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Conditions covering the booking of hotels using GDM Hotels website

The following conditions cover the booking of hotel rooms under the GDM agreement -

  • The rates have been provided by the hotel and therefore all bookings must be made directly with the hotel using the GDM Hotels website
  • The rates are non-commissionable and not available through a travel agent although Monash University has set up special access for its preferred travel management companies ( HRG Australia and Voyager Traavel Corporation) to access the GDM rates on your behalf.
  • It is essential that you book your accommodation through the on-line booking facility that is provided with the listings of hotels in each city. Do not ring the hotel directly.
  • The rates are specific to Monash University via the agreement and should be treated as confidential.
  • The rates are available to both staff and students of Monash University.
  • The rates are also available to staff and students travelling on personal (non-University) business and for accompanying family members. In this case a personal credit card must be quoted on booking.
  • A booking fee, over and above the listed hotel rate, is charged by GDM for access to the on-line booking engine. The fee (currently $6 per room per night) is charged on confirmed bookings only, and is levied on a per room night basis. The booking fee is not refundable unless it exceeds $30. In this case, $30 will be retained to cover administration costs and the balance refunded as a credit back to your credit card.
  • The booking fee does not cover your hotel booking. You are required to pay the hotel the required fee on checking out of the hotel, unless it is a Pre-Paid hotel booking.
  • Your credit card details entered when booking on-line at confirmation are for charging the GDM booking fee only.
  • You will need to settle your account with the hotel on departure. In addition, you should be aware that many hotels require an impression of your credit card on check-in at the hotel reception desk.
  • Your credit card details will be used by GDM only. For security reasons your credit card details will not be sent onto the hotel.
  • Proof by way of staff or student ID card may be requested on check-in to the hotel in order to get the contract rate.
  • A hotel may require to log credit card details in advance in order to secure your reservation. This can be done by completing and faxing the Credit Card Details Form to the hotel on request.
    Note: In the event that you cancel the reservation at a very late stage or do not show they reserve the right to charge a cancellation fee against your credit card (usually equal to one night's fee). It is therefore in your best interest to notify the hotel ASAP should you need to cancel your reservation so that they can re-allocate your room.