Terms and Conditions
Terms & Conditions of Booking Hunter River Retreat:
Payment of the Deposit constitutes acceptance of these Terms and Conditions.
“Booking” means the period for which you have paid to stay at the Property. “Property” means Apartment or House and all its fixtures, fittings and equipment. “Management” means the owners and managers of the Property. “Guests” means the persons who stay overnight in the Property during the Booking. “Visitor” means a person a Guest permits to visit the Property during the Booking
The hirer, by making a reservation with Hunter River Retreat, enters into an agreement on the following Terms and Conditions described below:
Bookings & Payment:
Unless a deposit has been received, we reserve the right to reissue the booking to a third party
To secure a booking, the payment of a 50% non-refundable deposit and valid credit card details are required to confirm your booking. If the deposit is not received within 48 hours of the tentative booking, we reserve the right to accept another deposit without further notice. By paying a deposit you have read and agreed to our terms and conditions.
At the time of booking, your name and home address, as well as a contact phone number, (personal mobile preferred) is taken. This information is mandatory.
The balance of payment is due prior to 7 days of arrival date and is non-refundable. If the balance is not received within 48 hours of due date, your booking will be cancelled.
A merchant fee is charged for all debit and credit card transactions. EFT Bank details will be sent to you via email upon booking. Payment can be made via electronic funds transfer. An invoice can be issued if you would prefer to pay with your credit card. Additional fees are payable by guest.
Please note that we do not issue refunds for change of mind.
Gift vouchers purchased or received does not guarantee a booking. The recipient is required to make a reservation independently. Gift vouchers to dollar value are valid from 12 months from Cancellation with seven (7) days or less notice is given, Genuine attempts will be made to re-let your accommodation for the same period of stay and all monies returned less cancellation fees. If a booking cannot be secured, your payment will be forfeited to Hunter River Retreat
Partial cancellation of dwellings from initial reservation confirmation will result in the rate per night being charged in the same cancellation schedule as referenced above (i.e. hirer makes booking of all dwellings on the property, then cancels cabins and round house)
We require a $200.00 per cottage security bond 7 days prior to your arrival which will be returned after check-out, granted the ‘Guest Responsibilities’ have been adhered to and there is no damage/breakages to property and/or staff time spent on extra cleaning, or rearranging the retreat to the condition it was found.
The bond can be by way of pre-authorisation on the guest’s credit card (as outlined below) or if preferred it can be paid with the balance payment. This amount will be held for the duration of your stay. After final inspection of the property and providing no claims are to be made, the bond will automatically be released back onto the card within 3-4 business days or refunded back to your nominated account.
All credit cards details are destroyed after final inspection of the property if no claims are made.
Any damage loss or expense incurred by Management as a result of your breach of these Terms & Conditions will be charged against the bond but limited to the bond amount. Examples include but are not limited to any loss, theft, breakage, damage or excess cleaning requirements, extra guests or visitors beyond those declared.
You authorise Hunter River Retreat to process expenses to your credit card.
Access is only allowed to dwellings that have been paid for, using spaces without a reservation may result in additional charges being applied to security deposit
We the owners of the premises may be subject to conditions outside of our control and we reserve the right to cancel any bookings.
In the event, we will notify you as soon as possible and do our best to arrange other accommodation or dates suitable to you, failing which all deposit monies paid will be refunded but no other claim, right or action or demand shall exist in or be made by either party.
Hunter River Retreat, will not be held responsible for the loss of booking where there is a breach of T&Cs or in the event of a natural disaster
Cancellations MUST be made in writing and sent to firstname.lastname@example.org from the original e-mail address used at the time of booking (refer to booking confirmation). Refunds cannot be processed for cancelled reservations until we receive written notification in accordance with the policy detailed below.
Cancellation from date of booking up until 90 days prior to reservation a 30% cancellation fee of overall total is applied
Cancellation or within 60 days of booking 50% cancellation fee is applied
Cancellation within 30 days of booking all payments are non-fundable
Cancellation with seven (7) days or less notice is given, genuine attempts will be made to re-let your accommodation for the same period of stay and all monies returned less cancellation fees. If a booking cannot be secured, your payment will be forfeited to Hunter River Retreat
Partial cancellation of dwellings from initial reservation confirmation will result in the rate per night being charged in the same cancellation schedule as referenced above (i.e. hirer makes booking of all dwellings on the property, then cancels cabins and round house).
If we are unable to provide you with accommodation that you have booked or Hunter River Retreat is closed as a result of COVID-19, we will provide you with a full refund.
Hunter River Retreat will provide cancellation, change of dates, credit forwards or a refund on all prepaid accommodation if;
* You, a family member or travelling companion contract COVID-19 and are unable to travel on your intended dates OR
* Government policies due to Covid-19 prevent you from travelling on your intended dates.
If your circumstances meet any of the criteria listed above, please email email@example.com to request a reservation change or cancellation. You will be required to provide supporting documentation such as a medical certificate when applying for a cancellation or a reservation change. All claims, with supporting documentation, are to be submitted no later than 24 hours prior to arrival. This policy is inn addition to the standard bookings and terms and conditions provided by Hunter River Retreat. In the event of any inconsistencies between these, this policy shall take precedence.
If the property becomes unavailable for your occupancy due to unforeseen circumstances (i.e. fire, storm, damage etc) then Management will inform you immediately and endeavour to obtain suitable accommodation for your occupancy; failing which any monies paid will be refunded in full.
Postponement / Change of Date:
Please choose your cottage/cabin carefully as date changes are allowed only over 90 days prior to the stay. After this date changes are at the discretion of management. A booking cannot be refunded if a client wishes to change the date, postponements to future dates will be charged in line with the current rates applicable at that time.
The guest agrees that the accommodation is booked only for the number of people stated on the booking confirmation. Any additional people will be charged for at the applicable nightly rate. The guest gives Hunter River Retreat the authority to charge the customer’s credit card for any additional guests.
All prices are subject to availability and can be withdrawn or varied without notice, prior to a confirmed booking being made and deposit paid
Minimum Stay Policy:
2 night minimum
3 night minimum on a long weekend
Check-in / Check-out:
Check in time is from 2:00pm on the day of arrival and is to be vacated by 10:00am on the day of departure. The early check-in or late check-out is at discretion of management and is subject to prior arrangement and availability.
Please note that all our cabins are self-check in/out however if you are arriving late please contact us and we can arrange to leave a light on etc if requested.
You must notify Management of expected arrival time and a mobile contact number at least 1 day before arrival.
We appreciate that the cottage will be returned to us in the condition presented on arrival. Hunter River Retreat is a retreat much loved by many. Attention and care has been invested to ensure that you have a comfortable and enjoyable stay. We appreciated that the cottage will be returned to us in the same condition as presented on arrival. Please show the necessary care and respect for the cabin, its interiors, spas and native flora and fauna.
No outdoor campfires etc are to be lit on the property. External wood fire BBQ’s can be used provided it is outside of the fire ban season. Currently 1st September 2021 to 31st March 2022.
Breech of this condition WILL result in immediate termination and eviction without refund. Any fines or penalties imposed by relevant authorities will also be forward. The security bond will also be forfeited.
The use of the external wood fire BBQs and/or internal wood fires is at guests’ own risk. Hunter River Retreat accepts no responsibility for injuries sustained in the use of the external wood BBQ or internal wood fires.
Children are not permitted to light the wood fires for safety reasons.
At all times, the wood fires are to be kept at a controllable level.
All internal areas are STRICTLY smoke free. Smoking is permitted on the verandas. Please note that we are in a bush fire area and caution should be taken when smoking outdoors. All cigarette butts must be placed in the bins provided and removed from the cottages/cabins upon vacating.
For several reasons, domestic animals are only allowed in Bluegum and Cedar Cottages at Hunter River Retreat, should you have any questions or clarification regarding this please don’t hesitate to contact us.
The use of the spas located in cabins are at guests own risk. Hunter River Retreat accepts no responsibility for injuries sustained in the use of the spas provided.
Spas are maintained after each stay and are treated with chlorine-based chemicals. If you are sensitive to these chemicals, please take appropriate precautions.
Children are not permitted to use the spas unsupervised.
Glass wear is not permitted in the spas.
All spas are a maximum of 4 persons at any one time.
Misuse of spas will incur additional cleaning charge of $100 plus costs of repair /replacement of any damage to equipment related to the misuse.
Damages & Breakages:
We acknowledge that accidental breakages can occur during handling of glassware and crockery. Please advise of any breakages and/or damage when you depart so repairs or replacements can be organized before the next booking. You can do this by leaving a note on the kitchen bench, or by contacting Hunter River Retreat by email or phone. This information is vital to the smooth running of the resort and to maintain our high standard.
Damage to BBQ’s, spa covers, carpets, linen and furniture will also incur repairs costs to the guest responsible for the damage.
Any keys to cottages that are lost will incur a $25 replacement fee., and management must be notified immediately. If the lock is broken in an attempt to gain entry a locksmith will be called to replace the lock and the full bill will be passed on to you for immediate payment.
Hunter River Retreat provides linen in all cabins, which includes, sheets, pillows, blankets, bath maths & towels (1 towel per paying guest). We do not provide towels for the spas or pool; it is the guest’s responsibility to provide these.
Parties & Functions:
Parties, Functions, Bucks/Hens Days and “Schoolies” are strictly prohibited without prior written agreement from Hunter River Retreat.
Breech of this condition may result in immediate termination and eviction without refund and extra charges for security, cleaning, garbage removal, wear and tear, repairs etc. The security bond will also be forfeited.
Local wildlife onsite:
Hunter River Retreat has a resident horse “Smoky” who roams the property. Please take care around the horse. We ask that you please not feed the horse anything other than apples & carrots. And just a reminder – never approach any horse from behind, they can kick.
We also have 2 Scottish Highlander cows “Molly & Murphy” They are currently held behind an Electric Fence please follow all instructions posted near the fence when feeding or patting the cows. Also please be mindful of Molly’s Horns
During your stay you may come across some local wildlife such as kangaroos, wallabies, possums etc. Please do not approach or feed any local wildlife you see.
Faults & Problems:
Hunter River Retreat will accept no responsibility for any inconvenience with machinery breakdown. Our best endeavours to repair, replace or hire an alternative will be undertaken.
If a situation arises which we have no control, Hunter River Retreat reserves the right to move guests to alternative accommodation (subject to availability) at their discretion. If this is the case, we will notify all guests as soon as possible and make every reasonable effort to make sure that they are satisfied with their new accommodation.
Guests must inform our office immediately if the property is not clean otherwise, they are deemed to have accepted the property in the condition on arrival.
Personal items left in the property will be returned to the nominated address on request. All postage and packing are at the guest expense. We take no responsibility for the recovery and return of these items.
Problems or Complaints:
In the case of any problem or complaint, you must inform Management at the earliest opportunity, so Management has the chance to rectify the situation as quickly and efficiently as possible. You must allow repair/service access to the property during reasonable hours.
Any complaint, which cannot be resolved locally, must be notified in writing to /management prior to departure from the property.
Your other Responsibilities:
You must comply with all applicable House Rules and all instructions from Management and the caretakers of the property concerning occupancy, property, health, safety and quiet enjoyment of the property and our neighbour’s.
You must check in with the QR code located on the dining room table in each cottage as per the current NSW government check inn guidelines. A photo of the ‘green tick’ is to be txt to Eloise on 0409712881.
You are responsible for damage, breakages, theft and loss of the property and any other part of it during your stay. You must notify us of this immediately. Management may recover from you repair or replacement cost (at managements discretion).
Only the guests nominated and agreed in the booking may stay in the property overnight. If any other guests stay extra charged may apply or the agreement may be terminated without refund.
Disturbance to our neighbour’s including excessive noise is prohibited and may result in termination and eviction without refund and extra charged may be made for security and other expenses.
Before departure all rubbish must be placed in the appropriate rubbish bins provided, and crockery and cutlery washed and packed away. The property must be left in a clean and tidy condition.
Extra cleaning charges may be incurred for the cleaning of dirty dishes, removal of excess rubbish, cleaning BBQ’s etc. Should the cleaning fee be more than the usual cost for cleaning the property, you will be charged the additional costs over and above the normal cleaning fee which will be deducted from the security bond or charged to your credit card.
All furnishings must be left in the position they were in when you arrived.
The property should be vacated on time and secured. All windows and doors are to be closed, fires out and air conditioners and lights to be turned off. Keys are to be returned to the lock boxes.
You are responsible for the safekeeping and replacement of accommodation keys. If keys are lost, a fee of $25 will apply for replacement keys.
Smoking is NOT permitted inside the cabins. Care must be taken to extinguish all cigarette butts, and to ensure butts are placed in the rubbish receptacles.
Hunter River Retreat is not liable for any injury suffered by the hirer, attendees, any agents of the hirer or other persons invited by the Hirer to the facility, arising from participation in any activities on the facility, or as a result of a Third Party brought on the facility by the Hirer.
All personal belongings, baggage, vehicles and other property of the guest of any description shall always be the risk of the guest, and the owner accepts no responsibility for any loss or damage for any items during their stay or left on the premises after departure.
Hunter River Retreat does not accept liability for any injury, damage, loss, additional expenses and disruptions caused directly or indirectly by events, which are beyond our control (including natural disasters).
Persons who enter Hunter River Retreat do so at their own risk. Activities at Hunter River Retreat are varied and involve a risk of injury.
These risks include:
Poisonous snakes & spiders
Dangerous cliffs & rocks
Fires and/or coals
Falling Trees and/or branches
and shall make no claim for compensation in relation to any injury arising from these risks
This risk warning is provided by and on behalf of both Hunter River Retreat, Tabec Holdings and TW Jones Pty Ltd.