Terms & Conditions
Check-in is between 2pm and 5pm. Please notify Reception if you require a late check-in service. Late check-in can be arranged up until 10pm during the peak period and 8pm during the non-peak period. Nick is happy to receive your emergency call-out up until 9pm.
Check-out is strictly 10am, unless guest has received prior approval from Management. The use of retreat facilities is strictly for guests only.
Guests are expected to adhere to our sustainability guidelines, which include the management of traffic movement, noise and headlight restrictions within the glamping Village and Billy camp areas, waste and recycling management, water and power restrictions.
Please be courteous to all guests at all times. This includes cleaning up after using bbqs, glampers kitchen facilities, fire-pits, games room, yoga space and bathroom amenities.
We aim to be a smoke-free farm. Please take considerate precautions for disposing your butts responsibly and smoking away from guest accommodation.
Our natural environment is important to us. Please do not approach or feed wildlife.
Payment Policy
A valid credit card is required to confirm your booking. We accept all major credit cards via our Payment gateway. We also accept Visa and Mastercard via our Reception EFTPOS system, during opening hours. A deposit payment of 1 nights stay will be processed at the time your booking is made. Your booking confirmation and deposit payment gives Margaret River Retreat the authority to process your balance of payment within 14 days of your arrival date, during peak periods and within 7 days of your arrival date, during non-peak periods. Please notify Reception at the time of booking if you require another form of payment.
Cancellation Policy
Cancellations made 14 days from your arrival date are eligible for a full refund, less administration and online travel agent (OTA) fees. Cancellations made once the balance of payment has been processed within 14 days of your arrival date will not be eligible for a refund. Similarly, if you choose to shorten your stay or NOT SHOW UP you will not be eligible for a refund.
Management is happy to upgrade your Glamping accommodation to an available Studio Room, at any time during your stay, for a flat cleaning and preparation fee of $80.
Gift Certificates
We are happy to custimise a gift certificate for our retreat. Gift Certificates are non-transferable, may be emailed to the recipient and are valid for 24 months from date of purchase. Certificates may not be exchanged for cash.
Opening Hours
We are available to take your booking via our web-site anytime. Our staff attend our on-site Reception between check-in hours of 2pm-5pm and during cafe opening hours.
Fireside Store & Kitchen is open from 8am -10am Friday, Saturday & Sunday. During the Peak season of Christmas and Easter, our cafe enjoys extended trading hours. Lena is happy to plan and prepare your additional catering needs beyond normal trading hours and with prior notice.
Extreme weather conditions
During an extreme weather event, prior to your arrival, Management will issue you with a Gift Certificate, to be used within 6 months.
During an extreme weather event, after your arrival, Management will upgrade your glamping accommodation to one of our available Studio Rooms.
In the unfortunate event of a FIRE threat, within the immediate local area, Management will evacuate you and assist with your relocation.
Weddings & Retreats
Margaret River Retreat is available to host your wedding event exclusively.
Save the date
Please look up our booking calender located on our website to view your preferred event date availability.
Retreat Accommodation
A minimum of between 4 accommodation rooms must be booked for you to hold a wedding reception or residential retreat at Margaret River Retreat. Tariffs for all accommodation styles can be viewed on our online booking console located on our website. Package pricing is available for large groups. (For residential retreats, please view our group retreat tariffs available on our Events page.)
Single share is charged at the same price as double. Kids stay free within the glamping area, when guests provide childrens’ bedding.
Additional Accommodation
For guest numbers greater than 50, we choose to use Soul Camping as our preferred glamping accommodation provider.
Please note; a minimum of 4 tents must be pre-ordered and booked via this supplier. Hire costs for 4m Belle tent Festival Style is estimated at $400 for two nights, plus a location fee of $80 per tent.
Camping
Billy Camp sites may also be booked when all other on-site accommodation has been booked.
Tariffs for powered and unpowered sites may be booked per site for two people. There is no minimum stay required for Billy Camp.
Wedding Cake & other bits & bobs
A display and service (if not covered by Caterer) is $11 per person including tea and coffee.
Firewood-cut and delivered $15 per bag.
Staff
For guest numbers greater than 60, Management may be required to appoint additional staff for service, parking and security. While we try to keep costs to a minimum, extra staffing will be the monetary responsibility of the Wedding party. Staff costs are estimated at $55 per hour.
Food & Beverage
All suppliers must have accreditation and be Management approved. We recommend our preferred Food and Beverage catering suppliers. Please view our list of preferred caterers.
If you choose an alternative Caterer who does not have access to bar staff, we can arrange for RSA accredited bar staff service for the event at an additional cost, for example, 24-40 guests require 2x bar staff and 41-100 requires up to four bar staff.
Our Fireside Kitchen family is happy to create a Mezza Grazing, Preparation Platters, Wedding cake and Breakfast banquet or bbq for your guests pre or post your wedding event. Prices and Menu plans TBA.
Glassware and crockery is available to hire from our preferred suppliers.
Additional FAQS
Package prices are valid until June 2021.
A 15% surcharge is applied to all public holidays.
We require a valid credit card imprint on the night of your event for incidentals.
Share the love – please help us to grow by allowing us to share your preapproved wedding images on our Social pages.
By signing our service agreement, you are accepting our Terms and Conditions, Payment, Cancellation and Privacy Policies.
Payment Policy
We are happy to hold a tentative booking for 7 days. After this time you will be notified via email and your preferred dates will be released.
To secure your booking, we require a 50% deposit amount of the total anticipated Venue hire – $2000 or $44 per person for numbers <100.
The remaining balance will be due 60 days prior to the event date.
All outstanding accommodation tariffs will be invoiced to your guests party or responsible payee, no less than 60 days prior to your event.
Management will require all supplier information for approval and final guest numbers by this date. Any outstanding costs, including additional guest accommodation, will be settled no less than 30 days prior to your event date. Your guest and vendor list will be confirmed by this date.
Cancellation Policy
If you cancel your event at any time, all suppliers must be paid to date, including any costs relating to; coordinating services, food and beverage suppliers, event tent hire, photography, decor etc..
If you need to cancel your wedding event prior to the final balance payment date (60 days), we regret that your deposit amount cannot be refunded.
If you need to cancel your wedding event prior to the final balance payment (60 days), any confirmed accommodation bookings will be refunded as per our Retreat Accommodation Cancellation Policy, available to view on our website. We regret, however, that no accommodation payments or guest ammendments will be refunded within 14 days of your event date.
If for some unforeseen reason, such as, a catastrophic weather event, and our venue is no longer available to host your wedding event, you and your guests will be refunded, less your minimum deposit amount and any outstanding costs incurred, relating to your event, to date.
Damages
Any loss or damage incurred by your wedding party, guests or a third-party contractor to accommodation, grounds, property and facilities which form part of Margaret River Retreat, will be recovered by the Wedding couple. A Credit card imprint will be held as a Security Bond prior to your event. Management will notify the Wedding couple via email, within 7 days following the event, if any costs due to loss or damage has incurred.
Décor and arrangements
Decorations need to meet our OHS requirements; please discuss your ideas with our Creative team for advice and styling ideas.
Decorations can be erected on the day of your wedding from 10am.
Any decorations left overnight will need to be picked up by 2pm following the event.
Margaret River Retreat is not responsible for any decorations left onsite after this time.
Please note that built arbours, signage and décor will need to be provided by you. Our creative team can help you organize all your styling and décor needs.
Arrival / Departure times
Suppliers must arrange property site visits, suitability and set-up / pack-down arrangements with our Venue liasson. Suppliers may have access to the property outside of normal set-up hours by prior arrangement.
Ceremony and reception times to be approved prior.
Reception ends strictly at midnight – with last bar service being 11.30pm – Guests staying onsite, on the night of the wedding can check-in from 2pm.
Guest check-out is strictly at 11am.
Guests arriving to your event early, will not be offered food and beverages from our Fireside Kitchen until the specified Ceremony and Reception start times.
Transport
Guests not staying on the night of the wedding will need to arrange prior transport options.
Please discuss your needs with our Venue liasson.
Smoking
Please note smoking is permitted only in restricted zones at the property.
Fire restrictions apply during November – May.
Children
We are a family friendly venue; however, we are not responsible for your children pre, during or post your event.
Entertainment
Arrangements with a band or DJ are between you and the performer. If you would like to use an iPod or similar, you will need to bring a suitable PA system.
Margaret River Retreat takes no responsibility for set-up, pack-down, damage or storage of hired Music equipment on-site during the event.
Music Curfew
We are fortunate not to have too many neighbours. If you wish to party beyond the constraints of our event closing times, you may do so within the Billy Campsite and Glamping Village grounds. Any guests remaining within The Circle reception area after 1am, will be escorted to the Glamping Village site and asked to reduce noise to talking level only.