Conditions of Booking

The following information is included with the booking form, and is reproduced here for your convenience. All bookings assume that you have read, understood and agreed to these conditions of booking.

Payment for Bookings

Once you have submitted your booking, you are liable for 100% of the cost of the booking. The Booking Officer's confirmation is that your booking is correct - your liability starts when you submit - hence the pop up confirmation. If the Booking Officer cancels your booking for non-payment, you are still liable for the relevant amount under the cancellation policy.

Any bookings made within 14 days of the first night at the Lodge fall and subsequently cancelled fall under the policy of cancellations within 14 days as set out below.

• Payment is expected with seven (7) days of booking. Bookings are not Confirmed until the booking has been fully paid. Bookings where payment has not been made within fourteen (14) days are at risk of being cancelled by the Booking Officer to allow other Members to book.
• Members are liable for payment for the whole of all bookings submitted under their name. Once submitted, if you do not want the booking, you must explicitly contact the Booking Officer to cancel the booking. Any bookings cancelled by the Booking Officer for non-payment will be per the normal cancellation policy. This means if you haven't paid anything, you will still need to pay 20% of the booking - i.e. 80% refund of 100% of booking fee.

Processing of Credits and Refunds and Cancellation Policy

• All processing of credits and refunds will take place after the season has finished
• Bookings cancelled fourteen (14) or more days prior to the booking will receive an 80% credit or refund
• Bookings cancelled less than fourteen (14) days prior to the booking period will receive no credit or refund unless exception circumstances apply

Young adult discount

• Adult members and guests aged 18-25 years at time of stay are entitled to a discount of 20% off the standard rate. This will be in addition to any accrued work party discount. Please select the appropriate age on the booking form.

Methods of booking

• All bookings are to be submitted via the "Bookings" tab on the Bookings Page page. If the booking page is not working, or in an emergency, you can contact the Bookings Officer directly. This is the order of preference of the Booking Officer, but does not effect the priority of any booking. No booking is valid until full payment is received. For payment, we only accept internet transfers and cheques, in order of preference. Note that cheques take longer to clear and confirm payment so we prefer Internet transfer if possible.
• Block bookings for members only (includes spouse, child and buddy members) open at 8.00 p.m. Monday 29 April 2024. Block bookings are nine day (week + 2 weekends), seven day (week + weekend), five day (week) or two day (weekend). Block bookings for guests open 8.00 p.m. Monday 6 May 2024. General bookings open at 8.00pm on Monday 13 May 2024. Non block-bookings received prior to that date will be all treated equally.
• Lodge availability is updated regularly on the web site, be sure to check the website for latest availability.

Connections - booking for another member

In the past all members have been able to book on behalf of other members by adding them to their booking.  As a part of securing our member’s personal details, you can no longer access details of another Club member in the database without first connecting with them. 

Click here to access the Instructions on how you connect with another member.  You only need to connect once to each member, once you have connected you can book for them at any time, unless they remove their approval. 

Booking priority guidelines

• Bookings are accepted in order of payment - first paid, first in.
• Seven day (Sun - Sun or Fri - Fri), full weekend (Fri/Sat) and week (Sun-Thu) bookings have priority over all other periods.
• No specific limit is placed on the number of guests a member may invite. However, if you wish to invite a large number of guests at a peak time, or otherwise arrange a group booking, please enquire with the Bookings Officer first to obtain Committee approval.
• President's Weekend is 26-28 September 2025 and is by invitation of the President only - nights of Fri 26th and Sat 27th September 2025 are unavailable for general booking.
• Students' Week is Sun 20 July to Fri 25 July 2025 and is reserved for exclusive use by Students and that week is unavailable for members.
• Cancellation policy
• Bookings cancelled fourteen (14) or more days prior to the booking will receive an 80% credit or refund
• Bookings cancelled less than fourteen (14) days prior to the booking period will receive no credit or refund unless exception circumstances apply.
• A variation in a booking will be treated as a cancellation and be subject to the relevant proportion of cancellation fees unless it can be accommodated without cost to the club.
• Credits due to cancellations will be given to members in whose name the booking was made and credited to a future booking or at the end of the season to the member's account. If a refund is required rather than a credit, or if a member believes exception circumstances applied to a booking cancellation, the member should apply to the Booking Officer in writing.

Lodge fees inclusions

1. The cost of booking includes accommodation at the Club's lodge at Mt Hotham.
2. The Club will also purchase, under a separate agreement and on your behalf, food intended to be available for you to prepare breakfast, dinner and a light lunch on each day you book to stay in the lodge.
3. The Club purchases that food on your behalf at cost, and does not do so for consideration beyond the cost of that food, which is paid to the Club by way of reimbursement.
4. For the purposes of this agreement, you and the Club agree that:
   (a) the Club is not selling the food to you; and
   (b) the food is not provided to you under a contract, together with the accommodation described in paragraph , in consideration of an inclusive charge that includes both the accommodation and food.
5. On each day that you and/or your guests are booked to stay in the lodge, the nominated lodge leader will allocate a duty to you and each of your guests. It is a condition of booking that you agree to complete the duty allocated to you.
6. During summer, the Club will not arrange to purchase food on your behalf. Members and their guests have access to the dry store.

Members and guest responsibilities in the Lodge

• Members must accompany their guests while staying at the Lodge unless otherwise approved by the Booking Officer.
• The Lodge leader is selected from experienced Club members to ensure smooth running of the Lodge. All members and guests must follow the directions of the Lodge leader with regard to any aspects of the Lodge's running.
• Members remain responsible for the behaviour of their guests at all times when they are staying at the Lodge and must ensure that their guests perform their allocated duties.
• Please use the allocated bunkrooms to avoid inconveniencing others.
• All prices quoted include GST.