A group is defined as 4 or more rooms booked for people requiring accommodation for the same itinerary and/or common purpose. The Totara Lodge Motor Inn reserves the right to amend all terms and conditions of this contract should the rooms required fall below 4 rooms per night.
You may make your bookings by phone, via email, in person or in writing. All bookings will receive written (email or hardcopy) confirmation that the booking is being held in the name of the person or the organisation making the booking.
When confirmed group booking reservations are cancelled inside 5 days prior to arrival, they will incur a cancellation charge of 50% of the total booking charge. If credit card details are held, this charge will be debited against the credit card number. If a cheque deposit has been paid, then this will become non-refundable.
As with the above cancellation policy, unfulfilled group bookings will have one night's accommodation charged against the room or rooms that were not occupied as per the advised schedule, with no reinstatement of the booking.
In the event thqt you are making a group booking on behalf of individuals who will be meeting their own accounts, then the credit card used to hold the booking will be charged for any unused accommodation or miscellaneous charges not able to charged to individual rooms.
No group booking reservations will be secured or guaranteed unless a deposit is received. IF YOUR BOOKING IS FOR THE WHOLE COMPLEX, A 10% deposit must be paid with 10 days of making the booking. A further 40% deposit will be required to be made 60 days prior to your stay. If the booking is for more than half the complex, 10% is payble on booking and a further 35% will be required 60 days prior to your stay. All other groups are required to pay a 10% deposit within 60 days unless a credit card is held to guarantee the rooms.
A full refund is given if more than 30 days cancellation notice is given. 20% will be retained if cancelled less than one month before the booking and outside the five day non-refundable 50% deposit period.
Final payment is required upon departure unless prior arrangements have been made with management. Unpaid accounts will be liable for any collection costs incurred by The Totara Lodge Motor Inn. Penalty interest of 1% for each month that the account remains overdue will also be charged.
This will be as quoted at the time of enquiry. A complete booking confirmation detailing all costs ie: accommodation, food, beverages, room hire etc. will be provided by The Totara Lodge Motor Inn. This will also detail the deposit amount required.
All prices quoted are GST inclusive.
All charges other than accommodation can be charged to each group-booking guest individually, with charges to be settled by the individual at the time of departure. Unless this is advised then all other charges will be debited to the main group booking account payable by your organisation.
The group leader is responsible for all keys. These must be returned to reception on the morning of departure.
On the morning of departure, the group leader must be available for an inspection of all rooms utilised by the group. Any additional cleaning charges or damage charges will be discussed at this time.
The following costs will be charged to the group booking account should the need be apparent:
The Totara Lodge Motor Inn accepts the following forms of payment. Visa, Mastercard, American Express and Diners Club. Payments by Eftpos or Cash must be made in advance.
The Totara Lodge Motor Inn may accept payment of account by cheque, however should the cheque be dishonored then any additional costs incurred in recovering the debt will be passed onto the payer directly.
Pre-bookings are accepted for any date during the current year, and any extended future dates if known. Pre-booking is recommended during peak periods.
The Totara Lodge Motor Inn will hold rooms until 6.00pm unless notified of a late arrival. If you do not arrive by 6.00pm and late arrival arrangem,ents have not been made, we reserve the right to cancel your reservation, without refund or reinstatement, to make room for other guests. Rooms cannot be guaranteed for occupancy prior to 1.00pm without pre-registration from the evening before.
The Totara Lodge Motor Inn requests that all guests are checked out by 10.00am on the day of departure unless prior arrangements have been made with management. Late departures must not extend beyond 12 noon on the day of departure. If a later departure time than 12 noon is required there will be an additional charge of one (1) nights accommodation.
The initial rooming list is required 10 days prior to the arrival of the group and the final names and details are required 5 days before arrival. The Totara Lodge Motor Inn reserves the right to automatically release any space held which has not been secured by a rooming list and any required deposits.
The Totara Lodge Motor Inn provides additional services to all guests. these include telephone access, Internet access, Photocopying, fax service.
Any patron that has been found to willfully damage the rooms will be charged for the full cost of repairs.
Smoking is strictly prohibited in all motel areas and the restaurant and bar at any time.