Ty Clwyd Letting Policy

Girlguiding Clwyd raised funds to purchase, design and develop its centre in Llanfair TH for the purpose of letting the centre to Guiding within the County.  The County has moved forward and now provides the opportunity for the site to be hired by the local and wider community.  The following identifies the policy of the County in letting the site to all Girlguiding, Scouting and other organisations, to ensure that it makes the Ty Clwyd site, the house and campsites, available to as many users in the community as possible.

PLEASE NOTE

Daily use of the centre

  • Day Hire - Hirers may enter the building from 8am on the morning of the hire and must vacate the building by 5pm
  • Morning Hire – Hirers may enter the building from 8am and must vacate the site by 12.30
  • Afternoon Hire – Hirers may enter the building from 1.30pm and must vacate the site by 5pm
  • Evening Hire – Hirers may enter the building from 6pm and must vacate the site by 10.30pm
  • Any changes to these times must be agreed with the booking secretary.

Overnight bookings

Entry to the house is from 3pm on the day of arrival and hirers are expected to vacate the site by 12 noon on the day of departure.
Earlier arrivals or later departures outside the allotted time may be requested through the booking secretary. However, such requests must be made at the time of booking or at least 2 weeks in advance of arrival. A charge for this extra time will be made.
The site facilities may be booked at any time; however, it is important to note that prices are reviewed on an annual basis and changes are generally made from 1st January. Girlguiding Clwyd reserves the right to change its prices when appropriate and these charges will be attributed to the hirer.
Provisional bookings will be accepted; however, the confirmation and the non-returnable deposit must be sent within 2 weeks of the provisional booking or the reservation will be deemed to be cancelled.

Weekend bookings

At weekends users must vacate the site by 12 noon on the Sunday. If hirers wish to stay later then it must be with prior agreement of booking secretary and a fee of £10 will be charged.

We take bookings on trust and expect hirers to pay for the full number of people staying at the site.

1. Payment

  • Deposits are strictly non-refundable
  • Payments must be made by cheque.
  • Cheques must be made payable to “The Girlguiding Clwyd – Ty Clwyd”.
  • All monies and bookings must be posted to the booking secretary, PO Box 165, Hawarden, Deeside, CH5 9AD
  • Receipt of deposit confirms the booking. All bookings are provisional until the deposit is received.
  • Final numbers and the full balance must be received no later than two weeks BEFORE the date of the event
  • If the hirer for overnight stay wishes to enter the building before the allocated time of 3pm an extra fee of £10 will be charged. Payment must be at time of deposit but paid separately.
  • If the overnight hirer wishes to vacate the building after the allocated time of 12 noon an extra fee of £10 will be charged. Payment must be at time of deposit but paid separately.
  • Any variations to allocated times must be with the prior agreement of the Bookings Secretary

2. Alteration or cancellation of bookings

  • Provisional bookings will be held on our system for a maximum of two weeks from the date of enquiry.   
  • Provisional bookings may be cancelled at any time by the hirer during the two-week period stated above by email or letter.
  • In the case of cancellations made up to four weeks before the event, Ty Clwyd will refund any balance paid. However, Ty Clwyd will not be able to refund your deposit.
  • Cancellations or alterations to numbers made less than four weeks before the event are not eligible for a refund. However, a booking may be carried over to a later date at the discretion of the Ty Clwyd management committee.
  • If Ty Clwyd is unable to honour a booking due to staff shortages, structural problems or other unforeseen events which would force the centre to close, every effort will be made to transfer the booking to an alternative date. If no alternative can be found, a full refund, including deposit, will be provided.

3. Damage

  • Group leaders are responsible for the conduct of their groups while visiting Ty Clwyd and the campsites.
  • All accidental damage (in the house or the campsites) must be recorded on the appropriate form.
  • Damage to any equipment, fixtures or fittings caused wilfully or through misuse or inadequate supervision will incur a repair charge to the group responsible.
  • Ty Clwyd reserves the right to refuse bookings from any group with outstanding charges for damage on their account.

4. General

  • Ty Clwyd and Girlguiding Clwyd accept no liability for injury to persons or loss or damage to property while on Girlguiding Clwyd property.
  • Whilst we will endeavour to do our best to keep our hirers informed, Ty Clwyd is not responsible for schedule changes made by external parties.

For queries regarding these terms, please contact the Ty Clwyd booking secretary at PO Box 165, Hawarden, Deeside, CH5 9AD