Booking Terms and Conditions

CANCELLATION POLICY

If you must cancel or change the number of classes booked, please give us at least 2 weeks notice.

Cancellation earlier than 10 days before program = no charge
Cancellation within 10 days program = fee of 30% of total price
Cancellation or non-arrival on the day = full charge

Where inclement weather is forecast we endeavour to offer alternative ‘rainy day’ programs where possible or reschedule your booking within the same calendar year (subject to availability): please phone us two days before your field trip to discuss alternatives.

ARRIVAL TIME

Our casual staff are scheduled just for set-up, delivery and pack-down of your program, so a late arrival time will mean a shortened program. Please carefully evaluate your trip time (including realistic departure time for school, traffic, toilet & snack upon arrival) and communicate the program start time that will best suit your needs at the time of booking your program. We can often be flexible on start times when given advance notice.

MAXIMUM NUMBERS

Maximum of 30 primary/secondary school or 25 pre-school students per group. Programs have different maximums for the number of simultaneous classes that can be accommodated, so contact us if you exceed this maximum to discuss options.

ADULT SUPERVISION

Free admission is offered to teachers and adults supervising students participating in an education program. Each group of students must be accompanied by at least one of your teachers at ALL times.
Student supervision and discipline is the school’s responsibility, and teachers and adults accompanying school groups should actively supervise students at all times. Students should not be unsupervised at any time.
The following adult: children ratios are recommended;
1:10 students for Primary and Secondary groups
1:25 for Tertiary groups
1:4 for Early Childhood groups
1:1 for Special needs groups
For programs conducted around water such as at Ricketts Point Marine Sanctuary the follow ratio is recommended;
1:5 students for Early Childhood, Primary and Secondary groups
However please be mindful of maximum numbers to ensure positive student engagement.

CLOTHING

Closed toe-shoes required for all programs and appropriate protective clothing (eg. broad-brimmed hats, sunscreen, shoulders covered, &/or waterproof jackets, warm hats, layered clothing, gloves). We provide hard hats for Toolangi Forest Programs.

SEVERE WEATHER

As safety is our priority, it is important that we ensure all programs conducted in the field are carried out in a safe manner. On days with a fire rating of Severe, Extreme or Code Red, excursion will be cancelled and rescheduled. We will endeavour to arrange this the day before the excursion or in some cases the morning of the excursion.
All parties are responsible for checking weather forecasts and fire bans and ratings for the day of the excursion and communicate any concerns as soon as possible. It is recommended that all relevant staff utilise tools such as the Fire Ready App to be aware of the fire rating for the day of your excursion. Please note the fire rating for a day may change.

Melbourne Weather
North Central (Toolangi Region) Weather
Fire Bans and Ratings Victoria (Toolangi in North Central)

FIRST AID

First Aid remains the responsibility of the visiting school and/or carer(s) therefore you must bring a First Aid Kit (a minimum of one per bus) with you, along with any medical instructions (action plans) and medications for children with existing medical conditions such as anaphylaxis, asthma, etc.

BUS PARKING and PROGRAM MEETING LOCATIONS

See: Maps and instructions for bus drivers and parent drivers

Sustainability Centre: LePage Primary School, 77 Argus St Cheltenham VIC 3192. Entry is via the hall unless directed otherwise (Herald St end of school). Driver Map

Ricketts Point: Beaumaris Life Saving Club. Turn left upon entering carpark, travel south along gravel road until you reach the bus turning circle and parking area. Driver Map

Toolangi: Discovery Tree Room, 1685 Healesville-Kinglake Rd, Toolangi VIC 3777. Buses are required to stay with the group for the duration of the program. Driver Map

FOOD

Ensure you have enough food and drink for the day. There is no café/canteen on any program site.

RUBBISH

Suggest bringing nude food wherever possible, we have a ‘carry in, carry out’ policy. Recycling and composting will be provided at Genoa St only.

CHANGES TO YOUR BOOKING

Please contact us immediately if there are ANY changes to your booking details. Phone 03 9585 7860, 0429 193 134 or email gould@gould.org.au