Booking Terms

Terms

1. Theses terms and conditions apply to all bookings made for the rental of the Utopia Land residence of 14 Melaluca Drive, Hamilton Island, Queensland.
2. By placing a booking with Utopia Land and paying the deposit you acknowledge and agree to the terms and conditions set out here.
3. Utopia Land reserves the right to change these booking terms from time to time after first giving reasonable notice.
4. Rates are subject to change without notice.
5. These terms apply to rental of the property by individuals. Additional terms, conditions and rates will apply for Corporate teams, Functions and Weddings.

NON-PEAK TIMES – Deposit and Payment Terms

1. To secure a booking you must pay a Deposit. No booking will be confirmed until the Deposit is paid.
2. Deposit at time of booking is 20% of total cost of the entire stay.
3. Deposit is considered paid when funds are received from Guest – this includes Electronic Transfer, Credit Card payment and cleared Cheques.
4. The balance of the payment must be made at least 6 weeks prior to the Arrival Date; if you make the booking less than 6 weeks prior to the Arrival Date then payment in full must be made at the time of the booking.
5. If payment is not made or accepted 6 weeks prior to the Arrival Date Utopia Land may cancel the booking and charge a cancellation fee.
6. The balance of the payment must be cleared, deposited and processed no later than 6 weeks prior to Arrival Date. Utopia has the right to refuse Cheques or funds not cleared before these dates.

NON-PEAK TIMES – Cancellation

1. Bookings cancelled by you after Utopia Land has received payment of the Deposit entitles Utopia Land to do either of the following at its absolute discretion:
   1. The 20% deposit is non-refundable but is transferrable to another date within the same property, subject to availability.
   2. The 20% deposit and the balance (due 6 weeks prior to arrival) are non-refundable and non-transferrable, unless the booking can be replaced. In the latter case, a $300 cancellation fee applies.
2. Bookings that can be ‘replaced’ must follow the below terms:
   1. A booking must be ‘replaced’ by a booking for the same or more number of days at the same or higher accommodation nightly rate.
   2. A booking is considered ‘replaced’ when the full amount of funds has been received, processed and cleared into the Utopia Land bank account.
3. Utopia Land strongly recommends that you consider arranging travel insurance to protect against possible loss in case personal circumstances result in a late cancellation.

PEAK TIME – Deposit and Payment Terms

1. Peak Times include Easter, Audi Race Week, September School Holidays, Christmas and New Year periods (Dec 20th until Jan 10th).
2. To secure a booking during the Peak Times you must pay the full amount of the entire stay at the time of booking, unless expressly stated by Utopia Management at time of booking, at which time terms of balance of payment will also be expressed.

PEAK TIME – Cancellation

1. Cancellations during Peak Times are non-refundable unless we can secure a replacement booking in which case a $300 cancellation fee applies.
2. Bookings that can be ‘replaced’ must follow the below terms:
   1. A booking must be ‘replaced’ by a booking for the same or more number of days at the same or higher accommodation nightly rate.
   2. A booking is considered ‘replaced’ when the full amount of funds has been received, processed and cleared into the Utopia Land bank account.

Utopia Land strongly recommends that you consider arranging travel insurance to protect against possible loss in case personal circumstances result in a late cancellation.

Travel Insurance, Airline or Other Transport Cancellations

Utopia Land strongly recommends that you consider arranging travel insurance to protect against possible loss in case personal circumstances result in a late cancellation.

1. If your flights/transport are cancelled before arriving to Hamilton Island, you will need to take up any refund with your airline or travel insurance provider. Utopia Land will not follow up with any third party providers under any circumstances.
2. If your flights/transport are cancelled before departing Hamilton Island, Utopia Land will do it’s best to accommodate you provided the below terms are adhered to:
   1. Utopia Land received payment in full for the nights requested in full at the time of booking.
   2. Utopia Land has availability to accommodate your request.
   3. The sleeping configuration has not changed. If so, there may be an additional house-keeping fee to have the rooms made up again. This is subject to house-keeping being available, on island and will be charged at an hourly rate.
   4. You must notify us of cancellation no later than 4pm to ensure we can open the house, have house-keeping prepare the house if necessary and anything else that is required.
3. If we can accommodate your request, then the following payment terms apply:
   1. Full payment for the total number of nights is required at the time of booking.
   2. Cost of accommodation is the same as your previous nightly rate with GST for each night that you stay.
   3. Payment must be made via Credit Card (Visa or MasterCard which incur a 1.25% booking fee).
   4. We do not accept bank transfers or cheques in these circumstances.
   5. We do not accept any form or promise to pay, credit notes, letters of intent to pay, vouchers or other forms of voucher or invoices from airlines, travel insurance providers or third parties.
4. If you are not staying for more than 2 more consecutive nights, we will not include a Valet service to or from the airport. You must make your own way to and from Utopia Land. If you do stay more than 2 more consecutive nights Valet bookings are subject to availability with the Valet Company.
5. If you are not staying for more than 2 more consecutive nights, we will not include a Golf Buggy hire. If you do stay more than 2 more consecutive nights Golf Buggy Hire is subject to availability with the Golf Buggy Rental place, and will be one – four seater golf buggy only.
6. Utopia Land will not chase up payment under any circumstance, from third parties for cancelled flights or other cancelled transport.

Payment Options and Pricing

1. All prices are quoted and must be paid in Australian Dollars.
2. Prices are exclusive of GST.
3. Bookings are only confirmed once funds are cleared and received by Utopia Land.
4. Utopia Land does not take responsibility for delays in postal delivery, bank processing systems or public holidays preventing delivery of payments. It is your responsibility to ensure that payments are received within the times specified.
5. Payments accepted included credit card, personal or bank cheque and direct debit.
6. Credit card surcharge fees will be incurred by you. Booking fees for Visa and MasterCard are 1.25%. These will be charged on any payments made by credit card.
7. Direct debit payments are to be made to Utopia Land Pty Ltd BSB 082 401 Account Number 564 243 737. Please ensure that you quote your name, month and year of booking in subject.
8. Direct debit payments from domestic Australian accounts are free of fees, but international transfers from overseas accounts incur fees per transaction. These fees are payable by you and will be added to the final amount owing to Utopia Land.
9. Cheques should be made payable to Utopia Land Pty Ltd and delivered to Utopia Land Bookings PO Box 429 Kiribilli, NSW 2061, Australia.
10. For cheques that bounce or have additional banking fees, those fees must be paid by you. Utopia Land will not cover any processing or additional fees for cheques.
11. Cheques must be received, banked and cleared prior to the due dates of payment otherwise they will be considered overdue.
12. If payments are not made in a timely fashion by the dates agreed upon, Utopia Land reserves the right to request immediate payment via Credit Card or cancel the booking.

Bond and Security

1. At the time of booking, regardless of payment type, the credit card details and a copy of your drivers licence need to be provided as part of the booking terms.
2. These details will be held as security for one month post your departure date.
3. By providing these details you agree that Utopia Land can draw upon the security deposit to make good any damages, pay additional cleaning costs and additional telephone and internet costs incurred during your stay.

Privacy

1. Utopia Land collects personal information when taking your booking to enable efficient provision of its service to you.
2. This information may be stored and used by Utopia land for administration and marketing but will not be passed on to third parties unless authorized by you.

Arrivals and Departures

1. Included in your booking is one return airport transfer between Hamilton Island Airport and the Utopia residence.
   1. This includes 1 pick up at the Hamilton Island Airport and drop off at the Utopia Land Address upon arrival, and 1 pick up from Utopia Land Address and drop off at the airport on departure.
   2. The Valet will not pick up passengers on multiple days or do return trips to or from the airport. Where guests arrive/ depart on different dates or at heavily staggered times, those that are not first to arrive (in case of arrival) or the last to depart (for departures) must make their own transport to or from the airport.
   3. Utopia Land will book the Valet at the time when you provide to us your flight details, so you must provide flight details more than 3 weeks in advance of your trip to be sure there is availability.
2. Keys to the property and front gaiter buzzers will be supplied upon arrival by the Valet and must be returned upon departure to the valet.
3. Loss or damage to the keys or front gate buzzers will come out of the bond/security and charged to the credit card provided.
4. Standard check-in time is 2pm and standard check out time is 10am.
5. On some occasions, the cleaner may not have finished cleaning the property when you arrive. In this case it is recommended that you have a change of clothes accessible and spend some time enjoying the island until the property is ready. We will endeavor to have the property ready for your arrival whenever possible.
6. If you require an early check in or a late check out, please contact our client liaison on 0438 232 194 or email bookings@utopialand.com and we will do our best to accommodate your needs where reasonably possible. Changes to check in and check out times are at the discretion of Utopia Land.
7. Late check-out may incur a housekeeping fee to cover additional cost of cleaning property outside of cleaners regular times.

House-Keeping, Sleeping Configuration, House Provisions and Contacts

1. Utopia Land does not represent that it is a fully-serviced house or Villa. It is a Villa that provides sleeping, entertaining and living facilities.
2. Utopia Land does not include in the package you pay for unless expressly stipulated, on-island concierge, cleaning, house- keeping or unlimited supply of kitchen items, toiletries or cleaning products during your stay.
3. The Sleeping Configuration of each room must be confirmed no later than 24 hours prior to your arrival to ensure the house is in order before your arrival. Changes to the Sleeping Configuration including changing linen and bedding that is requested within 24 hours of your stay or during your stay may incur a house-keeping fee of $55 per hour plus GST plus transit fee $60. We strongly recommend that you confirm your Sleeping Configuration with Bookings before your stay at utopiabookings@gmail.com
4. Utopia Land is professionally cleaned internally and externally before and after each stay. We provide basic cleaning products, mop, dustpan, vacuum cleaner etc if you need to use them during our stay. If you require additional cleaning products please purchase them on-island.
5. If you require house-keeping or cleaning during your stay the rates are $55 plus GST per house plus transit fees of $60 per cleaner (these prices are subject to change). If you want to prebook and prepay for this service please contact Bookings at utopiabooking@gmail.com and you will be provided with the availability schedule, terms and most current fees.
6. In regards to linen, Utopia Land provides tea towels, bedding (as made up upon arrival), bath mats and hand towels per bathroom, one bath towel per person and one beach towel per person.
7. You will find basic supplies in the house for cleaning such as dishwashing tablets and laundry detergent, toiletries and kitchen supplies and internet credit but these basic amenities are considered ‘starter’ packs and will not be replenished if you run out. Please purchase or bring any kitchen condiments, food items, toiletries or additional cleaning products that you might require.
8. We will provide coffee for the Delonghii Coffee Machine, toilet paper and clothes washing liquid/powder for the duration of your stay.
9. Any items left over from previous guests including kitchen items such as salt, sugar, pepper, oil etc can be used by you but are not supplied or restocked by Utopia Land.
10. Although we are not a fully-serviced house, if you need to contact someone during your stay please contact the on-island liaison (phone number provided in your Arrival Instruction pack) between the hours of Monday to Saturday 9am to 5pm. In case of medical emergency please contact 000.

CONDITIONS OF USE

1. When you pay the deposit, you agree to the terms set out in this document as well as the following conditions of use of the Property.
2. Utopia land may revoke your occupancy at any time if we feel that you have breached the terms of this agreement.
   1. The property and all fittings will be treated with reasonable care.
   2. Damage and/or breakages caused by misuse, neglect or abuse will be paid by you out of the security bond and in the event security does not cover the cost, the monies will be recovered from you personally.
      1. Missing, broken or damaged items include but are not limited to: hairdryers, vacuum cleaner, coffee machine, all white goods, all electrical goods, any kitchen items, towels and linen.
      2. In the event something is damaged or not working please call the client liaison immediately on 0438 232 194.
   3. Pets are not permitted.
   4. Smoking is not permitted.
   5. You agree to vacate the property in a reasonably clean condition. This includes cleaning the BBQ if used, teppanyaki cooktop, washing and putting away all the dishes, removing rubbish from all rooms and placing in external bins. If there is excessive dirt and extra cleaning is needed then you will pay for that service at $55 per hour with a $60 transfer fee.
   6. You agree to not exceed the maximum number of occupants specified in the booking agreement, which will never be more than 12 people.
   7. In the event that keys are lost or not returned upon check out, you will need to pay for a new set of keys and lock replacements.
   8. Upon departure, you will return the Golf Buggy/s to the Buggy Rental Place. Golf Buggy’s will not be left at the house. Buggy’s that are left at the house will incur a fee of $95 per day per buggy until they are returned. These fees are payable by you.

Liability

1. Utopia land is not liable for any services provided by third parties.
2. Utopia is not liable for any loss borne by you resulting from dealing with third parties.
3. Utopia is not liable for any damage caused to the buggy by you or a third party during your stay at the residence. For full terms of buggy rental please see Golf Buggy Terms section and the Terms provided by the buggy service provider.

Golf Buggy Terms (additional to the terms agreed between you and the buggy service provider).

1. 1 four-seater buggy will be supplied to you by Utopia Land during your stay at the property.
2. Any additional buggies you required will be at a cost to you.
3. You will need to sign a buggy agreement form with the buggy rental company and you will be bound by those terms.
4. Utopia Land takes no responsibility for damages, breakdowns, malfunctions, accidents, personal injury, death or excessive dirtiness of the buggy. These responsibilities are yours.
5. Utopia Land strongly recommends that you opt for daily insurance for any additional buggy that you choose to hire. This can be done at the time of rental at the Buggy Rental Place.
6. You will use the buggy entirely at your own risk, and Utopia Land takes no responsibility for any loss, damage, personal injury or death to you or third parties resulting from your use of the buggy.
7. Utopia Land will not be liable for any expense associated with your use or misuse of the buggy including but not limited to parking fines, legal cases, costs of part, cost or repairs, cost of insurance claims. These costs will wholly be borne by you.
8. Upon departure, you will return the Golf Buggy/s to the Buggy Rental Place. Golf Buggy’s will not be left at the house. Buggy’s that are left at the house will incur a fee of $95 per day per buggy until they are returned. These fees are payable by you.