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Seasonal and base pitches terms and conditions 2023/24

1. DEFINITIONS
1.1 The following definitions shall apply in this document, in addition to the Club Bye-Law’s:

  • 'Base Pitch' means a Seasonal Pitch available for hire for a 12-month period, subject to the Club Terms and Conditions.
    Note: Base Pitches are being phased out and no new bookings can be made;
  • 'Club' means The Caravan Club Limited, whose registered number is 00646027, trading as the Caravan and Motorhome Club, and whose registered office is at East Grinstead House, East Grinstead, West Sussex RH19 1UA;
  • 'Club Bye-Laws' means the document entitled ‘Club Bye-Laws’ which can be found in the latest edition of the Sites Directory & Handbook and on the Club website at www.camc.com;
  • 'Club Terms and Conditions' means:
    (i) these Seasonal and Base Pitches Terms and Conditions 2024/25;
    (ii) the Club Bye-Laws;
    (iii) the Club Campsite Rules;
  • 'Pitch' means a demarcated area of a Site, for the location of an Outfit for recreational purposes as permitted by the Club Terms and Conditions;
  • 'Seasonal Pitch' means a pitch made available by the Club to Members for hire for a specified period, subject to the Club’s Terms and Conditions;
  • 'Campsite' means a location for use as a caravan campsite operated by the Club which may contain Base and/or Seasonal Pitches;
  • 'Campsite Rules' means the document entitled ‘Club Campsite Rules’, which is published in the latest edition of the Sites Directory & Handbook and on the Club website at www.camc.com;
  • 'Site Staff' means the Site Manager/General Manager or Assistant Site/General Manager of a Campsite.
  • 'Family Member' means a Family Member, as defined in the Club Bye-Laws;
  • 'Joint Member' means a Joint Member, as defined in the Club Bye-Laws;
  • 'Member' means a Member of the Club, as defined in the Club Bye-Laws;
  • 'Outfit' means the caravan/motorhome/trailer tent etc.

2. APPLICATION OF TERMS AND CONDITIONS
2.1 The Club’s Terms and Conditions apply to Members only, who hire a Seasonal or Base Pitch.

3. ALLOCATION OF PITCHES
3.1 From 12 midday, four days prior to the commencement date of the Seasonal Pitch hire period, you can call the Campsite and select your preferred pitch number. Pitches will be allocated on a “first come, first served” basis.  When arriving for the first time on a Campsite to take up your Seasonal Pitch, on the day of arrival, please discuss arrival times with the site teams.
3.2 The preferred pitch number will be reserved for you for a period of 4 weeks from the commencement date of your booking. If you have not brought your Outfit onto the Campsite within this time period, we reserve the right to offer your preferred pitch number to another Seasonal Pitch holder.
3.3 If you book more than 1 set of dates at a Campsite, we cannot guarantee that the same pitch number will be available for each booking.
3.4 For operational reasons we may have to change the pitch numbers allocated to Seasonal Pitch bookings at any point after you reserve your pitch. We will notify you if this happens and will work with you to find a suitable alternative pitch. Please refer to paragraphs 3.6 and 3.7.
3.5 If on arrival at a Campsite you wish to change pitch number, you may be able to move to any designated Seasonal Pitch which has not been reserved by another Member.
3.6 If you decide that your preferred pitch is not suitable, and we are unable to offer any alternative pitches which are acceptable to you, you can cancel your Seasonal Pitch. Please refer to paragraph 7.
3.7 When Member selection of a Seasonal Pitch at any point in the hire period is not possible for operational reasons, the Site Staff will allocate your pitch.
3.8 Subject to paragraph 3.5 and paragraph 3.6, you are welcome to take your Outfit away from the Campsite at any time during the Seasonal Pitch hire period to use it elsewhere, and to return it to the same pitch number. Normal pitch and per head fees will apply if a touring pitch is booked on another Club Campsite during the Seasonal Pitch hire period.
3.9 At some Seasonal Campsites whereby Members who wish to book contiguous or multiple seasons at the same Campsite, will be prioritised over Members who only wish to book a limited number of the seasons available. This provides a better service to Members as it enables full seasons to be booked by the same Member.
3.10 The number of available pitches may change from year to year, or vary in different booking periods within a year, due to touring pitch demand.

4. USE OF OUTFITS ON A CAMPSITE
4.1 Seasonal and Base Pitches are available for recreational purposes only and not for residential or business purposes.
4.2 The maximum time guests are allowed to stay on a Campsite varies depending on each Campsite and is usually either 21 or 28 consecutive nights, with a 2 night gap before guests can return to the same Campsite. However, there are a few Campsites where guests may be asked to vacate for longer periods in between stays. Please ask individual Campsites for clarification. If you don’t comply with this condition we may terminate the Seasonal or Base Pitch.
4.3 At the start of each stay, you must notify the Site Staff of your arrival, and pay for any additional guests (see paragraph. 4.4). After each visit, please return your barrier card (where applicable) to reception and inform the Site Staff of your departure
4.4 The Seasonal or Base Pitch fee allows use of the Outfit only by the Member (including, Lead, Joint or Family) under whose Membership the booking was made, any children up to the age of 17 inclusive, and electric hook-up, where included in the fee. Friends and relatives are welcome to stay with the Member. If there are more than 2 adults staying in the Outfit, the Member must pay the relevant adult fee per night for each additional adult. See also paragraph 4.6, which explains how the Outfit may be used when the Member is not staying on a Campsite.
4.5 Sub-letting of a Seasonal or Base Pitch to any other person (including a co-owner of the Outfit or another Member), whether for financial gain or not, is not permitted.
4.6 If one of the Members listed on the Membership on which the booking was made is not present, the Outfit may only be used by friends and relatives as if it were booked onto a touring pitch. The friends or relatives must report to the Site Staff on arrival and pay the relevant pitch and per head fees to the Site Staff, plus the non-member supplement if applicable. If the Outfit is at a members-only Campsite, any friends or relatives must also be Members of the Club.
4.7 Seasonal Pitch holders wanting to stay on a touring pitch prior to or after taking up the Seasonal Pitch would need to leave the Campsite for a specified period in between pitches, i.e. 28/21 consecutive nights with a 2 night gap before returning, any stay under 28/21 nights would require a 1 night gap before returning.

5. BOOKINGS AFTER START DATE
5.1 If a Seasonal Pitch is booked after the advertised start date of the pitch, the amount due will be calculated on a pro rata basis and payment will be taken at the time of the booking confirmation (or as soon as possible thereafter).
5.2 Seasonal Pitch bookings made after the start date can commence up to 28 days in future (but see paragraph 5.3 below).
5.3 Seasonal Pitches cannot be booked if there are less than 28 days remaining until the end date.
5.4 New bookings for Seasonal Pitches which commence in March/April and end in September/October/November will not be accepted after 31 May 2024 (this date is subject to change, due to operational reasons etc.)

6. CAMPSITE FEES
6.1 Seasonal Pitch: arrangements to pay the fee (which includes the prevailing rate of VAT at the time of payment) must be made at the time of booking. Full payment will be required to cover the period from the agreed start date until the advertised end date of the pitch. We do not accept deferred payments.
6.2 Bookings can be made by completing the Booking Form 2024/25, together with one of the following forms of payment -

  • one single payment by Visa or MasterCard;
  • cheque made payable to the ‘Caravan and Motorhome Club’;
  • one single payment by direct debit;
  • four consecutive equal monthly direct debit instalments.
    (i) Payment by direct debit instalments will not be possible if any of the instalments would fall due after the end date of the pitch. In this case payment will need to be made by single direct debit, Visa, MasterCard or cheque.
    Please note that vouchers cannot be used as a payment method for your seasonal pitch.

6.3 Base Pitch: the annual renewal fee (which includes the prevailing rate of VAT at the time of payment) must be received by 31 December 2023. Payment can be made in one of the following ways:

  • in full by Visa or MasterCard by 31 December 2023;
  • in full by cheque made payable to the Caravan and Motorhome Club, to be received by 31 December 2023;
  • in full by one single payment by direct debit, bank details to be received by 17 December 2023;
  • by four consecutive equal monthly direct debit instalments, bank details to be received by  17 December 2023.
    If the Base Pitch renewal fee has not been received in full or arrangement made for it to be paid by direct debit by 31 December 2023, the Club will be entitled to cancel the Base Pitch and the Outfit must be removed from the Campsite.

    Please note that vouchers cannot be used as a payment method for your Base Pitch.

6.4 The fees quoted are the net value of the pitch + VAT. It is possible that the final payment may exceed the quoted price by a few pence, due to the way the cost is calculated when paying by instalments.

7. CANCELLING A PITCH AND REFUNDS
By a Member
7.1 If a Member cancels a Seasonal Pitch before the start date or less than half way through the hire period, we calculate the unused portion of the fees paid, and refund this amount less a £50 administration fee.
7.2 If a Seasonal Pitch is cancelled halfway or more through the hire period, there will be no refund of any fees paid.
7.3 In the event of an unforeseen closure or long term disruption at the Club Campsite, the Club will review the situation and may offer a credit for amounts paid on a discretionary basis.
7.4 If a Member cancels a Seasonal Pitch booking part way through the stay dates, the Club reserves the right to refuse any requests to reinstate the booking at a later date.
7.5 If a Base Pitch is cancelled at any point throughout the year, we will deduct a £50 administration fee, and refund the remainder of the unused portion of the fees.

By the Club
7.6 If a Member wishes to transfer their existing Seasonal Pitch booking to an alternative Campsite or pitch type, we will refund the unused portion of the fees for the original booking, and payment will be required again for the new Seasonal Pitch booking.
7.7 Campsite Closure: in the event that the Campsite is required to close due to reasons unforeseen at the start of hire, the Club is entitled to terminate the hire of the Seasonal or Base Pitch. Where possible we would aim to give a minimum of 8 weeks’ notice in writing of such. A refund will be given of the pitch fees and any other charges already paid in relation to the period of time after the hire is terminated.
7.8 Emergency Campsite Closure: in the event of an emergency, Government legislation or hazard requiring immediate closure of a Campsite where Members are required to move or arrange for their Outfit to be removed from the Campsite immediately or on very short notice, the Club will use its reasonable endeavours to give as much notice as possible but, if required in the circumstances, will be entitled to terminate the hire of the Seasonal or Base Pitch immediately or on very short notice and move the Outfit off the Campsite. A refund will be given of the unused pitch fees and any other charges already paid.

Breach of Terms and Conditions – by a Member:
7.9 Failure to pay Campsite fees when due may result in suspension of membership of the Caravan and Motorhome Club until such time as all outstanding fees are paid.
7.10 In the event of a serious breach of the Club’s Terms and Conditions by a Member (including failure to pay the relevant fees when due), which is:
(i) not capable of being remedied, or
(ii) capable of being remedied, but which, despite the Member having been notified in writing by the Club of the breach, has not been remedied within 14 days of receipt of such notice,
The Club will be entitled to terminate the hire of the Seasonal or Base Pitch on giving 14 days’ notice in writing, and if the Outfit is on a Campsite we will require the Member to remove the Outfit from the Campsite at the end of the 14 days. A refund will not be available in the event of termination of the hire of a Seasonal or Base Pitch for serious breach by the Member.

Breach of Terms and Conditions – by the Club:
7.11 In the event of a serious breach of the ‘Club’s Terms and Conditions’ by the Club (including failure to provide a Base or Seasonal Pitch for the period booked), which is:
(i) not capable of being remedied, or
(ii) capable of being remedied, but which, despite the Club having been notified in writing by the Member of the breach, has not remedied within 14 days of receipt of such notice,

The Member will be entitled to terminate the hire of the Seasonal or Base Pitch immediately and require the Club to provide a full refund of the pitch fees and any other charges already paid in relation to the period of time after the termination.

8. PITCH USE AND MAINTENANCE
Storage
8.1 Nothing may be stored beneath or around the Outfit or elsewhere on the pitch when the Outfit is not being occupied.
8.2 Pitches should be kept clean and tidy at all times. Assessment of the cleanliness and tidiness of a pitch will be at the Site Staff’s discretion. You will be notified of any uncleanliness or untidiness, and a reasonable period will be allowed for this to be put right. Any borderline cases or disputes relating to cleanliness and tidiness of the pitch will be dealt with in accordance with the Club’s complaints procedure, which is set out in the ‘Club Campsite Rules’ and on the Club website at www.camc.com.
Gardens
8.3 Nothing may be planted in the ground, or grown on or in the vicinity of any Seasonal or Base Pitch. There may be some grass cutting and grounds maintenance during guests’ stay. These are carried out to keep our Campsites up to the standard guests would expect. We will aim to do this when least likely to cause disturbance, but some noise may be unavoidable.
Gas Bottles
8.4 For safety reasons, gas bottles must be kept in the Outfit’s gas locker at all times. When the Outfit is not occupied overnight, please ensure all gas supplies to the Outfit are isolated by turning the valve of all storage cylinders to the off position.
Electric Hook-up
8.5 Seasonal Pitch agreements may include electric hook-up facilities and where this is the case, the fee will be inclusive of electric hook-up. Where an electric hook-up is not available on a Seasonal Pitch a Member may, subject to availability, book an electric hook-up touring pitch, and move to it, incurring the full touring pitch fee and per head charges applicable to that touring pitch (in addition to the fees payable for the Seasonal Pitch). There is no guarantee that the same Seasonal Pitch will be available when the Outfit is returned from the touring pitch.
8.6 When the Outfit is not occupied overnight, please ensure the electric hook-up is disconnected and the electric cable stored safely.
Awnings/Trailer Tents & Other Temporary Structures
8.7 You can put up an awning/trailer tent, but for safety purposes this must be taken down when you leave the Campsite at the end of each visit with the exception of Modbury where awnings can remain in place. This includes other temporary structures, e.g. TV aerials.* Fire safety spacing must be maintained (see ‘Club Campsite Rules’ for details)
8.8 Groundsheets and side flaps of tents and awnings should be raised at regular intervals and/or as requested by the Site Staff to maintain the condition of the pitch.
Cars
8.9 Normal ‘Club Site Rules’ apply to visitor car parking.
Icy Conditions: Grit and Grit Bins
8.10 For those Campsites that remain open during the winter period, please take extra care during icy conditions. Site Staff will usually utilise salted grit in the following areas when conditions require it. Please note, there may be occasions and areas of the Campsite where this does not take place, and therefore it is important that you take extra care and vigilance: –

  • The entrance area to reception;
  • Pathways around toilets/showers, laundry, dishwashing area, information centres and service points.

9. MOVEMENT OF OUTFITS
9.1 On reasonable notice from the Site Staff, you may be asked occasionally to move your Outfit due to maintenance and/or development requirements, including, if required by utility companies, to enable the ground under the Outfit to be 'aired', the grass to grow, grass cutting to take place and tree maintenance.
9.2 In the event of a hazard or emergency, such as fire, high winds, flooding or water logging, the Site Staff may need to move, or arrange for the Outfit to be moved immediately to another area or pitch on the same Campsite or off the Campsite. In such circumstances, the Site Staff will give you as much notice as possible.
9.3 Once the maintenance and/or development requirements have been satisfied or completed or there is no longer a hazard or emergency, you will be entitled to return the Outfit, where possible, to the original pitch. Where this is not possible, you will be required to move the Outfit to another pitch, as comparable to the original pitch as possible. Please see paragraph 7 in relation to cancellation and refunds.

10. STANDARD OF OUTFIT
10.1 Only Outfits in a good state of repair, roadworthy, adequately maintained and clean, will be allowed into and to remain on the Campsite.
10.2 You must have a full current driving licence and insurance for the vehicle driven. Cars and Motorhomes must have a valid road fund licence.
10.3 If the Site Staff feel that the Outfit is not up to standard, you will be advised accordingly and a reasonable period allowed for this to be remedied. Any borderline cases or disputes relating to the standard of the Outfit will be dealt with in accordance with the Club’s complaints procedure, which is set out in the ‘Club Campsite Rules’ and on the Club website at www.camc.com.

11. CHANGES OF OUTFIT, CAR OR PERSONAL PARTICULARS
11.1 To ensure the Campsite security and assist in the administration of the Campsite and Club generally, you must inform the Site Staff as soon as possible of any change of Outfit or vehicle registration number and any changes of address or telephone number(s).

12. GUEST RESTRICTIONS
12.1 In order to maintain the security and safety at all of our Campsites we prohibit users who have been convicted of, or received a police caution for, a sexual offence (listed in Schedule 3 of the Sexual Offences Act 2003) and have been made subject to the notification requirements under the sexual offenders register or a Sexual Harm Prevention Order. If we are made aware that either yourself or a member of your party are subject to these provisions then we reserve the right to terminate your booking in advance or whilst on a Campsite during your stay, without a refund.

13. DATA PROTECTION
13.1 The Club is collecting your personal data for the purpose of providing you with a Seasonal Pitch. Full details of our Privacy Policy which outlines how we process your personal data can be located on our website at the following address: https://www.caravanclub.co.uk/privacy-policy/

14. LIABILITY
14.1 The Club is not liable for any loss of or damage to an Outfit or the contents of such, nor for any actions resulting in death or injury, other than arising from the Club’s, or any of its employees’ or agents' negligence or other breach of statutory duty.

15. DISPUTE/COMPLAINT PROCEDURE
15.1 These Terms and Conditions are governed by English law and any dispute arising between the parties is subject to the exclusive jurisdiction of the courts of England and Wales (unless you live in Scotland or Northern Ireland, in which case you can bring proceedings in your local court under Scottish or Northern Irish law, as applicable).