Booking Terms & Conditions

These terms apply to reservations made with Vacy Village Lodge (Vacy Hunter Valley Lodge). By making a reservation, the person booking accepts responsibility for the booking and for ensuring all guests comply with the applicable property policies.

Please read the terms and conditions applicable to your selected rate carefully before booking.

Online Check-In

Vacy Village Lodge operates with a remote front desk and online check-in is mandatory before arrival.

Guests must complete our secure online check-in form, which includes:

• uploading a valid photo ID; and
• providing a valid credit or debit card for the required security pre-authorisation.

Room access details will not be issued until online check-in has been completed and all required information has been successfully provided.

Payment Policy

A valid credit or debit card is required for all direct reservations.

Where payment is collected by Vacy Village Lodge, the accommodation charge will be processed when the reservation becomes non-refundable under the rate booked.

If payment is declined or cannot be collected when due, the reservation will be cancelled.

Standard & Online Saver Rates

No accommodation payment is taken while the reservation remains within its free cancellation period.

The full accommodation amount will be charged when the free cancellation period ends and the reservation becomes non-refundable.

Non-Refundable Rates

The full accommodation amount will be charged once the reservation is confirmed, as the booking is non-refundable from the time of booking.

Promotional Rates

Promotional and special offer rates are subject to the payment and cancellation conditions displayed at the time of booking.

Payment will be processed when the reservation becomes non-refundable under those conditions.

Guests are responsible for reviewing and accepting the applicable rate conditions before completing their reservation.

Cancellation & Amendment Policy

Standard & Online Saver Rates

Reservations may be cancelled without charge up to 7 days prior to arrival.

Cancellations made within 7 days of arrival are non-refundable and the full accommodation amount will be charged or retained.

Non-Refundable Rates

Non-refundable reservations cannot be cancelled for a refund.

Changes or amendments are not permitted unless otherwise agreed by Vacy Village Lodge.

Cancellation or non-arrival will result in the full accommodation amount being retained.

Promotional Rates

Promotional and special offer rates are subject to the cancellation and amendment conditions displayed at the time of booking.

These conditions may differ from our Standard cancellation policy. Guests are responsible for reviewing the applicable conditions before completing their reservation.

Third-Party Reservations

Reservations made through Booking.com, Airbnb or another third-party booking provider are subject to the payment, cancellation and amendment terms outlined in the booking confirmation received from that provider.

Any cancellation or amendment to a third-party reservation must be requested through the provider through which the reservation was made.

Group Reservations

Reservations of four (4) or more rooms travelling together, booked under the same name or for the same event or purpose, are considered a Group Booking.

Group bookings are subject to additional Group Reservation Terms & Conditions, which apply in addition to these standard terms and any applicable booking-provider conditions.

The primary booker may be required to sign and return a separate Group Reservation Terms acknowledgement.

Non-Arrival & Early Departure

Failure to arrive for a reservation will be treated as a no-show and the applicable cancellation charges will apply.

If a stay is shortened after check-in, unused nights are non-refundable.

We recommend travel insurance for circumstances that may affect your ability to travel.

Check-In & Check-Out

Check-in is from 2:00pm and check-out is by 10:00am, unless otherwise confirmed by Vacy Village Lodge.

Early check-in or late check-out is subject to availability and must be agreed in advance.

Room access codes operate only for the confirmed check-in and check-out period.

Guest Responsibility

The person making the reservation is responsible for the booking and for the conduct of all guests included in it.

Guests are responsible for any damage, loss, excessive cleaning or additional charges resulting from their stay.

Vacy Village Lodge reserves the right to terminate a stay where guest behaviour causes unreasonable disturbance, breaches property rules or affects the safety or enjoyment of other guests or neighbouring properties.

No refund will apply where a stay is terminated due to a breach of these terms or property rules.

Children & Occupancy

Children under 16 years of age must not stay in a room without an adult present.

Guests over 2 years of age are counted towards the maximum occupancy of the room.

Maximum room occupancy limits must not be exceeded.

Smoking & Vaping

Smoking and vaping are not permitted inside guest rooms or other enclosed areas.

Where smoking or vaping has occurred inside a room, additional cleaning and remediation charges may apply, including a charge equivalent to one night's accommodation where necessary.

Damage & Additional Cleaning

Guests are responsible for damage, loss or excessive cleaning associated with their room or stay.

Reasonable costs incurred to repair, replace or restore property may be charged to the nominated card or deducted from the applicable security pre-authorisation.

Dogs & Other Animals

Vacy Village Lodge welcomes dogs in our guest rooms, subject to our separate Dog Policy.

A maximum of two (2) house-trained dogs per room is permitted. Other pets or animals are not permitted unless required by law.

Guests travelling with dogs may be required to acknowledge and agree to the Dog Policy before or during online check-in.

There is no standard accommodation fee for dogs; however, additional cleaning, damage or other costs resulting from a dog may be charged where applicable.

Events & Parties

Parties, functions or events are not permitted as part of a standard accommodation reservation without prior written approval from Vacy Village Lodge.

Separate terms, charges and conditions may apply to approved events.

GST

All accommodation and ancillary prices are quoted in Australian dollars and include GST where applicable.

Changes to These Terms

Vacy Village Lodge may update these Terms & Conditions from time to time.

The terms applicable to a reservation are those in effect at the time the booking is made, together with any specific rate conditions, Group Reservation Terms, event terms, Dog Policy or third-party booking conditions applicable to that reservation.

LAST UPDATED 05 SEPT 2026