GROUP RESERVATION TERMS & CONDITIONS

DEFINITIONS

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

An Exclusive Use Booking is a group booking where the entire lodge is booked by one group.

If your booking has been made through a third-party website or travel agent, these Terms & Conditions apply in addition to the third party’s policies.

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

All standard Vacy Lodge Terms & Conditions apply unless otherwise stated below.

Deposits & Payments

  • A 25% deposit is required to secure your booking.

  • Booking dates are not confirmed until the deposit has been received.

  • The remaining balance must be paid 30 days prior to arrival.

  • If payment deadlines are not met, the booking may be cancelled and any payments made will be forfeited.

  • One person (“The Booker”) must take responsibility for the full booking payment. Split payments between rooms are not permitted.

  • No discounts apply if all booked rooms are not used.

Refunds

  • Deposits are refundable 61 days or more before arrival, less a 1.5% administration fee.

  • Deposits become non-refundable 60 days prior to arrival.

  • Once full payment has been made (within 30 days of arrival), no refunds apply.

Cancellations & Date Changes

Cancellations

  • 61+ days before arrival: Full refund of payments made, less a 1.5% administration fee.

  • 60–30 days before arrival: Deposit is forfeited.

  • Within 30 days of arrival: The full booking amount is non-refundable.

Date Changes

  • Date changes are subject to availability and approval by Vacy Lodge.

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

  • If a date change is approved, the original cancellation terms still apply, regardless of the new dates.

  • Approved date changes may be charged at the higher of the original or new rate.

Guest List, Check-In & Security Deposit

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

  • The Booker must complete the online check-in form and provide a copy of valid photo ID.

  • A security deposit of $100 per room (or $500 total for Exclusive Use bookings) will be pre-authorised on arrival.

  • The security deposit will be released after departure, provided there is no damage, excessive cleaning, or outstanding charges.

  • Release times vary by bank and may take up to 10 business days.

  • If the security pre-authorisation is declined, or online check-in is not completed, check-in instructions will not be provided.

Guest Responsibility, Behaviour & Events

  • The Booker is responsible for the behaviour, conduct, and compliance of all guests in the group.

  • Quiet hours are from 10:00pm to 9:00am.

  • If complaints are received from neighbours, guests may be asked to leave immediately without refund.

  • Vacy Lodge reserves the right to charge for excessive cleaning, damage, or loss.

Events & Gatherings

  • No parties or events are permitted without prior written approval from Vacy Lodge.

  • Approved events require additional liability documentation for hosts and any vendors involved.

  • If a party or event is held without the lodge’s consent, Vacy Lodge accepts no liability, and the booking may be terminated immediately without refund.

Property Rules

  • No smoking or vaping is permitted inside any buildings.

  • Dogs are welcome in rooms; no other pets are permitted.

  • Maximum guest occupancy limits must be observed at all times.

  • Check-in is from 2:00pm and check-out is by 10:00am, unless otherwise arranged with management.

Failure to Pay

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

Exclusive Use – Additional Conditions

The following conditions apply only to Exclusive Use bookings:

  • A minimum 2-night stay applies.

  • Long weekends are not included unless approved by Vacy Lodge.

  • No refunds or discounts apply if any rooms are not used.

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.