Terms and Conditions of The Eaglehawk Country House Hotel 35A Reef St Maldon Vic 3463

1. DEFINITIONS

  • “Booking” means the period for which you have paid to stay at the Property.

  • “Property” means the Eaglehawk Country House Hotel at 35A Reef St Maldon Victoria Australia 3463 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 and/or guests who attend an approved event held at the Property

  • "Visitor" means a person a Guest permits to visit the Property during the Booking.

  • “Approved Event” is gathering of persons held at the Property. Some of persons attending do not stay overnight at the Property and the gathering has been preapproved in writing by Management.

2. ACCEPTANCE & RESPONSIBILITY

  • Payment of the Deposit constitutes acceptance of these Terms and Conditions.

3. CHECK IN/ OUT

  • Check-in time is not before 2pm on the arrival date and check out time is not later than 10am on departure date.

  • Late departure is subject to prior arrangement and availability and extra charges may apply.

  • You must notify Management of expected arrival time and a mobile contact number at least 5 days before arrival.

  • Check-in/check-out and key collection/return procedure will be communicated via email prior to your arrival.

4. PAYMENT

Bookings via eaglehawkhotelmaldon.com.au

  • Online bookings made via the eaglehawkhotelmaldon.com.au website require payment by Credit Card or PayPal to confirm a booking. Payment will be processed using our booking and credit card service provider.

  • We accept Visa and MasterCard and PayPal

  • Terms of payment for each booking option (Advance Pay, Standard, Flexible etc) are documented on the Booking Form.

Bookings made by other travel agents and online booking sites

  • Payment in full must be received in line with booking conditions provided by the Booking site (i.e., OTA - Online Travel Agent such as Airbnb, Booking.com, Expedia etc).

  • Payments of the amount due must be received in Australian $ net of any bank or other transaction charges.

  • Please ensure payments are made within the specified time limits or the Booking will be cancelled automatically without notice or liability to you.

5. CANCELLATION OR VARIATION

If you paid by Direct Deposit, Credit Card or Cash

  • If you wish to vary or cancel your Booking, please contact us immediately via email at eaglehawkhotelmaldon@icloud.com for bookings made via eaglehawkhotelmaldon.com.au or using the booking site (Airbnb, booking.com, Expedia etc) for all other bookings.

  • Your deposit and any other payments made to the date of cancellation are subject to the conditions agreed to at the time of booking.

  • Once the final payment is made, no refunds are payable in the event of cancellation.

  • A variation of the Booking that reduces the number of nights stay will be a treated as a cancellation of the Booking in respect of those nights if the change is made less than 28 days before check in. Variations to this policy, such as the Flexible booking option are documented on the Booking form.

  • A variation of the Booking that reduces the number of guests will be treated as a cancellation of the Booking in respect of those guests if the change is made less than 28 days before check in.

  • An administration charge of $30 will be charged for any variation or cancellation made less than 28 days before check in. If Management is able to re-let the Property for the period cancelled a further refund may be made less administration charges, commissions and expenses.

6. SECURITY BOND

Bookings made prior to 3 December 2021:

  • A credit card authorization must be provided to Management prior to check-in date. A security bond form will be provided for you to indicate your acceptance of the Terms and Conditions of Rental and to specify your credit card details for authorisation.

Bookings made on or after 3 December 2021:

  • The Total Bond value is $3,000 of which $1,000 will be processed as a credit card pre-authorisation

  • A pre-authorisation of $1,000 will be processed against the credit card used to pay the accommodation charge. You are responsible for ensuring that there are sufficient funds on your credit card for the $1,000 pre-authorisation to be processed. Check-in will not be possible until pre-authorisation of your credit card is successful.

  • Pre-authorisation against your credit card will be released within 7 days.

  • Bookings paid by PayPal or any online booking agent where pre-payment has been processed (e.g., Booking.com, Expedia, Agoda etc) will be required to provide Credit Card details for a Bond pre-authorisation to be processed.

All Bookings

  • Any damage loss or expense incurred by Management as a result of your breach of these Terms & Conditions will be charged against the credit card or preauthorisation.

  • Examples include but are not limited to any breakage, damage or excess cleaning requirements.

  • Extra overnight guests beyond those declared will result in total forfeit of the security bond.

7. UNAVAILABILITY

  • If the Property becomes unavailable for your occupancy due to unforeseen circumstances (e.g. fire, storm, damage, etc.) then Management will inform you immediately and endeavour to obtain suitable alternative accommodation for your occupancy; failing which any moneys paid will be refunded in full.

8. PARTIES & FUNCTIONS (Approved Events)

  • Functions and Events may only be held with prior written approval from Management (additional charges apply). An event or function is defined as additional people who are not staying (sleeping) at the property attending an event such as a wedding, conference, seminar, party or any other gathering where people who are not sleeping at the hotel attend.

  • Events held that are not pre-approved and paid for will result in total forfeit of your security bond and immediate termination of your stay without refund.

  • 18th or 21st birthday, schoolies events or bucks parties are not permitted.

  • The following hotel fixtures are only available for pre-paid functions / events:

    • use of bar fridges and commercial dishwasher in the public bar

    • additional dining tables and chairs (for dining seating for an additional 25 guests)

    • additional dinnerware, cutlery and glassware (for an additional 100 guests)

    • vases, serving ware, outdoor music system

  • Breach 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.

9. LINEN AND TOWELS

  • We supply linen, bedding, pillows, blankets and towels that must be left where supplied in the bedrooms or bathroom on departure. Further linen may be hired through Management.

  • Damage to linen, bedding or towels, such as stains and marks caused by excessive makeup, tanning lotion etc. or use of linen and towels for purposes they were not designed (e.g., cleaning cars, mopping up spills etc.) will be charged against your security bond for replacement cost.

10. PETS

  • Pets are not allowed at the Property

  • Service animals are allowed where permitted by law

11. 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 neighbours.

  • You are responsible for damage, breakages, theft and loss of the Property and any part of it during your stay. You must notify us of this immediately. Management may recover from you repair or replacement cost (at Management's discretion)

  • Only the guests nominated and agreed in the Booking may stay in the Property over night. If any other guests stay extra charges may apply or the agreement may be terminated without refund.

  • Disturbance to our neighbours, including excessive noise, is prohibited and may result in termination and eviction without refund and extra charges may be made for security and other expenses.

  • Before departure, all food must be removed from fridges, all rubbish put 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. If the barbeque has been used the hotplates must be cleaned.

  • Extra cleaning charges may be incurred for the cleaning of dirty dishes, washing machine, dishwasher, emptying the fridge, barbeque, removal of excessive rubbish 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 furniture and furnishings must be left in the position they were in when you arrived. Do not move furniture.

  • Strictly no items are to be hung or attached to any light fitting.

  • No pins, tape, staples etc. in walls, furniture or fixtures.

  • No confetti (or rice or similar), glitter, feathers or similar to be used anywhere in the property (indoors or outdoors).

  • No overnight sleeping on couches. Couches are not to be made into beds.

  • Catering items marked as for use by Approved Events only must not be used unless an Event fee has been paid for an approved event.

  • The property should be vacated on time and secured. All windows and doors are to be locked. All keys must be returned to Management or as otherwise directed.

  • Do not tamper with the automatic garden watering system.

  • Security cameras are installed around the perimeter of the hotel. These are installed for security and safety. Tampering or covering security cameras will result in in termination and eviction without refund.

  • You are responsible for the safekeeping and replacement of accommodation keys (for window locks).

  • Smoking is not permitted indoors. Smoking indoors will incur at $300 cleaning fee that will be deducted from your security bond.

  • The garden is for everyone to enjoy, including future guests. Please do not cut flowers or plants from the garden. Any flowers or plants removed from the garden will incur a $300 fee charged against your security bond. There is a herb garden located in the raised circular garden bed. Please help yourself to small amount by cutting what you want to use. Do not pull plants out.

12. 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.

  • Failure to follow this procedure this may hinder the ability of Management to rectify the problem or complaint and reduce or extinguish any claim you may have.

  • We recommend all guests purchase travel insurance since Management are not responsible for any injuries, illness or accidents that may occur whilst staying at our property.