Terms & Conditions

Last Updated: 23 November 2025

Definitions: The property means Planetrees Estate: its buildings, contents, grounds, facilities, fixtures, fittings and equipment and the operating personnel.

Acceptance of these Terms and Conditions – Receipt of a deposit implies the person(s) making the booking understand(s) and accepts in full the following Terms and Conditions.

Bookings

Planetrees’ business relies on advance bookings taken on a first come basis secured by deposit payments.  While we make every effort to keep calendars of agencies’ other sites up to date the booking schedule maintained by Planetrees Management is the final word regarding confirmed bookings. Be sure to check with us to confirm availability and prices. 

We have a two-night minimum stay and three-night minimum for peak* holiday periods.

Bookings are fully confirmed only when the deposit has been received.  The deposit is 50 per cent of the total booking value. The balance including the bond as specified on your invoice is payable nearer the time of your stay by the date noted on the invoice. 

Peak booking periods* –  include but are not limited to Xmas, Easter, New Year, Melbourne Cup weekend, public holiday weekend (VIC and NSW), Anzac Day weekend and major festival event weekends. 

Payments

Your invoice details all the payment information.  We accept payments by direct debit and Visa or MasterCard. Credit card payments incur a surcharge to cover bank fees (as noted on your invoice).  We are not able to accept payment by cheque.

Bookings must be paid in full prior to your arrival (inclusive of the bond) by the due dates noted on your invoice. Payments made within one week after the due date will incur an additional administration charge equivalent of 5% of the booking value. If your booking is not paid in full within two weeks of your proposed arrival, we reserve the right to cancel your booking and to retain your deposit. Bookings must be collected and paid by one source who is the primary contact for all correspondence and arrangements. We do not accept split payments from multiple people. 

The bond – is a security payment that may be required prior to your arrival to cover any potential unreasonable damage or loss resulting from your occupation of the property.  This includes but is not limited to loss or damage to the buildings, furniture, furnishings, fixtures, fittings and equipment of the property. Damage to the grounds, garden plantings, the pool; its structure and its ecosystem. Damage or liability caused to neighbouring properties, their animals and their infrastructure.

Changes to bookings

We will make every effort to accommodate changes to bookings where this is possible.  However, the following policy applies for amendments, cancellations and/or rescheduling of bookings:

All changes to bookings must be notified to Planetrees in writing via the email to planetrees@me.com. The date applied to the change will be the date of the email.

Change to the number of nights and/numbers of guests, preferred bed set ups and cancellations

All bookings may be increased in the number of people and or days booked notified in writing within 7 days of the stay, pending availability. Preferred bed set ups (kings/singles etc) must be advised by email by this 7-day timescale. 

Standard booking dates - Bookings made for standard dates may be cancelled, amended or rescheduled without penalty, up to 45 days prior to the original arrival date. For amended bookings the number of guests, number of nights and minimum value of the booking must meet our respective minimum booking terms.

For amendments made to bookings within the 45-day period the full value of the original booking will remain payable. Within this period, bookings cannot be rescheduled to other dates unless the modifications are minor changes. We will do our best to accommodate those changes. Bookings that are cancelled within this period will forfeit the total value of the booking.

Peak booking amendments - Changes are not accepted for peak period bookings within 60 days of the original arrival date. The cancellation of a peak bookings within this time frame will incur the full cost of the total value of the booking. The booking may be rescheduled, pending availability, to another date within 45 days of the original arrival date. 

Changes increasing the number of nights or numbers of guests are available for these bookings at the current rates, pending availability.

Early vacation of the property – If guests vacate the property for any reason prior to the originally approved departure date no financial compensation will be paid by Planetrees Management. 

WARNING – Additional guests who stay but are not notified to the management prior to the booking arrival date will be charged at the given rate plus $50 admin fee for each additional guest.  

Planetrees management does not offer the option for guests to bring their own additional temporary beds, linen etc.  Porta cots may be brought with the prior permission of Planetrees management.

General conditions 

Excessive cleaning/restoration of the property - A base cleaning fee is applied at the time of booking to stays in each accommodation. This assumes the property will be left in reasonable condition as per the guide left in each accommodation for what is expected from guests departing the property. 

General guidelines for maintaining the property: It is particularly important to dispose of rubbish in the appropriate bins by the shed. (If we must sort rubbish after guests a fee will be charged.) No food is to be left outside unattended (attracting animals). Heaters, air-conditioning and electric blankets are to be turned off when the accommodation is not occupied. Before the departure the kitchen should be left tidy with dishes washed properly. The BBQ must be cleaned down after use and recovered. 

If excessive sorting/cleaning is required after a stay an additional cleaning fee will be payable by the guest. This applies to all bookings and overrides any conditions offered by third party websites. 

Nothing provided in the accommodations is to be removed from the property at any time. If items are found to be missing (other than the odd broken glasses) guests will be charged for replacements. We rely on guests to let management know immediately if something is broken or damaged so repairs can be made in good time and for your convenience. 

Items left behind by guests – Guests are asked to check carefully that they have removed all their belongings on departure. If items are left or taken it is the guests’ responsibility to retrieve/return these.  Items left for more than two weeks will be disposed of without cost to the management.  We can assist with mailing small items. This service incurs an administration cost of $20 per item plus the mailing cost to be paid prior to goods being returned. 

All compensation charges are established at the management’s discretion. 

Casual visitors to the property - Guests may invite visitors to the property during their but not for overnight stays. For more than four visitors management requires to be informed and approve these visits. The same rules apply to visitors as to guests booking the accommodation. Use of shared amenities are for the exclusive use of guests only (see below). Excessive visitors to the property will be required to leave. Special conditions apply for visitors attending functions on the property. These will be provided at the time of booking the function. 

Shared amenities - Planetrees offers many special amenities in addition to accommodation (eg. the garden, the natural pool and games spaces). These are available for the exclusive use by all paying guests and the management. Visitors do not have rights to be in these spaces without prior approval by management. It is required that all guests respect the rights of all to the enjoyment of these amenities without unreasonable disturbance or domination of these facilities.

Power/ service outages - Being a property in a rural area we occasionally experience power outages from storms or decisions by Ausnet to disconnect power for emergency reasons. This will cause water and other services to be unavailable on the property for the time it takes to restore the system. Usually that is a relatively short interruption. This is beyond management control and management does not take responsibility and will not compensate guests for reduced service on the property for that time. 

WARNING Supervision of Children and Animals – Planetrees Estate is not fully fenced. The adjacent property has an unfenced dam and other properties nearby have animals. Children (12 years and under) and animals must be always supervised by adult guests particularly at the swimming pool. (Dogs are not allowed in the swim pond garden at any time). Planetrees does not accept any responsibility for accidents or damage to children or pets.

Dogs accompanying guests.  Guests must obtain written approval from Planetrees management for dogs to accompany their stay prior to bringing the dog(s). We welcome small (<10 kgs), well-behaved dogs that have current vaccination papers. A per night rate charge is made for each dog staying.

By bringing a dog(s) to Planetrees the dog owners accept full responsibility for always keeping their dog(s) within our property boundaries and within their sight. At no time can dogs be left unattended at Planetrees. Dogs are not allowed in the swim pond garden.

Any damage or loss resulting from the misbehaviour of pets will be at the cost of the pet owner to rectify. The management of Planetrees reserves the right to have any dog(s) removed to kennels or elsewhere if they have not been approved for the booking prior to the stay or if the dog(s) are deemed unsuitable for the property.

Inappropriate behaviour – Planetrees management reserves the right to evict any or all guests from the property in the event of inappropriate behaviour by guests or their animals without penalty to Planetrees management.  Rare circumstances that may prompt such action include (but is not limited to), risk of damage to the property, unreasonable disruption to amenity of others on the property and/or neighbours or risk to public safety. In that event there will be no refund payable for any part of the booking value.

* Peak time bookings include Easter, long weekends (VIC or NSW), Xmas and NY, Melbourne Cup weekend and any other public holiday.

Acceptance of the Terms and Conditions

Payment of a deposit on a booking implies full acceptance by all guests of these terms and conditions. These terms and conditions apply irrespective of the cause of the rescheduling or cancellation.