Terms and Conditions
Accommodation & Glamping Experiences – Payments
Bookings under $3000: Full Payment is required at time of booking.
Bookings over $3000: 20% non-refundable Deposit is required. Final Payment is due 3 months prior to arrival.
Accommodation – Cancellations and Refunds
If your booking is cancelled, your deposit will be retained. All other payments will be lost unless the venue can be resold for the same dates and amounts. If this is the case, all payments, less 20% deposit, may be refundable.
A reschedule may be considered under exceptional circumstances and may incur a reschedule fee due to lost bookings and limited lead times to rebook. All refund or reschedule negotiations must be made in writing.
Security Deposit Information
Security Deposits are Required for all group bookings – Details as follows: A security deposit form will be provided when you book. This needs to be filled out, signed, and returned to the office 7 days prior to the arrival date. Payment of security deposit is to be made by Credit Card Pre-Authorisation on the day of arrival for $2000 pending group type.
What is a Pre-Authorization?
This is when your bank places a hold for the amount on your credit card. The credit card must be equipped with sufficient funds which cannot be spent, for the duration of your stay. The security deposit is released by the bank 7 working days after departure unless fees have been charged.
Please contact the office if you find anything out of order upon arrival which may affect your security deposit being refunded. Ph (03) 5989 8505.
The form can be scanned and emailed or you can fill it in and take photo with your phone and email it through to firstname.lastname@example.org
Security Deposit Charges for Groups
If you breach any agreement of your stay, the security deposit is charged in full. Fees will not be negotiated into for any damage charges, repairs or issues as a result of the group behaviour. All properties must be left in a condition that a new booking can arrive and check in on the same day within 4 hours of your departure.
During Your Stay
Please abide by the following terms to avoid security deposit losses: Guests must not create noise or a disturbance of the peace which is offensive to neighbours at any time throughout the occupancy. If guests in adjoining properties and/or neighbours are disturbed, you may be liable to refund accommodation fees to guests whose stay has been disrupted by excessive noise from your group.
Guests must abide by any noise abatement conditions, standards and orders issued by police or any regulatory authority to minimise impacts upon the residential amenity of neighbours and local community. Disturbance of the Peace comes with considerable fines. Gatherings, celebrations or entertainment at the property must not conflict with residential amenity and must comply with local laws and house rules.
*No unauthorised adult entertainment at any time on any property
No smoking indoors or within 3 metres of entrances
No cigarette litter on property grounds
No open flames or candles
No food or drink in the bedrooms or carpeted areas
Garbage must be placed inside the allocated rubbish bins
Recycling –must be in accordance with standard practice, local laws and in the correct bins to avoid contamination.
All visitors/guests must comply with parking and information as supplied on booking.
Day Fee – Day Visitors must be advised to the office ( day fee may apply)
No Guest or Visitor is to disturb the natural environment or to bring animals onto the property
Management are empowered to take action as necessary for improper behaviour
Guests are granted a limited permission to occupy the Property for holiday purposes only.
This is not a residential tenancy agreement under the residential tenancy legislation.
Failure to comply with the obligations in the Terms and Conditions may result in termination of permission to occupy the property and eviction.
Accommodation – Booking Terms
It is the clients responsibility to provide a contactable phone number prior to and for the duration of your stay.
Minimum night stay during school holidays and Public Holidays
One night stay available on request – surcharge applies.
Children under 2 years old are Free of Charge.
A fee applies to transfer your booking
In the instance of a no show, refunds will not be issued
Special Offers and Coupons are not redeemable on Public/school Holidays/peak times
The facilities at all properties are shared ie swimming pool, parking.
Late check out or early check in by request (fee applies)
No pets at any time (Land for Wildlife)
Seasons Are As follows:
Low season: 10 Jun – 31 Aug
High/Peak season: 1 Sep – 9 June
including School Holidays, Easter and Long weekends
Weekend nights are Friday and Saturday nights
Mid Week nights are Sunday through Thursday
Education Group – Terms & Conditions
Payments – School Groups
The Booking Deposit is due within 14 Days of booking
20% Deposit at time of booking (non-refundable)
Final Balance is due 90 days prior to arrival
The Balance of payment will be based on the quote provided.
Additional students can be added on at any time.
1 staff member per 10 paying students will be free of charge
Teachers participating in scuba diving courses will need to pay for their certification
Any modifications to programs on the day/camp will be agreed upon on the day with the group including any price variations. If an activity has been substituted on the day due to weather, it will be taken as a substitution of the said activity and the camp price will remain the same.
School Groups – Cancellations and Refunds
If your booking is cancelled:
30 days prior to arrival, a 100% cancellation fee will be applied.
90 days prior to arrival, a 50% cancellation fee will be applied
(unless the venue can be resold, at which time all payments, less 20% deposit, may be refundable)
Any no shows ie students not turning up on the day, will not be credited unless a valid reason is supplied.
All refund requests must be in writing. Rescheduling of your booking will be the first option to be considered and will only be applied with mutual agreement.
Gift Voucher Terms & Conditions
The gift certificate must be redeemed by the due date.
The gift certificate may not be redeemed for cash.
The certificate may be redeemed on scheduled tours only.
Gift certificates are valid from the date of purchase.
All bookings are subject to the Terms for activities and accommodation
General Terms & Conditions
Guests and Visitors must comply with any instructions from the Manager and security services during their stay and notify the Manager of any disputes or complaints as soon as is practicable on (03) 5989 8505.
Special Offers – Only one special offer or deal is applicable per booking.
Bayplay reserves the right to cancel bookings under extenuating circumstances, and in this instance all deposits where possible will be refunded. Whilst every effort is made to ensure a safe environment, Bayplay holds no responsibility for any damage to your person or personal effects.
Meeting the Terms and Conditions
The consequences of not complying with the Terms and Conditions requirements can include enforcement action from the Owner, Manager, Security Services, Local Councils and Law Enforcement Officers.
Enforcement action is subject to the Australian Consumer Law and other relevant legislation.
Such enforcement action could result in termination of permission to occupy a Property, eviction and loss of booking payment or deductions from security deposits plus additional charges to recoup costs of loss of bookings due to the clients’ actions.
It is important for all Guests to be aware of their obligations and of their responsibilities and to make any Visitors to Iluka Retreat aware of these requirements to maintain the amenity of the Property and its neighbourhood.