Sambar Hills

Terms & Conditions

GENERAL INFORMATION Please read carefully and sign below agreeing to the Terms and Conditions of this agreement.
Thank you for choosing to stay with “Sambar Hills” Self Contained Guest Suites.

“Luxurious Queen room with panoramic views of the mountains and vineyard, with open
ensuite to master room. Adjoining lounge and kitchenette, alfresco deck extending
from the main entry, equip with private use of gas BBQ cooking facilities. Designed for
couples, however can sleep additional occupants on the fold out lounge- Max # guests 4”

Bookings: A booking will not be confirmed until we have received FULL payment prior to booking date.
Guest numbers: Sleeps #2 Adults, can accommodate children upon request.

Rates: See property information or contact Sambar Hills info@sambarhills.com, Min $300 per night.

Party Policy: Zero Tolerance. NOTE: Sambar Hills follows best practice policies to ensure
the properties we represent for short term accommodation are safe, secure and protected – and not
damaged.
Sambar Hills represent the luxury end of the short term holiday letting market and we have fair, yet strict guidelines also. We require an
undertaking from guests and clients who book for short term ‘accommodation only’ not to have parties, events or gatherings and give an assurance that the property rented is for the use of registered guests and for the use of those people. A day/evening visit/luncheon/dinner by a few friends is fine if confirmed with Sambar Hills team in advance.

Party/Disturbance Procedures: In the event an unsolicited event/party ensues at Sambar Hills managed property, then the procedure is as follows: Our Concierges will attend first and if the issue is not resolved attend again immediately (at your cost) and attempt to resolve the concern. If a resolution is not forthcoming they will request immediate eviction as per this agreement.
If this is met with resistance the Concierges are instructed to call Private Security (at your cost for a minimum of 4hrs for 2x Security Personal). Our Private Security team will secure the premises, safeguard from damage and remain indefinitely or until the property is secure (this is at the Security/Caretaker’s
discretion).

By agreeing to these Terms and Conditions below you agree to this procedure and all costs being as set
out in clause 13. We know that 99.9% of our guests are respectful and responsible people who simply wish to unwind in comfort and enjoy their holiday – this is what we strive to provide. Music around campfires should be turned off at 2300.

WELCOME: We welcome you to this beautiful property where guests can relax and unwind in comfort and luxury. Sambar Hills strives to ensure that each and every guest enjoys an experience beyond their expectations; if you have any special requests please don’t hesitate in contacting us. We ask that you please read and abide by the terms and conditions (especially our strictly enforced ‘no party policy’) We ask guests to show the upmost care and responsibility as it is expected that the property and furnishings be returned in the exact same condition at the end of a stay as at the beginning. Before booking please understand it is a requirement that any damage and/or accidents, unintentional or otherwise, are a responsibility of the guest and that the guest will meet these costs, small or large.
Given its definition we do accept that accidents may occur but any accident is the responsibility of the guest. Of course Sambar Hills will always go above and beyond to repair/replace by the most cost effective means in which to restore the property to the same condition as it was before the guest took occupancy. On arrival you will find the key in the entry door, open, ready for your stay. Please leave key on the coffee table upon check out.

It is important that guests choose a property to suit their expectations whilst knowing ours, it is our expectation that our properties are solely used for quiet holiday purposes and that guests understand their responsibilities before booking. Of course if there are any questions, please ask and we will be more than
happy to explain to ensure you experience your perfect getaway. We thank you and look forward to welcoming you soon.

Sambar Hills TERMS AND CONDITIONS

1.Reservations/Bookings:
The booking will be confirmed on receipt of full cleared payment and the relevant box is ticked and the agreement signed accepting the Terms and Conditions. The person who has made the booking must be the same person changing or cancelling the booking and coordinating payment – we accept EFT and most major Credit Cards. All transactions will be done in Australian dollars.

2. Payment Method: EFT/Credit Card
All rent monies received will be deposited into a legislated Trust account with WESTPAC and held until contract termination. Trust accounts do not accrue interest. Further payments may be required if there is loss or damage, of which will be invoiced separately. Agreeing to the Terms and Conditions of this agreement gives Sambar Hills permission to deposit these monies into a Trust account and, at the conclusion of this
contract, direct monies to be paid to the owner of the property, less commissions, paid to Sambar Hills and
agents where applicable. Any further payments due to loss or damage of property claim will also be subject to a $50 per hour administration charge.

3. Conditions & Cancellations:
For cancellations inside 30 days from the date of arrival, a cancellation fee of 50% of the total booking will apply unless the property is rebooked for the same period and cost. For cancellations made inside 7 days from date of arrival NO REFUND will be given unless property re-booked for same period and
cost. No refund for no show or early check out.

4. House Manager:
The person signing this confirmation will be designated as the house manager and will be nominated as the primary contact. The house manager must be 18 years of age or older, warrants that he/she is authorised to agree to this agreement on behalf of all occupants and takes full responsibility to ensure that all occupants (and any guests or invitees of such occupants) understand and agree to this agreement. A mobile phone number must be provided and be contactable when occupying the property 24/7 for security purposes.

5. Property Usage:
The property is to be used for short term residential accommodation (holiday letting) only. The property may not be used for any commercial purpose, wedding, party, gathering or any other function- unless discussed with Sambar Hills prior to the arrival. Also see clause 13 below. Please be advised that if occupants are found to be shooting without permission, heavy penalties will apply and police will be called. There is to be strictly no hunting, or guns, on the property.

6. Check-In, Check-Out & Keys:
Check-in is from 3pm onwards and check-out is 10am. Our property Guest key will be available from this time. We require your arrival time as cleaning may be preceding early arrivals. Please contact the caretaker the day before your arrival to confirm your arrival time if you wish an early arrival. It is best to contact the day before your booking, early arrivals cannot be granted outside of this (as we might have a booking before you). Same policy for late check-outs, we will happily grant a late check-out unless we have an arrival on your departure day and the property needs to be cleaned. An earlier check and late check is not available during the peak summer season.

7. Telephone & Internet:
We have seen a new Telstra communications tower erected in the area on the 3rd June, 2020. However, as it is new, different service providers may not communicate through this tower. Telstra mobile and data service operates in the area to approximately Lake William Hovel- As per Telstra information. If for
whatever reason you don't not have mobile reception, and is an emergency, then please see Sally or Jamie at the homestead for phone usage. We do offer unlimited Internet- with all usernames and WIFI passwords found in your guest suite.

8. Parking:
Refer to property. Please use the on site parking. There is a shared driveway that leads to each cabin. Follow the road to the designated cabin and park in the turnout bay provided. be mindful when using the driveway and limit speed to 10km/hr.

9. Housekeeping & Maintenance:
There is a cleaning charge for each property (inbuilt to your booking fee), this includes all general cleaning but not extraordinary cleaning if the home is left extra-ordinarily unclean. Extra services can be arranged for an additional fee. On arrival and in the unlikely event the property requires further housekeeping or if there is a minor maintenance issue, please inform us immediately. We will co-ordinate the appropriate person to fix the problem as soon as practically possible.

10. Garbage Removal & Cleaning:
The occupants are required to leave the property in the same clean, neat and tidy condition, as it was when they arrived. This includes, without limitation, washing up, fridge cleaned out, BBQ cleaned and rubbish to be placed in appropriate bins provided on vacating the property. If additional extra-ordinary cleaning is required the cost will be charged directly to you. In an attempt to keep rates low we only have provision for rubbish for the household bins, any additional rubbish can either be removed by the guest (our recommendation) or, if additional extra-ordinary rubbish is left behind, we will organise for our contractor Wangaratta City Council to collect and dispose, at the guest’s expense.

11. Smoking & Pets:
There is strictly no smoking inside the property and we ask also you to leave your pets at home as they are not permitted. We do not have the required fencing or infrastructure to keep dogs and pets safe and enclosed throughout your stay.

12. Loss, Damage or Injury:
Sambar Hills, the owner and their respective employees and agents, take no responsibility whatsoever for loss or damage of any property, or personal injury or death, of any occupant, guest or invitee of any such occupant and they each exclude all liability to the maximum extent permitted by law. The occupants acknowledge the environment in which the property is located and must take extreme care including, without limitation, observing safety signage, fire and
safety directions and procedures and exercise caution whilst inside and when venturing outside the property. Occupants must report breakages immediately (or as soon as practical) and are responsible for loss or damage of property belonging to them, or their guests, and for the damage or loss of property belonging to the property during their stay. We recommend travel/health insurance as security for the event of accident, sickness or cancellation caused by unforeseen circumstances such as transport problems or illness.
Please be aware of any surrounding natural bush land and there may be dangerous snakes, spiders and other animals and bugs including ticks from time to time at some locations. If you are sensitive, please insure you use an insect repellent and wear covered shoes if you are bush walking. Please stick to the designated walking trail on the property and keep inside the fenced areas. We do have live stock, and like all animals can be unpredictable and need to precede with caution.
We do not condone entering fenced or restricted areas.

In Bush fire prone seasons, we will implement a Total Fire Ban where necessary which would mean the total BAN on lighting fires at all. This would be a directive from the CFA. Each fire lit in this season, will be accompanied by a 20L bucket of water next to each fire to ensure the safety of the users. In the event or threat of bush fire, we will implement our Bushfire management plan, which can be located in the top left shelf of the kitchenette cupboard. You will also find fire safety equipment in the unlikely event of ‘sheltering in place’. It is advised that each guest downloads the Vic Emergency App to stay informed and up
to date with changing conditions.

Each cabin is equip with a small first aid kit, however if you do require further first aid, please don't hesitate to contact Sally or Jamie at the homestead or in the event of an emergency dial 000 for emergency health services including Ambulance, Fire, and Police.

13. Noise, Parties & Behaviour:
The house is for registered occupants only (as indicated above). Parties are not permitted under any circumstances and there is to be no disturbing noise between 10pm to 8am with no excessive noise at any other time. A $100 fee will be charged with each Concierge callout, a Private Security callout involves 2x Private Security personal for a minimum of 4 hours each. If your behaviour or that of your guests causes damage, danger or annoyance we
reserve the right to ask you to vacate the property immediately. Please note functions of any kind are not permitted and the invitation of additional guests beyond the homes capacity will enact additional charges at SambarHills Discretion. We are not unreasonable by any means; therefore if you think your ideal weekend would meet expectations, not damage the house or cause any neighbourly grievances please talk to us first.

14. Guest Concierge:
Our Guest Concierge will be of assistance for check-ins and is happy to offer advice at this time and by phone when required, however we kindly ask you to respect her/his time during the weekends and evenings unless it is an emergency. Other than as provided for in this agreement, the property is not serviced. If additional services are requested of the Concierge, please contact Sambar Hills at info@sambarhills.com

15. House rules:
The property contains house rules (see Sambar Hills House Rules located in Cabin). Please read and observe these rules which are deemed to be incorporated in this agreement.

16. Please Note: A breach or indicated breach of any of the above conditions will permit Sambar Hills to cancel or amend a booking, refuse access or occupation or immediately terminate a tenancy. Refunds will not be paid on terminated tenancies and penalties may apply in the event of parties/events. All details must be filled out correctly and payment processed before the confirmation of booking. We cannot offer alternative accommodation or a refund if the property is not to your individual taste. We do not refund for problems such as, but not limited to, plumbing, electrical, television, wifi not available, light globes out, any appliances (where applicable) not working, blackouts etc. We will endeavour to fix all problems as soon as practically possible, but as these are entire properties occasionally a few maintenance issues may arise; fortunately most are easily fixed. Minor interior and exterior decorations change from time to time in order to maintain the property. Images on the website are not always an exact representation of the property as changes can and will occur to keep a property fresh.

17. Additional Extras:
It is our priority to make your stay as enjoyable and comfortable as we can. For this reason we have chosen to provide some additional items- free of charge. Your are provided with tea (green, english breakfast and herbal), instant coffee and sugar for your stay. We have provided espresso coffee machines in each unit, with pods for your stay. We have also included salt pepper. Full cream milk, two water bottles, and a complimentary bottle of wine for you and your guest to enjoy upon arrival. You will be provided with shampoo and conditioner, body and hand wash. Please use what you need.

18. Your Signature Confirms:
That you and each occupant have read agreed and accepted these terms and conditions. You also acknowledge that this contract terminates upon the final vacation of the property, that any rental monies collected will be held in a Trust account until contract termination
whereby they will be paid to the owner of the property.

Thank you for booking with Sambar Hills PAYMENT

Full payment needs to made upon booking to secure booking dates.
Direct Deposit Transfer to
Acct Name: Keith Family Property
BSB:032 695
ACCT: 496984

Thankyou and trust you enjoy your stay at Sambar Hills
Guest:………………………………………………………………………………………...............................................................................................................................
Date of Booking:……………………………………………………………………………........................................................................................................................
Invoice or Booking Number:……………………………………………………………………............................................................................................................
Please complete the details above sign and date to acknowledge you agree to these terms and conditions and email to info@sambarhills.com when transferring your deposit.

Due to the Issues surrounding COVID19, we follow all directives set out by the Victorian State Government. We remind guests coming into the area, and subsequently staying at Sambar Hills to be well at the time of there intended stay. Please also note that all cabins are cleaned with approved cleaning agents after each stay. Guest are also reminded to use hand sanitiser and practice safe hand hygiene practices and display coughing etiquette, and we thank you for your understanding.

Payment Policy

Full payment is required to secure your booking and subsequent confirmation.

Cancellation Policy

Total refund given for cancellations 30days out from booking.
50% refund given for those cancellations made within 30 days of the booking.
No refund given for those cancellations made on the day of the booking.

COVID19 policy. We understand that this may cause concern when booking your next trip. In the event there is a Lockdown and you are unable to travel, we will happily refund or move your stay to a suitable time.