Terms and Conditions

Flaxmill seeks your co-operation to ensure your stay with us, and the stay of other guests, is an enjoyable one.

In making a booking with us, you are agreeing to all Terms and Conditions below. These are subject to change without notice.

List of contents

Conditions Of Occupancy

Check in: 3.00pm – 6.00pm (for check in outside these times, please phone us in advance). 

Check out: 10.00am (unless by prior arrangement with Management).

Flaxmill is a SMOKE FREE property. This includes the use of e-cigarettes and vaporisers/vapes. All smoking/vaping must be undertaken outside our grounds.

For the happiness and relaxation of all our guests please consider your neighbours and keep noise to a respectable level.

Quiet time is from 10.30pm and we do enforce this.

Is 5km (walking pace) for all vehicles at all times. Please be mindful of children.

Alcohol can only be consumed in your allocated unit/campsite. Excessive drinking and loud parties is forbidden.

Illegal drugs are not permitted at any time; immediate removal from Flaxmill will result.

Fires, fireworks, candles or naked flames are not permitted. Any BBQs must be electric or gas.

We do love our furry friends, but sorry, no pets (except Service Dogs) are permitted on-site.

Parental control and active supervision of children is required at all times.

All visitors must check in at the Office upon arrival and leave the grounds by 10.00pm.

Wi-Fi is complimentary for staying guests. We make no guarantee on the signal quality or speed. Mobile Coverage in the region can be compromised during peak periods and occasionally there can be local power outages. We accept no liability for these factors as they are outside our direct control.

Maximum of 2 vehicles (including boats) per House and 1 vehicle per Cottage or Cabin. Some Houses cannot accommodate boat parking. Campsite parking is limited to what can fit within the marked boundary of a site while still adhering to the additional guidelines under ‘Tents’ below. Campsite sizes vary from ~100 – 110m2. There is no additional car or boat parking provided on-site and access ways and driveways must be kept clear at all times.

Tents must not be erected within 1.5 metres from the marked boundary of the Campsite. Due to fire safety regulations, there must be at least 3 metres between any tent or campervan.

All Caravans/Campervans must have a current warrant of fitness and comply with NZS3001:2008 and LPG Standard NZS 5428:2006. They must have their own wastewater container. Chemical toilets must be emptied at the Dump Station.

If plugging into power you must have an approved RCD safety switch lead at least 10m in length. Electric vehicles (EVs) must only be charged from the dedicated power outlets for EV charging onsite. We reserve the right to unplug any connection that does not comply with regulations or our policies. 

In consideration of other guests, when flushing out boat motors, this is to be restricted to the boat wash down area between the hours of 10.00am – 4.30pm.

Must use the communal facilities provided in the central block, not those in a House or Cottage.

Please sort recyclable materials (glass, paper, cardboard, plastic & tins) into recycling bins. General waste is to be disposed of in the black rubbish bins next to the recycling.

Sometimes unexpected circumstances can cause inconvenience during your stay. We will deal with anything within our control in a diligent manner. We accept no liability for situations outside of our direct control and no refunds/credits will be given.

A First Aid Kit is available at the Office. All accidents on site must be reported to the Office as soon as possible. Guests and visitors are responsible for taking practicable steps to ensure their own safety while staying at Flaxmill.

Flaxmill Management reserves the right to cancel tenancy of any person or group who, in our opinion, are behaving in an objectionable manner or are contravening our Conditions of Occupancy or Terms & Conditions. There will be no refund of money paid or credit given.

Booking Terms

Bookings are a contract between Flaxmill Bay Hideaway Ltd. (Flaxmill, us, we) and the Lead Guest (Organiser, you) aged 18 years or over, and are subject to the following terms and conditions:

  1. All units/campsites are subject to availability and are allocated at Flaxmill’s discretion.
  2. The Lead Guest is responsible for the actions and behaviour of all occupants in (or visitors to) the unit/campsite.
  3. If a guest chooses to check out before the departure date of their booking, no refund or credit will be given. We reserve the right to re-let the unit/campsite to another party (no refund or credit will be given).
  4. Maximum people occupancy: 6 per House, 2 per Cottage/Studio, 3 per Explorer Cabin, 5 per Campsite.
  5. We accept bookings based on the information you provide to us. For booking changes that impact the total amount payable or contravene any of our booking conditions, you are obliged to notify us at least 30 days (Low Season) or 90 days (Peak and Shoulder Season) before your expected arrival date so the total amount payable can be adjusted.
  6. Guest number changes outside of 30-day (or 90-day) notification period: If the number of people staying in the unit/campsite exceeds the number declared in your booking and this impacts on the rates charged, additional costs will apply. If the number of people falls below, no refund or credit will be given.
  7. Accommodation bookings: The units are not serviced. We expect that guests will keep their unit clean and tidy during their stay (cleaning products are provided). We will clear rubbish and recycling bins and replace towels every 3 days. A full clean will be undertaken by us after checkout.
  8. Electric Vehicle (EV) Charging: We have 2 dedicated power outlets available for EV charging on a first-in, first-served basis at a cost of $10 per 4 hours. EV charging is not permitted from any other power source within the Flaxmill premises.
  9. Event bookings: These have extra terms and conditions in addition to these (refer following)
  10. All rates, minimum stays and our season date ranges are subject to change without notice.
  11. The Lead Guest agrees to our Privacy Policy

Flaxmill reserves the right to cancel or refuse any booking (without refund or credit) at our discretion.

Deposits, Payments & Booking Confirmations

Bookings will be confirmed once a non-refundable deposit has been paid. We do not hold bookings without deposit for dates within our Peak or Shoulder seasons or Public Holiday/Popular Event weekends. We hold the right to remove any tentative bookings where the requested deposit has not been paid within 14 days.

For short notice bookings (where your arrival date is less than 14 days away), we require immediate full payment.

Payments can be made by Direct Credit or Credit Card (Visa or MasterCard). Credit Card payments incur a surcharge.

If full payment is not received by the required due date, your booking will be treated as cancelled as per our cancellation policy.

There are variations in the deposit and final balance due dates depending on the season and the type of booking (see details below)

  • Deposit: 2 nights applicable rate
  • Full Payment Due: 90 days before arrival
  • Deposit: 1 night applicable rate
  • Full Payment Due: 30 days before arrival
  • Deposit: 10% of total booking
  • Full Payment Due: 30-60 days before arrival (depending on Event size and season)

Cancellation Policy

  • Deposits are non-refundable
  • If cancelling more than 30 days before expected arrival date (or 90 days for Peak and Shoulder Season bookings), any payments made (including the deposit) may be transferred to an alternative booking within 12 months of the cancelled booking. One transfer only.
  • If cancelling within 30 days from expected arrival date (or 90 days for Peak and Shoulder Season bookings), any payments made will be forfeited and no refunds, transfers or credit will be given.
  • Credit card surcharges, late arrivals, early departures and “no shows” are non-refundable and non-transferable.
  • We recommend that you obtain travel insurance in case of unforeseen circumstances.

Our standard cancellation policy above still applies to cancellations made due to COVID-19. 

Damages & Breakages

For accommodation bookings, a valid credit card must be provided at check in. This will be held as security against any damage/breakages to Flaxmill property caused by the Lead Guest and/or other occupants in (or visitors to) the unit(s) under the booking. Any damage/breakages must be reported to the Office immediately. We reserve the right to recover associated costs of repairs, replacement items, cleaning costs and lost rental if the unit (or campsite) is made unavailable to incoming guests due to the actions of the Lead Guest and/or any other occupants under the booking. This may be charged to the credit card provided or on-billed to the Lead Guest.

Indemnity

Flaxmill will not accept responsibility for damage to, loss of, or theft of any property left on the premises, prior to, during or after any stay/event. The Lead Guest agrees to indemnify Flaxmill for any claims by any person for loss, injury or death or damage of any kind arising from the Lead Guest’s use (or that of any occupant under the booking), which is caused or contributed to by the Lead Guest’s negligence (or that of any occupant under the booking).

Not For Profit Bookings

Access to reduced rates is provided to Not For Profit organisations registered with Big Toe Foundation, their team members, and in certain situations (where mutually agreed), clients that the organisation is supporting. Acceptance of bookings under these rates is determined by the current framework set.

Function/Event Bookings (in addition to above)

A bond is required for Event Centre bookings which varies from $500 – $1000 depending on the size and nature of the Event. This will be refunded in full (or in part) following our inspection the day after your event. Breakages, damage, missing items or extra cleaning will be charged at cost.

For Exclusive Use events, a minimum of 60 days’ notice is required for any alterations that will affect the total amount payable. For smaller events, a minimum of 30 days’ notice is required. Increases to guest numbers or number of nights may be accepted subject to availability and the total amount payable altered accordingly.

Our standard cancellation policy is that all deposits are non-refundable. We make an exception for Events where a minimum notification of 60-days from arrival date has been given. In these cases the deposit will be refunded, less an administration fee of $250. For Event cancellations made within 60-days from arrival date, the deposit is forfeited.

The units are not serviced during an Event. Should you require a unit to be “turned over” for new guests arriving, a cleaning fee will be charged. This fee varies depending on the unit type.

Flaxmill reserves the right to configure the Event Centre depending on the number of guests attending. In addition to meeting facilities, you will have access to use; the central kitchen, on-site catering equipment, tables and chairs, table linen, crockery, cutlery and glassware for your group. For Events under 25 people, access to the central kitchen facilities will be on a shared basis with other staying guests. Unless Exclusive Use is booked, other guests may be using the grounds or common areas. We ask that you are respectful of their requirements.

Flaxmill is happy to help facilitate catering options and/or other services, however these are outside of Flaxmill’s booking contract with you. You will be subject to the specific terms and payment requirements of the relevant service provider and we accept no responsibility for the quality of service provided by them. Third-party companies or contractors coming on-site are required to have active public liability insurance cover to a minimum value of $2 million. A copy of the appropriate insurance policy must be provided to Flaxmill prior to your arrival.

Lead Guests/Organisers are responsible for any damage sustained to equipment or premises by themselves, their guests or invitees, outside contractors or any other person attending the event, in any area of the park prior to, during and after the event.

Must be approved prior to an event. Nothing is to be nailed, screwed, stapled or adhered to any wall, door or other surface or buildings unless approved by Flaxmill. Flaxmill will take every care but accepts no responsibility for loss or damage to your property prior to, during or after the Event.

It is the Lead Guest/Organiser’s responsibility to ensure the Event Centre is left in the same state in which it was found. This includes the washing up of all used crockery, cutlery and glassware.

Flaxmill does not supply or sell alcohol for events. You may bring your own, in which case you take on all liability of being a responsible host. The Organiser/Lead Guest is responsible for the management of alcohol consumption and ensuring no minors or intoxicated people are served. No alcohol is to be sold on-site without the appropriate special liquor license being successfully obtained by the Organiser through Thames-Coromandel District Council.

The Lead Guest/Organiser agrees to conform to a standard of behaviour that is, at all times, acceptable and courteous to other Flaxmill guests and staff and that after 10.30pm, any noise is to be reduced to such a level that is consistent with local by-laws and/or Flaxmill’s regulations. You acknowledge that any directions in respect of behaviour or noise levels from Flaxmill’s Management, shall be adhered to immediately. Flaxmill reserves the right to end your Event if we believe it is not being conducted in an orderly and/or lawful manner. Flaxmill has no responsibility to you for any costs, damages or expenses that you may incur in relation to Flaxmill’s termination of your Event.


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