Booking accommodation

The booking of accommodation is a contract between our two parties. Whitewood Suites agrees to provide the accommodation and services described and agreed. The guest undertakes to pay for the accommodation booked and services used unless it has been cancelled by them in accordance with Whitewood Suites cancellation policies (see below).

Smoking and vaping

Whitewood Suites is a smoke free and vape free complex. Smoking and vaping are not permitted in any guest rooms, hallways, entranceways, balconies, carpark or other areas.

When a room, hallway or entrance way is damaged by smoke or vape odour, Whitewood Suites reserves the right to charge cleaning costs and any resulting loss of income to the registered guest.

Room rates

All prices are quoted in New Zealand dollars on a per night basis and include Goods and Services Tax of 15%. Whitewood Suites secure internet reservation system displays room rates and availability on any particular day. The prices advertised on Whitewood Suites secure internet reservation system are per room, for the number of people and the date(s) selected, unless otherwise specified (packages). Whitewood Suites reserves the right to adjust room rates at any time without notification.

Extra persons are $30.00 per person per night. Children below the age of 2 stay free when using existing bedding. Children above the age of 2, will be charged the extra person charge. Children above the age of 2 are included in the maximum occupancy of all rooms. Porta-cots are $20 per night and highchairs are $10 per night.

Reservations

Guests must be 18 years of age or over to make a reservation.

All reservations must include the correct number of guests staying (including all children under and over the age of 2).

All reservations require a current and valid credit card (a debit card is not acceptable) and the guest’s full name, contact telephone number and email address.

Whitewood Suites reserves the right to pre-authorise or take part or full payment from the card provided at any time.  If a credit card is declined during either of these processes the reservation will be cancelled.

Whitewood Suites reserves the right to decline or cancel any reservation at any stage.

Reservations of 5 or more rooms are a group reservation. Group reservations will be confirmed at the time of booking and be subject to the group reservation cancellation policy or the cash deposit payment policy below.

Reservations made in advance where an individual guest does not have a current and valid credit card, will be required to pay the full value of the stay before the reservation can be confirmed. Such unconfirmed reservations will be held for 5 days pending receipt of the payment, and will only be confirmed once the payment has been received. Should payment not be received within the agreed period, the unconfirmed reservation will be deleted.

Advance group reservations, whereby a credit card is not available as the guarantee, will require at least a 50% non refundable deposit to be paid at least 3 months before expected day of arrival. The remaining 50% non refundable deposit must be paid at least 28 days before expected day of arrival. Once a non refundable cash deposit has been made and a cancellation is made, the full cost of the room will be forfeited unless the same room can be resold for the same price, whereby the only cancellation penalty will be a $30 per room per night administration fee.

Reservations made using a credit card in another person’s name require the submission of a Credit Card Authorisation Form. This form must be completed and duly signed and submitted together with the additional documents required - as stated on the form - in order for a confirmation to be issued.

Reservation confirmations will be issued by email, if an email confirmation is not received it is the guests responsibility to request that the confirmation email be resent.

Amendments to non-refundable reservations are not permitted. Any extension to an existing booking is subject to availability.

Earlier departure than the originally reserved date may not result in refund. Any changes to a reservation period will be subject to the Whitewood Suites cancellation policy (see below).

Cancellations will be subject to the Whitewood Suites cancellation policy (see below).

Reservations made via a third party site (Expedia, Booking.com etc.) are subject to the terms and conditions listed on that site. Changes and cancellations to reservations that are made via such third party sites must be made via that same third party site.

Cancellation policy basic outline (for individuals only):

• If you cancel more than 7 days before your reservation, there is no charge.
• If you cancel within the 7 day period, there may be a charge. If you fail to arrive for your reservation, you may be liable for the full reservation cost.

Below is the full version and should be read in conjunction with the summary above.

Cancellation policy as it pertains to individuals:

1. If you cancel your reservation more than 7 days before midday of your expected day of arrival, there will be no cancellation charges.
2. If you cancel your reservation within the 7 day period before midday of the expected day of arrival and Whitewood Suites is able to resell the same room at the same price, only an administration fee of $30 per room per night will be charged to your credit card. If the room is unable to be resold, Whitewood Suites reserves the right to charge your credit card the full amount of the rooms not resold.
3. If you cancel your reservation on the day of your expected arrival or there is no prior notification of cancellation and you fail to arrive, Whitewood Suites reserves the right to charge your credit card for the full amount of the room cost of the entire reservation.
4. If you paid cash as a means of reserving the room, in the case of clause 2 above, the refund will be made after the administration fee has been deducted, unless the room was not able to be resold, whereby there will be no refund.

Cancellation Policy as it pertains to Group reservations guaranteed by a current and valid credit card:

1. If you cancel any part of, or all of your group reservation more than 3 months before midday of your expected day of arrival, there will be no cancellation charges.
2. If you cancel any part of, or all of your group reservation more than 28 days before midday of your expected day of arrival and we are able to re-let the same rooms at the same room rate, Whitewood Suites reserves the right to charge your credit card for a $30 per room per night administration fee. If any room is not able to be resold, a 50% (of confirmed room rate) cancellation charge per room per night will be charged to the credit card provided.
3. If you cancel any part of, or all of your group reservation within the 28-day period before midday of your expected day of arrival and we are able to re-let the same rooms at the same room rate, Whitewood Suites reserves the right to charge your credit card for a $30 per room per night administration fee. If any room is not able to be resold, a 100% cancellation charge per room per night will be charged to the credit card provided.
4. If you have provided your credit card details as a means of reserving the room and no deposit has been given or taken, and you cancel on the day you are due to arrive or there is no prior notification of cancellation and you fail to arrive, then Whitewood Suites reserves the right to charge your credit card for the full amount of the rooms booked by you.

Cancellation Policy as it pertains to Group reservations guaranteed by a cash deposit:

If you cancel any part of, or all of a group reservation that has been confirmed by means of a cash deposit, the full cost of the rooms paid at the point of cancelation will be non-refundable unless the same room can be resold for the same price, whereby the non-refundable amount will be no more than a $30 per room per night administration fee. If any room cancelled is not able to be resold, the full amount of the cash deposit of that room will be non-refundable.

Payment Policy

All room charges must be paid on check in. Whitewood Suites accepts eftpos and the following major credit cards: American Express, MasterCard, Visa. (cheques / traveller’s cheques are not accepted).

Whitewood Suites reserves the right to pre-authorise or take payment from the card provided at any time.

(preauthorisation explanation will go here or in the check in section)

Credit card payments at Whitewood Suites are subject to a 2% surcharge.

Refunds will only be made to the credit card charged for the original transaction.

If a current and valid credit card is not available at the time of check-in (a debit card is not acceptable) a cash bond of $400 will be required for security.  The cash bond will be refunded after a room inspection, provided the room is in the same condition on your departure as it was when you arrived.

If you are arriving after office hours without prior notification, Whitewood Suites reserves the right to charge your credit card for the full amount of the room charges before the late night arrival process can be finalised.

If an agreed deposit is not paid within the 5 day limit, the reservation will not be confirmed. If a credit card is declined or invalid the reservation will be cancelled.

Pre-paid online reservations are non-refundable and cannot be adjusted.

For long term stays (more than 7 days), accommodation charges should be paid weekly, in advance. All extra charges must be paid weekly.

Whitewood Suites reserves the right to charge overdue/recovery fees on all accounts not paid by the due date. Pre-arranged accounts are payable by the 20th of the following month. If payment of an account is not received by the due date we reserve the right to add the following charges: interest of 2% per month on outstanding balances plus, an administration fee of $50.00 plus, any debt collection and/or legal fees incurred to recover the debt.

Check in

Check-in is available from 2pm on the day of arrival. Check-out time is 11am on the day of departure. Early check-in and/or late check-out is strictly by arrangement only and subject to availability. Secure baggage storage is available both before check in and after check out.

Flying later in the day? A late check out as late as 8pm, strictly subject to availability, is available for 50% of the daily room rate. Please be aware that this service will rarely be available in busy periods.

A current and valid credit card will be required upon check in and this card will be pre-authorised. If a current and valid credit card is not available at check in (a debit card is not acceptable) a cash bond of $400 will be required for security.  The cash bond will be refunded after a room inspection if the room is in the same condition on your departure as it was when you arrived.

(preauthorisation explanation will go here or in the payment section)

Children

This child policy refers to guests below the age of 18 years of age.

Children below the age of 2 stay free when using existing bedding. Children above the age of 2 will be charged the extra person charge. Children above the age of 2 are included in the maximum occupancy of all rooms. Cots and highchairs are available on request, subject to a hire charge.

Children under the age of 14 may not be alone in any room without an adult. Children under the age of 14 cannot be left alone or unattended under New Zealand law. It is the parent's or guardian's responsibility to supervise the child or children at all times while staying at Whitewood Suites.

All guests under the age of 18 must be accompanied by an adult. If a guest is found to be under the age of 18 and not accompanied by an adult, Whitewood Suites reserves the right to cancel the booking immediately without refund.

Travel Insurance

Whitewood Suites strongly recommends that all guests purchase comprehensive travel insurance to cover items including but not limited to: loss of booking amount through cancellation, loss or damage to personal baggage, loss of money and medical expenses.

Car Parking

Car parking is limited to one vehicle per room booked. Car parking is limited to cars, vans and motorcycles only. Trailers, trucks and campervans etc. are strictly subject to availability. If your vehicle is oversized, please enquire as to suitability before booking accommodation.

Fire Alarm Activation

In the event that a guest, either maliciously or accidentally activates our fire alarm, Whitewood Suites reserves the right to pass on any false alarm call out fee that is invoiced to the motel by Fire and Emergency New Zealand.

Visitors

Visitors are permitted at the discretion of management. Any visitors onsite must depart by 10.00pm. We reserve the right to charge as ‘extra persons’ any visitors on site after 10.00pm. Parties and large groups are not permitted. Management reserves the right to evict any person who is disturbing other guests staying at Whitewood Suites.

Pets

Strictly NO pets allowed.

Maps and images

Maps and images, if shown, are for general information and may not necessarily reflect actual routings, locations or services provided.

Photos and floor plans are indicative only. Actual rooms occupied may vary in decor and inclusions from those shown.

Destination shots may have been supplied to Whitewood Suites by third parties and Whitewood Suites does not guarantee the accuracy of any destination shots.

Damages and room condition

Repairs, replacements or extra cleaning required to restore guest rooms or property to its pre-existing condition will be charged to the registered guest at replacement cost or market rates, plus any costs for any resultant loss of income if applicable.