Booking conditions

BIG4 BAYS HOLIDAY PARK SCHOOL, SPORT & YOUTH CAMPS

TERMS & CONDITIONS

BOOKINGS

  • A non-refundable deposit of 25% of the invoice is required to confirm a booking. Please see cancellation terms below for refund conditions.
  • Your final group numbers may be reduced by up to 10% of the original invoiced group number with no penalty. In the case of group numbers decreasing by more than 10%, an administration fee of $10 per head will be retained on the invoice.
  • Final numbers for students, teachers, staff/carers and bus drivers are required 5 weeks prior to arrival. This number is final, with the exception of adding last minute guests, subject to availability.
  • The final balance is due 4 weeks prior to arrival.
  • If booking is made or additional students added within 4 weeks of arrival date, full payment will be due at time of booking.
  • Camp bookings are only permitted Sunday – Thursday nights.
  • Groups will be accommodated in cabins and bunkhouses.
  • Any day visitors or school organised activity providers must sign in at reception before entering the park.
  • Minimum guest numbers apply for camp bookings.
  • Photography and video may be used for promotional purposes.

 

CATERING & TOUR ACTIVITIES

  • Camps requiring catering must advise at time of booking.
  • Full catering service is only available to groups of 30 guests or more. Please enquire if your group is under 30 guests but would still like to book the full catering service.
  • Self-cook catering packages are available for groups under 30 guests only. For self-cook packages, all food is provided/prepared you will just be required to cook/reheat where necessary. Access to our commercial onsite kitchen is included in your catering package.
  • Groups that have not booked any catering, do not receive access to the commercial onsite kitchen.
  • Final numbers for students, teachers, staff/carers, and bus drivers are required 5 weeks prior to arrival. This number is final, with the exception of adding last minute guests, subject to availability. The number cannot be reduced.
  • Mealtimes are allocated by our staff within your itinerary. Mealtimes can be flexible however any changes must be requested in writing and confirmed by our staff.
  • Any dietary/allergy requirements must be made in writing no later than 2 weeks prior to arrival.
  • A menu may be provided for your viewing which is subject to stock and produce availability. Please note the catering team may need to make last minute changes if necessary. We will do our best to communicate any major changes to the menu.
  • Camps requiring tour activities must advise at time of booking.
  • Each tour activity operator has specific terms and conditions. BIG4 Bays Holiday Park is not responsible for and cannot be held liable for any activity change, delay, or cancellation by the operator.

 

TRANSPORT

  • Camps requiring transport must advise at time of booking.
  • Transport will be organised through Port Stephens Coaches and quoted separately. BIG4 Bays Holiday Park will charge a $150 booking and administration fee in addition to the quote provided by Port Stephens Coaches.
  • Port Stephens Coaches has specific terms and conditions. BIG4 Bays Holiday Park is not responsible for and cannot be held liable for any transport costing change, pickup or drop-off delay or cancellation.
  • Any changes to the itinerary will change the cost of transport. BIG4 Bays Holiday Park will update Port Stephens Coaches with any itinerary changes and forward on the updated invoice. BIG4 Bays Holiday Park is not responsible for covering the cost of these changes.

 

CANCELLATIONS

  • Cancellation requests must be made in writing by email more than 12 weeks prior to arrival. All monies paid will be refunded minus the non-refundable deposit. The non-refundable deposit can be transferred to a new camp date within 12 months of your original date, subject to availability.
  • Cancellations made within 4 weeks of arrival are not eligible for a refund.
  • All cancellations must be in writing by email to [email protected]. Phone cancellations are not accepted.
  • No refunds are given if you choose to depart early for any reason.
  • No refunds or postponements are permitted for bad weather.
  • No refunds are given for any cancellations due to covid-19.
  • No refunds are given if your stay is cancelled, or you cannot attend due to any reasons beyond the control of BIG4 Bays Holiday Park. This includes but not limited to, fires, floods, road closures, travel bans or covid-19.
  • In the event of a government enforced Country, State or LGA travel ban, any money paid is strictly non-refundable and will be held in credit to use towards another camp within 12 months of your original check-in date. The credit cannot be used in peak times such as school holidays or long weekends.