Booking Terms & Conditions

IMBAC LTD

Booking Terms & Conditions – 28 January 2025

  1. LODGE ACCESS 2
  2. EMERGENCY EVACUATION & FIRST AID 2
  3. SAFETY 2
  4. SAFETY INSTRUCTIONS 2
  5. SAFETY CONCERNS 2
  6. HANDRAILS 2
  7. STAIRS 2
  8. SMOKING POLICY 2
  9. SERVICES 2
  10. DINING ROOM SERVICE 2
  11. WASTE DISPOSAL 2
  12. BOOKING CONDITIONS 3
  13. RESPONSIBLE PERSON 3
  14. PAYMENT TERMS 3
  15. SECURITY DEPOSITS 3
  16. STANDARD CONDITIONS APPLYING TO ALL BOOKINGS 4
  17. SUMMER & PRE-SEASON BOOKINGS CONDITIONS 4
  18. WINTER BOOKING CONDITIONS 5
  19. BOOKING TYPES 5
  20. WEEKEND BOOKINGS 5
  21. NOT TRANSFERABLE 5

vii. DURATION 5

viii. UNDER 5 CHILDREN 5

  1. ADDITIONAL INFORMATION 6
  2. CLEANING OF ROOMS 6
  3. BED LINEN/TOWELS 6
  4. SHARED ROOM DISCLOSURE 6
  5. TRAVEL INSURANCE 6
  6. CANCELLATIONS & REFUNDS 6
  7. CANCELLATION CONDITIONS 6

IMBAC Infectious Diseases Safety Plan 8

Introduction 8

When visiting IMBAC we require that all members and guests are aware of both safety and general requirements.

  1. LODGE ACCESS

Access to and from the lodge at any time, except in an emergency is only via the downstairs front entrance door. This is to ensure lodge security.

  1. EMERGENCY EVACUATION & FIRST AID

There are emergency evacuation diagrams throughout the lodge including all bedrooms, toilets etc. Please be aware of where your closest emergency exit points are located. Also be aware of the location of all fire extinguishers, hose reels, fire blankets and the first aid kit.

The Managers are the Emergency Wardens and in the case of an emergency their instructions are to be followed. 

  1. SAFETY

    1. SAFETY INSTRUCTIONS

Various safety instructions are located in the foyer on the notice board labelled “Safety Notice Board” and should be read on arrival at the lodge to ensure you understand all current safety requirements while staying at or visiting the lodge.

  1. SAFETY CONCERNS

    Report any safety concerns to the Managers as soon as possible.

  1. HANDRAILS

Be aware of areas where steps are located ensuring you use stairs safely by holding handrails.

  1. STAIRS

Be aware of any ice build-up that may occur on external stairs. Be aware of ice on all other external areas such as the car park which can be slippery and these areas should be used with caution.

  1. SMOKING POLICY

IMBAC is a non-smoking lodge. Smoking is not permitted on the IMBAC leasehold area, including external areas. Contravention may result in cancellation of a booking.

  1. SERVICES

    1. DINING ROOM SERVICE

IMBAC is a club lodge and as such is not serviced as a commercial lodge. Your cooperation with the roster system is appreciated. This involves setting tables and tidying up after meals.

  1. WASTE DISPOSAL

Disposal of waste is to be done in accordance with instructions displayed on the lodge notice board or as advised by the Managers. Sharp objects such as needles are to be disposed of in the secure yellow receptacles provided.

  1. BOOKING CONDITIONS

    1. RESPONSIBLE PERSON

As the person responsible for making the booking you are also required to ensure all your guests attached to your booking are aware of the above requirements. You are also responsible for ensuring that those guests who are part of your booking act in a responsible manner while guests at IMBAC.

  1. PAYMENT TERMS

Type of booking Deposit due Final payment due* Confirmation of final guest names^
Winter Bookings# 50% Within 7 days of booking 30 days before first day of booking At time of booking
Summer Bookings~# 50% Within 7 days of booking plus any applicable booking fee and refundable security deposit due 30 days before first day of booking 30 days before first day of booking
Junior Training

Senior Training

Race Weekends

 50% Within 7 days of receiving confirmation 30 days before first day of booking At time of booking

* Where a booking is made within 30 days of travel the full amount of the booking value is payable at time of booking

# All Whole-of-Lodge Winter and Summer/Pre-season bookings attract a security/damage deposit that is refundable post-departure and conditional on the Lodge being left in a clean and tidy condition with no damage.

~ Non-member Summer Bookings in December and January attract an additional $500 non-refundable booking charge in addition to the per person/night rate and security/damage deposit

^ This is a NSW National Parks requirement and aligns to the terms under our lease

  1. SECURITY DEPOSITS

The following bookings attract a security/damage deposit which is refundable within 14 days of your last day of stay at the lodge.  Refund of your security deposit is conditional on the Lodge being left in a clean and tidy condition and 

Type of booking Security/Damage Deposit due Refund terms and timing
Whole of Lodge – Winter Bookings Member Bookings

$600 payable within 7 days of booking

Non-Member Bookings $800 payable within 7 days of booking 

Corporate Bookings on application

 Within 14 days of departure

Conditional on leaving the lodge in a clean and tidy state with no damage, confirmation from the Lodge Manager
Summer Bookings Payable within 7 days of booking

Non-Member Bookings

$800

Member Bookings $600

 Within 14 days of post-departure inspection

Conditional on leaving the lodge in a clean and tidy state with no damage

  1. STANDARD CONDITIONS APPLYING TO ALL BOOKINGS

  1. Full names and telephone numbers of all persons staying at the lodge must be listed regardless of age – This is a condition from NSW National Parks
  2. Access to and from the lodge at any time, except in an emergency is only via the front entrance door. This is to ensure lodge security.

iii. There are emergency evacuation diagrams throughout the lodge including all bedrooms, toilets etc.

  1. Please be aware of where your closest emergency exit points are located. Also be aware of the location of all fire extinguishers, hose reels, fire blankets and the first aid kit.
  2. Various safety instructions are located in the foyer on the notice board labelled “Safety Notice Board” and should be read on arrival at the lodge to ensure you understand all current safety requirements while staying at or visiting the lodge.
  3. Report any safety concerns to Lodge Manager (winter bookings) or the Booking Officer (summer and pre-season bookings) as soon as possible.

vii. IMBAC is a non-smoking lodge. Smoking is not permitted on the IMBAC leasehold area, including external areas. Contravention may result in cancellation of a booking.

viii. Whilst visiting the lodge and surrounds no fires must be lit

  1. Be aware of areas where steps are located ensuring you use stairs safely by holding handrails
  2. As the person responsible for making the booking you are also required to ensure all your guests attached to your booking are aware of the above requirements. You are also responsible for ensuring that those guests who are part of your booking act in a responsible manner while guests

  1. SUMMER & PRE-SEASON BOOKINGS CONDITIONS

  1. Final guest names and numbers are required at least 30 days prior to arrival
  2. Final balance is due 30 days prior to arrival

iii. Only persons listed on the booking form are to access the lodge. No visitors are allowed at any time.

  1. In Summer or Pre-Season you must supply all your own linen (sheets, pillow slips, blankets) and towels
  2. Disposal of waste is the responsibility of the Member/Guest making the booking. No rubbish is to be left on site. Sharp objects such as needles are to be disposed of in the secure yellow receptacles provided.

vii. In addition to the Cleaning of Rooms listed at 7.a below, guests are responsible for cleaning the following additional areas of the lodge for all summer and pre-season bookings 

  • Kitchen
  • Dining
  • Bar
  • Lounge area 
  • Games Rooms
  • All Bathrooms (toilets, vanities and showers)
  • Hallways
  • Stairs
  • Downstairs equipment rooms if used to store bikes etc

vii. The cleaning/damage bond will be refunded, if appropriate, within 14 days of the post-departure inspection.

  1. WINTER BOOKING CONDITIONS

    1. BOOKING TYPES

There are three booking types accepted as follows:

  • 5 Day Booking – Check-in Sunday and Check-out Friday
  • Weekend Booking – Check in Friday and Check-out Sunday
  • 7 Day Booking – Check-in Sunday and Check-out Sunday, or Check-in Friday and Check-out Friday

  1. WEEKEND BOOKINGS

Friday 3.00pm to Sunday 1.30pm (Note – lunch not included on day of arrival) Friday evening meal and Sunday lunch are included in the rate. Friday evening meal must be indicated on form if required.

Weekend bookings are required to pay 50% within 7 days of booking approval to secure your booking.

  1. 5 DAY BOOKING

Sunday 3.00pm to Friday 1.30pm (Note – lunch not included on Sunday, day of arrival).

  1. 7 DAY BOOKING

Friday to Friday or Sunday to Sunday Commencing 3.00pm and ending 1.30pm (Note – lunch not included on day of arrival).

  1. OTHER BOOKINGS

Other booking configurations will only be accepted 30 days prior to your arrival date if those beds or rooms have not already been booked

  1. NOT TRANSFERABLE

Bookings are not transferable or saleable to another party. All booking matters must be directed to the Booking Officer. A breach of these terms will result in automatic cancellation of all bookings and disciplinary action against any offenders.

  1. DURATION

Maximum duration of booking is for 28 days per person.

  1. UNDER 5 CHILDREN

The Club will not accept bookings for children under 5 years old outside dedicated “Under 5 weeks’ ‘ Under 5 Weeks are scheduled (in addition to Jnr Training) and are listed on the website, unless outside of the winter period or where deemed acceptable by the committee. The availability calendar has the most up to date dates – the aforementioned is a guide only. Under 5 year olds may be permitted at other times as part of a whole lodge booking or where the booking officer has checked with other parties already booked in the lodge.  Children under the age of 5 are charged at $20 per night, per child.  

  1.  WINTER PARKING

    1. DESIGNATED PARKING

Guests must park only in the spaces marked “Imbac.” Guests must not block the driveway as it is used by other lodges as well as other members and guests of IMBAC. 

  1. PARKING AVAILABILITY

There are currently four (4) paid parking spots available at IMBAC. Parking spots are allocated on a first-come, first-served basis, based on the order of booking requests. 

During Racing and Training times, the Club Captain receives a parking spot. 

Guests are encouraged to request parking for their duration of their stay at the time of booking to secure availability given parking is limited.

Arrival Day: Parking is available from 3:30 PM (1530).

Departure Day: Parking must be vacated by 7:30 AM (0730).

You must remove your car from the IMBAC parkings spots on change over days (Sunday and Fridays) prior to leaving the premises as the parking spots need to be vacant to allow incoming and departing members and guests to load their cars. 

  1. PARKING PASS REQUIREMENTS

The parking pass will be issued by the lodge manager upon check-in.

Guests must Sign the pass form and Provide a valid contact number prior to taking the pass to their car. 

The pass must be clearly displayed on the rear-view mirror for visibility by National Parks Officers.

The parking pass must be removed when driving and returned to the rear vision mirror once parked in the allocated parking spot at IMBAC.

  1. VEHICLE PREPARATION

Guests with 2WD vehicles are strongly advised to fit snow chains before parking. This ensures safe removal of the vehicle in snowy conditions without causing damage to other vehicles.

  1. SNOW PARKING RESPONSIBILITY

Guests are solely responsible for digging out their vehicles in the event of snow accumulation.

  1. RETURN OF PARKING PASS

The parking pass must be returned to the lodge manager prior to departure.

Failure to return the pass may result in the member or guest being held accountable for fees, fines, or other charges until the pass is returned to:
Imbac Lodge, 13 Plum Pine Road, Smiggin Holes, NSW 2624.

  1. CONTACT INFORMATION

Guests can contact the lodge manager at 0468 717 406 for assistance or further information regarding parking

  

  1. ADDITIONAL INFORMATION

    1. CLEANING OF ROOMS

As IMBAC is not fully a serviced lodge; rooms must be cleaned, vacuumed and vacated by 1.30pm on day of departure by the departing guests.  Directions will be given for the cleaning of rooms. With respect to Winter Bookings, baggage may be left in the foyer or the Games Room on the day of departure by the departing guests if required (NOT in the lounge area or corridors).

  1. BED LINEN/TOWELS

Members and guests are provided Linen and Towels as part of their booking fee in Winter. It is a breach of the booking terms to use Lodge pillows without pillowslips, and blankets without sheets. If using a sleeping bag, please use a fitted sheet on the mattress as well.

  1. SHARED ROOM DISCLOSURE

IMBAC provides bunk style accommodation and our rooms are a mix of two and four beds. During junior and senior training, and race weekends you may be required to share with other guests or members.

  1. TRAVEL INSURANCE

IMBAC strongly recommends that all guests obtain appropriate travel insurance to cover their stay at the lodge. Travel insurance may provide protection against unforeseen circumstances such as trip cancellations, delays,public liability, personal injury, illness, or adverse weather conditions that may affect your travel plans. Please note that IMBAC’s cancellation policy applies in all situations, and we are unable to provide refunds outside these terms. Travel insurance ensures peace of mind, allowing you to enjoy your trip knowing you are prepared for any unexpected events

  1. CANCELLATIONS & REFUNDS

    1. CANCELLATION CONDITIONS

The following policy applies to all winter, summer and pre-season bookings, in regard to the cancellation of a booking

Type of Cancellation Refund available# Applicable Fee
Cancel booking after deposit paid, 30 or more days until arrival.

The exception to this is Summer Bookings in December and January listed below

 100% less applicable cancellation fee $150 – general bookings

Plus 

$150 per person – Junior and Senior Training training fee
Cancel booking within 30 days of arrival* Nil Booking value
Cancel booking after arrival/no show Nil Booking value
Summer bookings in December and January for non-members

Cancelled 30 or more days until arrival

 100% less $500 minimum booking charge which is non-refundable $500 minimum non-refundable booking charge

* Note: 8.a.iv below provides for a refund for bookings cancelled within 30 days of arrival where the person cancelling the booking has arranged a replacement booking subject to the terms

# All security/damage deposits will be refunded in the event of a cancellation

  1. All cancellations must be made in writing, via email, by the person who booked the room.  Cancellations must be addressed to the Booking Officer at imbacbookings@gmail.com 
  2. Cancellations received at least 30 days or more prior to the first day of the booking will receive a full refund less a $150 cancellation fee
  3. Cancellations received within 30 days of the first day of the booking will not receive a refund
  4. However, if at the time a cancellation is received, there is a replacement booking immediately available (which is taken up immediately) sourced by the person who made the booking and approved by the Booking Officer, then the person making the cancellation will receive a refund of the booking less the cancellation fee, regardless of when they cancel.
  5. Inability to secure lift tickets and/or poor snow conditions is NOT a reason for exemption from the cancellation policy
  6. IT IS THE RESPONSIBILITY OF EVERY GUEST TO CHECK THE PERISHER WEB SITE FOR THE LATEST INFORMATION REGARDING LIFT TICKETS 
  7. The refund shall be the value of the booking less the $150 cancellation charges for general bookings, and $100 per person for Junior and Senior Training, and race weekends
  8. IMBAC recommends that you obtain personal travel insurance to protect against additional costs/ expenses incurred as well as cancellation costs such as loss of deposit, medical expenses, loss of personal belongings, public liability and cancellation fees.
  9. A cancellation fee of $150 per booking is applicable, or $100 per person for Junior Training, Senior Training, and race weekends. 
  10. In lieu of a replacement to the booking, the following will apply to cancellations:
  11. Bookings cancelled 30 days or less – no refund
  12. Bookings cancelled with over 30 days notice, refund less booking fee listed in point vi.above. 
  13. Bookings cancelled or dates altered after arrival will not receive a refund

 

IMBAC Ltd. Lodge Hygiene & Infectious Diseases Policy

 

Introduction

 

The primary objective of IMBAC is to take all reasonable steps to ensure the health and safety of all people who are employed by the Lodge and/or choose to stay in and use the facilities of the Lodge. The purpose of implementing this policy is to enable IMBAC to fulfil this primary objective.

 

  1. IMBAC recognises the significant adverse health and economic impacts that the COVID pandemic has had and continues to have in Australia, as well as the impact infectious diseases may have in the Lodge environment.
  2. The Lodge has identified the following risk profiles:
  1. During the winter season, large numbers of Members and Guests visit the 

    premises and come into close contact with each other;

  1. Many of the facilities at the premises are shared;
  2. The age (and health) of some Members and Guests increases the risk and the 

    potential severity of symptoms that may be experienced, if they are exposed 

    to COVID or other infectious diseases e.g. influenza and gastric viruses.

  1. Whilst these risks still remain, the Lodge’s policy has changed in-line with 

government advice and proof of COVID vaccination is no longer required. 

 

General Management of Risks

    1. Hand Hygiene 
      1. Members and Guests are encouraged to adopt hand hygiene by regular handwashing through the use of water, soap, or a soap solution, either non-antimicrobial or antimicrobial, to the surface of the hands. When performed correctly, hand hygiene results in a reduction of microorganisms on hands.
      2. Members and Guests are requested to please wash their hands after using toilets and ensure children do so as well.
      3. It is especially important that Members and Guests setting/clearing tables, wash their hands with soap or a handwash before handling crockery and cutlery. 
  • The Lodge Managers will provide this advice when announcing each meal serving. [Directors to monitor/enforce?]
  1. Ventilation
    1. When Members and Guests are not in their rooms, we encourage them to keep the window open when weather allows to help maintain a ventilation flow. Doors to the rooms must remain closed.
    2. Members and Guests are encouraged to keep at least one window on either side of the Lodge dining and lounge areas open.
  2. Cleaning

Members and Guests are encouraged to clean surfaces in their rooms on a daily basis. Cleaning equipment is provided.

 

Conditions of Entry Regarding COVID and Other Infectious Diseases

 

  1. By seeking entry or entering onto the IMBAC premises, each person is deemed to have consented to the provision of this Policy.

 

Conditions of Entry

 

  1. If IMBAC reasonably believes that a person displays symptoms of COVID and/or other infectious diseases such as Influenza, RSV (Respiratory Syncytial Virus) or Norovirus/gastro, upon entry to IMBAC, or while staying in and using IMBAC’s facilities, the person must isolate themselves in their room. Also, whenever it is essential to leave their room, a person (displaying symptoms), must wear a face mask (unless they have a medical exemption) and maintain social distancing.
  2. IMBAC may at its sole discretion also refuse entry or direct the person (displaying symptoms) to leave IMBAC’s premises. 
  3. It is a condition of entry that if a person does display symptoms, they agree to undertake COVID and/or other approved testing (RSV/Influenza etc.) and provide those results upon request by IMBAC. There are COVID test kits and face masks in the pantry corridor in the kitchen. A refusal to comply with this request may result in a refusal to enter IMBAC or a direction to leave IMBAC’s premises.

 

Privacy

  1. By entering onto IMBAC premises, that person is taken to have consented to the collection and use of health information within the meaning of the Privacy Act 1988.
  2. The collection and use of any health information will be for the purposes of allowing IMBAC to achieve the objectives in Clause 2 above.
  3. IMBAC will comply with any obligations in the Privacy Act in respect to any relevant health information.

 

Effective Date and Review Period

  1. This Policy is effective from 28 January 2025
  2. This Policy will be reviewed by the Board in May 2025 and may be updated, if required.