Host information: Using card readers on campsites and caravan parks in the UK

Should I take card payments at my Hipcamp?

It’s a personal choice, of course. There is no requirement for you to take card payments at your camping, glamping or caravan site. But the straightforward answer to whether it’s worthwhile is yes.

It wasn’t so long ago that campsites were largely businesses that operated on a cash basis; whether it was a professional operation with a cash register or a farmer’s field with a bucket passed around for pitch fees. But those days are mostly gone. It’s not exactly front page news that we’re becoming an increasingly cashless society and, these days, Hipcampers expect to be able to pay by debit card, credit card, or phone. As you develop your Hipcamp, hosts should consider investing in the technology to be able to take card payments—and it doesn’t need to cost a lot.

If you’re still not convinced, consider the fact that it’s likely that you’ll be taking most of your bookings online. Therefore pitch fees are often covered before campers arrive. But most tent camping sites also receive some business from passing trade (much less so for glamping). If these campers arrive without cash, securing payment can be tricky, especially in rural areas where a cash machine may be some distance away. By taking card payments, things are more convenient. In addition, if you sell anything on site (firewood, marshmallows, food and drinks, or campsite basics), you need a way to take payment for those too. The easier you make the transaction, the more you will sell.

Do I need a card reader to take payments from a credit or debit card?

Technically, you don’t need a card reader to take payments from a card. The bare minimum you need is an account with a payment processing provider like Stripe or Paypal. If you are taking payment online, you will probably already have an account with one of these. Some payment processors allow you to take card payments—but it is a manual process requiring a laptop, tablet, or smartphone and for you to input all the information. A card reader offers a much faster and smoother transaction; and one that will be familiar to your customers, so it is more likely to be trusted. In short, it is possible to take card payments in other ways but it is not practical. If you take anything more than occasional payments by card—get a card reader for your campsite sales.

Do I need WiFi to use a card reader?

You do not need WiFi to use a card reader but you do need an internet connection. It can be WiFi (if you are in an area with WiFi connectivity) or it can be 3G, 4G or 5G mobile connection. That’s why you often see people wafting their mobile phone near a card reader when you’re trying to pay for something in a small shop, cafe, or business. If you are in an area with particularly poor service, and you want to use a card reader, you may want to consider getting WiFi on your campsite if you don’t already have it.

Some card readers or point of sale (POS) devices have the in-built ability to connect directly to the internet but currently the cheapest and simplest solutions are card readers which connect to your smartphone or tablet via Bluetooth. While the card reader contains the technology to read your customer’s card safely, it is your phone which not only connects to the internet but also acts as the till.

How do card readers for campsites work?

The most common set up on small campsites, and all small businesses, is to use a card reader which is compatible with a phone or tablet. You will have to download the relevant app (for Zettle—the Zettle app; for SumU—the SumUp app and so on), both to connect with your card reader and to see the interface which allows you to set up payments. Within the app you can input the amount you want your customer to pay or use buttons with common products (which you will have set up in advance) to charge set amounts quickly. To take a payment, you simply open the app and tap on what you want to sell or put in the price you want to charge, tap to send the charge to the reader and the price should appear on the card reader’s screen. Your customer then simply needs to tap their card for a contactless payment. The set-up costs for all this tech does not need to be high. There is usually a charge for the card reader or POS device itself and then a percentage charge per sale.

Some options for taking card payments on your Hipcamp

• SumUp; sumup.com
• Zettle by PayPal; zettle.com
• Shopify; shopify.com
• Square; squareup.com
• Clover; uk.clover.com
• Helcim; helcim.com 

This article was created by the Hipcamp team based on our years of experience, research, and local understanding. However, please note that this is still only our interpretation of UK regulations and does not constitute legal advice. Hipcamp does not accept responsibility for errors and omissions. Different conditions may apply depending on your individual circumstances and we recommend seeking professional advice on implementing the rules.

This article was first published on 18th March 2023.