Terms & Conditions


The Team at Hearn’s Port Fairy Accommodation has been working hard to find a balance between supporting you our valued guests, along with supporting our property owners / landlords during this difficult time. Given the circumstances surrounding Corona-Virus / COVID-19 and this very uncharted territory, we as an agency have reviewed our cancellation policies and are adapting to booking modifications / cancellations as required. 

Should you wish to cancel or modify an upcoming booking, as per our terms and conditions, please submit a request to cancel or modify your reservation via email only to accommodation@hearns.com.au with; Property Name, Guest Name, Guest Booking Dates. We will action these requests accordingly as soon as possible. 



You agree to be bound by and accept these Terms & Conditions in their entirety upon lodgement of a Pending / Confirmed Booking.

In addition to any other rights Hearn’s Port Fairy Accommodation or the Owner / Landlord may have at law or in equity, Hearn’s Port Fairy Accommodation has the right to recover any associated monies from the booking guest should the following terms and conditions not be abided by.


Bookings are accepted by Hearn’s Port Fairy Accommodation in good faith as a managing agent on behalf of property Landlords / Owners. Hearn’s Port Fairy Accommodation cannot be held responsible for actions taken by the owner of the premises or other occurrences which are outside of our control such as the following:

1. The property is sold
2. The tariff has increased prior to your occupancy
3. The property is altered in any way
4. Malfunction of the inventory articles
5. The property is withdrawn from letting


We encourage guests to view properties online at www.portfairyaccom.com.au prior to booking any property or viewing properties via personal inspection. We will accept no responsibility for any changes to properties, or misconceptions of properties based upon bookings made without personal inspection.

Every effort is made to keep inventories and photographs up to date however; properties are individually owned and changes made by the owner can be done so without notice to the managing agent; this may mean that information online may fail to be changed prior to your occupancy.

Hearn’s Port Fairy Accommodation, Landlords / Owners, will not be held responsible / liable for any omissions made on the website. Hearn’s Port Fairy Accommodation will not be held responsible for failure of utilities, essential services or alike should it / they cease to function.


To secure a booking with Hearn’s Port Fairy Accommodation; a 30% deposit of the total tariff amount is required inclusive to a non-refundable booking fee of $30.00.

We accept any of the following payment methods…

Direct Bank Transfer, Secure Online Payment by Credit Card (Visa, MasterCard) – does incur a 1.32% processing fee, Debit Card, Cheque (a fee for dishonour or re-presented cheques will be applicable to the guest).

Credit Card details will be held in lieu of a bond on our booking system. By lodging a booking with Hearn’s Port Fairy Accommodation; the booking guest agrees to a pre-authorisation of any charges to be charged to this credit card, without notice or demand, in the event of any loss or expense arising from breach of the agreement to rent any holiday accommodation property(ies), their occupation of the property or damage to the property (see Damage / Repairs / Loss).


The balance of total tariff is due 30 days prior to arrival. This is payable by any of our outlined payment options. If we have not automatically received final balance payment, we will automatically charge your held / saved credit or debit card with your balance payment IF it has not been paid 10 days prior to your arrival. If we cannot process funds on credit card, in the instance terms and conditions have been breached and credit card details not provided, your booking will be cancelled and current funds held by Hearn’s Port Fairy Accommodation will be entirely forfeited.

Once final balance payment is received, you will then receive details on how to check in along with other important information.


If a double booking occurs (note: this is extremely rare but computer / human error can occur), the first booking taken will take precedence. In this instance, if available, every endeavour will be taken to find you an equivalent property within the Hearn’s Port Fairy Accommodation’s portfolio.

If we have no properties available, we will do our best to outsource a property. In the rarity that a property cannot be found, all monies paid will be refunded in full (we have no control over third party booking portal cancellation fees).


In the event a booking guest may need to cancel, the following cancellation policy will be applicable. We thank you in advance for your understanding of the need to have these fees in place.

1. Booking fee(s) totalling $30.00 per booking are non-refundable

2. All booking cancellations will incur a $100.00 cancellation fee (usually deducted from monies already paid)

3. 30 days’ notice is required for cancellation of any booking(s).

4. Cancellation request(s) must be done so via email / in written form.

5. If you cancel less than 30 days prior to your arrival date, the booking fund(s) will be forfeit in full and the booking guest(s) will be held liable for the full tariff amount / monies in their entirety.

6. No refunds will be given for early departures or shortening of stays within the cancellation policy requirements i.e. 30 days’ notice or less.


If you are staying with us and require emergency only after-hours assistance, please call or text 0418 529 816. We will require the following details so we can endeavour to assist you as best we can.


–          Your booking name(s)

–          Phone / contact number

–          Property name and address if you are aware

–          Description of the emergency situation

–          Location of the emergency situation


The emergency only after-hours phone will be checked regularly. We will endeavour to try our very best to have the issue addressed as soon as possible for you. (please note that we do require authorisation from individual owners if a tradesperson should need to be called. If we deem that your issue not an emergency, we will contact you within business hours with assistance options. A call out fee may apply in these circumstances.


Check In is 3.00pm on the day of arrival and Check Out is 10.00am on the day of departure.

A $60.00 penalty fee, per hour, will be charged for late check-outs unless prior arrangements have been organised with a consultant. Should an unauthorised late check-out interfere with our housekeeping schedule(s) / forward bookings, you will be on forwarded time per hour, per cleaner accordingly. 

Early Check In’s / Late Check Out’s are not available during peak periods or for back to back bookings and are only authorised at managements discretion.


The property is to be left in a clean and tidy state upon departure.

This is inclusive but not limited to the following; dishes washed or in the dishwasher, all food should be removed from refrigerator(s) and cupboards. Bathroom linen should be left in wet areas i.e; the bathroom / laundry. The property is to be left secured with all windows and doors closed, lights off, heating and air conditioning off.

Additional Cleaning Expenses (property left outside an acceptable state) –

A cleaning charge of $75.00 per hour will be incurred if the property is not left in a clean and tidy state upon departure. This $75.00 per hour (per cleaner) cleaning charge will also be applicable in the case that the property has taken outside the normal allocated cleaning time. If the BBQ is left unclean, this will incur a $30.00 cleaning fee.

Any nauseous cleaning will incur an additional charge at the discretion of Hearn’s Port Fairy Accommodation management.


Wedding, Parties, Events or any event exceeding the number of guests applicable to occupy the premises: Properties we manage are to be used purely for holiday accommodation only. A charge of $1,800 will be incurred should any type of function be held at the property.


Keys (and remote controls if applicable) are to be collected from the instructed location as per your pre-arrival email. This will be sent to the booking guest(s) email approximately 3 days prior to your arrival date. This will inform you of further check in details relevant to the property in which you have booked.

All guests are responsible for the safekeeping of holiday accommodation keys / remotes. A call out fee of $75.00 will be applicable if a replacement key is required.

If keys / remotes to holiday accommodation are lost or damaged by the occupants, you as the occupant are responsible for the cost of full replacement set of keys and garage remotes and any / all additional locksmith fees.


Immediate termination may apply in the event of unnecessary or excessive noise, nuisance or disturbance caused to neighbouring properties during your occupancy.

We cannot and will not intervene should a neighbouring property ring and report noise / nuisance to Victoria Police.


Termination of any and all booking(s) may occur if a booking exceeds the number of guest(s) in which the property may sleep.

Additional caravans, motor vehicles, motorcycles and the erection of tents are strictly prohibited without exception.

In the instance of any additional sleeping arrangements made by the booking guest, you will be charged $20.00 per additional person will apply and excess cleaning fees may apply.


Either of the following may apply dependent on the arrangement made directly through an accommodation consultant, or as listed on our website…

– Pets are permitted at the property should there be prior arrangement made with the accommodation consultant or should you book a property that is listed as pet friendly. Should you bring your pet the following conditions must be adhered to: pets are not allowed on furniture, pets are not allowed in bedrooms, pet droppings must be picked up before you depart the premises, every effort to remove pet hair should be made or the above mentioned cleaning fees may be applied. Hearn’s Port Fairy Accommodation will not, and does not accept any responsibility / liability for the welfare and care of your pets during occupying our holiday accommodation.


– Pets are not permitted at the property under any circumstances


Please remember to take all personal belongings with you upon departure. No responsibility will be accepted by Hearn’s Port Fairy Accommodation for any personal possessions left after departure. Any items left behind that need to be returned to you will be sent C.O.D. (cash on delivery). We agree to hold item(s) for a period of 1 month(s), after such time the item(s) will be donated / gifted to the local op-shop.


In peak season, if you wish to rebook the property for the same dates next year you must do this when vacating the property. A deposit of 30% inclusive to our non-negotiable $30.00 booking fee is required to be paid at time of booking to secure these dates. Please note that owners reserve the right to cancel these bookings and guest(s) do book with this in mind.

If you choose not to rebook at the time of your departure the property will then be offered as available for others to book, we will not automatically re-book any guest into a property. Properties are open / bookable from 344 or less from the departure date.


Rubbish bins are to be placed out each Sunday evening.

There are 3 bins:

  • RED BIN is for the general waste
  • YELLOW BIN is for recycling
  • GREEN BIN is for garden waste

Please use these provided bins appropriately indicated by colour above. Failure to use these as indicated will result in a $60.00 rubbish collection charge.


Smoking of cigarettes or other tobacco products is strictly prohibited in all properties without exception. Any traces of such substance use whilst occupying the property may incur a charge of up to $300.00 AUD.

Illicit drugs are strictly prohibited in all properties with no exceptions as per Australian Law. Any traces of such illicit drug use will be immediately and without hesitation reported to Victoria Police.


Are current and subject to change without notice. Hearn’s Port Fairy Accommodation accepts no responsibility accepted for errors and omissions on the website or verbally.


Booking guest(s) are responsible for any and all damages, breakages and losses incurred during the term of your occupancy. All damages, breakages and losses must be replaced, paid for or made good to the satisfaction of the owner / agent. This includes replacing / recutting lost keys.

Hearn’s Port Fairy Accommodation reserves the right to charge the booking guest(s) credit card to recover reasonable costs to damage of the property and/or its furnishings during your stay based on a bond in lieu.


Any booking guest(s) at any property with Hearn’s Port Fairy Accommodation

a) Uses and occupies the premises at his / her own risk

b) Indemnifies the owner against liability as a result of injury or loss being personal or proprietary suffered by any person where injury, damage or loss has been contributed to or caused by any act or occasion of the guest or his / her agent, Hearn’s Port Fairy Accommodation.


Hearn’s Port Fairy Accommodation does not accept liability in contract or tort for any injury, damage, loss, delay, additional expense or inconvenience caused directly or indirectly by force, majeure or other events which are beyond our control or which are not preventable by reasonable diligence on our part including, but not limited to war, civil disturbance, fire, floods, extreme weather, acts of God, acts of Government or of any other authorities, accidents, theft to our failure of machinery or equipment or industrial action. For the avoidance of doubt, the Cancellation Policy applies to cancellation by reason directly or indirectly related to events which are beyond our control including warnings issued by any authorities.


All personally indemnifying information that you provide voluntarily (e.g. name, address and phone number) will only be used by Hearn’s Port Fairy Accommodation. Therefore, we will not; sell, trade, share or licence the information you provide to any other entity.

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