Calabash Bay Lodge

Terms & Conditions

GENERAL TERMS & CONDITIONS

We do not accept bookings that commence on a Saturday or Sunday, or Monday if a public holiday long weekend.

We will make every effort to ensure the property is available as booked. However, we reserve the right to make alterations to bookings due to unforeseen circumstances such as force majeure.

The guest must acknowledge that due to the location of the property, being in a remote water-access only area surrounded by national park, interruptions to mains utilities such as water or power, while rare, may occur.

Check-out time at the latest is by 10am unless a later check out time has been agreed in writing at time of booking.

Pets are not allowed unless specific arrangements have been made in writing prior to commencement of stay. Pets are permitted for a charge of $100 on an outdoor-only basis where approved by the owners of the property at time of booking, and a pet bond may also apply. Swimming from the property’s frontage and use of the runabout boat, kayaks, and fishing equipment provided is at the guests own risk, and the guest coordinating the booking (booking coordinator) is liable for any damages caused during operation.

We strongly advise guests take out travel insurance with water activities coverage to protect themselves against unexpected changes to their travel plans, for the risk of damage to property, or injury to themselves and/or third parties. Any variations to the terms and conditions must be requested in writing and agreed to by management before the commencement of the rental period at Calabash Bay Lodge. The booking coordinator must educate all guests staying at Calabash Bay Lodge as to these terms and conditions of rental, uphold and enforce these terms and conditions at all times during the rental period and will be liable for the actions of any guests in their group that cause breakage, damages or excess cleaning or rubbish removal requirements.

SECURITY BOND
A security bond is payable to cover any additional costs incurred, including but not limited to, any breakage, damages or excess cleaning or rubbish removal requirements. On departure, the property should be left in a similar state to its condition on arrival. We include final cleaning in all rates, however, we expect the property to be tidied and left in a presentable condition as you would in your own home. As Berowra Waters has no waste services being on a river in national park, we appreciate your assistance in taking as much waste and recycling as possible from the Lodge on your checkout transfer and disposing of this at the facilities adjacent to the carpark.

We require the guest to provide credit card details for the security bond. We accept VISA, Mastercard and American Express. Please note well that Debit VISA and Debit MasterCards or similar are not accepted for the security bond. The security bond required is $2000. The security bond will be returned in full subject to the terms and conditions of rental being met satisfactorily. In the event that we have to draw upon the security bond for any reason, the full value of the bond will be charged to the credit card. If the repair cost is less, the difference will be refunded as soon as practicable.

CHILD POLICY
Calabash Bay Lodge accepts children without restriction and is family-friendly. Two additional infants (up to 12 months of age) can be accommodated free of charge on the property in addition to the normal maximum of 8 guests, subject to request in writing and approval by management. Two cots and a highchair are available at the property for your use upon request. Two additional children can be accommodated on the property, in addition to the normal maximum of 8 guests, on self-inflating mattresses at an additional cost of $100 per child per night.

NUMBER OF GUESTS
Under no circumstances are more than 8 guests allowed on the premises at any one time with the exception of approved day visitors (see below). Under no circumstances are any additional guests beyond the number confirmed at the time of booking permitted on the property, unless subsequently agreed in writing prior to commencement. This will be strictly enforced. Contravening this condition may result in immediate termination of the rental and/or loss of bond.

VISITOR POLICY
Subject to request in writing and approval by management, in certain circumstances, we may agree for day visitors to visit guests staying at the property. No more than 10 persons may be on the property at any one time. The same terms and conditions apply to day visitors as to guests staying overnight at the property. Where we agree prior to the commencement of your stay that visitors may visit guests at the property during the rental period, guests must acknowledge that additional fees may be deducted from the security bond to cover any extra incidental costs including but not limited to extra cleaning, garbage removal and additional wear and tear.

GROUP BOOKING POLICIES – NOISE & PARTIES. PLEASE NOTE WELL
Parties and Functions are strictly prohibited at all times. Use contrary to this may result in immediate termination of the rental, loss of security bond, and the guest will forfeit any claim to refund of monies for rental paid prior to commencement. Excessive noise, particularly loud music and voices in the outdoor areas, that is in violation of NSW noise pollution law is strictly prohibited and may result in termination of rental and loss of bond.

THEFT OR LOSS
We do not take responsibility for any theft or loss that may occur during your stay. We strongly advise guests take out travel insurance to protect themselves against theft or loss of personal items.

BOAT USE POLICY
We provide use of a runabout boat as part of our rates, which seats up to 5 persons maximum (this is the largest possible boat size we can offer to unlicensed drivers). As part of our check-in procedure, you'll receive a briefing on safe operation. At the end of the briefing, you will be given a boat use agreement, where you will acknowledge receipt of the safety briefing and that use of the boat is at your own risk. Lifejackets, including for children, mandatory safety equipment, and a full tank of fuel are provided.

NB The boat can only be used during daylight hours, so that needs to be taken into consideration if you have any late arriving guests you may like to collect yourself on the day of arrival. In that scenario, an additional boat transfer will need to be booked in advance of your stay.

We strongly advise guests take out travel insurance with water activities coverage to protect themselves against the risk of damage to property, or injury to themselves and/or third parties.

SMOKING POLICY
Calabash Bay Lodge is a non-smoking property. We appreciate your understanding.

We may use third-party service providers to process your personal information on our behalf for the purposes of this booking. For example, we may share some information about you with these third parties so that they can contact you directly by email (for example: to obtain post stay reviews about your travel experience).

Payment Policy

Payment in full is required 21 days prior to the date of commencement of your rental, or at time of booking when the date of commencement falls within 21 days of the booking commencement date, with the exclusion of special earlybird seasonal offers which must be paid in full at the time of booking.

Bookings are only confirmed once an initial deposit payment is received or processed, per the schedule and conditions below, in addition to consent to Calabash Bay Lodge's standard terms and conditions of rental.

Deposit and payment due dates:
25% - Payable at time of booking
25% - 60 days in advance
50% - 21 days in advance
50% - Bookings made under 60 days in advance
Full balance - Bookings made under 21 days in advance

Payment can be made by electronic bank transfer, credit cards including Visa, MasterCard and American Express cards. Our bank account details can be provided upon request for a fee free payment.

For stays during peak season, including Christmas, New Year, and January, a non-refundable booking fee of $1000 is payable upfront at the time of booking, along with any deposit payments due. This booking fee is deductible from your final payment balance. 50% of the remaining balance will then be due 90 days prior to the booking commencement date with the final balance due 60 days prior to arrival.

Prior to the payment date we will send the guest a reminder notice by email of the upcoming payment installment. Payment will be processed on the due date unless advised otherwise by the booking coordinator. We will process the bond payment of $2000 with the credit card details as supplied 24 hours prior to your stay.

Cancellation Policy

A full refund of any deposits paid will be made if your booking is cancelled more than 90 days out from the booking start date. Please note well that all booking fees are non-refundable. The value of the booking fee will be deducted from any deposit monies refunded to the guest per the cancellation schedule below.

If a cancellation is made within 90 days of your booking start date, the following cancellation schedule applies. Wherever possible, we recommend postponing your booking instead.

DATE OF CANCELLATION MADE:
90 days or less – 15% of the total cost
60 days or less– 30% of the total cost
30 days or less – 50% of the total cost
21 days or less – 75% of the total cost
14 days or less – 100% of the total cost
NOTE: % refers to PAYMENT FORFEITABLE

NB For all stays during peak season periods including Christmas, New Year and NSW school holidays, cancellations must be made more than 30 days from the booking start date, and postponement is not possible.

For self-catering stays only, if we are able to rebook the cancelled dates successfully, we will provide a full refund, less a $220 administration fee. If you are cancelling a package, please contact us directly for more information.

We recommend securing cancellation travel insurance in case of an unforeseen event and Covid-19.

POSTPONEMENT OR DATE CHANGES
Should requirements change or life intervene, and you need to change the date of your booking to an alternative date either prior to or after the original booking, we are happy to transfer the balance of any deposits paid to alternative dates within the next 12 months from the date of the request, subject to availability, and payment of a $110 administration fee. NB: We will only accept one postponement request from the date of the original booking, before the cancellation policy terms & costs outlined above would apply, and the request must be made more than 30 days prior to the original booking check in date to avoid incurring charges under the cancellation policy. Postponement is not possible for bookings during peak season periods including Christmas, New Year and NSW school holiday periods.

COVID 19 - SPECIAL CONDITIONS

Should you or someone in your party contract COVID, be required to isolate or should coronavirus travel restrictions be put in place to prevent travel, we will give you an automatic postponement of your booking for up to 12 months after your request. For postponement due to Covid infection, we request that a certified medical certificate or letter from a doctor is supplied at the time of cancellation. Please note: changing your date to a higher season such as school holidays, public holidays or peak season will be subject to additional charges and minimum stay requirements.