CHRISTIAN VENUES ASSOCIATION ABN : 74 050 611 295 National Office PO Box 5552 South Windsor, NSW 2756 Phone: (02) 45 87 7155 Facsimile (02) 4587 7933 Email: info@christianvenues.org.au WEB : www.christianvenues.org.au Christian Venues CANCELLATION and BOOKING POLICY This belongs to CCI Australia The following Policy was approved by Christian Venues members in NSW at a Meeting held on 26th November 1992 and may act as a guide to members of Christian Venues Association. This Policy is not binding on membership Rational The incidence of cancelled bookings with little or no notice has been on the increase, and member sites have been hurt by the resultant loss of income. The NSW Fellowship, at its March 19th 1992 Meeting agreed that the adoption of some form of cancellation policy by members may be appropriate. If all member sites have a policy then user groups will know where they stand when they book a site. The NSW Fellowship Committee was asked to produce some guidelines for the members. The following is such a policy and was accepted by the membership. Policy A Member Site should have a clear booking procedure, with confirmation of the booking:- 1. by deposit and 2. by agreement to the Cancellation Policy by both parties. A Site should have a Cancellation Policy that will, by its compensatory nature, encourage user groups not to make frivolous bookings, and not to cancel as an easy way out due to poor organisation. A Member Site that takes a booking should see the booking as a two way contract; the Site will be kept for the user group, the user group is expected to come. The Site should have a policy that compensates the user group in the event that the Site does not honour the agreement due to an administrative error, i.e. if the Site double books or cancels a booking once taken in the official way and so causes the user group to look elsewhere. There should be a set time limit, within which the cancellation policy will operate. Sites should also have a clearly understood minimum number or minimum payment policy. Page 1 of 1
Sample Policy templates and form follow:- Cancellation Policy Statement Template. This needs to be adapted to your camps specific needs, and should be checked by your solicitor prior to implementation. Cancellation Policy In the event of a cancellation the following applies:- Cancellations must be advised in writing and will be acknowledged by the Site. Either If the cancellation is received more than four (4) months prior to the commencement date of the booking the deposit will be refunded, less an administration charge of 10% of the deposit. OR If the cancellation is received more than four (4) months prior to the commencement date of the booking the deposit is forfeited unless a replacement booking is taken. If the cancellation is received less than four (4) months prior to the commencement date of the booking the User Group will be required to pay a fee equivalent to 80% (or some other figure) of the full price, full time rate for the numbers booked. Should the Site be re-booked after a cancellation fee has been paid the Site will refund, to the User Group, the value of the replacement booking less the administration charge stated above, up to the value of the cancellation fee paid. If the Site is unable to fulfil its commitment to the User Group due to an administrative error by the Site, the Site agrees to pay the difference in cost for the User Group to book into another comparable Christian Venues Association Member Site. The Site also agrees to do its best to find available sites. Page 2 of 2
Minimum Numbers Policy Template. This needs to be adapted to your camps specific needs, and should be checked by your solicitor prior to implementation.. Minimum Numbers Policy Accommodation has been reserved for the numbers requested. Payment for a full time minimum of 80% (or some other percentage) of the numbers booked is a condition of hire. Any reduction in the numbers booked is required in writing and can only be accepted up to four (4) months prior to the booking. Either Where rates are set at different price levels any shortfall in reaching the 80% of numbers booked will be charged at the average price of those attending with that User Group. OR Pricing shortfall in reaching the 80% of numbers booked will be charged at the highest price of those attending with that User Group. The Booking Application Form. The booking form will need to have the following:- User Group Name Contact Name & Address & Phone Booking dates, Arrival & Departure Times Numbers booked for Rates quoted The deposit required, when deposit is due A signature of the person authorised to sign on behalf of the User Group as to the acceptance of the conditions including the two policies, including the claim that they do have the right to sign on behalf of the group. Copy of the Minimum Numbers and Cancellation Policies. Sample follows:- Page 3 of 3
Sample BOOKING APPLICATION FORM for XXXXXXXXX A copy of this form must be returned, signed and with the required deposit, by otherwise this Booking Application lapses. Please notify XXXXXXXXX if you do not require this booking. 1. Group for whom the application is made: (Church/School/Community Group/Organisation) Name:... Address:...... Postcode:... Telephone ( )... Fax ( )... 2. Person making Booking: Name:... Address:...... Postcode:... Telephone ( )... Position with Group:... 3. Purpose for which facilities will be used: (eg Retreat/School Excursion)... 4. Dates Requested: From:...To:... Arrival Time:... Departure Time:... First Activity... & Last Activity... that XXXXXXXXX is responsible for. 5. Accommodation required for: Total Expected Number:... Please note the Conditions regarding Minimum Numbers and Cancellation. 6. Deposit: $... payable with this application. Please make cheques payable to XXXXXXXXX. 7. Application: 1) I hereby apply to use XXXXXXXXX for use of the Group for the above stated purpose. 2) I agree to pay all charges for this use of the facilities of XXXXXXXXX in accordance with your Conditions of Hire at the rates applicable at the time of hire. The Conditions of Hire are set out on... (THESE NEED TO BE DETERMINED BY EACH SITE). 3) I have authority to sign on behalf of this group, accept full responsibility for the Group and agree to pay for any loss or damage caused by the Group or any Member or Visitor of the Group to XXXXXXXXX. 4) I understand that the management of XXXXXXXXX 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 in the absolute discretion of the Management of XXXXXXXXX, inconsistent with the beliefs or purposes of the Management of XXXXXXXXX. 5) The management of XXXXXXXXX and its Staff accept no liability or responsibility for any loss or damage to property or, injury of or to any person and I shall be responsible to ensure that all persons in the Group and their guests and visitors are aware of this Disclaimer. Name:... Signature:... Date:... Page 4 of 4
SAMPLE CONDITIONS OF HIRE BOOKINGS A Tentative Booking will only be Confirmed by receipt of this form, signed and with the required deposit, by the date indicated. FINAL NUMBERS AND CANCELLATION POLICY 1. If a Group s final numbers are less than the Total Expected Number (item 5 on this application form) XXXXXXXXX Conference Centre s minimum requirement is payment of an amount of 75% of the Total Expected Number. 2. If a Booking is cancelled up to 3 calendar months before the occupancy date, the deposit will be returned less a 10% administration fee if the site is re-booked. If the site is not re-booked the whole of the deposit is forfeited. 3. If a Booking is cancelled less than 3 calendar months prior to the occupancy date, that group will be required to pay a minimum account of 75% of the Total Expected Number. 4. Should a Booking be secured by XXXXXXXXX Conference Centre in substitution then the minimum amount due will be reduced by the value of the substitution. WEEKEND BOOKINGS A two day weekend is deemed to commence after dinner being 7.00pm on the Friday Night to 3.00pm on the Sunday. The Friday and Sunday evening meals are not included on weekend bookings unless previously arranged. If groups wish to arrive earlier and/or leave later, and therefore require additional meals, this can be arranged and priced on request. DISCIPLINE The Groups on-site organiser will be responsible for the behaviour of the Group. The management reserves the right to ask any person who does not abide by the rules of XXXXXXXXX Conference Centre to leave the property. Any conduct inconsistent with XXXXXXXXX Conference Centre beliefs and purposes will be deemed unacceptable behaviour. CONDITIONS OF HIRE / RULES 1) Organiser: At the time of arrival the organiser is asked to meet with the management of XXXXXXXXX Christian Conference Centre. A copy of the program, room allocations and updates on numbers must be provided at this time. Management requires a short meeting with the group for introductions, general rules and the opening of your visit with prayer. 2) Final Numbers: Must be notified to XXXXXXXXX Conference Centre by the date shown (item 5 on this application form). This number will be the minimum upon which charges will be levied. 3) Meals: Menus are set by XXXXXXXXX Conference Centre management. Special requests (for example medical or cultural diets, picnics or BBQ s) may be arranged with management by the date shown in item 5 of the Booking Application Form. 4) Orderlies: To keep charges down groups are asked to perform some orderly duties for meals. A group of 5 or 6 people should report to the kitchen approximately 15 minutes before meal times to help set the tables. As XXXXXXXXX staff do the washing up it is required that everything on the tables is returned to the counter at the end of a meal and that tables be wiped over. It is preferable for this to be done by the group of orderlies. Such orderly groups must be provided to assist in the clearing of tables and the general tidying of the dining room after the meals. 5) Cleaning: It is expected that the group will endeavour to keep the site in a clean and tidy state. At the conclusion of your visit it is expected that rooms will be left tidy, with a mattress, pillow and blanket (neatly folded) on each bed. Chairs are to be stacked around the walls in the dining and meeting areas. An additional fee may be charged if the site is left in an unsuitable state. 6) Accounts: Are to be finalised and paid prior to departure unless previously arranged. Cheques made payable to XXXXXXXXX Conference Centre. 7) Equipment: All facilities are provided for your use on the understanding that they will be used with due care. 8) Alcohol/Drugs: Under no circumstances is any alcohol or any non-prescribed drug to be brought onto the property. 9) Smoking: Smoking is not permitted on the property of XXXXXXXXX Conference Centre. 10) Noise: Consideration of noise levels at all times is requested. 11) Dormitories: Are to be used for sleeping, resting and study only. No one is to enter the sleeping quarters of the opposite gender except in the case of family accommodation. 12) 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, towels and toiletries. It is the responsibility of each group to ensure that linen is used. If it is not additional charges may be levied to cover the laundry of pillows and/or mattresses and blankets. 13) Lighting: Please ensure that all lights are turned off when not required. 14) Fires: No fire may be lit without the permission of XXXXXXXXX Conference Centre management and then only in designated areas. 15) Flora & Fauna: Must not be disturbed so the natural beauty of the property can be preserved. 16) Water: Is a precious resource, please use it carefully. 17) Pets: Are not permitted on the property. 18) Breakages & Damage: Must be reported immediately to XXXXXXXXX istian Conference Centre Management and all such breakages or damage must be paid for in the finalisation of the account. 19) Adult Supervision: is required when children (under 18) use the swimming pool, flying fox, or trampolines. These may only be used in daylight hours. The flying fox must only carry one person at a time. Each trampoline must only be used by one person at a time and no shoes are to be worn whilst on them. 20) Bushwalks: May only be undertaken after consultation with XXXXXXXXX Conference Centre Management. DISCLAIMER The applicant acknowledges that the XXXXXXXXX Conference Centre and the management of XXXXXXXXX Conference Centre will not be responsible for any loss or damage to any property brought onto the Centre. Should any claim be made for such damage to the property owned by any person associated with the applicant, or any other person or corporate body associated with such person, then the applicant will indemnify XXXXXXXXX Conference Centre and their management in respect of all such claims. Page 5 of 5