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BOOKING TERMS

Guest Reservation Terms

You (Our guest) agree that you will pay us (The Operator) the room rate for each day of your contracted stay and any additional charges up until the time you advise us that you have departed our hotel. You agree that any charges for services to you, not billed at the time of departure, may be added to your account for settlement as arranged or may be charged to the same credit card used to pay the account at the time of your departure or to the credit card used to guarantee payment of your account. You agree checkout time is 10am on the date shown for your departure unless we agree to another time and departure after that time may incur additional room charges. You agree that we apply a charge if your required checkin time requires us to keep the room empty on the previous day. You agree to pay interim accounts when presented even though you may not have departed from our hotel. You agree to advise us of any change in the number of persons using the room and agree to pay any additional charges for additional persons not included in the number stated at the time of registration and also agree to an additional $50 housekeeping charge for any required change to bedding configuration after checkin which differs to that of the original booking. You agree you are to remain personally liable to pay the total amount due on departure unless prior settlement arrangements have been accepted in writing by us. You agree that your liability for your bill is not waived in the event that the indicated person, travel agent, company or association fails to pay for any part of the full amount of bill. If the settlement arrangements have not been met within 30 days of departure you agree to pay the total amount due. You agree that it is against the law to sell or supply alcohol to, or obtain alcohol on behalf of, a person under the age of 18 years. Further, under the NSW liquor laws, licensees and staff must ensure that patrons do not become intoxicated. Intoxicated persons will be removed from the premises immediately, or will be refused entry to the premises. In such circumstances, you agree to remain liable for any contracted charges/package/booking due to the Operator, and further agree the Operator will not be held liable for any additional costs as a result of you being refused entry to the premises. You acknowledge all our guestrooms are NON SMOKING. You will notify the operator in writing if your guestroom is not free of smoke odours on checkin. By smoking in your non-smoking guestroom, you agree to pay for all costs of cleaning, airing, damage and removal of odours from the guestroom. You also agree to pay us for any other loss or damage to the room or equipment whatsoever during your period of use and also agree to pay us at the applicable nightly rack room rate for the room and/or equipment until repairs, replacement, cleaning or airing of same is fully completed. You agree to return the room key at the time of departure and agree to pay a charge for the replacement of keys you lose or fail to return same. You agree any monies or other valuables, goods, or vehicles that belong to you, brought in or on to the rooms, grounds or carpark remain your responsibility for their safekeeping. You agree you will not make any claim against us for any damage or loss to your goods or valuables, regardless of how or where the loss or damage occurred. You agree you will advise us in writing prior to arrival you have any food allergies or specific dietary needs. You agree restaurant menu is seasonal and subject to change. We grant you a licence to stay in our hotel and you agree that we may terminate the licence at any time without giving you a reason and you agree to remain liable for all charges for your entire contracted stay or package. If your licence to stay is terminated, you agree you will leave the property immediately. You acknowledge that you are not entitled to and will not make any Claim for an injunction, damages, rate/package abatement or compensation arising out of any works or operations associated with alterations, renovation or refurbishment of us, including but not limited to dust, any noise, the imposition of access restrictions or any other inconvenience or other disturbance to you including from power outage, supply or quality of water, storms, flood, inclement weather, reservation issues/errors, room standard, lack of availability or error/cancellation/change to package by a third party tour operator/supplier. We adhere to the National Privacy Principles re the collection of personal information. All information collected from you on this registration card is required either to meet the requirements of State legislation regarding the guest register, fire safety, OH&S, billing purposes, and to market our services to you. We will not make this information available to any third party without your prior consent except where we are required to by law, or to enforce our collection of amounts owing by you. You agree to us contacting you by mail, email or any other medium until such time you advise us in writing you no longer wish to receive information from us. This data will be retained for the length of time to comply with tax and accounting requirements. I agree to pay a surcharge of 1.5% on all purchases/deposits at checkout when using any Credit card – No surcharge for EFTPOS. I accept your offer of accommodation on the terms and conditions outlined above.

Guestroom cancellations/changes:

We hope it doesn’t happen. We would be disappointed if you were to cancel your reservation.

If you have booked your room directly with us (Not through a third party) and you cancel more than seven days prior to arrival, your deposit will be reimbursed in full less a $20 transaction fee. If however, notification of change or cancellation is received less than seven days prior to arrival, for whatsoever reason, we do reserve the right to withhold the deposit.

Cancellation or reservation changes via third party websites such as Expedia, Booking.com, Agoda, Groupon etc. have different conditions/terms – please refer to these travel agent individual websites for details.

Wedding Function Terms

  • RATES: You (the applicant) accept Hunter Valley Resort + Farm (the company) rates are quoted in Australian Dollars, inclusive of GST, and subject to availability. Period of validity is as specified on the attached schedule. While all attempts are made to maintain published prices, menus, package activities, transfers, or tour options, they may be subject to change at the discretion of Management due to changing market availability without notice.
  • ACCESS/DURATION: Room set up is no more than 3 hours prior to the agreed function time start. Additional set up time can be negotiated with prior written agreement and may incur additional room hire charges. Function is for a period of five (5) hours only. Overtime will be charged at a rate of $300.00 per hour thereof.
  • DEPOSIT: A booking is not considered confirmed until the deposit and signed contract has been received. 4 Pines at the Farm reserves the right to book in another wedding if a holding deposit is not received by the due date. A deposit of $1,000.00 shall be paid by the Client, within 7 days of signing the contract, to secure this booking.
  • PAYMENT SCHEDULE:
    • 50% of the contracted amount less deposit is payable 120 days prior to the agreed date of function
    • Next 25% is then due 30 days prior to the function
    • Final 25% is due 7 days prior to arrival at the resort
  • PANDEMIC: Our conditions of entry are available from our website and can be updated without notice.  Customers are required to adhere to these policies without exception. The Applicant will not hold the Company liable for any issue relating to any pandemic restrictions or issue.
  • MAINTENANCE: Every effort is made to provide the services and facilities as advertised. To maintain our high standards, regular unscheduled maintenance may occur to our facilities, may be closed to the public due to occupational health & safety reasons. On some occasions, it may not be possible to provide prior notice.
  • PROVISION OF GOODS AND SERVICES: The annexed Reservation Advice forms part of this contract and describes the goods and services to be provided to the Client by the Venue, including effective dates and times, and attendance numbers for whom the said goods and services are to be provided.
  • OBLIGATIONS: We are not liable for an event including, but not limited to: war; civil commotion; riot; blockade or embargo; fire; explosion; breakdown; union dispute; earthquake; epidemic, pandemic or other health emergency; flood; water supply or power failure; windstorm or other extreme weather event; lack or failure of courses of supply; passage of any Law, order, proclamation, regulation, ordinance, demand, requisition or requirement or any other act of any government authority; beyond the reasonable control of the parties, whether or not foreseeable, which renders performance impossible. The Applicant agrees the Company does not guarantee the performance of any subcontractor nor will the Applicant hold the Company liable for any issue related to any subcontractor.
  • FINAL ATTENDANCE NUMBERS: Final attendance numbers must be notified to the Venue twenty-one days prior to arrival. Any reduction in attendance numbers after notification of final numbers will be subject to charging at the full contracted amount. Should the attendance numbers decrease by 10% or more at any stage prior to notice of final numbers, the Venue shall be entitled to charge for 90% of the contracted attendance numbers. Any professionals (e.g. photographer, band etc.) requiring a meal will be charged at $50.00 per person. (In addition to the estimate)
    • Teenagers aged 13- 17 will be charged $75 each. (In addition to the estimate)
    • Children aged 2 – 12 years will be $25.00 each. (In addition to the estimate)
  • GUESTROOM CHECKIN TIME: 2.00pm /CHECK OUT TIME - 10am. Check in prior to 2.00pm is on a request basis only and should be requested at time of reservation. A full day charge may be applicable. For a guaranteed arrival prior to 1.00pm a guest must be reserved from the previous day.
  • LOSS AND DAMAGE: The Client will remain financially responsible for any loss/damage to the property of the Venue caused by the Client's guests /invitees and agrees to pay us at the applicable nightly rack room rate for the room and/or equipment until repairs, replacement, cleaning or airing of same is fully completed.
  • CHANGE OF DATE/CANCELLATIONS: We hope this does not happen. However, in the event of a cancellation or change of date, 100% of the contracted amount will only be refunded if the booked time is resold to another Wedding function. Cancellation charges are per the Payment Schedule.
  • RESPONSIBLE SERVICE OF ALCOHOL: The Client agrees that they, and their guests, understand that it is against the law to sell or supply alcohol to, or obtain alcohol on behalf of, a person under the age of 18 years. Further, under the NSW liquor laws, licensees and staff must ensure that patrons do not become intoxicated. Intoxicated persons will be removed from the premises immediately or will be refused entry to the premises. In such circumstances, the Applicant agrees they and their guests will still be liable for any contracted charges/package/booking due to the Company, and further agree the Company will not be held liable for any additional costs as a result of the guest being refused entry to the premises.
  • CONTRACTORS: We reserve the right to have the contact details of all contractors involved with your wedding and to have a list of all their bump in / bump out requirements in advance. All contractors must have their own Public Liability Insurance and be able to produce a current certificate of currency if requested to do so. Items smaller than a five-cent piece or confetti are not permitted under any circumstances, if used without permission we reserve the right to charge a reasonable cleaning fee. 4 Pines at the Farm at the Farm holds no responsibility to complete the set up if contractors fail to do so (i.e. if the wedding cake has been delivered and stored in our cool room, we will not be responsible to transfer/ set up in the reception area). All outsourced items must be removed at the completion of your wedding unless alternate timing is organised with your wedding coordinator.
  • GIFT TABLE: Gift Table & Wishing Well must be placed within the reception room. The bridal party or an appointed member of the family or person must take all responsibility for this. 4 Pines at the Farm does not hold any responsibility or liability of the Gift Table & Wishing Well, and all items must be removed from the venue at completion of your reception.
  • TRADING TERMS: Unless credit facilities have been established with us, full prepayment is required. If any of these requirements set out above are not met, we reserve the right to release all space held. Final accounts are to be settled at checkout. Please note we will charge the client’s credit / charge card for any outstanding account / invoice. We must also retain the right to modify or cancel any accommodation if it cannot be provided for any reason. You agree to be held responsible for any cancellation fees charged. As this is an individually negotiated contract, payment is required by way of cash, EFTPOS or cheque. American Express payments will incur a commission charge of 3%. Mastercard, Visa & EFTPOS payments will incur a commission charge of 1.5%. If credit terms have been agreed in advance and in writing, settlement must be within seven days of receipt of invoice. Interest will be charged on overdue amounts at 7% per month. Accounts settled by bank transfer into our account must be as invoiced. You agree to fax/email a remittance for same and agree you will pay any bank/transfer charges.
  • AUTHORITY: I am authorised to accept “The Venue” terms & conditions on behalf of “The Client”. The persons signing this contract hereby confirm their full capacity and authority to do so. The person(s) and organisation(s) listed as the Client shall be liable in full for all costs and charges raised as a result of the herein agreed booking and authorise any outstanding invoice to be charged to the credit / charge card. This Agreement is the entire Agreement between the parties and supersedes all Agreements and understandings as to the matters which are the subject of this Agreement and there are no understandings, representations or warranties of any kind between the parties except as are expressly contained in the provisions of this Agreement. This Agreement may be amended by an instrument in writing signed by or on behalf of or executed under seal by each of the parties to this Agreement. The law governing this Agreement is the law of New South Wales and any action between the parties shall be taken in a Court in New South Wales and the parties agree to submit to the non-exclusive jurisdiction of the courts of that State. This contract shall remain in full force and effect irrespective of the granting of any indulgence of time or in any other capacity whatsoever by the Venue.

Travel Agent Terms

  • RATES: You accept The Hunter Valley Resort rates are quoted in Australian Dollars, inclusive of GST, and subject to inbound availability.  Period of validity is as specified on the attached schedule.  While all attempts are made to maintain published prices, menus, package activities, transfers, or tour options, they may be subject to change at the discretion of Hunter Valley Resort due to changing market trends / availability.  If prices will differ, the client/applicant will be informed beforehand.
  • DAY USE POLICY: Up until 6.00pm 100% of the daily contracted room rate will be applicable. Day use room requirements should be requested at time of reservation.
  • ALLOCATIONS: Where an allocation is agreed, there is agreement to a minimum 28-day room release back period.  Hunter Valley Resort can access this agreed allocation for a special group/conference provided that written notice is given, and allocated room/s have not already been booked or committed.
  • OBLIGATIONS: We are not liable for an event including, but not limited to: war; civil commotion; riot; blockade or embargo; fire; explosion; breakdown; union dispute; earthquake; epidemic, pandemic or other health emergency; flood; water supply or power failure; windstorm or other extreme weather event; lack or failure of courses of supply; passage of any Law, order, proclamation, regulation, ordinance, demand, requisition or requirement or any other act of any government authority; beyond the reasonable control of the parties, whether or not foreseeable, which renders performance impossible. The Applicant agrees the Company does not guarantee the performance of any subcontractor nor will the Applicant hold the Company liable for any issue related to any subcontractor.
  • GROUP, DEPOSIT, CANCELLATION AND NO-SHOW CONDITIONS:
    1. FIT'S ONLY:
      • All reservations will be held until 7 days prior to the arrival day. Within 7 days, bookings are deemed guaranteed by the travel agent.
      • In instances where the guests fail to arrive and the reservation was not cancelled in writing, the full package at the contracted rate will be applicable.
      • Within 7 days of arrival, FIT reservations can be cancelled in writing by travel agent and may be charged the full package at the contracted rate per room at the discretion of management.
      • We strongly recommend guests be advised to make their own insurance provisions in case of unforeseen circumstances.
      • It should be noted if in the first instance a reservation is made for a group and after that the number of rooms fall below fifteen revenue rooms, then the group conditions are applicable.
    1. DAY GROUPS:
      • Group SIZE: Minimum Guests for Group meals 10 guests
      • Turnaround Time: In all cases (except the Winemakers Dinner) a minimum one-hour turnaround time is possible. Please ensure that our reservations staff are aware of any time restrictions that exist.
      • FOC Policy: We are pleased to extend complimentary meals to one guide or one driver per group over 10 paying guests.
      • Booking Procedures: Please send all bookings in writing marked Attention: Restaurant Reservations as follows:
        1. (Email: functions@HunterResort.com.au ).  On initial request please indicate: Time / Date; Menu Selection; No. of Guests / Guides; Any special dietary requirements.
        2. A reply will be sent in writing (either email or fax) within 24 hours.  If changes are required, they can only be accepted in writing stating the original booking details and clearly stating amendments. Please label REVISED AMENDED BOOKING.
      • VOUCHERS: If prearranged, all vouchers must be surrendered to our wait staff. Vouchers must be signed by the Tour Guide as confirmation, prior to departure.  If there are changes to the initial booking, you are required to confirm final numbers 24 hours prior to commencement of the meal; otherwise, original numbers will be charged.
      • LOSS AND DAMAGE: The Client will remain responsible for any loss/damage to the property of the Venue caused by the applicant's guests and invitees.
      • Deposit Policy:
        1. - 15% of full package at time of booking to hold required space.
        2. - 45 days prior to arrival, a 50% deposit is required for total package.
        3. - 30 days prior to arrival, full payment is required for total package.
      • Cancellations: If the unfortunate should happen and you need to cancel your group, the following apply:
        1. Final attendance numbers must be notified to the Venue fourteen days prior to arrival.
        2. For bookings cancelled: All cancellations are required in writing.
          • Between 31 and 45 days prior to arrival 50%
          • 30 days to 7 days prior to the arrival date, a 90% charge will apply.
          • Within 7 days of the group's mealtime, or non-arrival/change in numbers of the group, will incur 100% charge.
      • Should the booked attendance numbers decrease by 10% or more, the resort shall be entitled to charge for 90% of the contracted attendance numbers.
    1. ONE OFF GROUPS/TOUR SERIES
      • Tour Escort Policy: We will extend one complimentary room for bona fide tour escort for a group utilising a minimum of fifteen (10) revenue rooms.  Additional complimentary rooms are subject to negotiation.
      • Deposit Policy:
        1. 10% of full package at time of booking to hold required space.
        2. 60 days prior to arrival, a deposit equal to the full first night's accommodation.
        3. 30 days prior to arrival, full payment is required for total package.
      • Cancellations: More than 45 days prior to arrival all or part of the space reserved may be cancelled without any charge being incurred. Between 31 and 45 days prior to arrival 50% of the space reserved may be cancelled without penalty.  Over 50% may be charged at one night's accommodation per room. Cancellations made 30 days and less prior to arrival may be charged 100% cancellation fee.  Late cancellations/changes within 14 days of the group's arrival date, or non-arrival of the group, will incur 100% total package cancellation fee. All cancellations are required in writing.
      • Final status and rooming list: Final status of rooms is required no later than 30 days prior to the group's arrival.  We must receive the final rooming list together with meal arrangements no later than 14 days prior to the group's arrival.
  • PANDEMIC: Our conditions of entry are available from our website and can be updated without notice. Customers are required to adhere to these policies without exception. The Applicant will not hold the Company liable for any issue relating to any pandemic restrictions or issue.
  • MAINTENANCE: Every effort is made to provide the services and facilities as advertised.  To maintain our high standards, regular unscheduled maintenance may occur to our facilities may be closed to the public due to occupational health & safety reasons.  On some occasions, it may not be possible to provide prior notice.
  • GUEST REGISTRATION - The Applicant assumes full responsibility for its clients, drivers and/or tour leaders. The Applicant acknowledges all our guestrooms are NON-SMOKING and will notify the Company in writing if any of its guestrooms are not free of smoke odours on checkin. Any smoking in your non-smoking guestrooms, The Applicant agrees to pay for all costs of cleaning, airing, damage and removal of odours from the guestroom. The Applicant also agrees to pay us for any other loss or damage to the room, including flooding, or equipment whatsoever during your period of use and agree to pay us at the applicable nightly rack room rate for the room and/or equipment until repairs, replacement, cleaning or airing of same is fully completed. The Applicant agrees to all return room keys at the time of departure and agree to pay a charge for the replacement of keys you lose of fail to return same. The Applicant agrees any monies or other valuables, goods, or vehicles that belong to it or its clients, brought in or on to the rooms, grounds or carpark are not the Company's responsibility for safekeeping. The Applicant agrees it will not make any claim against us for any damage or loss to your goods or valuables, regardless of how or where the loss or damage occurred. The Applicant agrees it will advise the Company in writing prior to arrival if any or its clients, drivers and/or tour leaders have any food allergies or specific dietary needs. The Applicant agrees the food menu is seasonal and subject to change.
  • TRADING TERMS: Unless credit facilities have been established with us, full prepayment is required. If any of these requirements set out above are not met, we reserve the right to release all space held. Where trading terms do exist, please note we will levy a 7% interest charge per month on any outstanding account over 30 days from the due date of our invoice.  Please note we will charge this outstanding amount, including any interest, directly to the guest’s credit/charge card for this total unpaid outstanding account. We also retain the right to modify or cancel any accommodation if it cannot be provided for any reason. In the unlikely event that such circumstances occur, we undertake to offer alternative accommodation. You agree to be held responsible for any cancellation fees that may be charged.
  • CHECKIN TIME: 00pm / CHECK OUT TIME - 10am.  Check in prior to 2.00pm is on a request basis only and should be requested at time of reservation.  A full day charge may be applicable.  For a guaranteed arrival prior to 2.00pm a guest must be reserved from the previous day.
  • RESPONSIBLE SERVICE OF ALCOHOL: The Applicant agrees that they, and their guests, understand that it is against the law to sell or supply alcohol to, or obtain alcohol on behalf of, a person under the age of 18 years. Further, under the NSW liquor laws, licensees and staff must ensure that patrons do not become intoxicated. Intoxicated persons will be removed from the premises immediately or will be refused entry to the premises. In such circumstances, the Applicant agrees they and their guests will still be liable for any contracted charges/package/booking due to the Company, and further agree the Company will not be held liable for any additional costs because of the guest being refused entry to the premises.
  • PAYMENTS: You agree to pay your account 14 days from invoice date.  Accounts settled by credit/charge card will incur the additional merchant fee.  Accounts settled by bank transfer into our account must be as invoiced.  You agree to email a remittance for same.  You also agree you will pay any bank/transfer/international charges or fees.
  • AUTHORITY: I am authorised to accept “The Company” terms & conditions on behalf of “The Applicant”. The persons signing this contract hereby confirm their full capacity and authority to do so.  The person(s) and organization(s) listed as the Client shall be liable in full for all costs and charges raised because of the herein agreed bookings and authorise any outstanding invoice to be charged to the guest credit/charge card. This Agreement is the entire Agreement between the parties and supersedes all Agreements and understandings as to the matters which are the subject of this Agreement and there are no understandings, representations or warranties of any kind between the parties except as are expressly contained in the provisions of this Agreement.  This Agreement may be amended by an instrument in writing signed by or on behalf of or executed under seal by each of the parties to this Agreement. The law governing this Agreement is the law of New South Wales and any action between the parties shall be taken in a Court in New South Wales and the parties agree to submit to the non-exclusive jurisdiction of the courts of that State. This contract shall remain in full force and effect irrespective of the granting of any indulgence of time or in any other capacity whatsoever by the Venue.