Groups Conditions of Hire

In this contract:

1. “Group” means the group of persons attending Urban Camp;

2. “Group Leader” means the person designated by a Group as contact person for communication with Urban Camp

3. “Hirer” means the person who signs the Urban Camp booking form

4. “Urban Camp” means the registered charity Urban Camp, and its representatives.

1. Bookings

1.1 Bookings will be confirmed by return receipt of the signed booking form, email from Urban Camp (with these Conditions of Hire attached) and full payment of the required deposit.

1.2 Tentative bookings will be held for 7 business days following the issue of a booking form and deposit invoice via email. Dates will be released after 7 business days if the booking form has not been signed and acknowledgement of payment of the deposit has not been received.

1.1 A legally binding contract is created once Urban Camp receives the required deposit into our bank.

1.2 Cancellation fees apply to any confirmed bookings cancelled beyond the Urban Camp cut-off date.

2. Cancellation Policy –cancellation by a Group or by Urban Camp

2.1. Bookings cancelled by a Group within 30 days of arrival date will incur a 100% ‘total hire’ cancellation fee based on current rates.

2.2. Bookings cancelled 30 to 180 days before arrival date will incur a 50% ‘total hire’ cancellation fee based on current rates and full deposit is non-refundable. Cancellation requests must be through email to programs@urbancamp.org.au. Cancellations over the phone will not be accepted.

2.3. Bookings cancelled by a Group more than 6 months before arrival date will incur a forfeiture of the Group’s total deposit. Cancellation requests must be through email to programs@urbancamp.org.au. Cancellations over the phone will not be accepted.

2.4. NB; for all of the above cancellations, an invoice for the relevant amount will be issued and must be paid in full within 7 business days of receipt.

2.5. Bookings that are reduced in days within 30 to 60 days of arrival date will incur a 75% ‘total hire’ cancellation fee based on current rates for the cancelled days (ie reducing from 2 nights to 1 night). Requests must be through email to programs@urbancamp.org.au. Requests over the phone will not be accepted.

2.6. Bookings that are reduced in days within 61 to 90 of arrival date will incur a 50% ‘total hire’ cancellation fee based on current rates for the cancelled days (ie reducing from 2 nights to 1 night). Requests must be through email to programs@urbancamp.org.au. Requests over the phone will not be accepted.

2.7. Bookings that are rescheduled more than 6 months after the original date will incur an administration fee of $100. Only one postponement/rebook allowed. Less than 6 months will incur the cancellation fee per clause

2.2. Requests must be through email to programs@urbancamp.org.au.Requests over the phone will not be accepted.

2.8. Urban Camp may cancel the booking if in the opinion of Urban Camp the site is unavailable or the services are otherwise unable to be delivered due to circumstances beyond Urban Camp’s control (this includes but is not limited to instances of natural disaster, government direction or pandemic or significant capital works taking place at Urban Camp that may render the site unfit for public use for a certain period).

2.9. Notice of such cancellation must be given by Urban Camp as soon as practicable and the deposit will be held and transferred to a future booking within 12 months, or if no future booking is required a refund will be issued within 14 days, if applicable. Requests must be through email to programs@urbancamp.org.au. Requests over the phone will not be accepted.

2.10.The provisions above do not alter or detract from the Group’s rights to cancel services pursuant to the Australian Consumer Laws.

2.11. Management of Urban Camp has the right to cancel the hire of the facilities at any time should any use or proposed use of the facilities by the Group be, at the reasonable discretion of the management of Urban Camp, inconsistent with the beliefs or purposes of Urban Camp. In such instances, all outstanding payments by the Group will become immediately due and payable in full.

3. Final Numbers and Dietary requirements

3.1. Groups are requested to indicate as accurately as possible the number of persons to be attending Urban Camp upon confirmation of booking.

3.2. The final number of persons attending must be advised by email to Urban Camp as soon as known and not less than 30 days (prior to booking date).

3.3. If the final numbers are not confirmed by this date, the estimated numbers stated on the signed booking form will be used as the final numbers to be charged, unless the number of actual attendees exceeds the number on the signed booking form.

3.4. Groups will be required to pay for 85% of the total expected number as indicated on the signed booking form as the minimum number.

3.5. Groups are required to confirm any dietary requirements no less than 14 days prior to the booking date. If the dietary requirements are not confirmed by this date, Urban Camp cannot guarantee and will not be liable for any dietary requirements which are not met. Additional costs may be incurred if more than 10% of the Group requires catering for special dietary requirements. Where a booking is cancelled and the Group has requested catering for special dietary requirements, the applicable cancellation fee will include the reasonable expenses incurred by Urban Camp in respect of those dietary requirements.

4. Weekend, public holidays and school holidays bookings

4.1. Weekend bookings constitute those bookings made from 2pm Friday until 5pm Sunday. Weekday booking arrival is from 2pm and departure is by 10am. Groups wishing to arrive prior to 2pm will incur a $25 per attendee charge. Groups wishing to depart outside of these windows will incur a $25 per attendee charge.

4.2. Groups will be deemed as ‘code entry’. There is no on-site welcome upon arrival for a group booking and a check-in form is required to be signed upon arrival.

4.3. A minimum number of 30 guests is required to book accommodation.

4.4. A minimum of 30 guests must be booked to be provided with weekend catering.

5. Discipline

5.1. The Group’s on-site Leader will be responsible for monitoring the behavior of the Group.

5.2. Urban Camp management reserves the right to ask any person (or Group as whole) who does not abide by the rules of Urban Camp to leave the property immediately and all pre-payments in respect of that person (or the Group, as applicable) will be forfeited and all payments owing will become immediately due and payable in full. Any conduct inconsistent with Urban Camp’s beliefs and purposes will be deemed unacceptable behavior.

6. Conditions of Hire/ Rules

6.1. Hirer: Prior to arrival the Hirer (the person who signs the booking form) must nominate a group leader (Group Leader) to be the primary contact who upon arrival is asked to meet with the staff of Urban Camp. A copy of the program, room allocations, attendees and updates of numbers must be provided if they haven’t already been provided.

The Hirer must ensure that:

a) Prior to entering Urban Camp, each guest has completed an appropriate health/medical information sheet.

b) Group Leaders must adequately supervise all guests, including appropriate supervision at instructed and non-instructed activities.

6.2. Cleaning: It is expected that the Group will keep the site in a clean and tidy state. At the conclusion of your visit, it is expected that all rooms will be left tidy. A cleaning fee of $100 for groups of 49 or less people will be added to the final invoice. A cleaning fee of $200 for 50 or more people will be added to the final invoice. An additional fee may be charged if the site is left in an unsuitable state. Groups that use rooms not allocated to them will be charged an extra fee upon check out.

6.3. Accounts: Accounts are to be paid within 10 business days of your departure date. Payment is to be made via direct transfer as outlined in the invoice or by credit card. Groups may be requested to pay their account upfront before arrival at the reasonable discretion of the management of Urban Camp. For bookings which have been made more than 12 months in advance, Urban Camp may pass on any price increase it incurs (i.e. an increase in its reasonable costs and expenses) during the period from the booking. If the Group does not accept the price increase the Group may cancel the booking in accordance with these Conditions of Hire and the deposit will be forfeited.

Credit card payments will incur the standard 2.5% surcharge.

6.4. Equipment: All facilities and equipment are provided for your use on the understanding that they will be used with due care and kept in good condition. Urban Camp reserves the right to charge the Group any costs incurred by Urban Camp as a result of a default in these obligations and any such costs will be invoiced on

departure.

6.5. Deposit payment: For bookings made more than 30 days of arrival, a deposit invoice of 20% of the total hire cost of the camp using current rates is required to be paid within 7 business days of receiving the tentative booking email. The booking is not considered confirmed until the deposit has been paid. If the 20% deposit is less than $1000 then the minimum hire charge of $1000 will apply.

6.6. For bookings made within less than 30 days of arrival, a deposit invoice of 50% of the total hire cost of the camp using current rates will be required to be paid within 5 days of receiving the tentative booking email. The booking is not considered confirmed until the deposit has been paid

6.7. If the deposit is not paid by the due date, the dates will be released to other groups to book in.

6.8. Minimum hire: The minimum hire cost for all groups is $1000.

6.9. Any items damaged by Groups will be required to be paid for with the full replacement cost being paid by the Group.

6.10. Hall Hire: Groups that request full use of the dining hall during their stay will incur a hall hire fee per day.

6.11. Alcohol/Drugs: Under no circumstances is any alcohol or any non-prescribed drug to be brought onto the property without prior consent in writing from Urban Camp management. Where the Urban Camp management have consented to alcohol being brought onto the premises, the Group must comply with the conditions of that consent, and the Urban Camp BYO permits, at all times.

6.12.Smoking: Smoking is not permitted on the property of Urban Camp other than in respect of designated areas. Smoking may only be conducted in the designated areas.

6.13. Multiple Groups: Urban Camp may host multiple groups on-site at any one time.

6.14.Exclusive Use Groups: Exclusive use (non – school groups) minimum number of guests is 75 for accommodation per night.

6.15. Noise: Consideration of noise levels is required. All noise must cease by 10.30pm and consideration is to be given when multiple groups are onsite.

6.16. Dormitories: Are to be used for sleeping, resting and study only. No one is to enter the sleeping quarters of another group.

6.17. Beds & Bedding: Mattresses, blankets and pillows are not to be removed from the bedrooms. Guests are required to bring their own pillowslip, linen or sleeping bag, towel and toiletries. It is the responsibility of the Group to ensure that linen is used. If linen is supplied by Urban Camp and not returned any such costs will be invoiced on departure.

6.18.Lighting/Heating/Cooling: All lights, heaters, air conditioners and fans are to be turned off when not required and on departure.

6.19. BBQs: No BBQ may be lit without the permission of Urban Camp staff and then only in designated areas as agreed. Only BBQs provided by Urban Camp may be used on site.

6.20.Fire Fighting Equipment & Alarms: Extinguishers, fire hoses, sprinkler systems and smoke detectors are vital and are located around the site. They should not be tampered with or removed unless required. There is a minimum charge of $250 for damage to equipment. If emergency services are called due to inappropriate behavior the Group will be required to pay the call out fees or associated costs. No aerosols are to be used onsite inappropriately.

6.21. Assistance Animals: Assistance animals are welcome subject to requisite documentation provided.

6.22.Parking: Vehicles are to be parked only in areas designated for parking.

6.23. Campfires: Are not permitted onsite or in the surrounding parklands.

6.24. Breakages & Damage: Any breakage or damage to property or equipment onsite must be reported immediately to Urban Camp staff and if any breakages or damage incur costs for Urban Camp these costs will be invoiced on departure. In the event the damage was caused by a member of the Group, the Group may be liable for the replacement or repair costs.

6.25.First Aid: It is the responsibility of the Group Leader to ensure that adequate First Aid expertise and equipment are provided for the Group. Any such incidents must be recorded in the Urban Camp illness and injury register and is the responsibility of the Group Leader to make themselves familiar with this documentation. The Hirer must ensure that the Group has at least one member with appropriate first aid training and is always present at the site when guests are present. The Hirer must ensure that a suitable emergency vehicle is always available to transport any person from the site as required in the case of a medical emergency.

6.26.Emergency Procedures: Emergency procedures are posted throughout Urban Camp, and the Hirer must make all guests aware of the emergency procedures. All calls to emergency services must be reported to the Urban Camp staff member on call.

6.27. Adult Supervision: Children and young people ages 17 and under must be always under the supervision of a responsible adult (from the group). Urban Camp staff are not responsible for supervision of attendees.

6.28. Urban Camp On Call Staff: During your stay an Urban Camp staff member will be on call for your assistance in the event of an emergency and will attend the site as soon as possible and if applicable. Urban Camp does not have staff stay onsite overnight and an on-call number and staff member’s name will be provided to your Group Leader on arrival for this purpose.

6.29. Child Safety: Urban Camp is committed to the safety and wellbeing of all children and young people. This will be the primary focus of our care and decision-making. Urban Camp has zero tolerance for child abuse. Urban Camp is committed to providing a child safe environment where children and young people are safe and feel safe, and their voices are heard about decisions that affect their lives. Particular attention will be paid to the cultural safety of Aboriginal children and children from culturally and/or linguistically diverse backgrounds, as well as the safety of children with a disability. Every person involved with Urban Camp has a responsibility to understand the important and specific role he/she plays individually and collectively to ensure that the wellbeing and safety of all children and young people is at the forefront of all they do and every decision they make.

6.30.Off-site Activities: Urban Camp may, if requested, make bookings for the Group for off-site, unaffiliated venues. Where such a booking is made, the Group confirms that Urban Camp has no liability whatsoever in respect of the booking (including but not limited to errors in the booking, amendments to the booking or payments related to the booking). The Group acknowledges that, to the extent relevant, the terms of these Conditions apply to the off-site activities.

Non-school groups must pay a programming fee of $250 for for Urban Camp to organise off-site activities.

7. Catering

7.1. Urban Camp will supply meals as indicated by the Hirer on the catering form which the Hirer will receive as part of their booking information pack after the booking is confirmed. The Hirer must complete and return the catering form to Urban Camp staff no less than 14 days prior to commencement of the Hire Period (unless agreed otherwise) (see also clause 2.4).

7.2. The Hirer must notify Urban Camp staff of any special requirements for catering purposes at least 14 days prior to the commencement of the Hire Period using the “Special Diets” form which is available once the booking is confirmed. The staff at Urban Camp cannot guarantee that special requests will be able to be accommodated after this time.

7.3. The Group Leader must designate a member of the Group to be the ‘Special Diets Coordinator’ who will be

responsible for the delivery and supervision of all meals for guests/students who have dietary requirements. The

Group Leader will be required to notify Urban Camp staff of the name of the Special Diets Coordinator during the

Welcome/Check-In process. This person is responsible for all dietary procedures to be followed and that meals

have been checked prior to service.

7.4. If any Guest has a life-threatening food allergy, the Hirer must, prior to commencement of the Hire Period:

a) notify Urban Camp in writing of the name of the Guest and details of the allergy;

b) nominate the Special Diets Coordinator within the Hirer’s group to act as a liaison; and

c) supply Urban Camp with an ASCIA action plan for any such Guest; and

d) ensure that the Guest has available at all times during the Hire Period an Epi-pen or such other lifepreserving medical interventions as may be reasonably necessary having regard to the Guest’s

specific allergy situation.

e) Urban Camp reserves the right to refuse catering for guests with life-threatening food allergies if these

are outside of the ability of the Catering Team to provide for. The Guest must provide their own food in

these circumstances.

7.5. Urban Camp will have no liability in respect of the allocation of special dietary meals to the correct individuals and

takes no liability if special dietary meals are allocated to the wrong individuals or in the event that a Guest who

has a food allergy suffers or incurs any harm as a result of the ingestion of foods which trigger that allergy.

8. Self-Catering

8.1. Self-catering can only be carried out by group and no outside caterers are permitted to cater at camp. If groups

require catering, they must organise catering through Urban Camp.

Groups wishing to self-cater must seek prior approval from Urban Camp during the booking process.

8.2. Groups must clean up after themselves prior to departure. Urban Camp may apply a cleaning fee if the site is

not reasonably cleaned prior to departure.

8.3. Urban Camp kitchen is not accessible to self-catered groups.

8.4. Self-catered groups have access to the microwave, commercial refrigerator, toasters, BBQs, self-serve coffee

machine, cutlery, cups, plates and bowls provided by Urban Camp. A per person per day surcharge will be

added to the invoice for groups that self-cater.

8.5. Groups may not bring outside appliances, including but not limited to, slow cookers, air fryers, gas

stoves/cooktops, blenders, sandwich press etc onto the premises.

9. Termination

9.1. Urban Camp may terminate these Conditions with immediate effect if the Hirer commits a serious breach of

these Conditions such that it endangers the health or safety of any person or the environment.

10. Disclaimer

10.1.The Management of Urban Camp, Employees or the Directors shall not be in any way liable, or directly or

indirectly held responsible for any injuries, loss or any other damages whether to a person or property, unless as

a direct result of criminal or negligent conduct of Urban Camp. Group Leaders shall be responsible to ensure that

all persons in the group, their guests and visitors have been made aware of the rules and regulations outlined by

Urban Camp and its staff. Urban Camp holds all necessary insurance for public risk and injury as per industry

and accreditation requirements, however Groups are advised to hold their own insurance or seek appropriate

advice. Such groups must, upon request, provide satisfactory evidence to Urban Camp of the existence and

currency of such insurance policies.

10.2.The Hirer indemnifies and will keep indemnified, Urban Camp against all expenses, losses, damages and

costs that Urban Camp may suffer or incur as a result, whether directly or indirectly, of the Group’s:

a) negligence or unlawful conduct;

b) breach of these Conditions; or

c) any acts or omissions during their stay onsite.

11. Governing Law

11.1.These Conditions are governed by the laws of the State of Victoria, Australia.

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Lower North Wing Sleeps Max 48

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