CONDITIONS OF OCCUPATION

Bookings

  1. Booking Agreement must be completed, signed by a representative of the group and returned with deposit within two weeks of booking to confirm the dates you require.
  2. After perusal of the Booking Agreement you agree to contact Yarrahapinni Adventist Youth Centre by phone, fax, email or mail to if you do not wish to go ahead with your booking as soon as possible.
  3. It is a condition of booking that you will contact Yarrahapinni no later than one week prior to your booking to confirm the number of guests. Also understand that if the number falls below your confirmed number you will still be charged for guests. If extra guests arrive, you will be charged accordingly for these extra guests.
  4. It is understood that you will use the MINIMUM number of rooms for your group.
  5. Permanent Group Bookings - if you wish to book your group in on a permanent basis you will need to inform the Caretakers immediately. The Management Committee may cancel any permanent group booking by giving at least ninety (90) days notice in writing of such cancellation.
  6. All applications are subject to the approval of the Management Committee which may refuse any application without giving any reason for so doing and the decision of the Committee shall be final.
  7. All sheets, blankets (or sleeping bag), towels and pillows are to be supplied by guests. This applies to both dormitory and cabin occupation. 
  8. In the cabins you will find all necessary cutlery, crockery and cooking items for your use. Included is toaster and jug. You may wish to bring your own electric fry-pan.
  9. The entire property is a smoke, alcohol and drug free zone.

 

Deposits & Payments

  1. The charges and deposits shall be in accordance with the schedule approved by the Management Committee from time to time.
  2. The Booking Agreement and deposit must be returned within fourteen (14) days of receipt by the "Hirer" in order to hold a tentative phone booking.
  3. Deposit is the amount stated on the Booking Agreement.
  4. For permanent group bookings a deposit shall be paid by the licensee at least twelve (12) months prior to the date booked.
  5. NO roll over deposits will be accepted.
  6. A refundable deposit of $20 will be required on arrival if you wish to receive a card that will enable you to access property through boom gate during your stay.   This cost will be refunded when card is returned prior to departure.
  7. Payment is to be made in full (cheque, cash, EFTPOS, credit card) by or on the day of departure or by prior arrangement.
  8. If prior arrangements have been made to invoice for stay this must be finalized within seven (7) days.
  9. In the event that the group vacates the site prior to the booked departure date, all fees to the booked date of departure shall be payable.

 

Reason for Occupation

  1. The "Hirer" shall disclose in the Booking Agreement any special functions which will take place during the stay.
  2. Where Yarrahapinni is booked for any special function including a seminar, lecture, meeting or entertainment, the Caretakers may require at any time prior to the date of the function, the subject of and the program for the special function to be submitted to and approved by the Management Committee.

 

Cancellation of Bookings

  1. Cancellation of bookings must be in writing.
  2. If cancellation is received more than two (2) months prior to the commencement date of the booking the deposit will be refunded, less an administration charge of $40.00.
  3. If cancellation is received less than two (2) months prior to the commencement date of the booking, the deposit will be forfeited.

 

Arrivals & Departures

  1. Weekend accommodation involves a two night booking. Single night accommodation for Friday or Saturday night is NOT available unless full payment is received prior to sunset Friday.
  2. On arrival the "Hirer" must report to the Caretakers. 
  3. The caretakers MUST be given an accommodation listing of all guests and their room allocation. In the event of guests coming and leaving on different days during the groups stay this must also be noted on the accommodation listing. This is necessary at the commencement of your stay in case of emergency where services need to know how many people are on site.

 

Property Damage

  1. No camp property (including floors, walls, curtain fittings, furniture or equipment) shall be broken, pierced by nails or screws or in any other way damaged.
  2. No notice, sign, advertisement, scenery fittings or decorations of any kind shall be erected on any portion of the buildings, curtains, fittings or furniture, mechanical, electric and other equipment without prior consent from the Caretakers.
  3. Fire Extinguishers are only to be used in case of Fire. If used for any other purpose there will be a charge of $200 per extinguisher.   Breakage of Fire Glass Alarm when not necessary will incur a charge of $30.
  4. Smoke Alarms have been placed in each room. If these are tampered with in any way a charge of $150 will be applied.
  5. The "Hirer" will be liable for the costs of repairing any damage to the Camp.

 

Group Leaders Responsibilities

  1. The group leaders shall be responsible for providing adequate staffing and adult supervision. The minimum ratio should be at least one adult for ten (10) minors. In particular supervisors will be responsible for:
  2. Supervision during sleeping hours to ensure that sleeping quarters are not defaced or damaged and quietness is maintained between 10.30pm and 6.00am.
  3. Supervision during meals.
  4. Organisation of groups for duties and supervision of those duties at meal times. This requires use of dishwasher, cleaning of pots and cleaning of dining room (tables and floor).  This applies to all groups catered for by Yarrahapinni Staff.
  5. Supervision of activities and free time to ensure that the environment (particularly the bush) is protected, areas where an Authorised Supervisor is required and private property are not entered.
  6. The group leaders shall be a responsible person not less than eighteen (18) years of age.
  7. All groups MUST supply their own first aid kit and a suitably qualified person.

 

Good Order

  1. The "Hirer" shall be responsible for the full observance of these conditions and for the maintenance of good order in the Camp and surrounds throughout the whole duration of the hire. On departure, each group is to leave the site in the way in which it was found. This includes both the tidying of rooms and the grounds. All furniture must be returned to its original position. Centre Staff will vacuum all accommodation and meeting rooms and will clean all bathrooms at the end of your stay.
  2. Cabin/s: The "Hirer" shall be responsible for the cleaning of their cabin/s during the period of the hire. If due to the state in which the cabins are left, extra time is required to be spent cleaning, an additional cleaning charge will apply. If any damage is found, you will be charged for cost of repairs.
  3. Central Facility: The "Hirer" shall be responsible for cleaning of the toilets, dormitories, hall, dining room, games room, lounges, fire-place and laundry during the period of the hire. If due to the state in which the central facilities are left, extra time is required to be spent cleaning, an additional cleaning charge will apply. If any damage is found, you will be charged for cost of repairs.

 

 Free Access

  1. The Caretakers and any member of the Management Committee shall at all times be entitled to free access to any and every part of the Camp property and its buildings.

  

Caretaker Duty Hours

  1. The Caretakers will be unavailable from sunset on Friday to sunset Saturday except for emergencies. Prior arrangement must be made for late arrivals. 

 

Breaches

  1. Any organization or person committing a breach of any one or more of the Conditions of Occupation may be disqualified from future use of the site.
  2. If the Caretaker determines that any organization or person has committed a breach of any one or more of these Conditions of Occupation he shall have the right to terminate the booking agreement and upon termination the organization or person will be directed to immediately vacate the premises.  

 

Disputes

  1. In the event of any disputes or differences arising as to the interpretation of these Conditions, or of any matter or thing contained within them, the decision of the Management Committee shall be final and binding. 

 

DEFINITIONS

  1. Caretakers means the caretakers of the Campsite or their representatives
  2. Camp  includes the property and all its buildings other than the residence of the Caretakers and workshop
  3. Management Committee mean the Management Committee of the camp, that is the Chairman, Secretary and its chosen members from the membership of the Seventh-Day Adventist Church
  4. Hire is a personal right to occupy the Camp in accordance with the conditions. NOTHING in this agreement shall be construed as creating any tenancy or shall be construed as conferring upon the Hirer any interest in any part of the premises.
  5. Hirer is the person or persons who shall occupy the Camp according to the Booking Agreement and conditions and guidelines.
  6. Minors are any persons under the age of eighteen (18) years
  7. Group Bookings refers to a minimum booking of 45 unless willing to share complex. Minimum of 65 if wanting whole camp for long weekend/public holidays.