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Terms & Conditions

PINK MOON PRESENTS

Terms and Conditions

Festival Extras Limited, trading as Pink Moon Presents

1. Introduction

These Terms and Conditions govern the hire of accommodation, equipment, and services from Festival Extras Limited, trading as Pink Moon Presents (“we”, “us” or “our”). By completing a booking with us, you confirm that you have read, understood, and agreed to these terms on behalf of yourself and all members of your group.

Please ensure all information provided at the time of booking is accurate and complete. We cannot accept liability for any loss or inconvenience caused by incorrect or incomplete information submitted by you.

We reserve the right to correct typographical errors, inaccuracies, or omissions on our website or in any communications — including those relating to pricing, product descriptions, availability, or promotions — at any time and without prior notice, including after an order has been placed.

2. Definitions

  • • “Accommodation” means the tent, structure, or other physical items provided under your booking, as described on our bookings page.
  • • “Contract” means the agreement between us and you for the supply and rental of the Accommodation and any associated services.
  • • “Event” means the festival or show at which the Accommodation will be used, as specified on your booking confirmation.
  • • “Lead Booker” means the individual who makes the booking and accepts these terms on behalf of their entire group. The Lead Booker must be aged 18 or over.
  • • “Guest” means any person occupying or accessing the Accommodation under a booking, including the Lead Booker.
  • • “Balance Due Date” means the date six (6) weeks prior to the start of the Event.

3. Age Requirements

The Lead Booker must be aged 18 or over at the time of booking. By completing a booking, the Lead Booker confirms they meet this requirement and accepts these terms on behalf of all Guests in their group.

Guests under the age of 18 are welcome to stay in our Accommodation provided they are accompanied by a responsible adult (aged 18 or over) at all times throughout the Event. We reserve the right to request proof of age from any Guest.

Groups where all members are under the age of 18 will not be accepted. Any booking found to have been made in breach of this requirement will be cancelled without refund, and access to the Accommodation will be refused.

4. Services and Equipment

Full details of all services and equipment we offer are set out on our website and are subject to change without notice. We will make every reasonable effort to supply services and equipment as described at the time of booking.

We cannot accept responsibility for changes to services, facilities, or infrastructure provided by third parties, including the festival organiser or site operator. In the event of water, power, or other utility issues across the festival site, we will use all reasonable efforts to resolve or escalate the problem promptly. However, we cannot guarantee resolution timescales where the cause lies outside our control.

5. Site Location

We are unable to guarantee a specific pitch location or area within the festival site, as our allocation is determined by the festival organiser. The size and layout of our campsite is tailored to reflect the number of confirmed bookings and the land made available to us.

We will always endeavour to communicate site location information to you in advance of the Event where this has been confirmed to us.

We reserve the right to operate lighting, sound, and production equipment in and around our campsite areas as required for operational purposes. Some disruption or noise from our operations or neighbouring festival infrastructure is inherent to the festival environment and does not constitute grounds for complaint or refund.

6. Booking and Payment

6.1 Confirmation

Your booking is confirmed only upon receipt of the required deposit or full payment. A confirmation email and receipt will be issued upon successful payment.

6.2 Balance Payment

The full balance is due no later than six (6) weeks before the start of the Event (the “Balance Due Date”). An automated reminder will be sent in advance of this deadline.

Failure to pay by the Balance Due Date may result in automatic cancellation of your booking, with any deposit paid being forfeited. No exceptions can be made for late payments.

6.3 Late Bookings

Orders placed within six (6) weeks of the Event start date cannot be grouped with or added to an existing order. Payment in full is required at the time of booking for all late orders.

7. Product Specification and Substitution

Images used on our website are representative only. The final products supplied may vary slightly in colour, size, configuration, or appearance. All dimensions and measurements shown are approximate, and while every effort is made to ensure accuracy, minor variations may occur.

In exceptional circumstances, we may need to substitute your booked Accommodation with an alternative. Where substitution is necessary, we will always endeavour to provide an alternative of equivalent or greater specification. If no suitable equivalent is available, we will notify you as soon as practicable and offer you the choice of either:

  • • accepting a suitable alternative we propose; or
  • • cancelling your booking and receiving a full refund of all monies paid.

The choice in such circumstances rests with you. We will not substitute Accommodation without making reasonable efforts to notify you in advance.

8. Data Sharing

By making a booking, you acknowledge and consent to your personal data and booking details being shared with the relevant festival organiser or promoter for the purposes of site management, access, and operational logistics. Please refer to our Privacy Policy for full details of how we handle your data.

9. Festival Tickets

A valid, full weekend camping ticket to the relevant festival is required to access our accommodation areas. Day tickets are not accepted unless you are attending one of our standalone shows (such as Sandringham), where a valid ticket for the relevant show day is sufficient.

We strongly advise against purchasing accommodation with us unless you have already secured a valid festival ticket. We accept no liability for any loss arising from a failure to obtain or retain a valid ticket to the Event.

The festival promoter does not recognise or support the secondary ticket market and is not responsible for granting access to any person in possession of a ticket obtained from an unauthorised source. All tickets are personal to the original purchaser and are non-transferable without the promoter’s written consent.

10. Transfer and Resale of Bookings

All bookings are personal to the Lead Booker and are non-transferable. We do not accept liability for providing accommodation or services to any individual who presents a booking confirmation obtained from a source other than directly through Pink Moon Presents or an authorised agent.

Bookings may not be resold or transferred to a third party without our prior written consent. Any such transfer without consent will render the booking void with no entitlement to refund.

11. Rental Period

The rental period commences on your designated check-in day at the Event and concludes on the final day of the Event, unless otherwise stated in your booking confirmation.

12. Cancellation and Refunds

12.1 Cancellation by You

All cancellation requests must be submitted in writing to: info@pinkmoonpresents.co.uk. The following cancellation policy applies:

  • • Cancellations received more than 180 days before the Event start date: 25% of the total order value is retained.
  • • Cancellations received between 180 and 42 days before the Event start date: 50% of the total order value is retained.
  • • Cancellations received within 42 days of the Event start date: no refund is due.

We strongly recommend that you obtain adequate travel and cancellation insurance to protect your booking against unforeseen circumstances, including festival cancellation by the promoter.

12.2 Cancellation by Us

In the event that we are required to cancel your booking — whether due to circumstances within our control or as a result of the Event being cancelled by the festival organiser — we will notify you as soon as reasonably practicable and issue a refund of all monies paid, less an administration fee of £25 per person (€30 per person for Irish events) to cover non-recoverable processing and handling costs.

This administration fee represents our reasonable costs incurred in processing your booking and cannot be waived. All other monies paid will be returned to the original payment method within 14 working days of notification of cancellation.

Nothing in this clause affects your statutory rights.

13. Amendments and Downgrades

To request an amendment to your booking, please contact us by email. All amendments are subject to availability and must be requested no later than six (6) weeks before the Event start date. No amendments can be accepted within this period.

If you wish to downgrade your booking to a lower-specification or lower-value Accommodation, we will refund the difference in price less a 20% service charge on the value of the difference. This charge reflects the administrative cost of processing the amendment and the commercial impact of releasing your original Accommodation at short notice.

By way of example: if you downgrade from £1,000 accommodation to £500 accommodation, the £500 difference is subject to a 20% service charge of £100, and you will receive a refund of £400.

Upgrades are subject to availability and any additional cost must be paid in full at the time of the amendment request.

14. Guest Behaviour and Removal

We are committed to providing a safe, enjoyable, and respectful environment for all Guests. We reserve the right, at our absolute discretion and at any time, to refuse access to or remove from our Accommodation and campsite any Guest whose behaviour we consider to be unacceptable, dangerous, threatening, abusive, or disruptive to other Guests or our staff.

The decision to remove a Guest rests solely with Pink Moon Presents and our authorised representatives on-site. We are not required to provide justification beyond reasonable grounds, and our decision is final.

Any Guest removed from our Accommodation or campsite on the grounds of unacceptable behaviour will forfeit their booking in its entirety. No refund will be issued in these circumstances, regardless of the stage of the Event at which removal occurs.

The Lead Booker is responsible for the behaviour of all Guests in their group. Where the conduct of any Guest in a group results in the removal of that Guest, the Lead Booker remains liable for the full booking value. Where the conduct of a group as a whole results in the removal of the entire group, no refund will be issued to any member of that group.

We reserve the right to involve festival security, event management, or law enforcement where we consider it necessary to do so.

15. Photography, Marketing and Image Rights

15.1 Our Right to Photograph and Film

By making a booking and attending our Accommodation areas, you acknowledge that photography and video filming may take place at our campsites and Event areas for the purposes of marketing, social media, press, and promotional activities. Pink Moon Presents and its authorised photographers and videographers may capture images and footage in which you or members of your group may appear.

By accepting these terms, you grant Pink Moon Presents a non-exclusive, royalty-free licence to use any such images or footage in which you appear for marketing and promotional purposes across all media, including but not limited to our website, Instagram, TikTok, printed materials, press, and content produced for or shared with our commercial partners. If you do not wish to be photographed or filmed, please notify our on-site staff at the time of arrival.

15.2 User-Generated Content

Where you share images, videos, or other content on social media that tag, mention, or feature Pink Moon Presents, our Accommodation, or our Events, you grant us a non-exclusive, royalty-free licence to reshare, repost, or otherwise use that content across our own social media channels and marketing materials. We will always credit you where reasonably practicable.

If at any time you wish us to remove content featuring you that we have shared, please contact us at info@pinkmoonpresents.co.uk and we will action your request promptly.

15.3 Reviews and Testimonials

You agree that we may use any feedback, reviews, or testimonials you provide — whether submitted directly to us or posted publicly — in our marketing and promotional materials. Where used, we will anonymise your details upon request.

15.4 Your Photography of Our Accommodation

You are welcome to photograph and film our Accommodation for personal use. You may not use images or footage of our structures, branding, or operational setup for commercial purposes without our prior written consent. Our branding, structural designs, and operational layouts are the intellectual property of Festival Extras Limited and may not be reproduced commercially without authorisation.

16. Intellectual Property

All content on our website, including text, images, logos, design elements, and operational materials, is the intellectual property of Festival Extras Limited unless otherwise stated. Nothing in these terms grants you any right to use our intellectual property for commercial purposes. Unauthorised reproduction, distribution, or use of our content is prohibited.

17. Communications Consent

By making a booking, you consent to receiving pre-event communications from us via email and, where you have provided your mobile number, via SMS or messaging platforms such as WhatsApp. These communications will relate to your booking, Event logistics, and relevant operational information. You may opt out of non-essential communications at any time by contacting us at info@pinkmoonpresents.co.uk.

18. Accessibility and Medical Requirements

We want all Guests to have the best possible experience with us. If you or any member of your group has an accessibility requirement, medical condition, or specific need that may affect your stay or require us to make reasonable adjustments, please notify us at the time of booking or as soon as the need becomes known.

While we will make every reasonable effort to accommodate your requirements, we cannot guarantee that all requests can be fulfilled and accept no liability for any loss or inconvenience arising from a failure to disclose relevant needs at the time of booking.

19. Lost Property

We accept no responsibility for the loss, theft, or damage of any personal belongings left in or around our Accommodation or campsite areas at any time, including during or after the Event.

Any items of lost property found by our staff will be held for a reasonable period following the Event. To enquire about lost property, please contact us at info@pinkmoonpresents.co.uk within 14 days of the Event closing date. We cannot guarantee the safekeeping of found items beyond this period and accept no liability for items that cannot be returned.

We strongly recommend that all Guests take out appropriate personal property insurance prior to attending the Event.

20. Force Majeure

We shall not be liable for any failure or delay in performing our obligations under this Contract where such failure or delay results from circumstances beyond our reasonable control, including but not limited to acts of God, epidemic or pandemic, war, civil unrest, strikes, industrial action, fire, flood, extreme weather, or government action. In such circumstances, we reserve the right to vary or cancel our performance without liability, subject to the cancellation provisions in clause 12.2 and any rights you may have under applicable consumer protection legislation.

21. Liability and Safety

To the fullest extent permitted by applicable law, we exclude our liability for any loss or damage arising from your use of, or presence in, our Accommodation or at our campsite — including any indirect, consequential, or incidental loss.

Nothing in these terms limits our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded by law.

As the Lead Booker, you accept responsibility for the conduct of all members of your group and any damage caused by your group to the Accommodation, its contents, or the surrounding site. You must ensure your group complies with all rules and instructions issued by us and the festival organiser.

The following rules apply to all Guests:

  • • No smoking or use of open flames inside any tent or structure.
  • • No use of gas stoves, candles, or similar items inside Accommodation.
  • • Noise from festival production, neighbouring stages, and music may continue throughout the night — please plan accordingly.

Our tents and structures are designed to withstand typical festival weather conditions. We cannot guarantee their resilience against severe or extreme weather events.

22. Acceptance and Care of Accommodation

On arrival, please inspect your Accommodation promptly. Any faults, damage, or missing items must be reported to our on-site staff within one hour of discovery.

The Accommodation may feature sponsor branding, which must not be defaced, removed, or modified in any way.

You must leave the Accommodation in a clean and tidy condition at the end of the Event. The Accommodation remains our property at all times and must not be moved, altered, or repositioned without our prior consent.

23. Complaints and Issues

Any issues or complaints must be reported to our on-site reception as a matter of priority. If the issue arises outside reception hours, please contact our 24-hour on-site mobile number, which will be provided in your pre-event information.

If your issue is not resolved on-site, the Lead Booker must submit a formal written complaint to us within 14 days of the Event closing. Complaints received after this period may not be considered.

24. Statutory Rights

Nothing in these Terms and Conditions is intended to limit or exclude any rights you have under applicable consumer protection legislation. For customers based in the Republic of Ireland, your statutory rights under Irish and EU consumer law — including those arising under the Consumer Rights Act 2022 (Ireland) and the EU Consumer Rights Directive — are not affected by these terms. In the event of any conflict between these terms and your mandatory statutory rights, your statutory rights shall prevail.

25. Governing Law

This Contract is governed by the laws of England and Wales. Any dispute arising from or in connection with this Contract shall be subject to the exclusive jurisdiction of the courts of England and Wales, except where mandatory consumer protection laws in your country of residence provide otherwise.

26. Website Terms of Use

By accessing and using our website, you accept these Terms of Use. Materials on this website are provided for your personal, non-commercial use only. You may not reproduce, redistribute, or use any content for commercial purposes without our prior written consent.

Links to third-party websites are provided for convenience only. We accept no responsibility for the content, accuracy, or availability of any linked third-party site. Website content is provided on an “as-is” basis without warranties of any kind. We shall not be liable for any damages arising from your use of this website or any linked website.

We may update these terms at any time. Continued use of the website following any update constitutes your acceptance of the revised terms.

27. Online Competitions

Where we run competitions or prize draws, the following terms apply:

  • • Entry is open to UK and Irish residents aged 18 and over only.
  • • Employees (and their immediate families), agents, suppliers, and associated companies of Festival Extras Limited are not eligible to enter.
  • • Entries must be made by the individual entering. Automated entries are void.
  • • Entrants must provide accurate proof of identity and age upon request. Use of false or misleading information will result in disqualification.
  • • We accept no responsibility for entries lost, delayed, or corrupted in transit.
  • • Prizes are non-transferable and no cash alternative will be offered. Winners are responsible for any costs not explicitly included in the prize.
  • • Winners may be selected at random or by a judging panel, at our discretion. The judges’ decision is final and no correspondence will be entered into.
  • • We will make reasonable efforts to notify winners. If a winner cannot be contacted within a reasonable period, we reserve the right to offer the prize to the next eligible entrant.
  • • Winners agree to their name being used for reasonable publicity purposes.
  • • We reserve the right to amend, suspend, or withdraw any competition at any time without notice.
  • • Where any discrepancy exists between these terms and specific promotional materials, the promotional materials shall prevail.
  • • A list of winners is available by writing to: Festival Extras Limited, PO Box 814, York, YO1 0PQ, within six weeks of the competition closing date.

28. Contact Us

If you have any questions about these Terms and Conditions, please contact us:

  • • Email: info@pinkmoonpresents.co.uk
  • • Post: Festival Extras Limited, PO Box 814, York, YO1 0PQ