Club site rules
We want people to enjoy their holidays as much as possible. Our Club Site Rules are there to make everyone’s life a little more relaxing and encourage site users and visitors to show consideration for others. We’re sure you’ll agree most of these are common sense.
The Caravan Code, The Countryside Code and Club Site Rules are things you’ve already agreed to follow as a member. There may be others that are specific to certain sites, but you’ll find out about them on our website or when you arrive. Seasonal, storage and base pitches have separate booking terms and conditions.
Throughout we refer to the term ‘outfit’ - a term which is generally used to refer to a towing vehicle plus any trailer (including a caravan) or a motorhome.
1. Entering the site
a. Arrival time on site is normally after 1pm and before 8pm. Please check individual sites for exact times, as these may differ.
b. The Site Staff have the right to refuse entry to the site wherein the Site Staffs’ opinion a breach of Club Bye-Laws, health and safety and/or Club Site Rules may occur.
c. Once you arrive on-site with your outfit, you can take your pick of the available pitches for the pitch type that you have booked. If you have a large or very heavy outfit, you may need to be allocated a specific pitch. Please refer to individual sites for the maximum length of outfit. Please check with the site before you arrive that there’s a suitable pitch available for large or heavy outfits and awnings wider than 2.5 meters. If there isn’t, you will not be able to stay on site. There may also be times when we have to allocate your pitch due to site layout or ground conditions.
d. Please have your membership card handy when you arrive on-site as this will need to be shown. If you do not have your membership card, you will need to show ID confirming your name and address. We reserve the right to refuse access to members who cannot provide this
e. When you arrive at the site, please see the Site Staff and pay your pitch fees for your stay. Please note that your membership will allow you to make one booking on one pitch (of any type) per night. If multiple bookings on the same or different sites are required, the same number of memberships will need to be taken out and paid for to cover the relevant number of pitch bookings. Once you have set up your pitch, please promptly return to the office to advise your pitch number and collect your barrier card and any keys (where applicable).
f. Anyone visiting someone staying on-site will need to see the Site Staff on arrival to ensure their stay is safe. The Site Staff may allow visitors’ cars to be parked within the pitch they’re visiting. If staying overnight a fee for both visitors and their cars will be charged. The Club reserves the right to restrict visitors on site from time to time.
g. Site Staff are also responsible for the security of the site, please refer to ‘Keeping Safe on Club sites’.
a. If you need help, advice or have any difficulties please ask the Site Staff. They are responsible for the smooth running and safety of the site and for making your stay as enjoyable as possible.
b. So everyone can enjoy holidaying on site, please follow the Site Staff’s requests and all notices and instructions. Your health and safety is important, so please take care of yourself and others on the site.
c. If anyone on site disregards these rules and disrupts the enjoyment of others, the Site Staff have the right to ask them to leave the site.
d. Compliance with our Club Site Rules is a condition of membership and a condition of site usage for members and non-members. Those not complying may be reported to the Head of Membership Services. Their membership and access to any of the Club sites and services may be suspended. This could lead to termination of membership. If this happens, refunds of site fees may only be paid by Head Office. Applications for refunds should be addressed to the Head of Membership Services at East Grinstead House.
e. In the unfortunate case of a complaint, please see the Site Staff first as it is important that they are given the opportunity to resolve a difficulty whilst you are on site. If the problem can’t be resolved, please email firstname.lastname@example.org or write to the Club at East Grinstead House, preferably within 31 days of your departure date. If complaints are received after this time, this may affect the level of investigation that can be completed and therefore the outcome of your complaint.
f. From time to time, we may need to introduce new guidance or processes, possibly at short notice, to comply with changes in government guidance or legislation. Everyone on site would be expected to comply with these changes to ensure the safety of all site users and staff. Failure to do so could lead to you being asked to leave the site.
3. Behaviour on site
a. Please make sure you, and anyone staying with you, respect the comfort, privacy and convenience of other site users. When you’re on site, please don’t behave in a way that discredits the Club. Verbal or physical abuse won’t be tolerated. This will result in you being asked to leave the site and your membership may be suspended.
b. If you have children with you on the site, you are responsible for their supervision.
c. To ensure that property is not damaged whilst on-site, no loose ball games are allowed on or near pitches. Please ask the Site Staff if there is anywhere suitable to accommodate these games.
d. Please respect other members’ privacy and do not cut across or behind occupied pitches.
e. The use of pools, jacuzzis or other similar items are not permitted.
a. Be mindful of the noise levels on your pitch at all times, ensuring in particular that you do not disturb other guests after 10pm.
b. Please think of others and keep musical instruments, radios, televisions and so on at a considerate noise level. Generators should also be used with consideration for others, so please don’t operate them between 6pm and 9am.
c. During your stay there may be some grass cutting and grounds maintenance carried out to keep our sites up to the standard you would expect. We will aim to do this when least likely to cause disturbance, but some noise may be unavoidable.
5. Using your pitch
a. The maximum time you’re allowed to stay on site is 21 consecutive nights, with a 2-night gap before you can return to the same site. However, there are a few sites where you may be asked to vacate for longer periods. Please ask individual sites for clarification.
b. On most pitches, outfits may be pitched nose or tail in. The Site Staff will advise you where your outfit should go in relation to the marker. If you wish to pitch in any other way please ask the Site Staff.
c. To avoid the spread of fire, there must be at least 6 metres spacing between facing walls of adjacent caravans, motorhomes or trailer tents and a minimum clear space of 3 metres between adjoining cars/awnings/tents in any direction.
d. To show consideration for others, please leave your pitch clean and tidy on departure.
e. Site Staff must be informed if you intend to leave your outfit unoccupied overnight unless you are using a designated seasonal pitch. Normal booking rates will apply to the unoccupied period.
f. If you have a motorhome and you’re leaving the site for a while, save your pitch by clearly marking it as occupied.
g. Most Club sites pitches offer a pitch allocation of 16 amps. Please consider the number of electrical appliances in use at any one time; over usage is often the cause of power trips and failures onsite – see the Technical Advice section for further guidance.
6. Using awnings or tents
a. On pitches with awning space you can erect an awning. You may also put up a tent for extra sleeping accommodation, or a specially designed toilet or cooking tent, provided the main outfit is occupied, but please keep them within your pitch area. Please also refer to rule 5c.
b. Please protect the pitch grass by lifting your groundsheets and side flaps of awnings, tents or annexes at frequent intervals or as required to by Site Staff.
c. On non-awning pitches, wind out canopies may be used as long as the fire spacing gap is maintained. All canopies must be sufficiently secured or wound back in at night, when off site or as requested by Site Staff. Please also refer to rule 5c.
a. You may only empty the contents of chemical closets at the disposal points provided.
b. Please wrap disposable nappies and similar bulky items in a bag and place them in the bin provided. Please don’t put them in the toilets or chemical closet emptying points.
8. Waste water
a. Please collect your waste water in a suitable container and empty it at the disposal point provided. Please don’t allow it to overflow.
b. Please do not carry out a full scale washdown of your outfit on site, unless there is a specific wash down area. However, we do permit day to day mirror/screen/lights cleaning with a bucket, sponge and very light detergent i.e. to make road safe, providing the water from the bucket does not get thrown over the outfit onto the pitch. Full scale washdowns on the pitch can cause damage to other outfits, drainage issues and pitch damage.
9. Rubbish disposal
a. Please recycle as much of your rubbish as you can in the appropriate areas. Please note that recycling arrangements may vary from site to site.
b. If you need to use medical equipment which results in clinical waste you must provide your own safe means of disposal and take these items off-site for disposal.
10. Fire precautions
a. As soon as you can after you’ve arrived, get to know the site’s fire safety precautions and locations of fire points. Please refer to ‘Keeping Safe on Club Sites’.
b. You must not light fires on the site.
c. For everyone’s safety, please make sure your electrical equipment complies with all the current British Standards and Regulations. We’re responsible for the safety of electrical points up to socket outlets, so cables, plugs and all equipment connected to them are your responsibility.
a. If barbecues are permitted on-site, please make sure you keep smoke and fumes under control so you don’t annoy your neighbours.
b.Your barbecue must be raised off the ground enough to reduce fire risk and avoid grass damage.
12. Dogs and other pets
a. You are responsible for your pet’s behaviour. Pets must either be contained securely within your unit, a vehicle or a purpose designed cage OR secured by a lead not more than 2 meters long. Please exercise your pet in the dog walk/areas, where provided and always clean up after your pet.
b. Unless you have an assistance dog, pets aren’t allowed in all communal areas including toilet blocks, laundry rooms or swimming pools.
c. Please see our ‘You and Your Dog’ information leaflet for further advice.
13. Site roads
a. Please drive your vehicle with particular consideration for pedestrians, including children and other vulnerable road users, who have priority over vehicles on our sites’ roads. You must have a full current driving licence, insurance for the vehicle driven and follow the principles of road safety. Cars and motorhomes must have a valid road fund licence. Vehicle speeds should not exceed 5mph (that’s 1st gear), and one way systems should be followed at all times. Please remember that other members’ pitches are strictly ‘no-go’ areas.
b. Non-motorised recreational ride on equipment is allowed on sites although consideration should be shown to other visitors at all times when using this equipment. No ride on equipment is permitted on site between the hours of dusk and dawn, as determined by the Site Staff. Please observe any no ride on signs on site, such as around toilet blocks, and ensure that children are supervised at all times. Remember that the principles of road safety should be observed and special care should be taken when cycling on and off roadways. Please ask the site staff about designated cycle routes nearby.
There has been an increase of motorised and battery operated recreational equipment on site, these are acceptable for use on sites for moving between pitches and facilities or for use by disabled and mobility restricted guests to allow them to access the relevant areas of the site as required. They need to be operated in line with the traffic management system and abide by the speed limit and users must show consideration for other visitors at all times when using the equipment.
14. Booking your pitch in advance
a. We are not able to reserve specific pitches.
b. On your arrival day if you are delayed for any reason during your journey and think you may arrive after 8pm, please call the site to inform them, otherwise your booking may be cancelled. If you want to pitch in a late night arrival area, you must discuss this with the Site Staff in advance of arrival. Late night arrivals areas can only be used if you have a booking for the same day, and you will be charged per person.
c. Bookings must be made in the name of the person who is going to be staying on-site.
d. We ask that if you are unable to take up your site bookings that you give as much notice as possible when cancelling or amending so that others can take advantage of the pitch. The minimum notice required for any cancellation is currently 72 hours from 12 midday on your arrival date. Visitors who cancel inside 72 hours, or fail to arrive at a booked pitch on more than one occasion between 1 January and 31 December will be contacted by the Club. Persistent late notice cancellations may result in a 14-day membership suspension and the cancellation of any forward bookings.
e. We may make changes to our booking terms and cancellation and amendment terms. In the event that we do so, we may request that members and non-members with existing bookings adopt the new terms. We will endeavour to provide adequate advance notification in writing and members and non-members unwilling to accept the changes will have the option of cancelling their booking at their discretion at no cost.
15. Leaving your pitch
a. Pitches should normally be vacated by 12 midday. Please check individual sites for exact times, as these may differ.
b. If you’d like to remain later on-site, not necessarily on your pitch, have a word with the Site Staff. Be aware that charges may apply if you stay beyond 4pm.
c. We understand that members and non-members sometimes wish to leave site earlier than originally planned. We ask you to inform the Site Staff before 12 midday, 72 hours prior to the new departure date. This enables us to make the pitch available to other visitors. Failure to do so will incur a charge of the first cancelled night. The Club reserves the right to change this policy during the season.
a. We accept no liability for any injury, loss or damage to property or person while on our site because of events beyond our control. This includes injury, loss or damage that occurs subsequent to an event but happened as a result of an event beyond our control. Events beyond our control include but are not limited to: fire, adverse weather (including flood, storm, hail), explosions, break-in, theft, criminal damage, riots, industrial action, natural or nuclear disasters, epidemics, pandemics, war or threat of war, actual or threatened terrorist activity.
b. We cannot take responsibility for, or pay compensation because of, events beyond our control.
c. We accept no liability for any accident, injury, loss or damage to any property or person while on our site unless the cause can be evidenced to be due to our negligence.
17. Security of your property
a. The belongings you bring with you are your responsibility during your stay with us.
b. You must lock the outfit and vehicle securely and remove valuable items when not in attendance.
c. If you choose to bring your own bike we strongly recommend that you have specific insurance that will cover your bike if stolen.
18. Damage to our property
a. If you cause any damage to our property, accommodation, articles or facilities, we will recover from you the cost to repair or replace the damaged item/s. This will include any call out charges that are required to assess the damage and/or to repair/replace the property.
b. If damage is caused to our property while on-site, you must make the Site Staff aware as soon as possible and provide details of the circumstances and cause of the damage.
c. Unless it is possible to take payment for the cost of damage at the time of reporting, we will contact you in writing once we have been made aware of the costs involved to repair or replace the damage, and explain how to reimburse us.
19. Damage to your property
a. If damage is caused to your property while on-site, you must make the Site Staff aware as soon as possible and provide details of the circumstances and cause of the damage.
b. We will contact you in writing once we have been made aware of the incident. If we consider we are liable for the damage we will ask you to provide a repair/replacement estimate.
c. We may require you to obtain alternative estimates if we consider the estimated cost of repair is unreasonable.
d. Where it can be proven that we have acted negligently we will reimburse you for the repair or replacement of the damaged property subject to agreement to estimates for the repairs or evidence of value.
e. We will not pay for any damage caused by another member, visitor or third party (unless acting on our behalf) while on site. Please be aware that we are not able to provide details of other members/visitors / third parties due to data protection.
Please remember to check booking policies with Affiliated Sites at the time of booking as these may vary from Club-owned and managed sites.