Terms & Conditions
Hunter Valley Lodge and Retreat asks that you please read these Terms & Conditions carefully and in full.
Welcome! We are proud to introduce to you a unique property; an amazing home where guests can relax in comfort and luxury. We strive to ensure that each and every guest enjoys an experience beyond his or her expectations.
As we entrust the entire property into guests hands, complete with expensive fit-outs, we do expect that guests read, abide and comply by the Terms and Conditions (especially our strictly enforced ‘no party’ policy), and By-Laws during their stay. We ask guests to show the upmost care and responsibility, and it is expected that the property and furnishings be returned in the exact same condition at the end of stays as at the beginning.
Before booking, please understand that it is a requirement that any damage or accidents, unintentional or otherwise, are the responsibility of the guest and that the guest will meet these repair or replacement costs. Given its’ definition, we do accept that accidents may occur, but any accident is the responsibility of the guest. We will always go above and beyond to repair or replace, by the most cost-effective means, in order to restore the property to the same condition as it was before the guest took occupancy.
Please, if in doubt, talk to us as these measures are not designed to prevent our guests from the normal, relaxing use of a holiday home, only to prevent those who believe having a party or not respecting a property and its’ neighbours, is acceptable.
We thank you, and very much look forward to welcoming you soon as our valued Guest.
TERMS & CONDITIONS of the Hunter Valley Lodge and Retreat
1.1 “Booking” means the period for which you have stayed, or intend to stay, at the property
1.2. “Property” means the premises you have booked and all it’s fixtures, fittings, and equipment.
1.3. “Management” means Hunter Valley Lodge owners.
1.4. “Primary Guest” means the person who makes and pays for both the deposit and final payment, and provides their credit card information for the security deposit/bond. Credit card payments may only be accepted from the Primary Guest. Payments from any other guest will not be accepted.
1.5. “Guests” mean the persons who stay overnight at the property during the booking.
1.6. “Visitor” means a person or guest permitted to visit the property during the booking.
1.7 “Owner” means the person or persons or legal entity that owns the Property.
1.8 “Agents” mean a 3rd party booking provider e.g. AirBnb.com. Homeaway.com.au and Stayz .com.au.
2. GUEST RESPONSIBILITY
2.1. Payment of the rental deposit constitutes the Primary Guests’ acceptance of these Terms and Conditions.
2.2. If a guest is booking on behalf of other people, the person booking the accommodation is responsible for the property, and for making all guests and visitors aware of and abide by these Terms & Conditions. Additional information on the property and its functionality are available to guests in the properties’ House Compendium.
2.3. You must be at least 25 years of age to book.
2.4. The Lodge is strictly not available for end of school celebrations or bucks parties, and should we become aware of a booking that is of this nature, we reserve the right to cancel the booking. All cancellations terms will then apply.
3.1. We accept Visa and MasterCard and Amex only. There is a 1.5% credit card processing fee on Visa and Mastrcard and 2% on Amex.
3.2. A deposit of 50% of the full tariff is required to secure the booking and paid only by the Primary Guest. We cannot ‘hold’ the property without 50% payment.
3.3. If the arrival date is within 28 days of your booking date, the full tariff is required to secure your booking.
3.4. In the event that the full 50% deposit is not received, we reserve the right to re-let the property.
3.5. The balance of the full tariff amount (50%), must be received in full, at least 28 days prior to occupancy.
3.6. If the tariff balance is not received 28 days prior to your check-in date, Management reserves the right to re-let the property. Our cancellation policy will apply and your deposit will be forfeited.
3.7 There is a booking fee of $35 charged to the guest, in addition to the tariff.
3.8 If you have booked through an Agent website, the payment requirements of this site will apply to your booking.
4. PRIMARY GUEST REGISTRATION AGREEMENT AND SECURITY DEPOSIT/BOND
4.1 When booking with us you accept that;
a. While you are in occupation, you are fully responsible for all breakages and damage caused to the property, its furniture and fittings, and/or any consequential loss suffered by the Property Owner.
b. All fixtures, fittings, furniture and appliances are assumed to be in good working order at the commencement of your stay, and in the event that any item is not in good working order at the commencement of your stay, you must notify us immediately, so that the condition of the item can be recorded at that time.
c. If we have not received notification from you, any damage will be deemed to have been caused by you.
d. Any breakages, damage/loss or injury which occur during your occupation must be reported to us prior to your departure, and either replaced to the satisfaction of the Property Owner, or paid for prior to departure at an amount determined by the Property Owner at their absolute discretion. Failure to comply with this condition will result in your bond being held until the matter is resolved, or a claim being lodged with AirBnb, if you have made your booking through AirBnb.
e. Malfunctioning equipment or damages, – If there are any problems with the property or malfunctioning equipment please report it immediately and do not leave your report until check-out. We do not issue refunds for problems with Satellite TV, phone, Internet, VCR/DVD players, hot tubs, games/pool tables, or anything else that is not considered a necessity. We will make every effort to assist with a solution where possible, however there may be limited contractors or service providers in the area, after hours or on weekends. You will be held responsible for any damages to the rental home or property, caused by you or your guests. Homes are inspected after each stay and if any items are missing or damaged you will be charged.
f. You have read and agreed with our Terms and Conditions. https://huntervalleylodge.com.au/terms-conditions. On arrival, we agree to read the Property Compendium and to take note of all emergency exits and equipment.
g. I accept that smoking inside the property is forbidden and no cigarette butts will be discarded on the property.
h. That the number of persons staying at the property does not exceed the numbers on the booking form at any time during the occupancy unless written approval has been agreed.
i. We agree that the property will be left in the same clean, neat and tidy condition, as it was when they arrived. This includes, without limitation; washing up, stacking dishwasher and putting on cycle before departure, fridge cleaned out, BBQ cleaned (a $100 charge will apply), and rubbish to be placed in appropriate bins provided, wet towels to be placed in bathrooms. If additional extra-ordinary cleaning is required, the cost will be charged against the credit card (security deposit). In an attempt to keep tariffs low we only have provision for the household bins only, any additional rubbish can either be removed by the guest (our recommendation), or, if additional rubbish is left behind we will dispose at the guests expense – charged to the credit card (please be aware this can be as high as $200+ for excessive rubbish). Excessive cleaning or BBQ cleaning may affect your bond.
j. I confirm that the use of the property during our stay is NOT for end of school celebrations or bucks parties, or any event that I have not received prior permission in writing from the Hunter Valley Lodge and Retreat.
k. We have locked cupboards, storerooms and sheds that belong to the Owners. Tampering with locked doors will result in a charge and legal action by the Owner.
i. Music, entertainment and sound equipment are setup for your use and enjoyment. Please do not unplug or play with any of the connections. Instructions for the use of equipment should be found in the house compendium.
4.2. A security deposit/bond of $2000 is required for your stay and is payable as a credit card pre-authorisation. This will be processed approximately 24 – 48 hours before your arrival, so please ensure the funds are available at this time.
4.3. A pre-authorisation is a temporary hold on a security deposit, making these funds unavailable to the Primary Guest cardholder until the charge is cleared.
4.4. The held funds are cleared automatically by your bank between 3-7 business days following your stay, as long as there is no reported damage to the property.
4.5. The Primary Guest responsible for the booking must register with us, by returning the registration form to the office, at least 14 days before check-in, to provide their credit card details and authorisation signature, which will be used for the security deposit pre-authorisation.
4.6. This Security Deposit/Bond payment may be used to cover incidental items such as (but not limited to): extra guests not included in the booking, telephone charges on the house landline, excess internet downloads, any breakages or damages incurred during the stay, odours caused by smoking, replacement keys, excess garbage, emergency call-out fees or cleaning charges in excess of the normal levels of cleaning.
4.7. The Hunter Valley Lodge and Retreat reserves the right to debit the Primary Guest card with any extra costs above the property pre-authorisation limit, if the damage or costs exceed the pre-authorisation amount.
4.8. Management will notify the Primary Guest by email prior to using any part of this credit card pre-authorisation or additional charges in excess of the pre-authorisation amount for any of the above charges.
4.9. Any security bond claim will also be subject to a $100 administration charge to the Primary Guest card.
5. NUMBER OF GUESTS
5.1. Parties and Functions are prohibited at the Hunter Valley Lodge and Retreat without prior written approval.
5.2. The number of guests staying at the property must not exceed the number stated and paid for on the booking confirmation and guest registration notice, or subsequently agreed in writing or email by us.
5.3. Additional guest rates will apply to additional guests staying at the property over and above the number of guests stated on the booking confirmation notice.
5.4 Visitors to the property must have prior approval from us in writing. Extra fees may apply.
5.5 Our pool, spa or other house facilities are only for use by guests residing at the property. The swimming pool/spa must not be used between the hours of 10.30pm and 7.00am. Please ensure that the water levels do not drop below the filter box level on the pool or spa, as this can damage the pump motor. Please do not take any glassware into pool and spa areas. Please ensure that children are supervised at all times when using any pool and/or spa.
5.6 Please note that pool closes for the winter season from May to September each year (subject to change due to the weather). During this period the pools are only serviced for the winter closures and not for swimming.
6. CHECK IN, CHECK OUT, PROPERTY ACCESS & KEYS
6.1. Our check-in time is from 3:00pm onwards, and check-out time is 11:00am (weekends) or 10:00am (midweek). If the property is not vacated by the agreed time then extra charges will be incurred.
6.2. Early check-in and late check-out may be available in agreement with us (charges will apply) with at least 7 days notice before arrival.
6.3. In circumstances where the property is vacated on the same day as your arrival, then the check-in time may be later, and will be advised by us.
6.4. Check-in and out times may change up to 7 days before your arrival.
6.5. We will make every effort to ensure the property is available as booked, however, we reserve the right to make alterations to bookings due to unforeseen circumstances.
6.6. Check-out times must be adhered to. The property should be left in a similar state to its condition on arrival. Please ensure all appliances, fans and air-conditioning units have been switched off, all lights have been switched off – both inside and out, all taps are turned off, no toilets are running, all garbage has been taken out, all dishes are stacked in the dishwasher and short cycle started, if any outside furniture has been moved please return to original position, all blinds are down and closed, and all curtains are drawn, BBQ has been left clean.
6.7. Loss of keys attracts a $100 replacement charge. Should you lock yourself out or lose keys during your stay, an additional call-out fee will apply if keys need to be delivered to the property for you.
6.8. The Lodge is equipped with exterior security cameras. Cameras are not monitored for guests safety in any way and should not be relied on by guests for personal security or security of their belongings. Cameras may be used to enforce and verify compliance with rental policies. Any damage, tampering or obstruction caused to cameras by guests may result in a partial or complete loss of security deposit funds.
7. NOISE, PARTIES & DISTURBANCES
7.1. Disturbance to our neighbours, including excessive noise, is prohibited and may result in termination of rental. If your behaviour or that of your guests causes damage, danger or annoyance we reserve the right to ask you to vacate the property immediately and be treated as a cancellation of booking, with no refund. A $400 deduction will be charged if we are required to send our Private Security Personnel. A $200 deduction will be charged if a member of Management is required to attend the property to advise you of complaints.
7.2. No music should be played outside of the house, and any noise must be kept to a minimum and base turned down after 10.30pm. No sound equipment or DJ desks are permitted at the property. Offensive noise or language is prohibited and may result in termination of permission to occupy the property, eviction, loss of rental paid, and extra charges for security and other expenses which may be deducted from your Security Deposit/Bond under these Terms & Conditions. In the event of a disturbance or complaint, we will attempt to contact the Primary Guest on the booking to request that the disturbance cease. In the event that we are unable to reach the Primary Guest then a member of Management or security will visit the property at your cost.
8.1. The Hunter Valley Lodge and Retreat is a no-smoking properties and are equipped with regulation smoke alarms. Please do not discard butts ANYWHERE at the property including lawns and gardens. Odours in the property caused by smoking will attract an additional deodorising fee. Discarding cigarette butts in a rural area has the potential to ignite fires.
9.1. The Hunter Valley has strict fire regulations and guidelines, and in warmer months exercises a complete fire ban. Please do not under any circumstances and at any time, light any type of fires outside of any property, e.g. live flame BBQ’s (e.g. Webers), spit-roasts, bonfires, fire-pits, campfires, fireworks and cigarette butts.
10. CHILDREN & INFANTS
10.1. Due to open waterways on the property, constant visual supervision of children is required at all times. The abundance of native wildlife in the area can be a danger to children – please be vigilant. Children and infants must be kept at arms-length near water; be advised that there are dams and waterways at many Hunter Valley properties, as well as adjoining properties, so ensure your children are supervised at all times.
10.2. Please supervise children and infants when outside utilising any equipment, Management will not accept any liability of any injury, permanent disability or death of any children and infants at the property.
10.3. Children, under no circumstances, are to be left unsupervised by an adult at the property.
11.1 The Hunter Valley Lodge is pet friendly so please note the following:
– Please bring own pet bedding and food/water bowls;
– Please clean up and dispose of pet droppings;
– Pets must not enter the house or be on any of the sofas and bedding;
– An enclosed area is provided;
– Any repairs or cleaning required due to evidence of pets being inside, or created any Damage to the property, will be charged to the Primary Guests security deposit.
11.2 Management will not accept liability of any pets or animals at the property.
12. CANCELLATIONS AND VARIATIONS
12.1. Where a guest elects to cancel their booking, any monies paid will be forfeited in lieu of the property being re-let for the same period for a similar amount. If the arrival date is greater than 120 days, the guest may elect, subject to availability, to move the booking to a later date (within the following 3 months of the original arrival date).
12.2. We will make every effort to re-let the property for the same amount within the given time frame and if successful, will refund to the booking party all monies paid less an administration fee of $100 which covers the booking administration fee and any credit card charges. If the booking was made via an agent online direct booking, the service fee charged to us will be charged to the guest by the Agent in addition to the $100 cancellation fee.
12.3. We do not refund any payments for any guests who cancel or change their booking up to 28 days before arrival date.
12.4. We reserve the right to cancel any booking if we deem the group to be not suited to a particular property, or if the booking is in breach of any of our Terms and Conditions.
12.5. Please note that if your booking is found to be in breach of our Terms and Conditions, you may lose all monies paid
12.6. In the unlikely event of the property being unavailable or out of order due to unforeseen service needs, or damage or through the sale of the property, we reserve the right to cancel at any time without notice in the event of these special circumstances. In this case, you will receive a full refund or we will endeavor to find you an alternative accommodation.
13. EVENTS OUTSIDE OUR CONTROL
13.1. Hunter Valley Lodge and Retreat reserve the right to move your booking due to circumstances beyond our control.
13.2 Hunter Valley Lodge and Retreat do not issue refunds for items we have no control over such as power outages, flooding, lightning strikes, and other unforeseen circumstances.
14. AFTER HOURS CALL OUTS
14.1. Guests who require after-hours service are to call our after-hours contact number on 0488 881100 and leave a voicemail. You will be contacted by our after hours staff as soon as possible.
14.2 If a member of our maintenance staff is required for onsite assistance outside of our normal trading hours from Monday to Friday 9am – 6pm, that is the result of loss of keys, lockout of accommodation or any issue that arises that is not the responsibility or fault of the Hunter Valley Lodge and Retreat, a call out fee of $100 will be deducted from your security deposit.
15. LOSS OR INJURY
15.1. We take no responsibility whatsoever for loss or damage of any property, or personal injury, or death, of any occupant, guest or invitee of any such occupant, and they each exclude all liability to the maximum extent permitted by law.
15.2. We take no responsibility for the guests’ personal property. If the property is left at the houses and needs to be returned, this will be done at the guests’ costs. Any property left behind can be sent to you by Australia Post ‘Cash on Delivery’ in which the guest has to pay.
16.1. The personal information obtained from this website is used, where you have so requested: To provide products and services to you, to provide you with information, and to send newsletters or other communications to you.
16.2. The Hunter Valley Lodge and Retreat may use your personal information for direct marketing or promotional activities, however, if we do undertake such activities, you will be provided with an opportunity when first contacted to decline to receive any further communications from us.
16.3. We do not pass guest details on to any third parties or external entities with the exception of our Concierge service.
17. QUOTING POLICY
17.1. All quotes received from us are valid for a period of 7 days only. All our tariffs are published on our own website at www.huntervalleylodge.com.au. If you are provided with an incorrect quote from our staff, we reserve the right to adjust the quote to the published tariff. Rates may increase for concert or event weekends and/or maximum house numbers may be applied.
17.2. All estimated quotes from third party websites are based on standard tariffs for minimum guest numbers. Final quotes for any properties must be from Hunter Valley Lodge reservations team.
18. TELEPHONE & INTERNET
18.1. The Hunter Valley Lodge and Retreat has mobile coverage and access to the internet but service can vary from time to time depending on usage and services in the area.
19. PARKING, VEHICLES & VEHICLE ACCESS
19.1. Parking is available for 12 vehicles and all vehicles must be parked in the designated parking areas, and not on the grass or lawns.
19.2. Vehicles (including motorbikes) are not permitted to drive off designated roads e.g. onto lawns, paddocks, fields, bush tracks or fire trails.
19.3. No alternative accommodation of any kind is permitted at the Hunter Valley Lodge and Retreat. This includes, but is not limited to; motorhomes, camper-trailers, caravans, tents or swags. Vehicles that provide accommodation cannot be used instead of, or in addition to, beds provided at the property.
20.1 If your celebration does not exceed the number of guests booked and staying at the property, you are welcome to make your own arrangements as long as all details of any outside services that will be accessing the property have been communicated to our staff and all relevant insurances have been supplied.
20.2 If your event exceeds the number of guests booked to stay at the property and you are inviting other guests to the property then the event must be coordinated exclusively through our partner company, Hunter Concierge who are responsible for managing all aspects of weddings/events at the Lodge. In order to host your wedding or event at the Lodge, they must be booked for the maximum guest capacity, as well as a venue fee paid. All other event requirements and suppliers are to be coordinated by Hunter Concierge. Final event approval is at the discretion of the Owner.
20.3. Any 3rd party providers attending a property must be agreed in writing with us, and all relevant insurances must be sighted within 14 days of attendance.