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Terms and conditions

  1. Definitions
  2. General
  3. Booking process
  4. Fees and charges
  5. Variations and cancellations
  6. Hire area and facility usage
  7. Product specific terms and conditions
  8. Instructor-led activities
  9. Liability
  10. Traveller accommodation providers (liability) act 2001
  11. Use of information
  12. Interpretation

1. Definitions

Capitalised terms, not specifically defined in these terms and conditions have the meanings set out in the relevant part of the Department’s website. The following terms have the following meanings:

  1. Activity means any sporting, recreational or other permitted activity to be undertaken at a Centre;
  2. Additional Terms and Conditions means any additional terms and conditions required by the Department under 2(e) and notified to the potential Hirer by email, within the Booking Itinerary.
  3. Arrival Date means the date the Hirer is to arrive at the Centre as set out in the Booking Itinerary;
  4. Booking Itinerary means all of the details of the booking (including fees and charges) and specific requests as detailed in the Booking Itinerary and as varied by agreement between the parties from time to time;
  5. Booking Agreement means the Booking Itinerary (including any Additional Terms and Conditions) and as varied by agreement between the parties from time to time and these Terms and Conditions;
  6. Camp means, where relevant, either an Adventure Camp, Sports Camp or a Coast Camp;
  7. Centre means either the Gold Coast or Sunshine Coast Recreation Centre (being parts of the Department), as specified in the Booking Itinerary;
  8. Department means the State of Queensland as represented by the Department of National Parks, Sport and Racing;
  9. Hirer means the organisation or group (or individual for Family Escape and Coast Club bookings) as specified in the booking form;
  10. Meeting Date means the date of the relevant meeting under the Corporate Package as specified in the Booking Itinerary; and
  11. Representative means an employee, agent, officer, director, contractor, subcontractor or other authorised representative (including guests) of a party.

2. General

  1. This document sets out the terms and conditions upon which the Hirer and the Department contract for the provision of services at the Centre, and (if booking is accepted in accordance with these terms and conditions) forms part of the Booking Agreement between the parties.
  2. Through submitting a booking enquiry the potential Hirer acknowledges that they have read, understood and agrees on behalf of the Hirer to be bound by these terms and conditions.
  3. The Department may in its absolute discretion, place Additional Terms and Conditions (including additional payment terms) as required prior to accepting a tentative booking. If Additional Terms and Conditions are required, then the potential Hirer will be advised of this by the Department and the potential Hirer must confirm that they agree to these Additional Terms and Conditions and wish to proceed with the tentative bookingprior to the Department accepting a tentative booking andissuing a deposit invoice to the potential Hirer.
  4. The Hirer consents to abide by the Queensland Recreation Centre Rules as published from time to time and in force at the Arrival Date.
  5. Any variation to the Booking Agreement is at the absolute discretion of the Department and must be recorded in writing by the parties.
  6. The Copyright Act 1968 (Cth) imposes an obligation on Hirers who wish to broadcast, communicate or publicly perform protected sound recordings and music videos to obtain the licence of the copyright holders. Hirers are required to provide a copy of all licences at the request of the Department.
  7. Smoking is not permitted within the Centre (including all buildings and grounds) except within designated areas.
  8. Alcohol may not be consumed in any areas of the Centre, including all buildings and grounds.
  9. The Booking Agreement is governed by the laws of Queensland. If any part of the Booking Agreement is determined to be invalid, unlawful or unenforceable wholly or to any lesser extent, such terms or conditions shall be severed from the remaining part of the Booking Agreement.

3. Booking process

  1. The submission of a booking enquiry creates a tentative booking. Submission of a tentative booking does not guarantee the Department will accept the tentative booking.
  2. If a booking enquiry is made on behalf of an organisation, the booking enquiry must be completed by a person who has the authority to legally bind the organisation as the Hirer. A person must be at least eighteen (18) years of age to book accommodation at any Centre.
  3. A contact officer must be nominated by the Hirer at the time of making a booking enquiry.
  4. Following a submission of a booking under 3(a), the Department will (at the earliest convenience) email the potential Hirer, attaching a Booking Itinerary (which may, if required, contain Additional Terms and Conditions) to clarify the details of the potential Hirer’s tentative booking.
  5. If Additional Terms and Conditions are required under 2(c) the Department will notify the potential Hirer of the Additional Terms and Conditions in the Booking Itinerary referred to in 3(d).
  6. The potential Hirer must confirm acceptance of the Booking Itinerary, including Additional Terms and Conditions (if any) by email prior to the Department considering the potential Hirer’s tentative booking.
  7. If the tentative booking is accepted by the Department, the Department will issue a deposit invoice to the potential Hirer. If a tentative booking is rejected by the Department, the Department will notify the submitter of the decision by email.
  8. Once the potential Hirer has complied with 3(f) (if applicable)and full payment of the deposit amount has been received by the Department, the Department will confirm by email that the booking has been made. It is at this point that a Booking Agreement has been made between the Department and the Hirer. 
  9. If payment of the deposit is not received within thirty (30) days of the issue of a deposit invoice, the tentative booking will lapse.
  10. Through making payment of a deposit, the Hirer acknowledges that they have read, understood and agrees on behalf of the Hirer to be bound by these terms and conditions and the terms of the Booking Agreement.

4. Fees and charges

4.1 Payments

  1. The charge rate for the use of the Centre is calculated in accordance with the Fees and Charges Schedule as published on the Department’s website at the time of the booking enquiry (subject to an annual indexation rate increase on 1 January each year as advised or published by Queensland Treasury and Trade).
  2. Payment to the Department for the total fees and charges (less the amount of the deposit paid) as set out in the tax invoice must be made by the Hirer within thirty (30) days of the date of the invoice, which will become a liquidated debt due and owing to the Department if not paid within that timeframe.
  3. The Department may, at its absolute discretion, place additional payment terms on a booking in accordance with clause 2(c) above.

4.2 Deposits

  1. Subject to 4.2(c) below and except for Family Escapes (see 7.2), the deposit payable is either the higher amount of $300 or fifteen (15) per cent of the estimated total cost of the booking OR the amount specified in the Additional Terms And Conditions (if any) .
  2. If payment of the deposit is not received within thirty (30) days of the issue of a deposit invoice, the tentative booking will lapse.
  3. The Department may, at its absolute discretion, require the payment of a deposit up to the value of the booking. If an additional deposit is payable then the Hirer will be advised of this in accordance with clause 2(c) above.

4.3 GST

  1. All prices are inclusive of GST unless otherwise stated.

5. Variations and cancellations

  1. All cancellations to bookings must be made in writing.
  2. All variations to the Booking Itinerary must be confirmed in writing by the other party.
  3. The Department, at its absolute discretion, may cancel a booking at any time. If the Department cancels a booking, the Hirer will be notified by phone or email in accordance with the contact details provided in the booking form and will be provided with a full refund of the fees paid.

6. Hire area and facility usage

  1. The Hirer will only be entitled to use the part or parts of the Centre (Hire Area) as specified in the Booking Itinerary and must vacate the Hire Area at the time agreed with the Department, and for Family Escapes in accordance with 7.2.
  2. The Hirer acknowledges that the Department may hire areas of the Centre to other users at the same time.
  3. The facilities at the Centre may include an oval, outdoor courts, indoor courts, swimming pool and meeting rooms at the Centre (Facilities). The use of all Facilities is subject to availability.
  4. Facility bookings can be requested any time after the full payment of the deposit.
  5. Priority usage for facility bookings will be given to the following user groups in order:
    • major events and whole of site bookings;
    • seasonal community use;
    • Sports Camp bookings; and
    • all other confirmed bookings.
  6. The Department reserves the right to refuse facility bookings if they disadvantage other users of the Centre.
  7. Exclusive use of facilities is not guaranteed.
  8. The Department will provide confirmation of facilities booked two (2) weeks prior to the Arrival Date.

7. Product specific terms and conditions

These terms and conditions apply to a specific product, and where there is an inconsistency with the terms outlined in 2 - 6 above, these provisions will prevail in relation to that specific product.

7.1 Camps

7.1.1 General

  1. Adventure Camp—Bookings can be made up to two (2) years in advance of the proposed Arrival Date.
  2. Sports and Coast Camp:
    • for accommodation Monday to Friday, during school terms, as defined by the Department of Education and Training, bookings can be made up to twelve (12) months in advance of the proposed Arrival Date; and
    • for accommodation at all other times, bookings can be made up to two (2) years in advance of the proposed Arrival Date.
  3. Minimum charges of twenty-two (22) persons apply for all Camp bookings under clause 7.1.1(a) and (b).
  4. A twenty (20) per cent surcharge per person will apply for one (1) night stays.
  5. The Hirer must provide a completed Final Details Form (to be provided by the Department) no later than three (3) weeks prior to the Arrival Date.
  6. The Hirer must book and pay for a lifeguard if the use of the pool is requested outside of any instructor led Activity sessions.
  7. Unless otherwise advised, check in to the Centre by the Hirer and its Representatives is available after 2.00pm on the Arrival Date.
  8. Unless otherwise advised, check out of the Centre by the Hirer and its Representatives is required before 11.00am on the day of departure.

7.1.2 Variations and Cancellations

  1. If the Hirer reduces the number of persons in the booking as stated in the Booking Itinerary, the fees and charges will be reduced accordingly up to a maximum reduction of fifteen (15) per cent. If the Department is advised less than seven (7) days of the Arrival Date, that there will be a reduction in the number of persons, the Hirer will be liable for and invoiced for the total costs of the booking as confirmed in the Booking Itinerary.
  2. The Hirer may increase the numbers included in the booking, subject to availability. A revised Final Details Form will be required for each increase in numbers. The Department reserves the right to request payment of an additional deposit.
  3. Where notice of cancellation is given at least sixteen (16) weeks prior to Arrival Date, the Hirer will be provided with a full refund of the deposit paid. The deposit may be transferred to another booking, once only.
  4. Where the Hirer cancels the booking less than 16 weeks of the Arrival Date, the Hirer will not be entitled to a refund of the deposit.
  5. Cancellations of the booking less than seven (7) days of the Arrival Date, the Hirer will be liable for and invoiced for the total costs of the booking as confirmed in the Booking Itinerary.
  6. The Department, at its absolute discretion, may consider requests for special consideration around the terms and conditions that apply to Variations and Cancellations prior to Camp or on the Arrival Date. All requests for special consideration must be made in writing.

7.1.3 Sports Camp Eligibility

  1. Organisations eligible for a Sports Camp package are:
    • Local, regional, state and national level not-for-profit sport or recreation organisations or not-for-profit community organisations (whose primary objective is sport or recreation) incorporated under the:
      • Associations Incorporation Act 1981 (Qld)
      • Corporations Act 2001 (Cth)
      • Cooperatives Act 2002 (Cth)
      • Corporations (Aboriginal and Torres Strait Islander) Act 2006 (Cth); or
      • an incorporated university sports club.
  2. Organisations must be compliant with all requirements of the Office of Fair Trading.

7.2 Family Escapes

7.2.1 General

  1. The Centre will only accept a request for a maximum of three (3) cabins per booking.
  2. Full payment is required following the submission of a booking enquiry.
  3. Check in to the Centre by the Hirer and its Representatives is available after 2.00pm on the Arrival Date.
  4. Check out of the Centre by the Hirer and its Representatives is required before 11.00am on the day of departure.
  5. The following fees apply for late check out of the Centre by the Hirer or its Representatives:
    • $20 surcharge per hour for each hour (or part hour) between 11.00am and 2.00pm; and
    • the full daily rate will be charged if check out from the Centre is later than 2.00pm.
  6. The allocation of accommodation is at the discretion of the Department and is subject to availability.
  7. If a transfer is approved, the payment collected under 7.3.1(b) will be applied to the alternate date, and the Booking Agreement will apply to the alternate Arrival Date. Any additional cost for the alternate Arrival Date must be paid to the Department.

7.2.2 Seasonal Rates

  1. The Peak Season rate shall apply to all weekend dates within the Queensland School Holidays and all Public Holiday long weekends (including the Easter period), as gazetted.
  2. The Value Season rate shall apply to all weekend dates outside of the Peak Season dates.

7.2.3 Changes and Cancellations

  1. Once the Family Escape booking is confirmed, no changes by the Hirer will be permitted and no refunds will be given for changes or cancellations unless the Department cancels the booking under 5(c).

7.2.4 Swimming Pool

  1. Guests are permitted to share access of the swimming pool during published hours of operation.
  2. All guests under the age of 18 years must be accompanied and supervised by a responsible adult.
  3. The pool is not supervised by Centre staff and guest’s use of the pool is at their own risk.

7.3 Coast Club

7.3.1 General

  1. Full payment is required prior to the Activity start time.
  2. Once full payment has been made, no refunds are given if booking is cancelled by the Hirer at any time.
  3. The Department may, at its absolute discretion, approve a transfer to an alternative Activity on an alternative date. If a transfer is approved, the payment collected under 7.3.1(b) will be applied to the alternate date, and the Booking Agreement will apply to the alternate Activity, any additional cost for the alternate Activity must be paid to the Department.
  4. Activities are subject to change due to availability of Facilities, inclement weather and any other unforeseen circumstances.
  5. Participants that are minors must remain under parental or guardian supervision outside of published Activity times.

7.3.2 Drop off and/or Collection

  1. All minors that will be unaccompanied by a parent or guardian during the Activity must be dropped off at the Centre, collected and signed in and out of the Centre by a parent or guardian.
  2. The person signing a minor in must nominate on the sign-in sheet, the person able to collect the minor from the Centre at the end of the Activity and in the case of an emergency. Minors will only be released to the person(s) as noted on the sign in sheet after verification of photo ID.
  3. Under no circumstances can a minor sign themselves in or out of the Centre.
  4. Activity hours (as specified on the Booking Itinerary for the booking made, or otherwise advised by the Department) will be strictly adhered to. In the instance that a minor is not collected on time, the Department, at its absolute discretion may charge a late fee of $10 for every fifteen (15) minutes (or part thereof) that the minor remains at the Centre after the end of the Activity time.

7.4 Corporate Package

  1. Bookings can be made up to six (6) months in advance of the proposed Meeting Date.
  2. A minimum charge of fifteen (15) persons applies for all bookings.
  3. Full payment is due fourteen (14) days prior to the Meeting Date.
  4. Notice of cancellation must be given in writing to the Department at least fourteen (14) days prior to the Meeting Date. Any monies paid will be refunded in full.
  5. Cancellations within fourteen (14) days of the Meeting Date will not be entitled to a refund of the whole or part of the amounts paid.
  6. The Hirer must ensure that all delegates and attendees each complete an Activity Registration Form (to be provided by the Department). The Hirer must provide completed Activity Registration Forms for each delegate, to the Department, prior to the Meeting Date.

7.5 Kids’ Parties

  1. Booking enquiries can be made up to six (6) months in advance of the proposed party date.
  2. A minimum charge of ten (10) persons applies for all bookings.
  3. Full payment is due fourteen (14) days prior to the party date as confirmed in the Booking Itinerary.
  4. Notice of cancellation must be given in writing to the Department at least fourteen (14) days prior to the Party Date. Any monies paid will be refunded in full.
  5. Cancellations within fourteen (14) days of the Party Date will not be entitled to a refund of the whole or part of the amounts paid.

7.6 Major Events and Whole of site bookings

  1. Major events and whole of site bookings will be subject to additional terms, conditions and charges as advised by the Department.
  2. Major events and whole of site bookings can be made directly to the Department through email enquiry to the relevant Centre.
  3. Whole of Site bookings provide exclusive access to the available facilities during the Hirer’s stay.
  4. To be considered a “Whole of Site Booking”, the Hirer must book and pay for a minimum number of beds per night as follows:
    • Gold Coast Recreation Centre—Minimum 430 beds per night
    • Sunshine Coast Recreation Centre—Minimum 280 beds per night
  5. If the Department accepts the booking as a “Whole of Site Booking”, the Hirer will be advised by the Department prior to accepting a tentative booking.

8. Instructor-led activities

8.1 Age Limitations

  1. No children under the age of five (5) may participate in instructor-led Activities.
  2. Age restrictions apply to all Activities as listed on the Instructor-led Activities page of the Department’s website.

8.2 Unaccompanied Minors

  1. All guests under the age of eighteen (18) must be accompanied by a responsible adult. If a guest is found to be a person under the age of (eighteen) 18 who is not accompanied by a responsible adult, the Department may immediately cancel the guest’s booking and the full booking amount will be forfeited or owed to the Department.
  2. Minors will not be allowed to leave the Centre premises without a nominated person.

8.3 Disclaimer

The Hirer’s participants have voluntarily chosen to participate in the Activity. The Hirer and their Representatives and participants understand it may involve physical activity of a strenuous nature, and that there are inherent risks in all aspects of physical activity, including injury and death. The Hirer, its Representatives and the participants knowingly assume all of the inherent risks of the Activity. On behalf of the participant, the Hirer waives any and all claims the participant or the Hirer may have against the Department and its Representatives.

8.4 Release

To the full extent permitted by law, the Hirer releases and discharges the Department and its Representatives from any and all liability for loss, claims, demand, damage, injury or expense, that the Hirer, their representatives, participants and invitees suffer as a result of participation in the Activity and/or attendance at the Centre, due to any cause whatsoever, including negligence.

8.5 Medication, Illness and Special Needs

The Department reserves the right to apply additional conditions to bookings where participants have specific medical or special needs and where in its opinion, this may impact on a person’s safe participation in the Activity. The Department also reserves the right not to accept a booking in this situation.

By booking, the Hirer warrants that the participants are in good health and proper physical condition to safely participate in the Activity and have no known physical or mental conditions that would adversely affect the participant’s ability to safely participate in the Activity. The Hirer gives the Department and the staff leading the Activity permission to seek emergency medical services for the participant should he or she become ill or injured, and agrees to pay the costs of those services.

9. Liability

  1. To the extent permitted by law, the Department:
    • will not be liable for any losses, damages, liability, claims, expenses (including for negligence and whether direct, indirect or consequential) arising in connection with the use of the Centre or the booking; and
    • makes no warranty or representation as to the fitness or suitability of the Centre and its Facilities.
  2. The Hirer will be responsible for the cost of any actions taken by the Hirer, its Representatives or guests causing any loss, breakages of or damage to any equipment, accommodation or Facilities or the Centre.

10. Traveller accommodation providers (liability) act 2001

To the extent permitted by law, the Department will not be liable for any loss or damage of the Hirer’s (or its Representative’s) property. The Hirer and its Representatives are responsible for ensuring the security and safety of their property at all times.

11. Use of information

The Hirer consents to and authorises the Department to collect, use and disclose its personal information for the purpose of administering the booking and providing any services associated with the booking. The Department will not provide or disclose the information provided to the Department to any person outside the Department without the Hirer’s prior written consent unless required or permitted by law or other government policy.

12. Interpretation

In the Booking Agreement:

  1. headings are for convenience only and do not affect interpretation; and unless the context indicates a contrary intention:
  2. a reference to a party includes that party’s executors, administrators, successors and permitted assigns, including persons taking by way of novation and, in the case of a trustee, includes a substituted or an additional trustee;
  3. a reference to a document (including these terms and conditions is to that document as varied, novated, ratified or replaced from time to time;
  4. a reference to a statute includes its delegated legislation and a reference to a statute or delegated legislation or a provision of either includes consolidations, amendments, re‑enactments and replacements;
  5. includes in any form is not a word of limitation; and
  6. a reference to $ or dollar is to Australian currency.
Last updated
23 September 2016