Terms & Conditions - The Village Green Booking Website

The Village Green Booking Terms & Conditions

Last Updated: 31/07/2025

1. General Terms

By making a booking at The Village Green (TVG), guests agree to comply with these Terms & Conditions. TVG reserves the right to amend these terms at any time.

All guests must adhere to following The Village Green Code of Conduct and our Guest Respect Policy below:

  • No parties, loud gatherings, or disruptive behaviour that may affect other guests or neighbours.
  • Respect for property, staff, and fellow guests at all times.
  • Failure to comply will result in immediate termination of your stay without refund, regardless of the time.
  • All music and noise to cease at 23:00. Please move all conversations indoors.

Contact & Support

Should you have any queries before, during, or after your stay, please contact us via:

📧 Email: info@villagegreen.com.au

📞 Phone: 0493 110 364

💬 If booked via a platform (Airbnb, Booking.com, etc.), please message us through that platform for the fastest response.

📆 Support Hours:

  • Monday to Friday: 9:00am – 5:00pm

In case of an Emergency, please call 000, then 0493 110 364 to inform us of the emergency.

2. Booking Terms & Payment Requirements

  • A 50% deposit is required to secure all bookings.
  • Full payment must be received by the due date stated in the booking confirmation.
  • Failure to pay the balance by the due date may result in cancellation without refund.
  • Credit card details are securely stored for 14 days after check-out for any additional charges.

3. Additional Fees

Additional fees may apply if the property is not left in reasonable condition or if terms of your stay are breached, as outlined below:

  • Excess rubbish left onsite, requiring additional removal and disposal
  • Failure to return keys to their original location (e.g. lockbox, in the door) at check-out, resulting in rekeying or replacement costs
  • Any damage to property, furniture, appliances, or equipment, whether accidental or deliberate
  • Excessive cleaning needed due to the property being left in an unreasonable condition
    • Unwashed dishes
    • Food spills on floors or furniture
    • Rubbish not placed in bins
    • Bathrooms left in poor condition
    • Excessive pet hair left on furniture, bedding, showers or floors
  • Evidence of smoking indoors
  • Any excess pet hair left on furniture, bedding, or floors may incur an additional cleaning fee
  • Guests are responsible for any damage caused by their pets
  • Staff call-outs due to guest-related issues, noise complaints, or avoidable maintenance matters
  • Misuse or tampering with fire safety equipment or alarms
  • Unapproved guests, visitors or unauthorised use of facilities
  • BBQs, ovens, or kitchen appliances left unclean
  • Late departure without prior arrangement, affecting incoming guests or cleaning schedules

An administration fee of $60 applies to any claims processed post-check-out.

4. Additional Charges Breakdown

  • Day Guest Visitation Fee $15 per visitor per day
  • Additional rubbish removal $110 per bin/bag
  • Unreturned/lost keys $250 per key
  • Extra cleaning $75 per hour
  • BBQ not cleaned after use $75 per hour
  • Call-out fee (guest-caused issue) $550 per call out
  • Repairs or replacement for damage Cost of repair/replacement + admin fee

5. Check-In & Check-Out Rules

Check-In

  • Standard Check-In: From 14:00
    • Self-Check-In: Guests will receive detailed check-in instructions within 2-3 days before arrival, provided the final balance is paid in full.
  • Early Check-In Requests:
    • Early check-in is available from 10:00 subject to availability.
      • Requests must be made no more than 48 hours in advance.
      • Approval is not guaranteed and depends on occupancy and cleaning schedules.

Check-Out

  • Standard Check-Out: Before 10:00
  • Late Check-Out Requests:
    • Late check-out is available until 16:00, subject to availability, only on Sundays (or the last day of a long weekend).
    • Requests must be made no more than 48 hours in advance.
    • Approval is not guaranteed and depends on upcoming reservations and cleaning schedules.

Early Check-in or Late Check-Out Fees apply as per:

  • Glamper Lade $40.00
  • Glamper May $40.00
  • Glamper Forbes $40.00
  • Glamper Wings $40.00
  • The Headley Homestead $130.00
  • The Bunkhouse $80.00
  • The Pavilion Retreat $60.00
  • The Village Green Estate $430.00

Check-Out Responsibilities

To avoid additional charges, guests must:

  1. Leave by the designated check-out time.
  2. Gather all used towels and place them in the bathrooms.
  3. Dispose of all rubbish in designated bins.
  4. Wash, dry and put away all dishes, crockery, and kitchenware. Stack and start the dishwasher.
  5. Wipe down the benches and leave the kitchen tidy.
  6. Take all unused food and drinks with you.
  7. Clean the BBQ if used.
  8. Turn off all utilities, including lights, appliances, and air conditioning.
  9. Check for personal property. An additional admin fee may be charged for the return of items.
  10. Lock all doors and return keys to the lockbox.
  11. Report all issues, damages or problems to the host.

Failure to comply may result in additional cleaning fees or key replacement fees.

6. Cancellation & No-Show Policy

6.1 Short-Stay Cancellation

14 or more days

Deposit refund minus:

• $60 admin fee

• 3% booking platform fee

Less than 14 days

50% refund of the total booking fee (deposit forfeited)

No-show / Arrival after 11:00 pm

Booking forfeited (no refund)

Note: For bookings made via third-party platforms (Airbnb, Booking.com, etc.), please refer to the cancellation policy listed on the platform.

6.2 Retreats, Reunions, Celebrations, and Events

Applies to all bookings arranged directly by the Guest Relationship Manager.

30 or more days

Deposit refund minus:

• $60 admin fee

• 3% booking platform fee

Less than 30 days

Deposit forfeited (i.e. liable for full payment of the deposit)

Less than 14 days

Liable for full payment of the rate quoted

6.3 Camps

Deposit Payment A 50% deposit of the total number of expected guests as detailed above is required to secure the booking. The deposit is fully refundable for bookings cancelled more than 180 days in advance of the camp date.

Full payment is required 30 days prior to arrival at TVG. If necessary, any additional expenses incurred (extra attendees, breakages, etc.) will be invoiced and payment is requested within 7 days of the invoice.

Cancellations more than 180 days before the camp date: deposit fully refunded

Cancellations between 180 and 30 days before camp date: liable for 50% of the minimum charge detailed above

Cancellations less than 30 days before camp date: liable for full payment of the minimum charge detailed above

If TVG cancels: full refund of all monies paid.

7. No-Show Policy

If a guest fails to arrive on the booking date without notice, the full booking amount is forfeited.

8. Guest Responsibilities & Behaviour

Noise & Event Limits

  • Noise and music must cease by 11:00pm and all conversations moved indoors, to respect neighbours and other guests.
  • No unauthorised parties or gatherings beyond the registered guest count.
  • TVG reserves the right to evict guests without refund for excessive noise, disturbances, or non-compliance with rules.

Pet & Smoking Policy

  • Pets are only allowed in designated pet-friendly accommodations, and with authorisation from management.
  • Pets are NOT allowed on furniture or in beds.
  • Pets must be kept on leash when outdoors.
  • Smoking is prohibited indoors.
  • Violations will result in steam cleaning charges + an administration fee.

8. Fire Safety & Outdoor Fires

  • Fires are permitted only in designated fire pits, must be managed responsibly and never left unattended.  All fires must be extinguished prior to departure.
  • Guests must adhere to all fire safety regulations as outlined in the Emergency Vic app. Before lighting a fire, check fire danger ratings and restrictions via the Emergency Vic App: https://emergency.vic.gov.au/
  • Fire Danger Season and Total Fire Ban Days must be strictly observed—no fires are permitted on these days.
  • Tampering with fire safety equipment (e.g., smoke detectors, fire extinguishers) is strictly prohibited and will result in immediate eviction without refund and an additional fine.

9. Damage, Loss & Indemnity

  • Guests must report any damage or loss immediately to TVG staff.
  • The cost of repair or replacement will be charged to the guest.
  • TVG takes no responsibility for lost or stolen personal items.

10. Emergency & Safety Procedures

  • Guests must familiarise themselves with emergency exit routes and safety procedures upon arrival.
  • Any calls to emergency services must be reported to TVG staff immediately.
  • First aid kits are available at all designated points—simply consult the site map or refer to the guidebook for their exact locations.

11. Group Bookings & Responsibilities

  • A designated group leader must liaise with TVG staff.
  • Recommended supervision ratio: 1 leader per 10 guests.
  • Guests must not enter restricted areas, including private residences, dams, sheds, and creeks.

12. Termination of Stay

TVG reserves the right to terminate a stay without refund if:

  • Guests fail to comply with the Terms & Conditions.
  • There is deliberate damage, disruptive behaviour, or safety violations.

By proceeding with a booking, guests acknowledge that they have read, understood, and agreed to these Terms & Conditions.