By making a booking for A Court Beyond the Mountains 25-27 June 2027, you agree to the following booking terms and conditions. Please read them carefully before booking.
1. Your booking & lead guest
One person must make the booking on behalf of everyone included within that booking. This person will become the lead guest and our main point of contact.
The lead guest is responsible for ensuring that all members of their party are aware of these booking terms, the weekend information provided and our general site rules, and agree to follow them.
The number of guests selected when booking must be the number attending and must not exceed the stated capacity of your chosen accommodation.
2. What your weekend includes
Your booking includes two nights’ accommodation at Erw Glas, together with the activities, experiences, instructors and materials included within the published weekend programme.
It also includes Friday evening pizza, Saturday evening BBQ and the refreshments stated within the programme.
Breakfast, lunch, additional drinks, travel to and from Erw Glas and personal purchases are not included unless specifically stated otherwise.
3. Deposits & final payment
You may choose to pay for your booking in full at the time of booking or secure your booking with the stated deposit.
The remaining balance must be paid no later than 2 April 2027, 12 weeks before the weekend.
We will contact the lead guest regarding payment of the outstanding balance. If the balance remains unpaid after the payment deadline and following a payment reminder, we reserve the right to treat the booking as cancelled and apply the cancellation terms below.
If you would like to pay your balance early or discuss making additional payments before the balance date, please contact us.
4. If you need to cancel
We understand that sometimes plans change. Cancellations must be made by the lead guest in writing.
Our cancellation charges are as follows:
Cancellation received | Cancellation charge |
More than 12 weeks before arrival | £25 administration charge |
8–12 weeks before arrival | 50% of total booking price |
4–8 weeks before arrival | 75% of total booking price |
Less than 4 weeks before arrival | Up to 100% of total booking price |
Cancellation charges are intended to reflect the costs and losses arising from a cancelled booking. Where we are able to resell your accommodation/places, we will take the amount recovered into account and refund any amount due to you, less the £25 administration charge and any reasonable, unrecoverable costs or losses resulting from your cancellation.
5. Transferring your booking
If you can no longer attend, you may request to transfer your complete booking to another person or group rather than cancelling.
Please contact us before arranging a transfer so that we can update the lead guest and registration details.
Transfers must be like-for-like. For example, a four-person Family Shepherd’s Hut booking must be transferred as the same four-person booking. We cannot reduce guest numbers, change accommodation or divide one booking between different parties as part of a transfer.
6. Changes to the weekend programme
The published itinerary gives you a really good idea of the weekend we have planned, but running an outdoor retreat in North Wales occasionally requires a little flexibility!
Activities, instructors, timings, locations, menus or the order of the programme may need to change because of weather, instructor availability, safety considerations or other circumstances outside our reasonable control.
Where an advertised activity cannot reasonably or safely take place, we will make every reasonable effort to provide a suitable alternative.
7. Weather
Some of our weekend takes place outdoors.
Activities may therefore be moved, adapted, rescheduled or substituted if weather conditions make the original activity unsafe or impractical.
A little Welsh rain won’t stop our adventure, but guest and instructor safety will always come first.
8. If we have to cancel the weekend
In the unlikely event that Erw Glas cancels the entire weekend, you will be offered a refund of monies paid to us for the cancelled retreat, subject to your statutory rights.
We recommend that guests have appropriate personal travel insurance to cover their own circumstances and costs, such as travel arrangements and extra costs incurred.
9. Age restrictions
A Court Beyond the Mountains is designed as an 18+ weekend due to the mature themes contained within the books that inspire the event and the nature of some of the conversations and activities.
If you have an older teenager who has read the books and you believe would be comfortable with the themes and atmosphere of the weekend, please contact us before booking to discuss whether attendance would be appropriate.
Anyone under 18 who has been expressly accepted must remain the responsibility of the accompanying adult.
10. Dogs
Although Erw Glas normally welcomes dogs in selected accommodation, A Court Beyond the Mountains is a dog-free weekend due to the nature of the activities and programme.
Please make alternative arrangements for your four-legged Inner Circle members.
11. Accessibility & mobility
Erw Glas is a rural camping and glamping site and is not fully wheelchair accessible.
The site includes gravel, grass and uneven ground, and there is some walking between accommodation, facilities and our main event area. Our toilet and shower facilities have wider doors and grab rails but are not fully wheelchair accessible.
Many activities can be adapted and guests are welcome to participate at their own pace or sit out an activity.
If you have limited mobility, accessibility requirements or concerns about whether the weekend will be suitable for you, please contact us before booking. We are very happy to explain the site and activities so you can make an informed decision based on your individual needs.
12. Food, dietary requirements & allergies
Menus will be sent to guests before the weekend. At this point you will be asked to select your food options and tell us about any dietary requirements or food allergies.
Please provide this information by the deadline given so that we have time to discuss any particular requirements with you before arrival.
Food is prepared and served in an environment where multiple allergens are handled. If you have a food allergy, please contact us so that we can discuss your individual requirements and our food preparation arrangements with you.
13. Activities, health & safety
No previous experience is required for the weekend activities.
Guests must follow the safety instructions given by Erw Glas staff and our activity instructors. You are responsible for deciding whether you are able to participate in an activity and should make instructors aware of anything relevant to your safe participation.
We reserve the right to prevent or stop participation where we or an instructor reasonably believes continuing would create a safety risk.
14. Alcohol & behaviour
Alcohol will be available during the weekend.
Guests are responsible for drinking responsibly. Anyone who appears intoxicated may be refused alcohol and/or prevented from participating in an activity where doing so could present a safety risk.
We want A Court Beyond the Mountains to be a relaxed, welcoming weekend. Abusive, threatening, discriminatory, dangerous or seriously disruptive behaviour towards other guests, staff or instructors will not be accepted.
15. Erw Glas site rules
Our usual site rules continue to apply throughout the retreat, including rules relating to quiet hours, smoking, fires, BBQs and guest safety.
Guests are responsible for treating their accommodation, site facilities and equipment with reasonable care and may be responsible for damage caused deliberately or through negligence.
16. Photography & filming
Photographs and short videos may be taken throughout the weekend to capture the event, share memories with our guests and promote future Erw Glas events.
If you would prefer not to appear in photographs or video used for promotional purposes, please contact us before the weekend or speak to us when you arrive so that we can make reasonable arrangements and ensure our team is aware.
17. Personal belongings
Guests are responsible for their own personal belongings during the weekend. Please take reasonable care of valuables and don’t leave them unattended in communal areas.
Nothing within these terms excludes or limits liability where it would be unlawful for us to do so.
18. Problems during your stay
If something isn’t right during the weekend, please tell us as soon as possible so that we have an opportunity to help or put things right while you’re here.
19. Contact
Questions about your booking, cancellations, transfers, accessibility or dietary requirements should be directed to Erw Glas Glamping & Camping using the contact details provided on our website and booking confirmation.
Your statutory rights are not affected by these terms and conditions.