GROUP RESERVATION TERMS & CONDITIONS

DEFINITION

A Group Booking is defined as any reservation of four (4) or more rooms under the same name or for the same event or purpose.

If your group booking has been made through a third-party website or travel agent, please note that all reservations of four (4) or more rooms are subject to our Group Booking Terms & Conditions in addition to the third-party’s policies.

By proceeding with your booking, you agree to comply with the following terms as set by Vacy Lodge.

All Standard Terms & Conditions apply

DEPOSIT & PAYMENTS

  • A 30% deposit is required to secure the group reservation.

    • For bookings made via third-party websites, payment of the deposit will be discussed depending on how your reservation has been booked (i.e. Paid to 3rd party or pay at motel)

  • 60 days prior to arrival, the deposit becomes non-refundable.

  • The remaining balance is due 30 days prior to arrival.

  • Once the balance has been paid, no refunds or changes can be made.

  • If payment is not received by the stated deadlines, the reservation will be cancelled automatically, and no refund for any monies paid will be issued.

CANCELLATIONS & AMENDMENTS

  • Cancellations made more than 60 days prior to arrival will receive a refund of any payments made, less a $50 administration fee.

  • Cancellations made within 60 days of arrival will forfeit the deposit.

  • Cancellations made within 30 days of arrival will forfeit the full booking amount.

  • Date changes are not permitted within 30 days of arrival.

  • Any approved date change requests made more than 30 days prior to arrival will be subject to the higher of the original or new rate.

  • If a date change is made, the original cancellation terms still apply. For example, if a change is requested within 60–30 days of the original arrival date, the deposit remains non-refundable, regardless of the new dates.

GUEST LIST & RESPONSIBILITY

  • A full guest list must be provided at least 7 days prior to arrival.

  • The booker (primary contact) is responsible for the conduct, payment, and behaviour of all guests in the group.

  • A $100 security deposit per room is required. This may be preauthorised from a nominated credit card prior to check in and will be released after departure, provided no damages or outstanding charges apply.

    • Please note the release of funds back to guests account can vary from bank to bank and may take up to 10 business days.

FAILURE TO PAY

If at any time payment deadlines are not met, the booking will be considered cancelled, and no refund will be provided for any monies already paid.

All standard Vacy Lodge Terms & Conditions also apply to group bookings. This includes, but is not limited to, policies relating to maximum guest capacity, pets, smoking and vaping, noise and disturbance, damage or loss of property, and the use of facilities and communal areas. By confirming your booking, you acknowledge that you have read, understood, and agree to all property Terms & Conditions in full.