from you if the fees have either increased or decreased.

Unfortunately, we are unable to offer an equivalent transfer for those customers who are renting a beach hut at the Spa. This is because we are planning to close the Spa and Spa Retreat Beach Huts in March 2021 to develop a new series of beach huts and public amenities as part of the hill re-stabilisation. While this still very much remains the plan, it is possible that once the dust starts to settle from the Coronavirus crisis, we may need to review this. If this is the case, we will contact you directly.

Option 2: Transfer to later period this year (2020-21)

The Town Council will allow one transfer of your booking to a later period in the current booking year, although this will be subject to availability. A refund of the difference will be made to you if the booking is less than the previous booking. If the booking is of a higher value, we will request that the additional amount is paid before the booking is confirmed. If you later decide to cancel or change your booking again, our standard terms and conditions will apply.*

Option 3: Full refund

If you wish, we will make a full refund with no administration fee. Please see below how you can claim this refund.

Option 4: Pro-rata refund (for bookings of three consecutive weeks or more)

For those customers who have hired a beach hut for three consecutive weeks or more, which falls partly both inside and outside of the closed period, a pro-rata refund will be offered, which will be based on the beach hut charge for the closed period. Therefore, if the booking period is under three weeks, either a full refund or transfer will be offered.

This option is primarily aimed at those customers who have long hire periods.

Please note the following conditions:

  • Pro-rata refunds will not be provided until after the beach huts are formally declared open to the public. While this will be based on government advice, the Town Council reserves the right to formally open the beach huts at a time that it feels is appropriate to ensure the safety of residents
  • The Visitor Services Manager will consider all requests for a pro-rata refund which sit outside the closed period on an individual basis

How do I claim my refund or transfer?

We would prefer to receive correspondence using the online form we have set up for this purpose which can be found here: Online application form 

This is because we require notification of all cancellations, refunds or transfers.

If you do not have access to the internet, we can accept a letter containing the relevant information as follows (address at the bottom of the page).

·         Full name of person that the booking was made in

·         Date of booking period (from and to)

·         Invoice number of booking

·         Which option would you like (you can only choose one)

o   Transfer to next year

o   Transfer to later in the year (we will contact you to discuss)

o   Full refund

o   Pro-rata refund (we will contact you to discuss)

·         How did you pay – please advise?

o   Cash

o   Online – please provide PayPal reference number

o   On the phone or in person using a card

 

The table below shows the methods we will use to make refunds to you:

 

Payment type

How will we issue a refund

What you need to send us

Cash

BACS

Account No. and Sort Code of an account we can make payment to

Online (PayPal)

PayPal

PayPal reference number

Credit/Debit Card (either over the phone or in the Swanage Information centre)

Directly back on your card

Our staff will ring you to make a refund over the phone to the same card you used for the original booking

 

Each cancellation, refund or transfer will require approval by the Visitor Services Manager.

We would be grateful if you bear with us in these difficult times. We are expecting a significant number of refund requests, but please rest assured that we will deal with all of these in a professional manner as quickly as we can.

 

Our contact details

Swanage Information Centre

The White House
Shore Road
Swanage
BH19 1LB

01929 766018

welcome@swanage.gov.uk

 

* Standard terms and conditions

2.    Full fees are payable on confirmation of booking. Refunds will not be made in respect of a cancellation received less than 30 days before the booking date.

3.    An administration charge of £20.00 or 15% of the total booking fee, whichever is the greater, will be made in the event of any cancellation or change of booking when requested by the hirer.

4.    Bookings not claimed 48 hours after 10.00am of the start of the Licence period will not continue to be reserved, unless the Swanage Information Centre has been advised of any extenuating circumstances.

 

14th April 2020

 

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