The White Swan Country Hotel Terms & Conditions

The White Swan functions and accommodation booking terms & conditions.

The Terms and Conditions noted below are applied to all bookings and visitors to The

White Swan Country Hotel, 109 Main Street, Greytown, Wairarapa.

1. Introduction

1.1. The following terms and conditions (“terms”) apply to all bookings and visitors to The

White Swan Country Hotel (“we”, “our”, “us”).

1.2. By booking accommodation, a function, or an event with us or visiting our restaurant or

gastro pub, you accept these terms and agree to be bound by them when you make a

reservation or dine/drink with us.

1.3. We may vary these terms at any time without notice to you. The terms applied will be

those that are in place when you make the booking, so please ensure you review our terms on

each occasion before booking your stay or event with us.

2. Reservations & General Accommodation Terms

2.1. An accommodation booking is for a category of room. We reserve the right to change

your room, at no extra cost to you. While we will always do our best to accommodate your

original room request, we are not obliged to provide a specific room, unless that has been

agreed in writing by us prior to your date of arrival.

2.2. You must be at least 18 years old to book or check into a room and at least one of the

staying guests must be at least 18 years old. If sufficient identification cannot be presented

on arrival, we reserve the right to refuse to honour the booking.

2.3. If you represent an organisation or other person(s) when booking our accommodation,

you warrant that you have the authority to bind that organisation or other person(s) and that

it/they will be bound by these terms. The booking may not be transferred into the name of

another person without our prior written consent.

The White Swan Country Hotel 2026 Terms & Conditions 1

2.4. Where a booking is made on behalf of another person or organisation, the person or

organisation making the reservation and the actual guest will be jointly and severally liable

under these terms. The person making the booking is responsible for ensuring that the guest is

aware of these terms.

2.5. The maximum number of guests per room is 2 adults or one adult, one child. Additional

adults or children are only allowed if a rollaway bed has been purchased. Infants (under 2

years) can be added to the room for no charge, unless a porta cot is required. Failure to book

appropriate rooms/bed numbers for your group may result in members of your party being

turned away and/or penalty charges. If your booking exceeds the set number, we may require

you to pay an additional person charge of NZ$50.00/night for each additional person.

2.6. Child Policy: There is no charge for children 12 years and under provided they use the

existing bedding supplied. You can request an additional roll away bed, which is subject to

availability and only available in some rooms and will incur a charge of NZ$40.00/night.

2.7. Roll Away & Split Beds: Rollaway beds (subject to availability) and split beds can be

booked in some rooms for an additional charge of $40.00/night. Split or rollaway beds and

must be booked at least 24 hours prior to check-in.

2.8. We reserve the right to cancel or modify a booking where it appears that a customer has

engaged in fraudulent or inappropriate activity or under other circumstances where it appears

that the booking contains, or has resulted from, a mistake or error. No booking will be

refunded onto a different card than the one originally used for payment.

2.9. The rates displayed on The White Swan Country Hotel website are not commissionable to

registered travel agents, including the International Association of Travel Agents.

Commissionable rates must be agreed in writing with each individual Travel Agent.

2.10. We recognise the privacy concerns of our customers, clients, guests, contacts, and the

users of our website. We store your details in our Property Management System as a profile,

which in the future can be used for any other bookings, allowing us to cater to your

preferences.

3. Prices & Payment

3.1. Accommodation prices are as advertised on our website at the time the booking is made,

or otherwise as agreed in writing by us prior to the date of arrival. The price quoted is for the

accommodation only and all other costs (such as food and beverages and other services) will

be charged separately unless stated otherwise.

3.2. All prices are in New Zealand dollars and all payments, including settlement of your

account on your departure, are to be made in NZ currency.

3.3. All prices and charges are inclusive of New Zealand Goods and Services Tax (GST), which

is currently 15% and which we are required by law to add to all goods and services sold or

used. If the rate of GST changes between the time of the booking and when the goods and

services are consumed, we reserve the right to charge you the amount of the additional GST

increase.

3.4. Payment Surcharges: There is no additional surcharge applied to any credit card or

paywave payments. AMEX and Diners Club credit cards are not accepted.

3.5. When booking with us online (via our website), over the phone or via email, you will

provide a valid credit card at the time of making your reservation.

3.6. You agree to pay for your booking in full immediately upon arrival/ check-in or receipt of

our invoice. Any additional charges incurred during your stay will also be due and payable

upon departure/receipt of our invoice.

3.7. Guarantee and Deposit: When you check-in with us you will be required to provide a

credit card authorisation to guarantee the payment of any incidental charges. If you are

unable to provide a valid credit card authorisation that is acceptable to us, then you will be

required to pay a refundable deposit of $300.00 plus the full cost of your accommodation on

check-in. Upon your departure, any refund due from such deposit (after any costs incurred)

shall be returned to you.

3.8. Default on Payment: You will automatically be in default if you fail to make payment

when payment is due. We will be entitled to charge interest at the rate of 10% per annum

calculated daily until payment is made in full, including for all subsequent costs and charges.

You indemnify us for all costs (including on a solicitor-client basis) incurred in recovery of the

debt.

3.9. For table service in any outside pub or restaurant tables a Credit Card or valid Drivers

licence must be provided to set up a tab. This is kept securely as a payment guarantee for

your visit and will be returned to you at the point of paying your tab. Guests who prefer not

to provide a card can pay upon ordering.

4. Arrival and Departure

4.1. Check-In: Check-in time is any time after 2:00pm NZT on the first day of the relevant

booking. Photo ID must be produced upon Check-In to verify your reservation and that you are 18 or older.

4.2. No Show: The credit card guarantee given at the time of booking ensures that your

reservation will be held from 2pm on the day of arrival until 10am the following morning. If

you have not arrived by 10am the following day, the total amount for your booking (inclusive

of all rooms and days booked) is due and non-refundable and the card provided will be

charged, and we may offer the room(s) to another guest without any compensation to you.

4.3. Check-Out: Check-out time is any time before 10:00am on the last day of the relevant booking.

4.4. Late Departure Fees: If the room is not vacated by 10.00am, then we may charge the

following rates to compensate for the additional use of the room:

● 25% of the room rate for that night if not vacated by 11am

● 50% of the room rate for that night if vacated by 12 noon;

● 75% of the rate if vacated by 4pm; after 4pm, the full amount of the room rate.

Late checkout at 11am can be booked at check-in for $20.00 per room.

5. Expected Behaviour & Property Care

5.1. All hotel room bookings shall only be for the purpose of hotel accommodation (excepting

separate hire of the Board Room). No gatherings or parties are allowed and we reserve the right to evict any additional occupants.

5.2. We have a strict noise and no party policy. We reserve the right to limit the number of

people in any one room and to remove people from the Hotel if noise levels exceed

acceptable levels or your behaviour is reducing the enjoyment levels of other guests. If we

are required to reimburse another guest for their stay due to the noise created by you or your guests, we will pass this charge onto you.

5.3. If you have a balcony or deck off your room, this area may only be accessed up until 10pm.

5.4. No illegal drugs or associated paraphernalia are allowed to be brought onto the Hotel premises.

5.5. Smoking: The White Swan Country Hotel is a smoke-free premise indoors, and has

dedicated smoking areas outdoors. No smoking or vaping is allowed in rooms. Should you

and/or your guest(s) smoke or vape in a room an airing fee shall apply at the rate of $750,

regardless of room type. You will also be responsible for all costs, damage and liabilities

arising as a result of smoking/vaping and/or any smoke detectors being activated by you.

5.6. There is a fine of NZD$500 for tampering with the smoke detectors in any way or setting off the fire alarm due to smoking or vaping.

5.7. Pets: No pets are allowed to stay at The White Swan Country Hotel, except for Guide and

Hearing Assistance dogs, which must be declared at the time of booking. Guide and Hearing

Assistance dogs are only allowed in Park Suite 2 and 6 (subject to availability).

5.8. Damage: You will be liable to us for the costs of remedying any damage you cause to your

hotel room or function space (fair wear and tear excepted). The White Swan Country Hotel reserves the right to recover all or part of such costs from your credit card or your deposit.

Any damage to the room or property may be charged to the credit card provided, or billed to

the guest and may include loss of income if applicable.

5.9. A cleaning fee up to $600 will apply if any form of soiling has occurred in the room.

5.10. Any room key not returned at check out and not returned within 72 hours will incur a

$80 replacement fee. This will be charged to the credit card of the main guest on the booking.

5.11. Lost Property Policy: Lost property will be kept in safe storage and recorded where and

when it is found. It will be kept for 2 months and then donated to a local charity shop. If you

leave anything behind at the Hotel and we locate it, we can courier this to you at your

request and will pass on the courier fee plus a $25 handling fee for anywhere in NZ.

Additional fees will apply for international courier.

6. Cancellations & Amendments

6.1. Amendments may be made by contacting the Hotel directly. The original daily room rate

is not guaranteed and may be subject to change when amending a booking.

6.2. Bookings via Third Parties: Bookings made via online agents (e.g., Booking.com or

Expedia) must be cancelled by the guest via those portals. Bookings made via a Travel Agent

must be cancelled via the Travel Agent.

6.3. All other bookings can be cancelled by contacting the Hotel Reception email:

team@thewhiteswanhotel.co.nz or by calling +64 21 539 528.

6.4. If you do not use all of the rooms or stay the full duration of your booking, you will still be charged the full cost of the booking.

6.6. Standard Cancellation Policy – Independent Travellers: Cancellations or changes made to a booking within 48 hours of check in/arrival date

will incur a cancellation fee equal to one night’s accommodation at your confirmed room rate.

● Cancellations or changes made to a booking within 24 hours of check in/arrival date

for a 2-night stay will incur a cancellation fee equal to two night’s accommodation at your confirmed room rates.

6.7. Travel Agent Bookings, NZ Operators & Inbound Tour Operators: Limited Numbers (less than 6 guest nights):

● Cancellation within 14 days of the arrival date/check-in time will incur a cancellation fee of 100% of the confirmed room rate(s).

● Cancellation within 28 days of the arrival date will incur a cancellation fee of 50% of the confirmed room rate(s).

● Outside of 4 weeks of the arrival date, no fee will be incurred. Large Numbers (6 or more guest nights):

● A 20% deposit is due at time of booking. The deposit will be non-refundable within 60 days of arrival. Your booking is only confirmed on receipt of deposit.

The deposit will be non-refundable within 60 days of arrival.

● Cancellation within 14 days of the arrival date/check-in time will incur a cancellation fee of 100% of the confirmed room rate(s).

● Cancellation within 28 days of the arrival date will incur a cancellation fee of 50% of the confirmed room rate(s).

● Outside of 28 days of the arrival date, no additional room fee will be incurred (aside from the deposit).

6.9. Conferences (includes use of dedicated rooms/spaces) and Group Bookings (6 or more guest nights):

● Function and accommodation spaces will be held for a maximum of 14 days from the point of booking enquiry and will be released if deposit is not paid by the due date.

● A 20% deposit is due at the time of booking, your booking is only confirmed on receipt of deposit. The deposit will be non-refundable within 60 days of arrival.

● Cancellation within 14 days of the arrival date/event date will incur a cancellation fee of 100% of the total confirmed quote.

● Cancellation within 28 days of the arrival date/event date will incur a cancellation fee of 50% of the total confirmed quote/room rates.

6.10. Government Restrictions: If you need to cancel due to a pandemic, fuel shortage or similar due to government restrictions, you will be fully reimbursed the total of your deposit

amount, or held as a credit to rebook in the future.

6.11. Third-Party Costs: If we have incurred any cost or liability on your behalf towards a

third party prior to your cancellation, then you agree to pay in full such costs or liability, notwithstanding cancellation.

6.12. Hotel’s Right to Cancel: We retain the right to cancel or relocate any bookings without

notice. We will not be liable for any losses, damages, costs or expenses incurred by you as a result of any cancellation by us.

6.13. Parking Policy (Cars, Motorbikes, and Electric Bikes): The White Swan Hotel explicitly

disclaims all responsibility for any damage incurred to motor vehicles, motorbikes, electric

bikes, or any personal property left within the car park or on the surrounding hotel property.

It remains solely the owner's responsibility to ensure the safe security, locking, and charging of their vehicles or bikes.

7. Limitation of Liability

7.1. Notwithstanding anything else contained in these terms, our liability in respect of all

claims, whether in contract or in tort, will not in the aggregate exceed the cost of the booked accommodation.

7.2. To the fullest extent permitted by law, we accept no liability for economic and

consequential losses, any damages and costs, all claims involving personal injury and/or death and all loss, damage or destruction of property.

7.3. We are not responsible for any representations made by third parties on our behalf, including prices quoted on third party websites.

7.4. We are not responsible for your personal effects or equipment stored in our rooms or premises or left in vehicles and will not be liable for theft, disappearance or damage to the same.

7.5. You indemnify us in respect of any liability, loss, damage, cost and expense of any nature arising out of or in connection with your booking.

7.6. If you acquire our goods or services for the purposes of business, then the NZ Consumer Guarantees Act 1993 will not apply to the provision of those goods or services.

7.7. Force Majeure: We will not be in breach of these terms or in any way liable if we are prevented from complying with these terms due to an Act of God, act of public enemy, war, earthquake, riot, fire, storm, flood, explosion, pandemic or worldwide illnesses, compliance with any law or government requirement, rule or regulation, strikes, lock outs, or any other cause not reasonably within our control.

8. General & Legal

8.1. You warrant that you will comply will all statutes, regulations and local authority bylaws and with our own safety rules and staff directives whilst you are a guest with us.

8.2. We do not consent to the use of our intellectual property by any other person or organisation without our prior written approval. We do not sanction any third parties to act as our agents.

8.3. These terms and conditions shall be construed in accordance with and governed by the laws in force in New Zealand. You irrevocably submit to and accept the exclusive jurisdiction of the courts of New Zealand.

8.4. The White Swan Country Hotel is a New Zealand owned business. The NZBN name is The Experience Collective Ltd NZBN: 9429042442127, T/A The White Swan Country Hotel.

Please contact hospitality@thewhiteswanhotel.co.nz to discuss your options.

Please see full terms and conditions here.