TERMS & CONDITIONS
These booking terms and conditions form the basis of your contract with The Canvas Tribe Ltd and govern the terms of our relationship. Please read them carefully.
In making a booking with us, or staying at one of our accommodation facilities, you are taken to have accepted these terms and conditions and are legally bound by it.
We provide temporary accommodation facilities at various locations and at various time of the year as detailed on thecanvastribe.co.uk website (Our Website). The following general terms and conditions apply to all bookings with us, except otherwise indicated. Additional terms and conditions may also apply for each different location or event – these additional terms and conditions may add to or modify the general terms and conditions.
Last updated: March 2026
These Terms & Conditions apply to all tent and equipment rentals provided by The Canvas Tribe Ltd (“we”, “us”, “our”). By placing a booking with The Canvas Tribe, the renter (“you”, “your”, “the customer”) agrees to the terms set out below.
1. Booking
When you make a booking with The Canvas Tribe, you are renting a tent and any associated equipment for the date(s) specified in your booking confirmation (“Booking Dates”).
Photos shown on our website are for illustrative purposes only and may not represent the exact tent or equipment provided. We reserve the right to replace any tent or facility with one of equal or higher standard if necessary.
A booking is confirmed once we provide written confirmation via email or through our booking system. Please check your confirmation carefully and notify us immediately if any details are incorrect.
2. Price
The rental price (“Price”) is displayed on our website for your selected tent type and booking dates, or as otherwise confirmed to you in writing.
All prices are listed in £ Sterling (GBP) and must be paid in £ Sterling.
Unless otherwise stated, prices include VAT where applicable.
3. Payment
Full payment is required at the time of booking to secure your reservation.
By completing a booking, you authorise us to charge the payment card used during checkout via Stripe or any other payment system used on our website.
We also offer ClearPay as a payment option. Any obligations relating to ClearPay payments are solely between you and ClearPay. Failure to meet ClearPay payment obligations may result in cancellation of your booking.
4. Booking Changes
Where possible, bookings may be modified (such as changes to booking dates or tent type), subject to availability.
If the new booking is more expensive, you agree to pay the difference immediately.
If the new booking is less expensive, the difference will not be refunded, unless otherwise agreed by us in writing.
5. Cancellation Policy
Cancellation by You
You may cancel your booking up to one month before the hire date.
If cancelled before this date, 90% of the total paid will be refunded
10% will be retained as an administration fee
Cancellations within one month of the hire date are non-refundable.
Cancellation by Us
We reserve the right to cancel bookings where necessary, including but not limited to:
Insufficient demand at a particular location
Operational issues
Safety concerns
If we cancel your booking, you will receive a full refund of any payments made, and we will not be liable for any additional compensation.
6. Damage Deposit
A damage deposit may be held prior to the rental period.
The deposit will be retained until 10 days after the return or collection of the equipment.
If damage is identified:
You will be contacted with photographic evidence
The repair or replacement costs will be provided
Relevant costs may be deducted from the deposit
If no issues are identified, the deposit will be returned in full.
7. Inspection on Setup
You must inspect the tent and any rented equipment as soon as the tent is pitched or delivered.
Any damage, faults, or missing items must be reported immediately via:
Our app, or
Email: hello@thecanvastribe.co.uk
Any damage not reported at this time will be assumed to have occurred during your rental period.
8. Damage, Loss & Replacement
You are responsible for the tent and all rented equipment during the hire period.
Damage includes but is not limited to:
Tears or burns in tent fabric
Broken poles or fittings
Missing equipment
Excessive staining or dirt requiring specialist cleaning
Where items are damaged or missing, you will be charged the replacement or repair cost.
If the replacement cost is £500 or less, we may automatically deduct this amount from your damage deposit.
Invoices and details of any charges will be provided within 14 days.
9. Safety Rules
For safety reasons the following are strictly prohibited inside or near tents:
Smoking
Open flames or naked flames
Fires, candles, fire pits or stoves
Portable heaters or similar equipment
Kettles, fridges, hairdryers or other high-power electrical equipment
Illegal drugs
Failure to comply may result in immediate removal from the site and additional charges.
10. Use of Equipment
You agree to use the tents and all provided equipment responsibly.
You must follow:
Instructions provided by The Canvas Tribe staff
Any safety guidance
Site or event rules where applicable
Tents must not be moved, altered, or dismantled by customers.
11. Behaviour & Conduct
We expect all guests to behave respectfully and responsibly.
We do not tolerate abusive or aggressive behaviour towards staff or other guests.
Behaviour that is unsafe, disruptive, or contrary to public order may result in you being asked to leave the site immediately without refund.
You are responsible for the behaviour of all guests included in your booking.
12. Personal Belongings
You are solely responsible for the safety of your personal belongings at all times.
This includes items such as:
Clothing
Jewellery
Cameras
Phones
Electronic devices
Tents are temporary outdoor structures and may be exposed to weather conditions.
The Canvas Tribe is not responsible for loss, theft, or damage to personal belongings.
13. Sub-Rental
Tents or equipment rented from The Canvas Tribe must not be sub-rented, transferred, or loaned to another party without written permission.
The person who made the booking remains responsible for the equipment throughout the rental period.
14. Delivery, Setup & Collection
Where delivery and setup are included, we will arrange access with the renter or event organiser.
You must ensure:
The setup area is accessible and safe
The ground is suitable for tent installation
Adequate space is available
We reserve the right to refuse setup if conditions are unsafe.
15. Cleaning
Equipment should be returned in a reasonably clean condition.
Additional cleaning fees may apply where:
Excessive mud or dirt is present
Food waste or rubbish is left inside
Specialist cleaning is required
16. Complaints
If you have concerns regarding your tent or equipment, please inform our staff as soon as possible and no later than the final day of your stay.
If concerns are not raised during the rental period, we will assume that everything was satisfactory.
17. Photography & Marketing
We may occasionally take photographs or videos at our sites for marketing or promotional purposes, including use on our website and social media.
These may include guests or tents during their stay.
By attending the site, you consent to the possible use of such imagery. We will always aim to respect guest privacy.
18. Banned Persons
We reserve the right to refuse service or ban individuals from our sites at our discretion.
A banned person may not make a booking under their own name or through another party.
Any bookings made by banned individuals may be cancelled without refund.
19. Liability
You are responsible for the safe use of all rented equipment.
The Canvas Tribe shall not be liable for:
Loss or damage to personal property
Injury resulting from misuse of equipment
Events outside our reasonable control
Our total liability for any claim shall not exceed 70% of the amount paid, except where liability cannot legally be limited (such as death or personal injury caused by negligence).
20. Force Majeure
We are not liable for failure to perform obligations due to events beyond our control, including but not limited to:
Severe weather
Government restrictions
Transport disruption
Event cancellations
Natural disasters
Where possible we will attempt to reschedule bookings.
Festival Rentals
Additional terms apply when booking accommodation at festivals.
Festival Duration
Festival bookings are typically for the full duration of the event unless otherwise agreed in writing.
No refunds will be issued for shortened stays.
Festival Tickets
You are responsible for obtaining your own festival ticket.
The Canvas Tribe does not sell event tickets, and tent bookings do not include event entry.
No refund will be given if you cannot obtain a ticket.
Festival Access
Setup and collection times are controlled by the festival organisers. Delays due to site access restrictions or traffic are outside our control.
Security
Festival environments carry increased risk of theft or damage.
You are responsible for:
Securing the tent when unattended
Preventing unauthorised use
Looking after all personal belongings
Festival Cancellations
If a festival is cancelled, we are not responsible for losses related to the event itself.
Where possible, we will attempt to transfer bookings to a rescheduled date, but this may not always be possible.
Glitter, Body Paint & Staining
To protect the canvas material, glitter, body paint, heavy cosmetics, dyes, fake tan, hair dye, or any similar staining substances must not be used inside the tents.
These substances can permanently stain canvas and furnishings.
If tents, bedding, rugs, or any equipment are stained by glitter, body paint, cosmetics, dyes, or similar substances, specialist cleaning or replacement may be required. The renter will be responsible for all associated cleaning, repair, or replacement costs.
Where staining cannot be removed and replacement is required, the full replacement value of the affected item may be charged.
We strongly recommend that guests apply makeup, body paint, or glitter outside the tent area and avoid bringing these materials inside the accommodation.
Abandoned Tents & Equipment Recovery
The renter remains responsible for the tent and all rented equipment for the full rental period, even if they leave the site or festival early.
If a tent or equipment is left on site and cannot be collected at the agreed time due to:
early departure by the renter
lack of access to the pitch location
missing site access passes
incorrect pitch information
or any other issue outside our control
The Canvas Tribe will make reasonable efforts to recover the equipment.
Where additional labour, access arrangements, transport, or staff time is required to recover the tent or equipment, recovery charges may apply.
If equipment cannot be located or recovered due to abandonment, the renter may be charged the full replacement cost of the tent and any associated equipment.
Legal & Interpretation
These Terms & Conditions are governed by the laws of England and Wales, and any disputes shall be subject to the exclusive jurisdiction of the English courts.
If any provision is found invalid or unenforceable, the remaining provisions remain in effect.
These Terms may be updated at any time and the latest version will be published on our website.
Privacy PolicY & Use Of Cookies
This privacy policy explains the data we collect from you and how it is used. Please carefully read the complete privacy statement.
The Canvas Tribe Ltd complies with the General Data Protection Regulation (GDPR) regarding privacy and data protection in the European Union (EU). We are committed to protecting your privacy and aim to be clear when we collect your information and use it only as you would reasonably expect.
Gathering, Storage and Use of Personal Information
The Canvas Tribe Ltd website does not capture or store any personal information without consent. If you contact us for any reason your details may be kept for a period of time in order that we may be able to identify you should you wish to contact us again. All personal data held by The Canvas Tribe is used solely for the purpose stated.
It is our strict policy not to sell, rent or pass personal details on to third parties, unless you're booking within a private event and your names need to be passed onto the event organiser for the sole purpose of organising that event.
In addition, The Canvas Tribe will not send you emails that you have not agreed to receive. Apart from information provided by you in emails and entered into our enquiry form, this website does not capture or store any personal information.
You have the right to request and view the information we hold on you. You also have the right to request that we delete it. If you have any concerns regarding your personal information held by our company please contact us.
We may contact you for the following reasons:
To reply, request or update information for an event you've contacted The Canvas Tribe about or booked.
To keep you posted about future events where you've previously stayed with us before.
To contact you after you've specifically requested information, such as the sale of 'ex-hire tents'.
What kind of data do we collect?
We hold the following data on password-protected spreadsheets for all events that we are involved with:
Your name, email address and telephone number.
The type of tent(s) you have purchased and the bed layout(s) you require.
Your check-in and check-out date(s).
We use this data to ensure you receive your desired tent(s) with relevant bed layouts at the relevant event(s).
The data is stored on a password-protected server and is for management information requirements and for planning upcoming events.
Use of Cookies by The Canvas Tribe Website
A cookie is a small data file that a website transfers to a user's device when they visit particular websites. The only personal information a cookie can contain is that which a user willingly supplies. A cookie cannot read any other data from a device or read cookie data created by other websites. The Canvas Tribe only use cookies to monitor visitor numbers and gather anonymous statistics about our website using Google Analytics. The Google Analytics cookies are used to collect information about how visitors use our website, including the number of visitors to the site, where visitors have come to the website from and the pages they have visited. We use this information to compile reports and to help us improve the site.
All of the Google Analytics data collected by The Canvas Tribe is anonymous. The data is automatically anonymised using the 'anonymize_ip' setting within Google Analytics which removes any personal identification based on your IP address.
For more information you can read an overview of Google Analytics privacy.