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Frequently asked questions

FAQ's for private event and festival hire

HIRE FAQ’s


What’s the difference between a Tipi and a Yurt?

What’s the difference between a Tipi and a TipiTent or TriLodge?

Do I have to set up my Tipi or Yurt or TipiTent myself?

Why are the Yurts more expensive than the Tipis?

What’s in the Furnishing Package?

Do I have to include Furnishings in my accommodation?

If I book unfurnished accommodation, will I just be sleeping on the grass?

What does unfurnished accommodation consist of?

I hate camping. What’s the poshest accommodation option I can get from Hearthworks?

Are Beds included in the Furnishings package?

What are the Beds like?

Can I have Furnishings and bring my own Beds?

Can I just have Beds and bring my own Furnishings?

Can I get Electricity?

Can I use a hairdryer/ mini-fridge/ electric heater with my Charger Table?

What is a Charger Table?

Is the accommodation itself secure and lockable?

Do you have solid lockable doors on your Yurts?

Is the accommodation weatherproof?

Can I have a Firedish in my Tipi?

Can I have a Woodburner in my Yurt?

Do I need to bring wood for my Firedish or Woodburner?

Can I cook inside the accommodation?

Can my accommodation be set up next to my friends’ who have also booked with you? 6

Is your accommodation suitable for disabled users?

I’m over 6 feet tall. Will I be able to stand up inside the accommodation?

Do I need to bring any lighting?

Are the tents soundproof?

What is your Cancellation Policy?

Can I add Furnishings or Beds to my order later?

Can I change my booking to a different structure if the size of my party changes?

Do I have to pay the entire amount due straight away, or can I just pay an installment when I place the order?

What do you suggest I bring with me?

Is it possible for you to “HOLD” a structure for me while I check with my friends before making a booking?

Why can’t I book as many beds as the Maximum stated Capacity?

Why is there a surcharge for structures at ex-UK events?


FESTIVAL HIRE SPECIFIC FAQS


Why don’t you offer Luxury Furnishings at all events?

Will there be Toilets and Showers in the accommodation area?

Can I book a Private Toilet or Shower for my event accommodation?

Are the Toilets and Showers exclusive to Hearthworks?

What facilities are provided to the accommodation area?

How do we Check In to access our accommodation?

When is the Hearthworks Reception open?

When can I arrive to check in?

What happens if I’m delayed unexpectedly and arrive outside of your Reception hours?

When do I have to leave by?

Do you have somewhere that I can charge my phone or use a hairdryer?

Our friends who are staying with us are arriving separately: how do they access the accommodation?

What does my wristband entitle me to?

Where do I collect my wristband?

Can I order extra wristbands for my friends who aren’t staying with me?

Is the accommodation area secure?

Is there a secure Lock-up I can use for my valuables?

Where will Hearthworks be located on site at the event?

Can I park next to my accommodation?

How far away from the accommodation is the parking area?

Do you provide trolleys for bringing my things from the car to the accommodation? 11

Can my friends who haven’t booked accommodation with you pitch their tent by my accommodation?

Can my friends who are camping elsewhere on site come to visit me?

Will the accommodation area be noisy?

Will there be food and drink available in the accommodation area?


HIRE FAQ’s

What’s the difference between a Tipi and a Yurt?

  1. Although both Tipis and Yurts are canvas structures with a wooden frame, a Tipi is conical in shape so the walls slope, whereas a Yurt has vertical walls. This means there is more space in a Tipi at floor level whereas Yurts have a bit more standing space overall.

  2. A Tipi is designed to have an open fire in the middle, though we are not always allowed to offer them at festivals and campsites. This means airflow is an important factor in the design and Tipis can be a bit more draughty than Yurts, and are not quite as weatherproof in wet and windy conditions. In hot weather Tipis are well ventilated and the sides can be rolled up to make them more open spaces. Yurts are generally snug and weatherproof but can get stifling in hot weather unless the door is opened or the central wheel cover is removed.

  3. A Yurt has a more complex wooden framework than a Tipi, so people sometimes experience a Yurt as being more secure, especially if the Yurt has a lockable wooden door.

What’s the difference between a Tipi and a TipiTent or TriLodge?

  1. Our traditional Tipis are the same, authentic type of tents as those used by plains dwelling North American native people. They have a conical framework of wooden Tipi poles and are intended to have an open fire in the middle, so incorporate a smoke hole in the cover as well as various other design elements to facilitate the fire. As we only sometimes can offer them with fires at events, we usually set them up with the smoke hole closed and add a rain-hat or raincatcher to improve their weather resistance. Because airflow is an important part of the function of a Tipi, on a windy or cold day, they can be a bit more draughty than a TipiTent.

  2. TipiTents and TriLodges are more recent developments that uses some elements of a traditional Tipi but also some elements of modern day tent design. Rather than having a set of traditional wooden Tipi poles, a TipiTent uses just one central metal pole and relies on pegged out guy ropes to create its shape. A Trilodge is suspended from a tripod of wooden poles. A traditional Tipi is more stable in strong winds and has a higher ceiling. In a TipiTent there is also the central pole to consider, so it’s not quite as easy to move around inside.

  3. We offer a variety of sizes of traditional Tipis. We only offer the TipiTents and Trilodges in one size.

Do I have to set up my Tipi or Yurt or TipiTent myself?

No, we will do that for you.

Why are the Yurts more expensive than the Tipis?

Yurts take longer for us to set up and they cost more to manufacture as they have more complex components such as the wooden frame.

What’s in the Furnishing Package?

Our Classic Furnishings package for events contains handwoven rugs, large floor cushions, sheepskins, a low rosewood table, backjack chairs (in small and medium) or bolsters (in larger structures), decorative hanging lanterns and a table lanterns.

At some events we also offer variations like a Simple package (which is just rugs, low table and lanterns) or a Luxury option which includes a higher standard of soft furnishings plus things like a Mirror, Clothes Hangers, Towels, Electric Lamp, Folding table & chairs for outdoor use, Wooden bed bases to go under any futon mattresses you have ordered and a Phone charging facility inside your structure (which will be either a 12v charger table or a mains electrical socket, depending on what the site facilities are at the event. You'll need to bring your own phone charger.)

Do I have to include Furnishings in my accommodation?

No, you are welcome to book just the structure itself and bring all your own bits to go inside. Unfurnished accommodation always still comes with a groundsheet, a floor covering over that (either carpet or coir matting, depending on the structure) plus a doormat and a waste bin.

If I book unfurnished accommodation, will I just be sleeping on the grass?

No, we always include a groundsheet and a floor covering over that: either carpet or coir matting, depending on the structure.

What does unfurnished accommodation consist of?

Unfurnished accommodation consists of the structure itself plus a groundsheet, a floor covering over that (either carpet or coir matting, depending on the structure) as well as a doormat and a waste bin.

I hate camping. What’s the poshest accommodation option I can get from Hearthworks?

At some events and for most private hire, we can offer our “Luxury” furnishings package, which includes a higher standard of soft furnishings plus things like Mirrors, Clothes Hangers, Towels, Electric Lamp, Folding table & chairs for outdoor use, Wooden bed bases to go under any futon mattresses you have ordered and a Phone charging facility inside your structure (which will be either a 12v charger table or an electrical socket depending on what the site facilities are at the event. You'll need to bring your own phone charger.)

Are Beds included in the Furnishings package?

No. Sometimes people want just beds or just furnishings, so we include these as separate items. At some festivals where the event is handling the bookings we will offer set packages that include beds.

What are the Beds like?

These normally consist of a futon-style mattress with a sheet, a 13.5 tog duvet with a duvet cover, a pillow with a pillowcase and a woollen blanket. We prioritise the use of Futon mattresses with bedding, but at some busy events we have to use canvas air beds. This is reflected in the price. We'll also have a team ready to help around the clock if you have any problems with deflating airbeds.

At events where we offer Luxury furnishings, if you order Luxury furnishings as well as beds, we'll include a wooden bed base for under any futon mattresses with bedding that you order.

Can I have Furnishings and bring my own Beds?

Yes, you certainly can.

Can I just have Beds and bring my own Furnishings?

Yes, that’s not a problem.

Can I get Electricity?

Sometimes we are able to include an electric point within our Luxury furnishings package, but they are not available to book separately.

Can I use a hairdryer/ mini-fridge/ electric heater with my Charger Table?

We do not recommend this, as it's not what they were designed for and such appliances will deplete the table’s on-board battery very quickly.

What is a Charger Table?

A charger table is a small table (about the size of a bedside table) that had been modified by us to include a 12v battery pack and a couple of car lighter sockets. It also includes a strip of led lights around the edge that can be switched on by pushing a button. They are designed to recharge small items that have their own onboard battery, like smart phones, cameras or tablets. You should get over 100 phone recharges, for example, when using a Charger table. They are not designed to directly power small appliances, such as those intended to be used in caravans on a 12v system, as they will deplete the battery very quickly.

Do you offer Towels or Toiletries for the showers?

We don’t provide toiletries, you need to bring these from home. We do provide towels with our Luxury Furnishings package.

Is the accommodation itself secure and lockable?

Not generally. A canvas tent can’t usually be considered a secure place for your valuables. If anything is so precious that you’d be devastated to lose it, we always recommend that it’s better to leave it at home, or at the on-site lock up.

Do you have solid lockable doors on your Yurts?

Some of our Yurts do have solid doors that are lockable. Please contact us by phone or email before you book to check availability if you are interested, as this isn’t always something we can specify with our stock on the website.

Is the accommodation weatherproof?

A canvas tent, whether Tipi, Yurt, or TipiTent cannot be guaranteed to be completely weatherproof, especially in the event of extreme weather conditions and bearing in mind the risk of things like flooding within the event site. Having said that, Hearthworks works hard to ensure the accommodation is as water resistant as it can be. For example, all our accommodation includes a groundsheet under the floor covering and we make our canvas covers using fabric that has been specially treated for resistance to water. Yurts. Trilodges and TipiTents do tend to perform better than Tipis in really bad weather, because they are not made to facilitate airflow for an open fire in the way traditional Tipis are.

Can I have a Firedish in my Tipi?

For general private hire and at some events we are able to offer Firedishes inside our Tipis, but in many cases we cannot due to the event or campsite’s health and safety regulations. If we are able to offer Firedishes, it will be there as an option when you are selecting the items you want to go in your accommodation. If you include a Firedish, bear in mind that it will affect the capacity of your accommodation, and you need to think of it as occupying the place of a person.

Please also be aware that we have limited numbers of Firedishes available. Although we use canvas that has been treated with Fire retardant to current British Standards and are insured to allow the use of Firedishes in our Tipis, please note that we do not offer them in DUO Tipis due to safety considerations about the limited amount of space. We cannot provide fires in TriLodges or TipiTents as there is no outlet for the smoke.

Can I have a Woodburner in my Yurt?

For general private hire and at some events we are able to offer Woodburners inside our Yurts, but in most cases we cannot due to the event’s health and safety regulations. If we are able to offer Woodburners, it will be there as an option when you are selecting the items you want to go in your accommodation. If you include a Woodburner, bear in mind that it will affect the capacity of your accommodation and you need to think of it as occupying the place of a person.

Please also be aware that we have limited numbers of woodburners available, and only a small number of our Yurts have been adapted to accommodate a flue pipe. This is why a Woodburner may be available in one size of Yurt but not necessarily in another size.

Although we use canvas that has been treated with Fire retardant to current British Standards and are insured to allow the use of Woodburners in our Yurts, please note that we do not offer them in DUO Yurts due to safety considerations about the limited amount of space.

Do I need to bring wood for my Firedish or Woodburner?

You will be provided with a bag of wood, kindling and firelighters as part of the package if you book a Firedish or Woodburner. You are also welcome to bring your own extra wood and you may be able to purchase more as you need.

Can I cook inside the accommodation?

We use canvas that has been treated with Fire retardant to current British Standards and are insured to allow the use of open flames in our accommodation. However, at a Festival the event’s regulations take precedence, and they do vary. In most cases, you are welcome to bring a small camp stove for your personal use. It is requested that these be used outside the accommodation whenever weather permits, or with the door open to allow lots of ventilation. Camp stoves should not be used for heating or left burning unattended. Please also be careful not to damage your accommodation with any scorch marks on the canvas or flooring, as you will be liable to for replacement costs.

Can my accommodation be set up next to my friends’ who have also booked with you?

Yes, this is usually fine. Just give us a call or email with the lead name of your booking and your friend’s lead booker, and we can make a note for our on-site team at set-up time. Please do be aware that occasionally we aren’t able to set accommodation up next to each other for unforeseen reasons, so it’s not something we can guarantee.

Is your accommodation suitable for disabled users?

We do not consider our accommodation as being ideal for disabled use, but always try to make things as accessible as we can. Disability covers a very wide spectrum, so it’s probably best for you to ring us up or email to discuss your needs to see if we can adapt things for you. At a Festival it is sometimes possible for us to set up our accommodation within an event’s Disabled Camping Area. Or, if you retain some physical mobility but suffer more from fatigue issues, you may not mind a few steps to the loo as long as there is a handrail. Tipis are generally a little less easy if you have mobility issues than Yurts are, as there is a canvas threshold to step into with a Tipi whereas a Yurt has a more conventional doorway. Not all of our Yurts have doors quite wide enough for wheelchairs but some do: if you contact us in advance about your needs, we can do our best to help.

I’m over 6 feet tall. Will I be able to stand up inside the accommodation?

Yes, all of our structures will allow you enough standing height, though the larger the structure the greater the amount of headroom.

Do I need to bring any lighting?

Yes. Even if you’ve booked furnishings, we suggest each occupant has their own torch.

Are the tents soundproof?

No. They are made of canvas, which dampens noise a little more than a nylon tent would, but not by much. At Festivals, we do try to allow lots of space between the accommodation units to reduce the inhibition of overhearing your neighbours, but occasionally we must revert to the minimum safety spacing if the footprint allocated to us by the event is a bit tight or if uneven ground means we can’t make use of a part of the area that we’ve been allotted.

What is your Cancellation Policy?

All the details of our Cancellation policy can be found here

Can I add Furnishings or Beds to my order later?

Yes, subject to our availability at the time of your request to add things. If you cannot do this via our website, you will need to call or email our office so we can arrange it for you.

Can I change my booking to a different structure if the size of my party changes?

Yes, subject to our availability at the time of your request to change. You cannot do this via our website, though, so you will need to call or email our office so we can arrange it for you.

Do I have to pay the entire amount due straight away, or can I just pay an installment when I place the order?

You can either pay the full amount at the time you book, or you can set up a payment arrangement and just pay the first installment when you place your order. You will be given the option to choose as you are guided through the booking process on our website.

What do you suggest I bring with me?

This is a very personal thing, and also depends on what you’ve included in your booking: if you haven’t ordered beds and furnishings you’ll need to bring a bit more with you. As a general rule of thumb, bring just what you need to be comfortable, and try to pack as light as you can as you’ll need to carry it on and off with you. So, consider what you need to be comfortable in terms of:

Sleeping (such as sleeping bag and mat if you haven’t ordered our beds. If you are a chilly person and worried about being cold, you might also bring a blanket from home and then use it to sit on the grass or wrap yourself up in it during the evening).

Keeping clean (such as towel, toiletries, toothbrush. Don’t forget the loo roll and baby wipes, too, for emergencies.)

Dressing warm and dry (bring a spare jumper and waterproofs gear like wellies, plus at least one more pair of socks than you think you’ll need.)

Keeping fed and hydrated (Will you eat and drink out, in which case make sure you have a means of buying it, or do you want to prepare some of your own food, or snacks? It’s also really helpful to have your own refillable water bottle.)

Keeping in contact with people (mobile phone, and a list of the most important numbers in case you lose it.)

Keeping healthy (any medication you need, plus basic first aid items like pain killers and plasters. Blister plasters are often invaluable.)

And always make sure you have a working Torch, for those inevitable late night trips to the loo.

What not to bring is just as important: don’t bring anything you’d be heartbroken to lose.

Is it possible for you to “HOLD” a structure for me while I check with my friends before making a booking?

We cannot place structures on Hold within our webshop, unfortunately. Until a structure is booked and receives at least a deposit payment, it remains available for another person to book.

Why can’t I book as many beds as the Maximum stated Capacity?

There may be 2 reasons:

  1. The maximum number of occupants refers to absolute maximum numbers of people, at least some of which would need to be on roll-out camping mats rather than mattresses. People work to the maximum when they’re trying to economise, after all. If you put beds inside, it affects the capacity due to the complications in fitting rectangular objects into a round space.

  2. It may be about stock availability, as we could already be low on stock levels of beds at the time of your booking.

Why is there a surcharge for structures at ex-UK events?

The transport costs for us can be very high, especially with things like ferries. The ex-UK transport charge just helps us cover that.

Can I have a discount if I book multiple structures?

Yes, we offer a 5% discount on bookings of 5 or more structures that are made as one booking.


FESTIVAL HIRE SPECIFIC FAQS

Does the accommodation price include the Entry Ticket to the event?

No, you will need to purchase your event entry ticket separately. Please ensure you have got your entry ticket before you book your accommodation with us.

Why don’t you offer Luxury Furnishings at all events?

We only have a limited stock of Luxury furnishings, and sometimes they are already committed elsewhere.

Will there be Toilets and Showers in the accommodation area?

Both of these are generally available close to hand. Facilities like toilets and showers are supplied by the event to our area in exchange for their commission. With most larger events these are usually on trailer units and use mains water.

Smaller events and camps often do not have a separate fenced off accommodation area and may provide very simple facilities due to their limited budget and informal nature. You can check what the accommodation area will be like by reading the info on the specific event page on our site.

Can I book a Private Toilet or Shower for my event accommodation?

Sorry, no.

Are the Toilets and Showers exclusive to Hearthworks?

Not usually. In a fenced off area that is wristband access only, the event will supply toilets for the use of all guests staying with the various suppliers in the area. In a smaller event where the accommodation isn’t in a wristband access only location, the Toilets and Showers will be simply be shared with all the others staying within the general campsite.

What facilities are provided to the accommodation area?

This varies from event to event. Usually it is simply Toilets and Showers for use by the area residents. Some events will provide a Cafe, a Pamper Lounge, Massage Tents and even a Spa.

How do we Check In to access our accommodation?

You simply need to come to our Reception Point within the accommodation area, where you will be asked for your Booking Reference Number and the lead name of your booking. You will then be given your wristband and shown to your accommodation. (Occasionally an event will vary this by having a first, central check-in place for all guests of the accommodation providers where they issue wristbands, and then they send residents over to the specific accommodation provider’s Reception to be shown to their accommodation. You will be advised of your event’s specific check in procedure.)

When is the Hearthworks Reception open?

We keep the Reception open throughout the event, though it is generally only actively staffed during the first couple of days when guests are checking in. After that, we post a contact number at Reception so you can always reach one of our on-site team if you need to.

When can I arrive to check in?

You can check in from whenever your entry ticket allows you access to the event. Sometimes events have special early access tickets available that will let you onsite a day before the event starts, but you will need to have ordered that type of ticket. If you will be coming with an early access ticket, please let us know so we can prioritise having your accommodation ready for you, as we are usually still busy preparing things for the standard entry time guests on that day, and we want to be sure we’re ready to welcome you.

What happens if I’m delayed unexpectedly and arrive outside of your Reception hours?

If you arrive after our Reception has closed, there is no need to worry. We always post a contact number at Reception so you can reach one of our on-site team out of hours. If you contact our main office by phone or email to let us know you have been delayed and when you expect to arrive, we can ensure our on-site team will be expecting you.

When do I have to leave by?

You can stay in your accommodation up to and including the last night of the event, and must then check out the following morning, usually by midday. For most events, this means you need to check out by midday on Monday, but there are a few Festivals where you need to check out on Sunday morning. We will advise you about your events specific check out time when you make your booking.

Do you have somewhere that I can charge my phone or use a hairdryer?

We usually have an electric point in our Reception at larger events, which we make available to our customers for this purpose. Please note that we can’t guarantee that it will always be available, as this is provided to us by the event and they aren’t always able to offer it. Also note that any phone left charging in the Reception area left at the owner’s own risk, and that Reception is often unsupervised.

Our friends who are staying with us are arriving separately: how do they access the accommodation?

They simply need to come to our Reception Point within the accommodation area, where they will be asked for the Booking Reference Number and the lead name of the booking. They will then be given their wristband and shown to the accommodation.

What does my wristband entitle me to?

Your wristband is simply to communicate to the security staff at the entrance to the accommodation your right to access because you are staying with us. It will give you access to your accommodation and any specific facilities that are located within the accommodation area, such as toilets or showers. Sometimes there will also be a food seller there who is specifically set up to serve the area’s residents, and other facilities such as a Pamper Lounge, Massage Tents and a Spa.

Occasionally an event will also allow an extra perk, such as access to a VIP bar.

Please note that some events do not provide a separate, fenced-off accommodation area, in which case you will not be given a wristband.

Where do I collect my wristband?

Usually you will collect your wristband from our Reception when you arrive to check in. Occasionally you’ll need to collect your wristband beforehand from a kiosk just outside of the accommodation area, but we will advise you if this is the case.

Can I order extra wristbands for my friends who aren’t staying with me?

Sorry, no. Wristbands are only for those actually staying in the accommodation.

Is the accommodation area secure?

The amount of security varies from event to event. With most larger events, there is security fencing and staff at an entry gate to the area where wristbands are checked before people can come in (though there are exceptions.) With smaller events there is not likely to be any such arrangement in place, and the accommodation will simply be located in a nice part of the camping area with good access to the hygiene facilities the event provides. You can check what the accommodation area will be like by reading the info on the specific event page on our site.

Is there a secure Lock-up I can use for my valuables?

We do not offer a lock-up service, but most events do provide this on site. You will need to check the event’s own website to find out if they offer this service.

Where will Hearthworks be located on site at the event?

This varies from event to event, and they often use slightly different names for the area (eg. “Glamping”, “Luxury Camping” or “Boutique Camping” are all used.) We will let you know the name of the area for your specific event when you make your final payment.

Can I park next to my accommodation?

No, generally events will only let you park in their designated areas.

How far away from the accommodation is the parking area?

This varies from event to event. In most cases it is not a long walk and the events do try to make it as brief as they can for you.

Do you provide trolleys for bringing my things from the car to the accommodation?

No, but many events have a trolley hire service available sited in the car park or even bookable in advance. You can usually find this out on their website in the parking information.

Can my friends who haven’t booked accommodation with you pitch their tent by my accommodation?

Generally not, if it is a fenced off, wristbanded area. If it is a smaller event, we will probably just be located in a section of the general camping area, so you should be able to have them nearby, even if not exactly next to you.

Can I bring a windbreak or gazebo or storage tent to set up outside my accommodation?

Sorry, no. We have strict allocations given to us by the event and have to stick within the footprint they have designated for us. We can't really allow exceptions as it is a bit of a slippery slope - if people see one gazebo up they think it is okay to put another up. If we allowed other tents to be randomly set up, there would be no way of ensuring the space allocation works.

Can my friends who are camping elsewhere on site come to visit me?

In most cases, they will be able to enter the accommodation area as long as they are accompanied by a wristband holder at all times. Some events have a curfew when they ask non-residents to leave the area by, and only allow access by wristbanded residents until a set time in the morning.

Will the accommodation area be noisy?

This varies from event to event and is, unfortunately, one of those things not within our control as we need to set up the accommodation where we are instructed to by the event in the area they have prepared for us. Generally, they do try to site accommodation in a location that’s a bit quieter, but there’s always a trade off in terms of proximity to the main action vs quietness.

Will there be food and drink available in the accommodation area?

We don’t provide the facilities within the area, that is provided by the event in return for their commission. What is on offer does tend to vary for each event, with some offering a food option within the area or right at the entrance, and others simply ensuring there is something nearby. With a very small event or camp, there is likely to be only a few options on site.