Cancellation Policies

AOT Terms

• Capitol Square
• Rydges World Square
• BreakFree on George
• Holiday Inn Darling Harbour
• Rydges Sydney Central
• The Tank Stream

Note: Application of fees is based on days prior to the night/s being cancelled. Fees above are per room cancelled 2pm is based on the local time for the group accommodation provider.

Ultimo

Cancellation Policy:
Cancellations may be made without penalty up to 3pm, 31 days or more prior to arrival.
Cancellations made up to 3pm 30 days to 14 days prior to arrival will result in a fee equal to a 2 night room charge per room.
Cancellations or amendments made up to 3pm 14 days or less prior to arrival will result in a fee equal to the whole stay.

Cancellations, or amendments whilst in house, within these periods or no shows will result in a fee equal to the whole stay.

Rendezvous

Cancellation Policy:
10% cancellation fee will be charged for bookings cancelled between 21 to 15 days prior to travel. No refund for bookings cancelled 14 days prior to travel or event of a no show.

Ibis King St, Wharf

Cancellation Policy:
Cancellations may be made without penalty up to 2pm 14 days or more prior to arrival.
Cancellations made up to 2pm 14 to 10 days prior to arrival will result in a fee equal to a 2 night room charge per room. Cancellations or amendments made up to 2pm 7 days or less prior to arrival will result in a fee equal to a 3 night room charge per room cancelled.

Novotel Sydney Central

Cancellation Policy:
Up to 60 days prior to first arrival
Should the entire booking be cancelled no penalty will apply.

Between 59 and 30 days prior to first arrival
Should the entire booking be cancelled, a penalty fee of 35% of the expected total will apply.
Up to 30% of the total expected accommodation may be cancelled without further penalty.

Between 29 days and 15 days prior to first arrival Should the entire booking be cancelled, a penalty fee of 75% of the expected total will apply.
Up to 20% of the remaining accommodation may be cancelled without further penalty.

Between 14 days and 7 days prior of first arrival Should the entire booking be cancelled, a penalty fee of 90% of the expected total will apply.
Up to 5% of the remaining accommodation may be cancelled without further penalty.

Between 7 days and 0 days prior of first arrival
Should any part of the accommodation and/or event be cancelled or reduced, 100% of the expected total spend will apply as penalty fees.

PARKROYAL Darling Harbour

Cancellation Policy:
Cancellations greater than 30 days prior to arrival - No penalty. Within 30 days prior to arrival: 100% cancellation charges apply.

Vibe Hotel Sydney

Cancellation Policy:
28 Day Cancellation Applies. Any bookings cancelled from 2pm 28 days prior to check in will result in a fee equal to the whole stay.

Oaks Castlereagh

Cancellation Policy:
14 Day Cancellation Applies. Any bookings cancelled from 2pm 14 days prior to check in will result in a fee equal to the whole stay.

Travelodge Sydney

Cancellation Policy:
Up to 15 days prior to arrival 100 % of rooms may be cancelled without penalty.
14 -7 days prior to arrival Up to 50% of the remaining rooms may be cancelled without penalty. Cancellation in excess of 50% of rooms (including entire cancellation of the group) is subject to a to one night’s accommodation charge per room.
Rooms cancelled within 7 days prior to check in will incur 100% cancellation fee based on the total accommodation charge for the intended duration of stay for each room cancelled.
Cancellations, or amendments whilst in house, within these periods or no shows will incur a fee equivalent to full accommodation charges.

Best Western Plus Hotel Stellar

Cancellation Policy:
Cancellations may be made without penalty up to 2pm 14 days or more prior to arrival.
Cancellations made up to 2pm 13 to 7 days prior to arrival will result in a fee equal to a 3 night room charge per room.
Cancellations or amendments made up to 2pm 9 to 7 days or less prior to arrival will result in a fee equal to a 6 night room charge per room cancelled.

Sofitel Wentworth Sydney

Cancellation Policy:
60-31 Days From Arrival Date
Within 60-31 days from Arrival Date, the Hotel will accept a maximum cancellation of thirty percent (30%) of the agreed 61 day room block without penalty. Cancellation over thirty percent (30%) of the agreed block will incur a cancellation fee equivalent to the full stay of each room cancelled.

30-15 Days From Arrival Date
Within 30-15 days from Arrival Date, the Hotel will accept a maximum cancellation of fifteen percent (15%) of the agreed 31 day room block without penalty. Cancellation over fifteen percent (15%) of the agreed block will incur a cancellation fee equivalent to the full stay of each room cancelled.

15 – 8 Days From Arrival Date
Within 14-8 days from Arrival Date, the Hotel will accept a maximum cancellation of ten percent (10%) of the agreed 15 day room block without penalty. Cancellation over ten percent (10%) of the agreed block will incur a cancellation fee equivalent to the full stay of each room cancelled.

7 Days From Arrival Date
Final Rooming list is required no later than 7 days prior to arrival.
Cancellations within 7 days from Arrival Date will incur a cancellation fee equivalent to the full stay of each room cancelled.

Sofitel Darling Harbour

Rates for bookings for additional nights, higher room categories or that include incidentals (e.g. club access, breakfast) will be advised at time of confirmation and will be subject to 100% cancellation fee.
All other bookings may be eligible for a refund for any cancellations submitted before 19 February, subject to resale.

Cancellation Policy:
If prior to 15 December
Full refund

If after 15 December, but before 14 January
1 night fee may apply*

If after 14 January, but before 1 March
Full fees may apply*

After 1 March
Full fees apply

*Fees are subject to the hotel group conditions for this hotel - cancellations are part of a group block and will be confirmed at time of cancellation.

Hyatt Regency

Cancellation Policy:
Full cancellation to apply from 07 days from arrival date

Hilton

This rate can be cancelled up to 24 hours prior to arrival.
Any change to the arrival date, departure date or room type of the reservation is subject to the hotel's availability at the time the change is requested and may result in a possible rate change or an additional fee.
Full cancellation to apply from 07 days from arrival date

Amora Hotel Jamison Sydney

Any cancellations received after 2pm, 5 days prior to group’s first arrival or any no shows will incur a cancellation fee equivalent to the total accommodation cost for each cancelled room (ie, number of nights booked x accommodation charge per night).
Full cancellation to apply from 07 days from arrival date

Terms and Conditions

Prices and Conditions

Prices and conditions featured on this website are current at the time of viewing/booking. Prices may change if not booked immediately. Prices are confirmed when booked and are payable by you. We encourage immediate reservations to allow confirmation at the displayed price.

If we have to change any part of the booking for reasons beyond our control, for example, an accommodation supplier overbooks accommodation, we will notify you. If any such changes result in the itinerary costing more than originally booked, this will be covered by AOT.

Prices listed are per room. Prices are listed in Australian Dollars (A$) inclusive of GST and exclude all ancillary services.

Amendment Fees

An amendment fee of $50, payable by you, applies for amendments. If the amendment results in a service being cancelled inside the cancellation terms, a cancellation fee will apply. See Cancellation Fees below.

To amend a booking please email asean@aothotels.com.au including your booking reference, name, hotel details and the changes required.

Cancellations Fees

Cancellation fees vary by accommodation suppliers.
At time of booking you can display when cancellation fees will be incurred via the “Cancellation Policy” button or under the room type selected “Room Info” to display.

In addition all cancellation terms are included on the confirmation/voucher. An AOT cancellation fee of $50 applies for cancellations, in addition to the accommodation supplier cancellation fees, which are both payable by you.

To cancel your booking please email asean@aothotels.com.au including your booking reference, name, hotel details and request the booking be cancelled.

Any refund will be processed within 7 days to the card used for payment, less any accommodation supplier cancellation fees and the AOT cancellation fee of $50.

Notwithstanding any other terms of these Terms and Conditions, AOT reserves the right to cancel a booking made on this website at its complete discretion at any time without any compensation to you.

Payment

Payment can only be made via Visa, MasterCard and American Express and you will be charged the full amount at time of booking where all services are confirmed. Where some services are on “On Request” details of your credit card will be held securely and only charged to you once all services are confirmed.

Damages

You are responsible for any loss of or damage to accommodation supplier premises that you or your invitees cause and you agree not to make any claim against us or a Supplier, or any other third party connected with the ASEAN 2018 Special Summit in relation to that loss or damage.

Responsibility

Information featured on this website has been supplied by the people and organisations (Suppliers) providing the various goods and/or services (Products). In supplying this information to you, we are acting as the agent of such Suppliers. Irrespective of any measures taken by us to ensure the information featured on this site is accurate at the time of publication, we disclaim and will be exempt from liability in respect of anything misleading, false, incomplete or inaccurate and any errors, misdescription and all associated disappointment, loss, expense, damage, inconvenience, delay, death, shock, illness or injury, however caused.

We do not control the manner in which Products featured within this site are provided. We disclaim and will be exempt from liability for anything to do with the supply of such Products. This includes liability (whether as a matter of contract, tort, statute, restitution, or otherwise) for any direct, indirect or consequential loss, liability, claim, cost, expense, proceeding, demand, penalty, disappointment, death, injury, illness, shock, inconvenience or delay. This limitation of liability also applies irrespective of the cause, including negligence of us or a Supplier, or any other third party connected with the ASEAN 2018 Special Summit, withdrawal, cancellation or failure to provide a Product, delay, any variation in the Product, the provision of substitute Products or a change in the Supplier. Without limitation, we will not be responsible if the Product is not available due to inclement weather conditions or other Acts of God, civil disturbances, fire, floods, acts of Government or any other authorities, accident to or failure of machinery or equipment or industrial action.

Photographs

Images displayed on this website are included as a guide only. Hotel room photographs are representative only and actual rooms occupied may vary in décor and inclusions from those shown.

Hotel Security Deposit

The accommodation provider may choose to take credit card details, may debit or place a hold on funds via a credit card or be provided with a cash deposit to cover ancillary charges at check-in. Any ancillary charges incurred by you are payable by you to the accommodation provider.

Identification

A current photo ID that matches the guest name on the booking must be presented at check in if requested.

Travel Insurance

We strongly recommend travel insurance as it may protect you if you cancel your holiday due to unforeseen circumstances.

Important Note

In the case of any problem, it is imperative you inform the Supplier immediately in order for the Supplier to rectify the situation as quickly and efficiently as possible. If you do not do so it may hinder the ability of the Supplier to resolve your concerns and to ensure your stay is exactly to your liking.

International Passport and Visa Requirements

It is your responsibility to ensure that you are in possession of any visas required for your destination. Australian Passport holders can check http://www.dfat.gov.au/visas for information. Requirements for other nationalities / Passport holders may vary and should be checked with the relevant issuing authority. Passports are normally required to be valid for at least 6 months beyond the date of re-entry into Australia.

Please check any 'Travel Advice' notices issued by the Australian Department of Foreign Affairs and Trade prior to commencement of travel. Information can be accessed at http://www.smartraveller.gov.au.

Accommodation Ratings

Ratings featured on this website are used to describe the standard of accommodation and are supplied by the accommodation supplier.

Star Ratings

Properties bearing the STAR symbols are independently assessed by AAA Tourism, the national tourism body of the Australian Auto Clubs. The STARS and the STAR Rating Scheme are a Registered Trademark of AAA Tourism Pty Ltd. This website has no input into the assessment process.

Basic standard of accommodation with clean facilities

Comfortable standard of accommodation

High standard of accommodation and facilities

Superior standard of accommodation and facilities

- Denotes half star

Self Ratings

Properties bearing Diamond symbols do not participate in a recognised rating scheme. The rating is supplied by the individual property and is based on their own assessment. We recommend they be used as a guide only.

Basic standard of accommodation with clean facilities

Comfortable standard of accommodation

High standard of accommodation and facilities

Superior standard of accommodation and facilities

- Denotes half diamond