Booking Terms and Conditions

BOOKING TERMS and CONDITIONS

For all Byron Bay Stays, Byron Bay Holiday, and Ballina Beach Village properties.

1.  DEPOSIT AND BALANCE OF PAYMENT

Your initial deposit of 50% is due at the time of booking.  Your payment may be by direct deposit or by credit card (a 3.5% merchants fee charge will be added). If the total of your booking is under $600 then the total amount is due at the time of booking.

FINAL PAYMENTS AND BOND PAYMENTS for BALLINA BEACH VILLAGE managed properties

• Full payment for the accommodation must be received at least 30 days prior to

check-in. Failure to finalise the accommodation payment within the 30 day check in period, will in some cases be seen as a cancellation by you,  with full loss of deposited monies, unless otherwise agreed to by BALLINA BEACH VILLAGE.

• For bookings made 30 days or less before arrival, full payment and

Bond is required at time of booking.

• For bookings made within 4 days of check-in, full payment and Bond

are required at time of booking and only credit card payments will be accepted.

• For any bookings that total $600 or less, the total amount will be taken at time of booking and the Bond is due 30 days prior to check in.

• No guest will be allowed onto the premises without the full Bond having been paid prior to check in.

2.  ARRIVING, CHECK IN/OUT, AFTER HOURS, KEY PICK UP

Check in time is 2pm. Check out is strictly 10am as cleaners will be arriving.

We understand that sometimes you arrive earlier than the check in, so please discuss this with us before arrival. Depending on the property condition we may be able to give you earlier access, or allow you to leave your luggage so that the cleaners can finish their work, but allow you to go down town and enjoy Byron.

Please be advised that you will need to discuss your key pick up with BALLINA BEACH VILLAGE at least one day prior to arrival.

Although all care is taken with key arrangements, it is in your best interest to arrive at the property before 6pm on the day of check in to ensure that there are no access problems. There are phone numbers to call at all properties should you be unable to gain access.

In most cases it is a self check in system, using a key safe on the premises. This means that you will need to have lodged your Bond or supplied your valid credit card details before the key safe number is issued.  Details will be confirmed on your booking confirmation.

The balance of your accommodation and your BOND must be paid on, or prior to, your arrival for your keys to be made available.

Please be aware that if you do not check out by 10am a late checkout fee of $60 or more may be charged per hour after the check out time of 10am. This will be to cover the costs of the cleaners who are paid by the hour and kept waiting for your departure. Please make sure all garbage is in the bin provided and the property is neat and tidy before leaving.

A permitted late checkout is sometimes possible, however, you will need to discuss this with us at least one day PRIOR to check in and NOT ON THE DAY OF CHECK OUT.

Keys: On check out, all keys must be left inside the house or apartment.

Missing keys will be charged to your bond at a rate of $50 per key replacement cost.

HOWEVER, for those properties with a key safe, the key safe must be left in its original position with the KEY INSIDE. Lost or damaged key safes will be charged at the rate of $200 per replacement.

3.  SECURITY DEPOSIT and BEHAVIOUR BOND

All BALLINA BEACH VILLAGE managed properties require a Security Deposit and Behaviour Bond (the “Bond”).

This Bond relates to any missing or damaged items, general cleanliness of the property and excessive noise or other anti-social behaviour that has lead to complaints and/or eviction.

Please read this carefully and remain fully informed so that you do not lose part or your entire Bond. Please ensure that you adhere to all the Terms and Conditions.

3.1 Bond Charges and Refunds

Bond amounts will in general be: $500 – 4 people; $1,000 – 6 people; $1,500 – 7 or more people.

No guest will be allowed to check in until all outstanding monies are paid, and the Bond is held either against an approved credit card with a current viable balance or with cash in full.

Multiple credit cards may be supplied to cover the Bond.

In any event, whether a Bond has been paid or not, guests authorise the charging of their Credit Card for any such expenses (i.e. extra cleaning, cost of damages, noise fines, charges for extra guests or agents time) when they authorise payment for their accommodation.

The Bond less any charges will be returned within two weeks of check out (if not sooner), and after a thorough inspection of the premises. Any damage, breakages, excessive cleaning etc will be billed against the Bond. It is expected that the property you rent will be in a clean and tidy condition on check out. All rubbish must be picked up and removed.

If the Bond payment is processed by credit card it will then be refunded back to the same credit card within 10 days of departure. Or, if cash is paid, then within 2 weeks of check out the Bond will be electronically transferred back to the account that you nominate to us.

PLEASE NOTE: IF A SECURITY BOND CLAIM EXCEEDS THE BOND HELD, BALLINA BEACH VILLAGE RESERVES THE RIGHT TO DEBIT MONIES OWED FROM THE GUESTS CREDIT CARD OR TO SEEK ANOTHER FORM OF PAYMENT FROM THE GUEST. In the event that such payment is not forthcoming, then this will become a Small Claims Debt and be processed and pursued accordingly.

In the event that other holiday guests or residential neighbours complain about noise, behaviour or sanitation issues, part or your entire Bond may be used by us to reimburse accommodation fees to other holiday guests or compensate residential neighbours for their loss of quiet enjoyment.

3.2 Behaviour and Noise

Remember your accommodation is in a residential and holiday area and it is important to respect the rights of others to have the quiet enjoyment of their own homes or of the properties that they have rented for their holidays. That means NO NOISE to be audible between 10pm and 8am and only REASONABLE NOISE at any other time. Noise means any sound that can be heard from neighbouring properties.

No noise is to be made entering or leaving the premises or while in the surrounding areas after 10pm at night.

NO PARTIES or DISTURBANCES are permitted at any time. A ‘party’ in respect of this agreement means a noisy gathering of either the registered tenants, or other people, and is strictly forbidden at all times of the rental period.

4. NO OTHER GUESTS ALLOWED WITH OUT EXPRESS PERMISSION

Please note that there are to be no other people who aren’t listed on the rental booking agreement on the property at any time or for any purpose during the accommodation rental period, WHETHER OR NOT these guests are temporary or for the duration of the booking.

5. CLEANING

While guests are not expected to clean the premises prior to check out, we do ask that you pick up all rubbish and bag it, and put it in the appropriate external garbage bins, and check thoroughly to ensure that you haven’t left any items behind, ensure that the BBQ has had a quick once over (please don’t leave food on it as this is a health hazard and becomes fly blown) and generally leave the premises in a neat and tidy condition ready to be cleaned.

In particular all perishable rubbish is to be securely bagged and deposited in the red external garbage bins.

Please ensure that the exterior is free of cigarette butts, beer caps, broken glass and dog droppings – otherwise you will be charged for this extra cleaning service.

Please also ensure that pots and pans, and crockery and cutlery are cleaned as found on arrival, and the dishwasher put through prior to the arrival of the housecleaner.

In any event, guests are responsible for missing or damaged items and cleaning expenses beyond the usual level for the property and will be charged accordingly. Extra cleaning charges will be at the rate of $60 per hour over and above the normal cleaning period. In the event of extra costs relating to damages and/or extra cleaning charges, BALLINA BEACH VILLAGE may also charge for the agent’s time in MANAGING the rectification of such damage/replacements and or other time spent on any issue at a cost of $70 per hour.  All such cleaning related costs will be deducted from the Bond.

6. EXTRA CHARGES

In the event that there is a disturbance or complaint of noise at the premises requiring the attendance of security, police or the manager or that guests fail to vacate the property at the required time, a charge will be levied against the Bond.

In the event of a disturbance (noise or behaviour) the cost will be $200 per security attendance, and in the event of failure to vacate on time the cost will be $60 per hour.

With regard to property from the rental premises being lost AND/OR stolen or damaged property, such costs involved in repairing, replacing or refurbishing such items will be charged against the bond and an administration fee to manage such replacement/repair will be charged.

Extra charges will be levied for such things as

- key replacement $50

- key safe replacement $200

- supermarket trolleys returns $50 per trolley

- extra cleaning $60 per hour

- re-sanitisation costs due to vomit or excreta – $250

- dog dropping pick up – $60

- delay to access to property $60 per hour.

- remote control replacement $150

- towels and or any other linen at cost plus 50%

- other costs as they arise for replacement or repair of items at cost plus 50%

7. BEHAVIOUR OCCASSIONING POLICE, SECURITY and/or COUNCIL PRESENCE

In the event of Police or Council ranger attendance at the property you are renting for any unlawful activity or any activity deemed as aggressive, disturbing or annoying to neighbours, this will be deemed as breaking the booking terms and conditions, and immediate eviction will ensue.

IN PARTICULAR we note that the Police or Council attending for domestic violence incidents, for drug or alcohol related incidents or to issue a noise abatement notice will be construed as breaching the Terms and Conditions of the booking, and will cause immediate eviction of all guests relating to that booking, without any recourse to appeal or negotiation and with the full loss of the Bond.

PLEASE NOTE we do not use a warning system in managing any property, we operate with a ZERO tolerance for parties, offensive, drugged or drunken behaviour.

8. SPECIAL INTEREST GROUPS

For Special Interest Groups (such as schoolies, university student groups, football or other sporting groups, or large groups of singles), the Bond will be up to $3,500 to cover the potential for Byron Shire Council and Noise Hotline noise abatement fines.

Special Interest Groups may be subject to additional conditions and amendments of these Terms and Conditions which will be advised at the time of booking.

If you would like further clarification regarding this issue please ask us for further information.

9.  CANCELLATIONS – (may be different for Special Interest Groups)

These conditions apply to cancelled or partially cancelled bookings.

a) If the cancellation is MORE THAN 30 days prior to arrival – a booking cancellation administration fee of up to $200 will be charged and is entirely at the discretion of BALLINA BEACH VILLAGE.

b) If the cancellation is within 30 days OR LESS of arrival – all funds paid will be retained at the discretion of BALLINA BEACH VILLAGE.

c) CHANGES TO BOOKINGS – First change $30, subsequent changes $50 each.

d) An administration fee of $100 will be charged on all cancellations, irrespective of refunds.

10.  NUMBER OF PERSONS

The number of persons specified on your booking confirmation form is to be the maximum number staying. Any increase in numbers must be agreed to by BALLINA BEACH VILLAGE in advance. BALLINA BEACH VILLAGE reserves the right to charge extra if there are more people at the property than agreed at the time of booking. In some cases, you may also be evicted if it is found that more people than agreed are staying at the property you rented. You will be charged for those extra guests and those monies taken from your bond or your credit card that you lodged for the bond.

11.  EVICTION FOR BREAKING TERMS and CONDITIONS.

While it is rare, tenants breaking any of these TERMS and CONDITIONS (such as noise, extra people, damage, illegal activities, rude, aggressive or threatening behaviour) may be evicted from premises without refund of their security deposits and without notice at the absolute discretion of BALLINA BEACH VILLAGE or its agents. You should also be warned that in the event of an eviction, other accommodation providers in the area will be notified that your group has been evicted.

12. PET FRIENDLY ACCOMMODATION

We welcome our guests travelling with pets. However, you must notify us that you are travelling with a pet, and adhere to these strict conditions:-

1. Dogs and cats must not be allowed to bark or meow, or in any other way cause disturbance to other neighbours or guests;
2. Dogs must at all times when outside of the rented premises and on common property be on a leash;
3. Some properties have rear lane access. In this event owners must only use this entrance and exit when leaving the premises with their dogs;
4. A security or noise call out for a barking/meowing animal will occasion a $200 noise fine which will be deducted from the bond.
5. In the event that the noise problem continues with a barking dog, then the owners will have to leave without notice;
6. All dog and cat droppings must be picked up upon leaving.
7. If the dog or cat causes any sort of damage then the costs of replacement or repair will be taken from the bond.

PETS ARE ONLY ALLOWED WHEN SPECIFICALLY AGREED WITH BALLINA BEACH VILLAGE. Animals must be treated for fleas before arrival and have their own bed or blanket. Please clean up after your pets or a further dog dropping pick up fee of $40 will apply. Please fill out the details of your pet at the information section on the first page of this form.

13. ACTIONS OF OWNERS / INTERPRETATION / MIS-UNDERSTANDINGS / TRAVEL

INSURANCE

We aim to make your holiday experience as pleasant as possible. However we cannot be held responsible for the actions taken by the owner of the premises and/or other parties outside of our control, especially in relation to but not limited to such things as tariff increases, sale of the property, changes to laws, damage to property requiring unexpected repairs and other such events which may cause the property to be unexpectedly unavailable.

We are also not responsible for any interpretation or misunderstanding about the premises booked and our cancellation policy will apply. Before you book, we suggest you review the property you are booking by looking at the photos on the website. Every effort is made to ensure that information displayed on this website is correct. Information and rates on BALLINA BEACH VILLAGE websites are subject to change without notice. Property room photos may not be of the actual room allocated. Photos are indicative only. Accommodation facilities listed may not apply to all room types.  

We recommend you take out travel Insurance to cover all possibilities.

14. QUOTES RESERVATIONS / ACCEPTANCE / FUNDS PAID TO TRAVEL AGENTS

Quotes and reservations are subject to availability and actual pricing at the time of booking. Quotes are valid for seven (7) days. Verbal quotes are only an estimate, subject to written advice on confirmation from your booking agent. Our company bears no responsibility for monies paid via travel agents until cleared funds are received by BALLINA BEACH VILLAGE.

15. PAYMENT OPTIONS

Payments accepted include credit cards (Visa, MasterCard and Bankcard only), AUD personal or bank cheques/drafts and bank transfer (allow 5 working days transaction time). Prices quoted are in AUD and all payments must be made in AUD. For overseas transfers of monies (i.e. return of bonds to an overseas account) the cost of the international transfer will be deducted from the bond or accommodation refund monies. If you are booking from overseas, we highly recommend that you pay by credit card. In the event of a refund, it is much easier to refund on a credit card than doing an international transfer, which is very lengthy time wise and costly to the client.

16. RATES AND CHANGES

Prices and conditions are correct when created, but are subject to change without notice. Prices listed are in Australian Dollars and are inclusive of GST where applicable. The price of your holiday cannot be guaranteed until full payment is received. If deposit or final payment is not received by the due date, BALLINA BEACH VILLAGE may cancel the booking, with guests paying the relevant cancellation fee and/or full loss of monies deposited.

Confirmation and invoices are subject to re-issue of the booking quote. If the amount quoted is incorrect through error or omission, the guest accepts the liability to then pay the correct cost or to decline to retain the reservation. Guests will be required to provide a credit card imprint or a cash bond prior to check in and to cover any miscellaneous charges. Where a credit card is not available a cash deposit will be required. An acceptable form of photographic identification may be required on check-in.

17. UNDER 18′S

All guests under the age of 18 must be accompanied by a parent/guardian or an individual over the age of 18, the property has the right to refuse any booking, when the legal guardian over 18 cannot provide current photo ID if requested or is not deemed to be responsible enough to manage the group.

18. PACKAGE PRICES / PER NIGHT PRICES

Per night prices are to be used as an indicator only and not as an extra night rate.

19. ALTERNATE ACCOMODATION ALLOCATION

In the event whereby BALLINA BEACH VILLAGE cannot provide accommodation as previously confirmed, for whatever reason BALLINA BEACH VILLAGE will undertake to relocate clients to an alternative property of equal or better grading at no additional expense to the client. Should there not be a property of equal or better grading in the vicinity of the original booking, BALLINA BEACH VILLAGE will provide clients with a property of a lesser grading. If this is the case, any reduction in costs will be refunded to the client. If a property of a lesser quality is not available, a full refund will be given.

20. SPECIAL REQUESTS

Whilst we attempt to satisfy all special requests, we are unable to provide a guarantee.

21. MAPS AND IMAGES

Map images, if shown, are for general information and may not necessarily reflect latest or actual services and geography.

22. DOCUMENTATION

Booking documents will be forwarded by post, fax or email at the time of booking.

23. LIABILITY AND RESPONSIBILITY

BALLINA BEACH VILLAGE both for itself and on the behalf of their employees or agents do not accept any responsibility for any act, omission, default or neglect of themselves, their employees or agents for injury, damage, or loss to persons or goods whatsoever or however the same may be caused and they do not warrant and are in no way responsible for the accuracy of any information given in statement made by their service providers or themselves in terms of accommodation arrangements.

By utilising the services provided by BALLINA BEACH VILLAGE you agree that: BALLINA BEACH VILLAGE shall not be liable for the wilful or negligent acts and/or omissions of such carriers and/or service providers. BALLINA BEACH VILLAGE will not be liable for any accident, injury, delay, property damage or personal loss to you or those travelling with you in connection with any accommodation, transportation, or other travel services resulting directly or indirectly from any occurrences or conditions beyond its control, including but not limited to acts of terrorism, act of God, defects in vehicles, war, strikes, theft, delay, cancellation, civil disorder, disaster, Government regulations or changes in itinerary or schedule.

Please note that all travel documents, observance of laws and regulations of various Governments are your responsibility.

24. LOST, STOLEN OR DAMAGED GOODS

BALLINA BEACH VILLAGE will not be held responsible in any way for any lost, stolen or damaged goods and personal property. In the event of goods being left behind, the guest will be wholly liable for all costs in respect of returning the property to the owner. The goods will not be returned until such times as funds for the costs of the return of the goods have been received. In the event that the goods are lost, damaged or stolen in transit back to the owner, BALLINA BEACH VILLAGE will not be held responsible for such lost, damage or theft. Should you want us to check with a third party such as the linen services or garbage collection agent for lost items, there will be a further charge of up to $150.

25. ACCESS TO PROPERTY

BALLINA BEACH VILLAGE reserve the right to access the premises for the purpose of repair, maintenance, health and safety issues, security issues or to conduct Special Interest Group inspections. When and wherever possible notice will be given by phone and/or email to the guest of the said access. In most instances access will be made through prior arrangement with the guests, and when possible with the guests in attendance. However in the event of an emergency, or some other incident requiring immediate attention or in the event of illegal activity BALLINA BEACH VILLAGE reserves the right to access the premises without notice.

26. DISPUTE OR COMPLAINT

The guests included in this booking hereby agree that the Landlord and Tenant Act 1977 does not apply to their holiday rental, and further agree that this is a holiday letting, is not subject to a lease and in no way could be deemed by the guests as their residential premises under the definition of the said Act.

In the event of a dispute relating to any matter either included herein or inferred, then it is agreed by the guests that the dispute would be wholly under the jurisdiction of the Department of Fair Trading, and that any hearing about any matter would be in the office of the Department of Fair Trading, at Lismore, NSW, Australia.

In the event of a complaint regarding any matter relating to cleanliness or maintenance to the premises, the guests are asked to follow these steps:.

In the event of a cleaning issue, the guest must report any dissatisfaction with any cleaning of the property within 24 hours of check in. BALLINA BEACH VILLAGE will arrange for the property to be re-cleaned to your satisfaction.

With regard to any maintenance issues, the guests are asked to report any damaged, non-working, missing or other wise unsatisfactory items at any time during their stay. BALLINA BEACH VILLAGE will take immediate steps to rectify said items to your full satisfaction in as timely a manner as possible. In the event that a third party is required to either service the equipment or replace parts, this will be done in as timely a manner as possible.

Please note refunds are not given in the event of complaints regarding cleaning or damaged or missing items. However, we are happy to respond immediately to your requests. In the event of complaints being made after check out, you will understand that it is too late for us to respond, and therefore give you the satisfaction you require. There is also a whiteboard in the kitchen of the property to list any maintenance or other issues you feel need mentioning.

27. USE OF CREDIT CARDS

BALLINA BEACH VILLAGE reserves the right to levy a ‘declined card’ charge of $25 for every credit card that is offered for payment, and is declined by the bank. Please ensure that the credit card you tender for payment, has sufficient funds to cover the charge of the accommodation that you are paying for, so that you can avoid this charge.

28. CAMPING

It is strictly forbidden to erect any camping equipment in any outdoor area of any property managed by (INSERT NAME) or to bring onto the property any outdoor furniture or furniture of any kind without the expression permission.

29.  ALL PREVIOUS BOOKING FORMS ARE SUPERSEDED BY THIS FORM

Please be advised that by paying the deposit for your accommodation you are accepting these Terms and Conditions WHETHER YOU HAVE READ THESE TERMS AND CONDITIONS OR NOT.

This Booking form and the attached Terms and Conditions supersede all other prior such documents, and that the terms and conditions contained within these documents apply retrospectively and henceforth, whether you have received them by fax, email or post.