BIG SKY HIDEAWAY SITE HIRE DETaILS
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This is your go-to guide to hiring Big Sky for your event so please take some time to read this (and save the link to this page) before you set off and it’ll help you find your happy feet when you arrive on site.
Here's a list of quicklinks to help you navigation this site hire document:
And do take a look around the rest of this website for pictures, things to do & other FAQs
Introduction
We’re really happy to be able to offer a full site hire of the Big Sky Hideaway, at Timberholme, North Forty Foot Bank, Boston, Lincolnshire, PE20 3SU.
Our site covers 15 acres and offers a variety of sleeping options, from bring-your-own-tents to converted buses to Landpods.
We can easily cope with up to 100 people on site at Big Sky (and potentially more), with the provision that for overnight stays we currently have glamping accommodation (proper beds) for 20-25 people (we're considering new options all the time, so this number may rise), plus the possibility for multiple tents for the rest in our camping meadow. Our camping meadow is licensed for 70 tents.
We know all events are different and are more than happy to talk things through and create a price and environment that suits you.
(History section - we’ve run seven of our own festivals and hundreds of smaller events, we know what it takes to set up a successful group in a space like ours. We also understand the pressure points just as much as the joys. We’ll do our best to reduce the friction for you and are always open to asks and ideas.
We’d encourage a site visit before booking or if this isn’t possible, a video call with Dave and/ or Em to discuss. It's good to iron out the questions marks early.
Big Sky is a place to escape to and enjoy nature in. Our skies at night are dark and wonderful for stargazing, and during the day our surrounding trees and woodland act as a hug to everyone within.
We use and re-use as much as we can here, more than 95% of the site is powered by renewables and all of our toilets and showers are eco friendly. We try to be as thoughtful as we can for both our guests and the environment, and will do absolutely everything to make your stay comfortable, enjoyable and memorable (in the right way!). Oh, and if you have an EV vehicle we have a 7.4kw charging point on site for you to plug into.
We’re pretty easy going and we’ve created a simple place. We really hope you enjoy your time with us.
PRICES
Below are our base costs for an exclusive site rental in 2024. This ensures that no other guests are around so it'll just be your group, and our small team will always be here to help the cogs turn.
We know all groups are different so we try to be flexible with the site and plans to suit your needs. Please contact us if you have a particular budget to work with and we'll do our utmost to help. If you’re looking for event space for a day, half day or even an hour or two just let us know.
Here's a rough idea of prices for a group of between 20 and 70 people.
Low season (April, September, October)
Weekday overnighter: £1000 per 24 hours (discounts on multiple weekday nights)
Weekends: £2500 2pm Fri to 1pm Sun
High season (May, June, July, August)
Weekday overnighter: £1250 per 24 hours
Weekends: £3000 2pm Fri to 1pm Sun
Bookings for extra days before or after the event, for a quieter build-up or wind down, are always possible at a lower cost than the main two days. Quite often organisers will bring in a smaller team to help set up a day in advance of the main bash!
The site opens for check-in at 2pm on the day of your event starting. Check- out is 1pm on the final day (we can discuss these timings if you need something different)
This is a flat site hire assuming the hirer will be organising the event, scheduling and catering. We provide the site and accommodation, you do the rest.
Events are expected to bring in their own catering facilities, who provide their own power and water. We have a kitchen with surfaces for serving in the barn and outdoor tables as an option, too, and can offer our own breakfast buffets and lunches too.
There will be an additional charge for caterers or vendors who require a power hook-up, or water usage beyond a usual expectation (ie. if every guest has to wash up their crockery each meal). We'll always be fair with these charges and aim for cost price.
Overnight site hires include full site exclusivity. Morning and day hires may not be fully exclusive, but the main non accommodation spaces will be yours
We can offer optional extras if needed, including accessible toilets, sourcing local food vendors and workshop providers. See below for options.
Part-site hire
If you have a group of 5-20 people, in the low season (March, April, September, October) we can provide options for a part-site hire, usually charging £100 per person to include two nights of accommodation plus exclusive daytime use of the barn, woodland and/ or a quiet meadow space.
Every event is different, so get in touch and we’ll happily do what we can to help you make the most of our space.
SITE HIRE INCLUDES
The site is yours!
Our 15 acres, including 4 acres of woodland, are yours to roam and enjoy. We won't accept any other guests for the duration of your stay, ensuring your group or team has their privacy in a safe environment.
General support
Groups are required to book the full site hire as a one-off payment and decide themselves on where guests sleep. We will always be on hand though to assist with questions on the site and accommodation.
Car Park
Hiring our site for the above prices includes grass parking for up to 40 cars, plus 15 campervans (in our campervan area). We always encourage carpooling to keep vehicle numbers down, but for £100 extra we can often hire space for parking from our neighbour, for up to 20 vehicles).
Facilities
We’ve created a series of stress-free eco friendly compost toilets across site. Our showers are unique (although we’re currently considering options to upgrade) and consist of pre-heated pump action solar bags. We’re as yet unable to afford mains water across our whole site but the solar showers are great for a warm rinse, but not ideal for those wanting a thorough wash of long hair! Note: with a big event filling up our five shower bags again and again will take quite a long time! (Here’s a video guide www.instagram.com/tv/CRtXRr4Cz4n)
Community Barn
We have a large barn which makes a lovely events space. It already acts as a great meeting spot and venue, allowing for activities to continue in poor weather. The barn is stacked with sofas, table tennis, foosball, a cinema screen, bar, shop and can comfortable shelter 120 people.
Woodland
Our four acres of woodland are yours to roam and we have a couple of extra communal fire pit options if you prefer some woodsie moments.
Campfire
For group events we run a central community campfire in the evenings and can agree on specific times during the day, too. We’ll provided the firewood and manage the fire. If you’d prefer multiple smaller fires throughout the site we can provide firebowls, but firewood is an additional cost at our usual prices, £5 per bucket, to be ordered before the event. (We’d suggest that groups stick to the communal firepit, in order to keep guests together)
Play area
Next to the barn is an acre of clear field, often used as a base camp if organisers are bringing their own meeting tents. We have a football goal and plenty of lawn games should play time be needed!
Accommodation throughout site
This gives an immediate chance for you to sell posh camping spaces to start paying off the site hire ahead of time. Please note that although the buses have small kitchens and the Landpods have outdoor field kitchens, these are not suitable for group catering. We ask that your caterers bring their own power, water and catering equipment (see more below).
Here’s an idea of what we offer our glamping pods and buses for, and a suggestion of how you could sell them on to your attendees. Your site hire agreement will include all accommodation available at the time of deposit payment, as over time the site hire price will rise as our accommodation offerings grow.
Note, sheets are provided for the mattresses but guests should bring their own bedding: duvets, pillows and covers. We have limited full bedding packages available for £20pp/n
Schoolbus - Sleeps 6 people
1 x super king | 4 x single bed pods
Recommended price to charge back to guests (~ £150 p/n or £30 per person per night)
Landpod Loft - Sleeps 6 people
3 x double bunks
Recommended price to charge back to guests (~ £150 p/n or £30 per person per night)
Eden Lodge Landpod - Sleeps 4 people
2 x double bunks
Recommended price to charge back to guests (~ £100 p/n or £25 per person per night)
Cosy Cocoon Landpod - Sleeps 2 people
1 x double
Recommended price to charge back to guests (~ £50 p/n or £25 per person per night)
Lotus Belle tent - Sleeps up to 4 people (one double bed, two singles)
Recommended price to charge back to guests (~ £110 p/n or £40 per person per night)
Shepherd’s Hut - Sleeps 2 in 1 double
Recommended price to charge back to guests (~ £80 p/n)
Hobbit Hole - Sleeps 1 in 1 single
Recommended price to charge back to guests (~ £40 p/n)
15 private camping pitches (mowed into the longer grass) and larger areas for bigger tents. Each pitch could happily contain an extra large family tent or two small to medium tents. Guests to bring their own tents (we can rent a variety of different sized tents, too)
Please note for larger events: We have a 70 tent limit on site, stipulated by our campsite license (this can be expanded by us applying for a one-off event licence to the local council - a cost of £100 to the event organiser if they think there will be more than 70 tents)
Recommended price to charge back to guests (~ £10 per person per night although event organisers often choose to include camping in with the ticket price)
Unpowered Van pitches (size restricted)
Room for 15 vehicles. Potentially scope for more. Vans/ caravans should be self sustaining for their stay. No power or toilet emptying is available.
Recommended price to charge back to guests (£15 p/n although often event organisers will choose to include a van pitch in with the ticket price))
This is a great community space for relaxing, with kitchen and seating downstairs and open plan upstairs with library, drop down screen and seating. Wifi included. Often team’s hiring the site will save the YesBus as a hang out for staff, a venue for projector showings or just a green room for speakers, although there’s a double bed and two single futons upstairs for sleeping space, too.
Recommended price to charge back to guests (~ £150 p/n)
ADDITIONAL ACCOMMODATION OPTIONS
(Not included in site hire)
2 x spare bedrooms in our house on site
Room 1 (£90 p/n): 1 x double. 1 x single (max 3 people)
Room 2 (£50 p/n): 1 x double (max 2 people)
Bedding is included in these prices. Shared toilet and shower on the same (upper) floor, only used by guests.
Woodland Hammock Village
We can rent out lay-flat hammocks + tarps for £30 per night. We’ll put them up and take them down for you (and show folks how to use them safely!). Guests will need to bring their own sleeping bag/ duvet and pillow.
Bell tents
For the Summer of 2024 we have at least four bell tents (please enquire) available for hire. These are priced at £50pp/n for a basic furnished tent inc. mattress and sheet.
Camping Tent Hire
We have a small selection of tents for hire. We can pitch these ahead of arrival and take down afterwards for folks bringing their own camping gear who need a tent.
Charge of £25 per person per night including put-up and take down.
Additional night's stay
If your organising team would like to arrive the night before the event to set up, we can offer the 6-bed Schoolbus for £110, allowing you to be on site from 2pm the day before your event, and giving you plenty of time to prepare on the morning of your event. This is availability permitting. Other accommodation options are also available.
New accommodation
Now and then we do add new permanent accommodation to Big Sky. Please note our site hire prices are set according to the accommodation available at the time of writing. Any accommodation added subsequently will be available at a cost.
TESTIMONIALS
PAST EVENTS
We've been lucky enough to hold all kinds of events at Big Sky over our first couple of years including retreats, microfestivals, team building stays, Jamborees, birthday parties and celebrations of life.
Every event is different and we're always game to try our best to help Big Sky be your venue. We're also open to considering partial site hire.
Ps. You can see more films on the Big Sky YouTube Channel :)
THE BARN @ Big SKY
The barn is a cosy covered space measuring 20 metres x 10 metres, filled with sofas, a little shop, bar, cafe and table tennis. It's the perfect hideout during poor weather or blazing sunshine and has been used as a main stage for an adventure storytelling festival, a yoga room, a dining hall for retreats, a cinema hall (yep, we have a big screen and projector!) and...well, it used to be a hanger for a small aeroplane!
We make the most of solar power to ensure all power and lighting needs are met.
We don't allow fire, candles, stove cooking or open flames in the barn but as Big Sky is only open between March and October we've never found the space too cold.ur 15 acres, including 4 acres of woodland, are yours to roam and enjoy. We won't accept any other guests for the duration of your stay, ensuring your group or team has their privacy in a safe environment.
THE BAR
Our barn bar is licensed and the standard site hire agreement includes us stocking and running the bar.
If we're running the bar we ask that guests don't bring their own drinks/ alcohol onto site. If they do, we charge a £150 corkage fee to cover lost income and dealing with extra waste.
If you would prefer to stock and run the bar yourself, therefore keeping any profits for yourself, the cost is an additional £250 and the process is below:
1) You'd need someone licensed to run a bar present at all times and we'd need to see their documentation before the event
2) You would need to provide all stock
3) We need to clear our bar out and leave the space empty for you, so our own license isn't broken. We charge the £250 to cover the time taken to empty and then re-stock after your event.
4) The bar space in the barn, including optics, storage and beer fridge, is yours to use as you'd like during your event.
ADDITIONAL EXTRAS
(THIS LIST IS NOT EXHAUSTIVE!)
Team night
If you'd like to get a team together the night before your event, both so they can get to know the site and get a head start on prep (rather than arriving after noon on the day of the event) we have a number of different packages for your team, including a full site additional day hire including all accommodation for £750
Food
A variety of options are available. External caterers can visit site and we can provide options on site, too. Costs are roughly £10 pp per meal for dinner. £6-7 for breakfast and lunch. Home-baked cakes, cookies and bread, plus fresh eggs from the Big Sky hens can be pre-ordered. We’ll charge 5% of the total meal value for arranging (including providing refrigeration, water, power if needed)
For external caterers we ask that they provide hygiene certificates, bring their own ingredients and water, and in an ideal world they’d be self sustaining and provide their own power. There’s an optionto plug into our barn for a £25 energy surcharge per day (this is an option to keep generator noise down). It is up to the event organiser whether you or the caterers cover this.
Event film - £250
Our Dave is a filmmaker in a parallel life and if you'd like a film of your event (see above in Past Events for example films) then he'll film throughout the weekend and within a couple of days have the finished version ready for you to share around your community. This will be approximately 3 minutes long.
Individual bookings
If you'd prefer for us to handle individual accommodation placement, no problem. This will be £5 extra per person.
Extra Marquee
If you'd like an extra marquee on site you're welcome to source this or we can do it too. There is a fee of £150 for marquee pitching - this covers both the extra admin, liaison with marquee company about liability, arrival, erection and pick-up, and also ensures we have funds to repair any ground damage - which always happens when large marquees are put up.
Pre-event deliveries
We can accept deliveries on the day of an event for free, but will charge £10 per delivery for any made before the day itself, to cover time and storage.
Drinks
Often visiting groups have reason to celebrate and like a party for at least one of the nights. We can help pre-order drinks or can take your pre-brought drinks and serve from the bar in our barn.
Alpaca Meet & Greet
We run a variety of alpaca sessions, the most popular being feeding time for £5 per head.
Audio Visual Hire
AV hire. Inside the barn is a 3m wide projector screen and projector, and a 65" television, too. The YesBus has a drop down screen too, with seating for twenty-five. We have a projector with speakers for talks/ presentations and film showings. Chat to us for an AV deal but a usual basis for the barn AV equipment is £100 per day, and we recommend all organisers bring someone who is audio/visual ready to manage this side of things (for each venue you're using tech). If this isn't possible we can arrange for an AV person too, just let us know.
Silent disco hire
We have a set of 55 silent disco headsets on a three-channel system, meaning you can boogie (or watch films) way into the night past our 11pm curfew.
Price: £75 per night or £100 for the weekend
Workshops & Talks
On site, Dave and Em offer a variety of workshops and presentations from bushcraft and fire lighting, how to put up a hammock, making films with a smartphone....and plenty more. - £100 for 60 minutes, £150 for 90 minutes, groups of 15 max
Popular options are nice and informal 45 minute group sit-downs with Dave and Em sharing their story either around a campfire with slides on a pass-around ipad or on a bigger screen inflated in the barn - (£100)
Dave's adventurous SayYesMore keynote has been heard by some of the biggest companies in the world and always promotes new ideas. Enquire for pricing. Motivational talk covering adventure, sustainable living, community (Dave’s ‘day job’_
Stand Up Paddleboarding
Our local partner Yellowbelly SUP run paddleboarding classes on the nearby River Witham. Perfect for all abilities. Enquire for pricing.
Fitness Bootcamp
Our neighbours Top Banana fitness run outdoor bootcamp sessions. Instructor Andy is a non-intimidating middle-aged man with a big smile!
Site tour
We’ll show you around and chat about what we're creating and the process of becoming a sustainable, renewables-powered business and lifestyle - last approx 45 minutes, cost £25 for groups of 25 max)
Break time drinks and snacks
We can provide coffee and a selection of milks and teas, with biscuits - £3 per person
Accessible toilet hire
We provide toilets as standard to cover the amount of people attending. Any accessible (wheelchair friendly) loos come with an extra charge of £210 (this is cost price to hire in)
PAYMENT TERMS & CONDITIONS
(INC. CANCELLATION)
If the last two years have taught us anything, it’s that anything can happen! We’ll always be fair but at the same time have a small business to look after. These are our terms.
Upon booking we require a non-refundable deposit of 35% of your reservation fee (40% for any events in June, July or August), upon receipt of this deposit we'll reserve your dates on our calendar, ensuring you have full exclusivity. We have a limited amount of dates each year for events which are key to our survival as a little business. Any cancelled events leave us with less time to fill those dates again, and we use the deposit to plan and develop our site to ensure your event is as successful as possible. This is why the deposit is non refundable.
The balance should be paid no later than one month out from the event. If you pay the full amount up front but then have to cancel, for cancellations more than a month out from your event we will refund the balance, minus the deposit. Any cancellations within a month of the event will not be reimbursed as it leaves us little time to re-sell the site and we can’t afford to have our site empty for a weekend.
From our side, we run our own events too, and always see putting a deposit down as a commitment towards making the event a reality. It's also great to make that first step as a real show of faith for your event. As soon as you show us that commitment we will always be on hand to answer any questions and do our bit to make sure your event goes smoothly. All we really want is for you to have the best time so you'll come back again :)
In the case of individuals cancelling their places on your event this is the organiser's responsibility. If you’re selling tickets via a booking platform it’s worth checking the platform’s cancellation/ refund policy and letting guests know ahead of booking if a full 100% refund won’t be possible.
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Damages
We don't take a pre-event retainer to cover damages, but we do this in the spirit of our place and will ask event organisers to fairly cover the costs of repairing any damages caused by anyone attending the event
CAMPFIRES
Big Sky Hideaway is a peaceful getaway and we love the sound of nature, crackling of the campfire, laughter and memories being made. It is the perfect place to leave all your worldly distractions behind, watch the incredible sunset and marvel at the stars.
Site hire includes firewood throughout your event, for use at the communal campfire beside the barn.
We run on the assumption (and hope!) that site hires are a chance for communal activity, so we focus our efforts on bringing people together. As such, we charge a £5 hire for campfires in other locations on site (we will deliver a firepit), and sell firewood for £5 per bucket. Dave and Em should be notified of any additional planned campfires on site throughout the weekend.
You're more than welcome to take a wander or find a spot to relax in our small woodland but please stick to the paths and don't forage for firewood! We're working on a woodland management plan to bring our woods back to full health after years of neglect and by selling seasoned firewood (and not the wet, smoky twigs and sticks on the forest floor( we have funds to help us look after our woods, new and old.
By the way, if your firefighting skills have grown rusty feel free to ask us to get your campfire going, we’re always happy to help :)
Nb. Health and safety for all guests, our site and animals are paramount. In the event of a national or local fire ban due to drought or other climatic events, campfires will not be allowed. We will always do our best to mitigate this situation before banning campfires.
ALPACAS
It goes without saying that you’re going to fall head over heels for our adorable herd of fluffballs.
The alpacas are inquisitive creatures but they are all pregnant or new mums so need to feel safe and chilled in their own space. Please do not enter their paddock unless invited by Dave or Em.
They also have specific diets so please don’t feed them. If you’d like to meet, feed and learn all about the alpacas, it’s £5 per person for a 30 minute hang out, including feeding time, including plenty of photo opportunities!
NO DOGS
While we love dogs we’ve learned that even well behaved pooches can upset our alpacas, which isn’t ideal as at most times of the year the pacas are pregnant or new mums.
We also have hundreds of ground-nesting birds in the longer re-wilded scrub around the site, and again dogs do tend to scare them. So, we’re afraid guests can’t bring pets, no exceptions.
I’m SOLD, HOW DO I BOOK?!
Great! Either an email to howdy@bigskyhideaway.com or fill in the form on our venue hire page and we’ll get right back to you and have a chat about your event.
When you're ready to book we'll reserve your dates and send over an invoice for your deposit.
Then we’ll be on hand to chat, either in person, on the phone or over video call to discuss how we can help make your event the best it can be!
We do recommend a site visit before booking Big Sky, but if this isn't possible we'll provide as much information as possible so you can make a decision.
We’ll send an invoice for the remaining balance to you one month ahead of your event, and naturally will be reachable throughout the lead-up to help keep things smooth for you.
Most importantly, we can’t wait to welcome you to Big Sky. We think you and your guests will love it here.
Thanks for considering us for your event
Dave and Emms
SITE RULES
We’re a peaceful, quiet hideaway designed to offer a lovely escape into nature. Please respect our lovely land and everyone you meet in and around it. These rules are in place to make sure all of our guests enjoy a peaceful break at Big Sky.
> Quiet time on site is between 9pm and 8am. Please be mindful of our animals, lovely neighbours and other guests on site. Stick to your pitches outside of these times please :)
> Arrival time is between 2pm and 8:30pm. If you're going to be later than this please let us know in advance.
> Checkout time for group event hire is 2pm at the latest.
> We close our gates at 8:30pm. If you’re arriving late please let us know in advance, and if you’re out for the day please be back by 8:30pm - we have this rule this so other guests aren’t disturbed as they’re settling down.
> No amplified music on site
> No drunken antics
> No drugs
> No non-registered guests overnight, £5 each for daytime site visit (a contribution towards site maintenance, including toilet cleaning
> No generators
> No shouting and loud noises near the alpacas
> All bookings must be made in advance
Thanks for supporting our little business.
Big hugs
Dave and Em
Wow, wow, WOW! What a weekend! Thank you both so, so much for filling our little hearts right up to the very brim! Big Sky is the best event venue, ever!
— Jill Grams, One Year No Beer Community