General Booking Arrangements
Kinloch Wilderness Retreat
Heritage rooms, Wilderness double, twin and double en-suite rooms have a maximum occupancy of 2 people. Superking and triple rooms have a maximum occupancy of 3 people. Family rooms have a usual occupancy of 4 people; an additional person may occupy the room with payment of an additional $20. Wilderness bunk rooms are mixed and ‘shared’ rooms which means that empty beds in one room are filled before putting people into the next empty room. To have sole, private use of a room you should either book a twin / double room or be prepared to pay for the empty beds in the room you occupy.
Additional conditions may apply to special or promotional offers, courses, workshops or limited availability functions.
The Heritage Lodge & children
The Heritage Lodge is not suited for children under 14 years unless a group hires the whole lodge.
Glenorchy Lake House
Glenorchy Lake House has a maximum occupancy of eight people.
Each EcoScape has a queen-sized bed. Small children may be accommodated subject to availability. The maximum number of guests that can be on-site between the two EcoScapes is 5 people.
We do not check guests in or out on Christmas day & New Years day so a 2-night booking minimum is required over these holidays.
A 20% surcharge is added to all food and beverage sales on Public Holidays.
A booking for accommodation, transfers, tours, and other services is only able to be confirmed once Kinloch Wilderness Retreat has payment, or an agent’s order or voucher number that is the equivalent of full payment.
A booking reference number is issued once the booking is confirmed, this is given verbally for phone bookings or detailed by email.
Once you have a confirmed booking for accommodation or activities, you will be subject to the cancellation conditions below.
Our location means that late cancellations have a significant effect. We recommend that you take out travel insurance for the unforeseen circumstances where last minute cancellation may be necessary.
Where a standard room rate booking is cancelled:
More than 7 days prior to arrival – a 10% cancellation fee will be incurred to cover administration costs.
Less than 7 days prior to arrival – 100% of the total value of the booking will be charged
Credit card processing fees will not be refunded as these are paid to Stripe.
In the event of a government lockdown or government-issued travel restrictions due to COVID19, all direct bookings will receive a credit for accommodation for the applicable cancellation fee.
When a room rate is called “Advance Purchase” or “Dinner, Bed and Breakfast” or otherwise noted as a special than these bookings are based on full prepayment at time of booking and no cancellations or amendments are allowed. In the case of cancellation of these bookings a 100% cancellation fee applies.
Where we have pre-booked chargeable activities on your behalf, cancellation charges will be as per the operators’ cancellation policy or a minimum of 10% – whichever is higher.
If you cancel a pre-booked Kinloch Wilderness Retreat track transfer at less than 24 hours notice you will be charged the full cost of the booked transfer. All advance purchase transfers are non-changeable and non-refundable.
Please note the above conditions apply to individual bookings. Group cancellation policy is detailed below.
Check in & Check Out Times and Access to On-site Facilities
Check in time is from 2pm
Check out time is by 10am
Our on-site facilities are available to our departing guests after 10am though facilities may be closed for cleaning around 11:30am
Kinloch Wilderness Retreat, EcoScapes and Glenorchy Lake House facilities are for in-house guests only. Visiting friends of guests are welcome to be entertained in our restaurant.
The hot tub may be closed for short periods for water treatment. It will periodically be closed for a 24 hour period to drain, refill & reheat and so use of the hot tub cannot be guaranteed.
Kinloch Wilderness Retreat follows sustainable tourism practices and actively promotes recycling, energy efficiency, minimisation of waste and consideration of the social impact of our business. We ask our guests to use our recycling facilities and make use of drying lines. We will organise transport arrangements to reduce vehicle movements when possible. Many of our booking conditions exist to minimise our offsite impact as much as possible.
Consideration of Others
Kinloch Wilderness Retreat strives to ensure that all of our guests have a great experience whilst staying at Kinloch. To help achieve this, the following requirements are made of all guests:
General quieten down time of 10pm. We ask guests to turn down the stereo in the communal lounge & the TV room. Guests need to have consideration for other guests, especially young children, trying to sleep in their rooms and not ‘congregate’ outside of rooms.
Excessive noise or anti-social behaviour will not be tolerated at any time. Where your behaviour is such that other guests have to be recompensed, or leave early, the cost will be passed on to yourself.
The BBQs, tables, chairs, benches, sunshades etc. that we provide on site should be left in position. Guests are not permitted to bring their own furniture or BBQs onto site. There is a public area on the DOC reserve by the lake which is suitable for such purposes.
Vehicles should be parked in the designated areas.
Guests are not to monopolise shared facilities to the exclusion of others.
Damage & Cleaning
Accommodation providers recognize that general wear & tear, minor breakages & regular cleaning are part of the business they operate. The cost to remedy loss or damage or cleansing beyond this level will be passed on to the persons responsible.
Such costs will cover our own staff costs, the costs of specialist contractors, repair or replacement costs and any loss of revenue as a result of a room or facility not being available for guest use.
Kinloch is like a ship and there is ongoing painting and maintenance that will happen throughout the year. We will try and keep disruption to the minimum whilst routine maintenance is carried out.
Your personal possessions are at all times your own responsibility. This is regardless of whether items are in a locked room, communal area or in your own vehicle.
Lost property will be kept at Kinloch Wilderness Retreat for 3 months after which it will be disposed of. We will return property that you leave here to you on receipt of a self addressed prepaid postage pack.
We love animals, though have a lot of guests that are allergic. We welcome well behaved furry friends on-site, though only into Wilderness rooms, on the Heritage Lodge terrace and occasionally into EcoScapes, by request. In consideration of all guests and other pets, yours must be under control and always attended to – please make sure they stay off the furniture.
Kinloch Lodge Ltd reserves the right to charge a guest’s account for the cost of any excess cleaning and/or damages. Guests are responsible for all property damages and/or personal injuries resulting from their pet.
Additional booking, deposit & cancellation conditions apply for groups:
A group means 12 or more persons.
Groups need to confirm meal requirements in advance with choices made from the group menus published on our website.
A booking for a group may not be confirmed until we have received a 50% non-refundable deposit. Payment of deposit implies acceptance of group and normal booking conditions. The balance of the booking is payable one month prior to arrival.
Cancellations made within 1 week of arrival will result in your group being charged for the full stay.
Group “no show” will also be charged in full back to the group…
Changes of up to a 10% decrease in numbers of the original size can be made without penalty, provided we are notified a minimum of 1 week prior to arrival. Any request to increase the group size will be accommodated subject to availability and the group will be charged accordingly.
The balance of the account for a group is to be settled by a single payment on departure unless other arrangements have been made.
Wedding groups at Kinloch are subject to the arrangements, fees and booking conditions set out on our website.
Catered functions at Kinloch Wilderness Retreat
We are equipped with tableware for up to 40 persons. When catering for larger numbers there will be an additional charge for hire of plates, cutlery, glasses etc.
Catering numbers need to be confirmed 72 hours out and form the basis for charging.
Group organisers may arrange, in advance, BYO wines at a corkage of $20 per bottle. The storage, service & control of supply of BYO wines remains the responsibility of Kinloch Wilderness Retreat. This BYO policy applies only to wines i.e. not beers or spirits.
A non-refundable deposit to be paid to the value of 20% of the total catering costs at the time the catering element of the function is confirmed, along with valid credit card details kept on file.
Online Payments and Security
Online transactions are provided through Windcave. You acknowledge and agree that internet transmissions are never entirely secure or private, and that any message or information you send to or through the Kinloch Wilderness Retreat website and while using online transactions (including credit card information) may be read or intercepted by others, even where a website is stated as being secure.
Kinloch Lodge Ltd shall have no liability for the interception or ‘hacking’ of any data through the Kinloch Wilderness Retreat website or any other website by unauthorised third parties.