Woodlands Chalets - Mountain icon

Booking Terms and Conditions

Woodlands means the trading name of Woodlands Chalets SARL, a limited company registered in France registered number 841690902 of 381 Route des Ardoisières, 74110 Morzine, hereinafter referred to as "Woodlands", "we", "us" and "our".

The Party Leader The member of the Client Party who is responsible for the booking and the person Woodlands should contact regarding the booking.

Client Party Means all persons named on the Booking Form, including anyone who is added or substituted at a later date.

A non refundable deposit of 25% of the total cost of the accommodation is required at the time of the booking. The deposit is non refundable as it covers any administrative costs and fixed overheads of Woodlands. A booking will only be confirmed once the deposit has been received. The final balance will be due 10 weeks before your arrival. If you are booking with Woodlands within 10 weeks of your arrival date, payment in full will be required at the time of booking.

Contract Comprises of the signed booking from, these terms and conditions, an invoice from Woodlands and receipt of 25% of the total deposit.

Quotation The price and services offered for the enquired dates for a stay at Woodlands.

Significant alteration Deemed by Woodlands to have a significant effect to the holiday including but not limited to change of dates and number of people in the Client Party.

These terms and conditions and the contract are governed by French law with any action under this contract being heard within the jurisdiction of French courts.

No representative of Woodlands has the authority to verbally vary the terms and conditions or to enter into verbal agreements with the Client which varies these terms and conditions except where confirmed by Woodlands in writing.

1. Quotation

1.1 All prices published or quoted are in Euros (EUR). All written quotations are valid for a period of fourteen days from the date of issue.

1.2 Quoting errors are extremely rare but, should there be an obvious error in a quote, we will issue a new quotation and we will not be bound by the incorrect amount quoted.

1.3 Although every effort is taken to ensure prices are accurate at the time of publication, price fluctuations due to circumstances outside of our control can occur and, due to the unique nature of our services, prices are indications only and may change prior to entering into the Contract.

2. Contract and Deposit

2.1 You must read these terms and conditions before booking your holiday with Woodlands. The Party Leader accepts the terms and conditions on behalf of all persons within the Client Party. Please note that a contract for young persons (a person under 18 years of age) cannot be made unless at least one member of the party is 18 years old or over and is the Party Leader.

2.2 When booking with Woodlands the Party Leader agrees and confirms:

  • That they guarantee that they have the authority to accept, and accepts on behalf of the Client Party, these terms and conditions;
  • That these terms and conditions have been brought to the attention of each member of the Client party;
  • That they guarantee to pay the full costs of the Woodlands holiday of the Client Party.

2.3 If the booking form is returned to us by email without a signature then the contract is still binding. The contract is deemed to have been made at the point of dispatch of an unsigned invoice by email from our office.

2.4 When you receive your booking confirmation email, please check all the details are correct. If there are any inconsistencies on the booking confirmation please bring these to our attention when you confirm the contents of the booking confirmation, otherwise we will assume that the details shown are correct and amendment charges may be levied where changes are subsequently necessary.

2.5 If at any time, prior to the start of the holiday, there is a change of Party Leader Woodlands must be notified, either by email or telephone, by the original Party Leader.

2.6 Summer deposit. We ask for a 500€ security deposit on all of our summer bookings. This must be received prior to your stay and will be refunded to you within 2 (two) weeks of your departure date, depending on whether or not there are damages made to the chalet during your stay.

3. Confirmation and Payment

3.1 The Party Leader will be liable for full payment for all persons in the Client Party. If payment has not been received by Woodlands by the date indicated on the invoice, we will have the right to cancel the booking, retain the deposit paid and levy cancellation charges (see clause 6 below). In these circumstances, Woodlands reserve the right to re-sell the holiday without notice.

3.2 Failure to pay any requested amount due to Woodlands will be seen as a breach of contract and will permit Woodlands to cancel your holiday. In such circumstances the relevant cancelation charges will apply shown in section 6.

3.3 By agreeing to these terms and conditions you agree to not attempt to recover the non-refundable part of the contract via your credit card provider except in the case where Woodlands ceases trading or has declared bankruptcy and cannot provide the holiday. Attempting to recover the non refundable part of your contract via your credit card provider incurs significant administrative and legal costs for Woodlands and this cost will be passed on to you if any claim is attempted.

3.4 Tourist tax. You are required to pay tourist tax. This is a charge of 2€ per person, per night for client party members that are over 18 years of age. Please note that this is an additional payment that’s not included in our quote.

4. Amendments to the booking by you

4.1 If you need to make alterations to your booking please do so to us in writing and we will do our best to accommodate them. However, such requests shall not be taken to form part of the contract between you and Woodlands until acceptance of the alteration has been confirmed in writing by us and any difference in price has been paid by you.

4.2 All requests are subject to availability and may be subject to a fee, which if applicable will be confirmed by Woodlands in writing.

4.3 Subject to the terms in Appendix 1, if you request the date of your holiday be changed from an upcoming or current season to a future winter or summer season or within 10 weeks of arrival will be deemed a full cancellation and the cancellation charges outlined in section 6 will apply.

5. Amendments to the booking by Woodlands

5.1 Subject to the terms in Appendix 1, If Woodlands are obliged to make a significant change to your holiday within 10 weeks of the original arrival date (which includes any significant change other than a change that would trigger a cancellation by Woodlands, as defined in section 7) you may choose to either:

  • a) Accept the new holiday arrangement offered by us, or
  • b) Purchase a replacement holiday from us at the current selling price, or
  • c) Cancel your holiday and receive a full refund.

5.2 You must give us your decision within 7 days of our offer of alternative arrangements. If we do not receive your answer we will be entitled to assume acceptance of the new holiday arrangement.

6. Client Cancellation

6.1 Cancellations made by the Client will only be effective when Woodlands receives written notice of cancellation by email, sent by the Party Leader. The date on which the written notification is received will determine the level of cancelation charges applicable. The cancelation charges are expressed as a percentage of the total booking cost.

6.2 Please note that many travel insurance policy cover the eventuality of having to cancel a holiday in certain circumstance, so please check with your own travel insurance policy when booking for details and verify with your insurance provider that their terms are sufficient to cover your booking.

6.3 If the accommodation you have booked is available to be occupied, but you are unable to travel, then according to French law, Woodlands is not legally obliged to reimburse you differently to the terms laid out in clause 6.

6.4 Cancellation charges will be levied as follows:

Days prior to arrival Cancellation charges (% of the entire holiday cost)
More than 70 days Loss of non-refundable deposit
69 to 45 days prior 50% (including non-refundable deposit)
44 to 35 days 75% (including non-refundable deposit)
34 days or less 100% (including non-refundable deposit)

Refunds (following deduction of the cancellation charges) will be made to the Party Leader where the full balance has been paid.

7. Cancellation by Woodlands

7.1 In the unlikely event that Woodlands is obliged to cancel your booking for any reason (other than in the circumstances outlined in clause 8 or Appendix 1) we will issue a refund and offer an indemnity payment (as per the table below). Cancellation by Woodlands is limited to a situation where Woodlands cannot accommodate your whole Party in any of our chalets for the dates originally booked or dates within 24 hours of those originally booked, and as a result, Woodlands is obliged to cancel your booking.

Days prior to arrival Indemnity payment (% of the entire holiday cost)
More than 70 days Loss of non-refundable deposit
69 to 45 days prior 50% (including non-refundable deposit)
44 to 35 days 75% (including non-refundable deposit)
34 days or less 100% (including non-refundable deposit)
8. Cancellation due to Force Majeure

8.1 If your booking cannot happen due to Force Majeure, Woodlands is not in breach of contract or liable to any form of compensation. As a gesture of good will Woodlands will offer a refund of 50% of any payment made if a cancellation is caused by events amounting to Force Majeure. A Force Majeure event is an unforeseeable, unavoidable, external event which includes, but is not limited to, warfare, riots, civil unrest, terrorist activity, government regulations, industrial dispute, weather, epidemics, pandemics, natural or technical disasters, nuclear war or similar events beyond our control. NB: Covid-19 is now a known problem and therefore, under French law, any cancellations related to Covid-19 cannot be classed as Force Majeure. Please see Appendix 1 for further details.

9. The Chalets

9.1 When booking a room or entire property with Woodlands only the named persons on the booking form are allowed to stay in the property during the period stated on the booking form. The property cannot be shared, assigned or sublet. Under no circumstances can the occupancy exceed the advertised capacity.

9.2 As per French law children under 16 years of age must be supervised whilst using the chalet facilities.

10. Use of Saunas and Hot tubs

10.1 Client use of saunas, hot tubs and other spa facilities (available at some Woodlands) is done at your own risk. Woodlands accepts no responsibility for accidents or injuries sustained while using these facilities.

10.2 Please follow the guidelines set out in the chalet hand book concerning the use of all facilities.

10.3 It is the sole responsibility of the Client to follow instructions or guidelines provided regarding use of such facilities. Children must be supervised by an adult in the Client Party at all times.

10.4 Please note that the hot tubs are normally out of use once a week due to cleaning and water change. Should any leisure facilities become unavailable for any reason during your stay, we cannot guarantee being able to repair or replace it during your holiday and we do not offer compensation for inconvenience or curtailed use in such an event.

11. Security Deposit

11.1 Woodlands may require a security deposit to cover against any additional costs incurred in resort or damage caused to property. Where this is requested, it must be paid 2 weeks before arrival and will be refunded with in 2 weeks of departure, minus any costs incurred.

11.2 Refunding your security deposit may be delayed if the cost of any repair has to be determined.

11.3 You will be liable for any breakages or damage to the property or adjacent properties during your stay caused by any member of the Client Party, your employees or visitors to the property, whether or not this comes to our attention during your stay, or afterwards. You must immediately pay the costs to Woodlands, the amount of which will be advised to you.

12. Additional Services

12.1 While we make every effort to recommend only suppliers with a proven track record for service, we do not accept any responsibility for the services provided. You must satisfy yourself in advance as to the quality of the service and the provider’s ability to execute the services, prior to purchasing.

12.2 Where we help to arrange a booking for you for sports equipment, sports lessons, guiding or lift passes, taxis, transfers in vehicles not operated by us, etc. We do so as a complimentary service. We have no control over the provision of the goods and services provided and we cannot accept any liability for the goods and services provided or for the acts or omissions of the companies or any of their employees or other personnel.

12.3 Your contract for winter sports equipment hire, snow sports lessons and guiding, lift passes and transfers will be with the relevant supplier and any acceptance of liability in clause 13 below excludes these services, which shall be governed by the terms and conditions of the supplier concerned.

13. Woodlands’ Liability

13.1 Woodlands endeavours to make sure that the accommodation you book with us is supplied and the services provided by us are performed using reasonable skill and care. In all cases where Woodlands are held to be liable (except where personal injury, death, loss and/or damage to luggage or personal possessions results) Woodlands’ liability is limited to the relevant holiday price of the individual Client(s) affected, subject to the individual client notifying Woodlands of any claim in writing, within 28 days of the end of your booking.

13.2 Woodlands will not be responsible or pay you compensation for any injury, illness, death, loss, damage, expense, cost or other claim of any description resulting from:

  • The act(s) and or negligence of the person(s) affected;
  • The act(s) and or negligence of a third party unconnected with the offer of services from Woodlands set out in these terms, which were unforeseeable or unavoidable;
  • Unusual or unforeseeable circumstances beyond our or our supplier’s control, the result of which could not have been avoided even if all due care had been taken.

13.3 Woodlands shall not be held liable for any loss, delay or costs connected with, or arising out of, adverse weather conditions, including blocked roads, missed flights and airline delays.

14. Client responsibilities

14.1 The Party Leader agrees to guarantee payment for any chargeable services requested by any member of the party, at any time.

14.2 Woodlands shall be entitled to recover from the Party Leader the cost of any damage caused by you or a member of your Party.

14.3 All of our chalets are exclusively non-smoking, both for guest comfort and in line with the French law.

14.4 It is imperative that the Party Leader advises Woodlands at least 14 days before arrival of any allergies, dietary restrictions or medical conditions suffered by any member of the booking party in accordance with clause 15 below.

14.5 It is your responsibility to properly secure the exits and windows of the property, including balcony, garage and hot-tub access doors and you will be liable for any costs incurred by Woodlands as a result of your negligence.

14.6 Woodlands will not be held responsible for any theft or loss of any personal possessions from our premises or vehicles. Woodlands will take all reasonable steps to ensure the security of guests’ personal possessions. However, the primary responsibility lies with the Client.

15. Food Allergies

15.1 We will exercise all reasonable care to avoid specified food and drink ingredients if any allergic reaction concerns or special diets are notified to us, agreed at the time of booking or confirmed in writing at least 14 days prior to the scheduled arrival date at a Woodlands’ property.

15.2 Extreme Food Allergies: if someone in your party suffers from a food allergy that is so severe that the slightest exposure to the substance in question could cause a life-threatening reaction (for example where a reaction may be triggered by proximity rather than by actually consuming the foodstuff ) you must advise us in writing of the severe nature of the allergy at the time of booking so that we can discuss the risks with you and confirm whether you wish to proceed with your booking. If you fail to advise us of an extreme food allergy at the point of booking or if you proceed with your booking in circumstances where we have explained to you the risks that might be present, we reserve the right to cancel the booking of the individual concerned without compensation of any sort and not be in any way liable for any injury and/or damage incurred or contributed to as the consequence of that failure in the event of an incident.

16. Complaints

16.1 Woodlands strives to make sure the holiday you book with us is supplied and the services performed are provided with reasonable care. In the unlikely event of you having a complaint with any part of your holiday you should notify Woodlands immediately via email or phone.

16.2 Any complaints made ON OR AFTER DEPARTURE will not be considered. Complaints cannot be accepted for snow conditions, weather, closures of ski-lifts and services offered by third party suppliers, or anything outside of Woodlands’ direct control.

17. Travel

17.1 Please inform Woodlands of the flight arrangement (if traveling by air) at least 4 weeks prior to your arrival date. Any request for help with organising transfer should be made at this stage of the booking.

17.2 Woodlands will not be held responsible for any guests missing flights for any reason and no credit or refund will be given if you are unable to take part in a component of your holiday as a result.

17.3 Woodlands will not be held responsible for any flight delays but wherever possible will attempt to re-organise any previously booked resort transfers.

18. Arrival and departure times

18.1 Your booking starts at 4pm on your arrival day. If you arrive earlier than this we will do our best to accommodate you, but this is at our discretion and must be arranged in advance.

18.2 Your booking finishes at 10.00am on your departure day. If you are departing later than this, we will do our best to accommodate you, but this is at our discretion and needs to be arranged in advance.

19. General information

19.1 We are able to cater for vegetarians, vegans and special diets where possible. Although the availability of specialist ingredients locally may hinder us from doing so. Please ensure that any such requests are stated on your booking form.

19.2 We cannot guarantee uninterrupted internet and electrical supply to our chalets due to technical circumstances or bad weather conditions that are beyond our control.

19.3 Staff working in our catered chalets have 2 days off per week.

19.4 Taxe de Sejour or tourist tax charged by us is not included in the cost of your holiday. It is charged at a nightly rate which will be discussed with you at the time of your booking.

20. End of Week Payments

20.1 Upon request, Woodlands will make purchases on your behalf both before and during your holiday. To enable Woodlands to do so, a credit card shall be requested as a guarantee and any such purchases shall be paid in full prior to departure from your chalet.

21. Insurance

21.1 It is a condition of booking with Woodlands that all Clients have a personal travel insurance, as Woodlands does not provide any winter/summer sports of other travel insurance. This is to cover you for any injuries or unforeseen circumstances including but not limited to theft and damage to Woodlands property as a result of your actions / behaviour or negligence. Woodlands also recommends that you take out adequate insurance to cover your personal possessions.

21.2 It is the responsibility of the Party Leader to make sure all members of their Party have necessary medical and travel insurance documents to cover themselves, their property and belongings fully before coming for their holiday. So that we can assist you in the case of an emergency, it is useful to have the details of your travel insurance policy, please provide at the time of booking.

22. Website Accuracy

22.1 All reasonable care has been taken to ensure that the descriptions, facts or opinions on our website or in our promotional material are correct to the best of our knowledge.

22.2 Opinions expressed are personal to the authors and photographs only relate to a specific destination when specifically captioned. You should bear in mind that in relation to the information given about the resorts and certain facilities available within resort, we cannot guarantee accuracy at all times or that any particular activity will take place, as these services are not under our control.

22.3 Facilities such as lifts, shuttle bus services, ice rinks and swimming pools may not be operational at the beginning or the end of the season. This may be due to factors such as weather or the number of tourists in resort. These decisions are often made on a day-by-day basis by their operators and we are not always informed. Where we are informed, we will do our utmost to let you know.

22.4 All information we supply regarding third party suppliers has been supplied to us by them in good faith and we cannot guarantee that such information is complete or up to date.

23. Booking, Travel Agents and Packages

23.1 If you book your holiday through another booking or travel agent, the booking or travel agent will pass information to Woodlands and we will pass information to the booking or travel agent. The booking or travel agent may also receive payment from you for the holiday. Any information or advice given to you by the booking or travel agent, which is not based on information or advice given to them by Woodlands, is their responsibility and we do not accept liability if incorrect information is given to you by your travel agent. In such circumstances any requests for compensation or redress should be addressed to your travel agent and not to Woodlands.

23.2 Woodlands is not a package travel tour operator and the Package Travel Regulations and Linked Arrangements Regulations do not apply to the services provided by Woodlands.

24. Fire Places

24.1 Guests are not permitted to use the fire place. This is the responsibility of the chalet hosts (fire places are not available during the summer).

24.2 Woodlands accepts no responsibility for damage to guests, guest clothing or other property belonging to guests as a result of using a fireplace, stove or chimney.

24.3 If a guest damages Woodlands property as a result of using a fireplace, stove or chimney, they will be charged accordingly.

25. Outdoor shoes and Equipment

25.1 Outdoor shoes, ski/board boots and mountain biking/cycling shoes are not permitted inside the chalet. Any damage caused by guests wearing these inside the chalet will be charged accordingly.

25.2 All outdoor equipment, which includes but is not limited to mountain bikes, skis, snowboards, dirty, soiled or extremely wet clothing, must be stored in the designated area as provided by Woodlands on arrival. If damage occurs to radiators that are not inside the designated drying areas guests will be charged accordingly.

25.3 Under no circumstance is the repair, or maintenance and cleaning of such outdoor equipment allowed within the internal space of the property, including terraces, balconies and garden areas.

26. Client Behaviours

26.1 All Clients should act and conduct themselves in a manner that does not affect or disturb other Clients, local residents or have a harmful affect on the reputation of Woodlands. Excessive noise inside or on the grounds of the chalet must come to an end at 10pm. Threatening or negative behaviour towards Woodlands staff will not be tolerated. Woodlands reserves the right to refuse further accommodation to any Client in breach of this section and contractual obligations will be terminated immediately. No compensation will be payable.

27. Illegal Substances

27.1 Smoking or taking illegal substances in or around Woodlands properties will not be tolerated. Any guest involved in such activities will be asked to vacate the property. Woodlands reserves the right to refuse to further accommodate them and contractual obligations will be terminated immediately. No compensation will be payable.

28 Terms of contract

28.1 In the case of any conflict between the website and terms and conditions, the terms and conditions take precedence.

Appendix 1

The increased cancelations policy inside this appendix will only apply if your booking is directly affected by the global pandemic known as Covid19.

We have added this appendix to provide extra flexibility so clients can continue to book with confidence.

1. If, within 7 days of your scheduled arrival in resort, there is; there is one or more of the following:

  • a Covid19 related closure of all mountain lifts in the Morzine-Avoriaz area
  • an instruction by the local authorities in France to close our chalets as a result of Covid-19
  • a travel ban imposed in France or the country of residence of the majority of people under your booking, which prevents travel to resort within the time frame prescribed in the booking
  • a requirement to self-isolate (quarantine) for a period of 3 days or more in the country of residence of the Party Leader on return from France

2. Then we will accept the cancellation by you, at our discretion with the following:

  • A refund of all the money paid by the Client Party, except the non refundable deposit, which covers the administrative costs and fixed over heads of Woodlands related with providing your holiday

3. For the avoidance of doubt this increases your safety by replacing the terms in section;

  • 6. that would otherwise apply in these circumstances
  • 4. Paragraphs 3(C) and (D) above will not apply where such restrictions are imposed on and/or apply to, your booking due to their vaccination status and/or due to the results, or lack thereof, of Covid-19 tests
  • 5. Woodlands are required to comply with all national and local government imposed regulations, recommendations and measures relating too Covid19. Woodlands reserves the right to alter or change the services provided/advertised to adhere to any such of these. Woodlands will take due care to ensure any of these will have the minimum impact or interruption all guests staying with us.

Please Note that COVID 19 and the effects of it are no longer classed as Force Majeure or unforeseeable / extraordinary circumstances as they are now a known event.

Changes made on 11th February 2022

Removal of the option of a Voucher to be used for further booking.

Changes made on 11th November 2021

Change of Covid cancellation conditions so that it applies when it affects the majority of people in the booking not just the party leader.

Clarification of the ‘travel restrictions’ and around Covid tests by introducing point 4 in the appendix.

Credit note validity changed to ’18 months’ rather than 31st August 2023 to allow the Covid19 cancellation conditions to apply for future bookings as well.

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