STANDARD BOOKING TERMS & CONDITIONS
ACCPETANCE & RESPONSIBILITY
You agree to be bound by and accept these Terms & Conditions in their entirety upon payment of a Deposit. You also authorise Management to retain your credit card details on file until such time the property in which you have occupied has been cleaned and inspected, and to pay or reimburse from your credit card any costs or expenses arising from any damages or other losses applicable to or arising from the use of, or any occupation of, the Property in relation to the Booking, including extra cleaning if required.
In addition to any other rights Management or the Owner may have at law or in equity, Management has the right to recover from the Guest any costs incurred as a result of such damages or losses.
AFTER HOURS ASSISTANCE
If you are a current guest(s) staying with us, you may contact us after-hours for emergency situations only.
For emergency only after-hours assistance, please call or text 0418 529 816. We will require the following details so we can endeavour to assist you as best we can.
- Your booking name(s)
- Phone / contact number
- Property name and address if you are aware
- Description of the emergency situation
- Location of the emergency situation
The emergency only after-hours phone will be checked regularly. We will endeavour to try our very best to have the issue addressed as soon as possible for you. (please note that we do require authorisation from individual owners if a tradesperson should need to be called).
Although, if we deem that your issue not an emergency, we will contact you within business hours with assistance options. A call out fee may apply in these circumstances.
ARRIVAL AND DEPARTURE
Check In is 3.00pm on the day of arrival and Check Out is strictly 10.00am on the day of departure.
A $30.00 per hour penalty fee will be charged for late check-outs unless prior arrangements have been organised with a consultant.
Late check outs are not available during peak periods or for back to back bookings. Early arrival may be permitted by prior arrangement with a consultant.
Bookings are accepted by us in good faith as agents on behalf of property owners. We cannot be held responsible for actions taken by the owner of the premises or other occurrences which are outside of our control such as the following:
1. The property is sold
2. The tariff is increased prior to your occupation
3. The property is altered in any way
4. Malfunction of the inventory articles
5. The property is withdrawn from letting
In any of these events we will make every effort to find alternative accommodation for you.
BOOKING SIGHT UNSEEN
We encourage guests to view properties online at www.portfairyaccom.com.au prior to booking any property.
We will accept no responsibility for any changes to properties, or misconceptions of properties based upon bookings made without personal inspection.
Every effort is made to keep inventories and photographs up to date however; properties are individually owned and changes made by the owner can be done so without notice.
Hearn's Port Fairy Accommodation will not be held responsible for failure of utilities and essential services such as electricity, hot water or alike should it cease to function. As an occupying guest in any property, prompt reporting of any and all issues it is important to report issues so that we can do our best to address you.
All booking deposits paid are non-refundable. Provisions -
1. Booking fee(s) are non refundable.
2. All booking cancellations incur a $100.00 administration fee taken from the monies paid for the full tariff amount.
3. 30 days notice is required for cancellation of any booking(s) in shoulder and off peak seasons only. If you cancel less than 30 days prior to arrival date, the booking funds will be forfeit in full and the booking guest(s) is held liable for the full tarriff amount / monies.
4. 3 months notice is required for cancellation of any booking(s) in peak seasons. If you cancel less than 3 months prior to arrival date, the booking funds will be forfeit in full and the booking guest(s) is held liable for the full tarriff amount / monies.
4. Any cancellations made 30 days / 3 months (dependent on season) or less prior to your arrival will result in forfeiting the total amount being the full rental and charges levied.
5. No refunds for early departures or shortening of stays.
The property is to be left in a clean and tidy state upon departure. This includes the following... dishes washed, dried thoroughly and put away, all food is to be removed from refrigerator(s) and cupboards. Dishwashers are to be left empty before you depart the property with all crockery & cutlery put away. Bathroom linen is to be left in the bathroom in which it was found.
Please ensure that the BBQ is cleaned after use with the provided BBQ wipes. If the BBQ is left unclean, this will incur a $30.00 cleaning fee. Every effort is made to ensure gas bottles (including house gas bottles) contain enough gas for your stay; however we are not able to predict if they will run out. In this case please call (03) 5568 3150 to arrange replacement as soon as possible.
Additional Cleaning Expenses (property left outside an acceptable state) -
Any nauseous cleaning will incur an additional charge at the discretion of Hearn's Port Fairy Accommodation management. A cleaning charge of $75.00 per hour will be incurred if this condition is not adhered to. This $75.00 per hour (per cleaner) cleaning charge is also applicable in the case that the property has taken outside the normal allocated cleaning time.
To secure your booking a 30% deposit of the total tariff is required along with a non-refundable Booking Fee of $30.00. These charges are required to be paid within 48 hours of making the booking. Should your deposit not be paid by this time, the booking will be automatically cancelled by our system.
We accept any of the following payment methods...
Direct Bank Transfer, Secure Online Payment by Credit Card (Visa, MasterCard) - does incur a 1.32% processing fee, Debit Card, Cheque, Cash on arrival (this is only an applicable option if agreed upon by Hearn's Port Fairy Accommodation Manager prior to your arrival date).
Credit card details will be held in lieu of a bond on our booking system and the guest agrees to a pre authorisation of any charges to be charged to this credit card, without notice or demand, in the event of any loss or expense arising from breach of their agreement to rent the property, their occupation of the property or damage to the property (see Damage / Repairs / Loss).
If payment is made by cheque, a receipt will be issued upon request once the cheque has cleared into the appropriate bank account. A fee for dishonour or re-presented cheques will be applicable to the guest.
The balance of total tariff is due 30 days prior to arrival. This is payable by any of our outlined payment options. If we have not automatically recieved final balance payment, we will debit your held / saved credit or debit card with your balance payment IF it has not been paid 10 days prior to your arrival. If we cannot process funds on credit card, in the instance terms and conditions have been breeched and credit card details not provided, your booking will be cancelled and current funds held by Hearn's Port Fairy Accommodation will be entirely forfeited.
Once final balance payment is recieved, you will then receive details on how to check in along with other important information.
If a double booking occurs (note: this is extremely rare but human error can occur), the first booking taken will take precedence. In this instance, if available, every endeavour will be taken to find you an equivalent property within Hearn's Port Fairy Accommodation's portfolio. If we have no properties available, we will do our best to outsource a property. In the rarity that a property cannot be found your deposit will be refunded in full.
a) Uses and occupies the premises at his/her own risk; and
b) Indemnifies the owner against liability, which may attach to the owner as a result of injury or loss being personal or proprietary suffered by any person where any injury, damage or loss has been contributed to or caused by any act or occasion of the guest or his/her agent, Hearn's Port Fairy Accommodation.
Hearn's Port Fairy Accommodation does not accept liability in contract or tort for any injury, damage, loss, delay, additional expense or inconvenience caused directly or indirectly by force, majeure or other events which are beyond our control or which are not preventable by reasonable diligence on our part including, but not limited to war, civil disturbance, fire, floods, extreme weather, acts of God, acts of Government or of any other authorities, accidents, theft to our failure of machinery or equipment or industrial action. For the avoidance of doubt, the Cancellation Policy applies to cancellation by reason directly or indirectly related to events which are beyond our control including warnings issued by any authorities.
All personally indemnifying information that you provide voluntarily (e.g. name, address and phone number) will only be used by Hearn’s Port Fairy Accommodation. Therefore we will not sell, trade, share or licence the information you provide to any other entity.
Wedding, Parties, Events or any event exceeding the number of guests applicable to occupy the premises: Properties we manage are to be used purely for holiday accommodation only. A charge of $1,800 will be incurred should any type of function be held at the property.
Keys (and remote controls if applicable) are to be collected from our office at Shop 2 / 54 Sackville Street between 3.00pm - 5.00 pm on weekdays. If you are arriving on a weekend day, you will be required to head to head straight to the property in which you have booked. You will receive a pre-arrival email informing you of further check in details relevant to the property in whcih you have booked.
All guests are responsible for the safekeeping of holiday accommodation keys / remotes. A call out fee of $75.00 will be applicable if a replacement key is required. If keys / remotes to holiday accommodation are lost or damaged by the occupants, you as the occupant are responsible for the cost of full replacement set of keys and garage remotes and any / all additional locksmith fees.
Immediate termination may apply in the event of unnecessary or excessive noise, nuisance or disturbance caused to neighbouring properties during your occupancy. We cannot intervene should a neighbouring property ring and report noise / nuisance to Victoria Police.
NUMBER OF OCCUPANTS
The number of guests of the holiday accommodation premises must not exceed the number of beds provided or the number agreed to with the consultant at the time of booking. Termination of the booking may occur if this is breached. Additional caravans, motor vehicles, motorcycles and the erection of tents are strictly prohibited without exception. In the instance of any additional sleeping arrangements a guest surcharge of $20.00 per additional person will apply and excess cleaning fees may apply.
Either of the following may apply dependent on the arrangement made directly through an accommodation consultant, or as listed on our website...
- Pets are permitted at the property should there be prior arrangement made with the accommodation consultant or should you book a property that is listed as pet friendly. Should you bring your pet the following conditions must be adhered to: pets are not allowed on furniture, pets are not allowed in bedrooms, pet droppings must be picked up before you depart the premises, every effort to remove pet hair should be made or the above mentioned cleaning fees may be applied. Hearn's Port Fairy Accommodation will not, and does not accept any responsibility / liability for the welfare and care of your pets during occupying our holiday accommodation.
- Pets are not permitted at the property under any circumstances
Please remember to take all personal belongings with you upon departure. No responsibility will be accepted by Hearn's Port Fairy Accommodation for any personal possessions left after departure. Any items left behind that need to be returned to you will be sent C.O.D. (cash on delivery). We agree to hold item(s) for a period of 1 month(s), after such time the item(s) will be donated / gifted to the local op-shop.
In peak season, if you wish to rebook the property for the same dates next year you must do this when vacating the property. A deposit of 30% + $30.00 booking fee is required to be paid at time of booking to secure these dates. If you choose not to rebook at the time of your departure the property will then be offered as available for others to book, we will not automatically re-book any guest into a property.
Rubbish bins are to be placed out each Sunday evening when occupying the property.
There are 3 bins: RED BIN is for the general waste, YELLOW BIN is for recycling and the GREEN BIN is for garden waste. Please use these provided bins appropriately indicated by colour above. Failure to place bins our or use as indicated will result in a $60.00 rubbish collection charge.
SMOKING / ILLICIT DRUGS
Smoking of cigarettes or other tobacco products is strictly prohibited in all properties without exception. Any traces of such substance use whilst occupying the property may incur a charge of up to $300.00 AUD. Illicit drugs are strictly prohibited in all properties with no exceptions as per Australian Law. Any traces of such illicit drug use will be immediately and without hesitation reported to Victoria Police.
Are current and subject to change without notice. No responsibility is accepted for errors and omissions on the website or verbally.
As a guest, you are responsible for any and all damages, breakages and losses incurred during the term of your occupancy. All damages, breakages and losses must be replaced, paid for or made good to the satisfaction of the owner / agent. This includes replacing / recutting lost keys.
Hearn’s Port Fairy Accommodation reserve the right to further charge the credit card to recover reasonable costs to damage of the property and/or its furnishings during your stay.
After hours key lock out $75.00
Replacement of lost keys, remote controls (at cost)
$75.00 per hour for properties left unclean or for nauseous cleaning
Removal of excess garbage, boxes, bottles etc (at cost)
Damages / breakages to the above property (at cost)
$30.00 cleaning fee for unclean BBQ’s
Late departure fee ($30.00 per hour)
Unauthorised guests (at $20.00 per guest)
Any other incidental charges that may be incurred as per our Terms and Conditions of Tenancy which shall be deemed to form part of this agreement.
For damage and excess cleaning, we will automatically deduct the cost from the Saved Card facility if you have booked and paid through our secure online payment system. If you pay for your booking via direct bank deposit, cheque or in person, we will require your credit card details which will be held in lieu of a bond.
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