Pencilled Bookings

When you enquire about a wedding or large function, a no obligation pencilled booking will be applied for 14 days (subject to chosen date availability)

Please confirm your intentions within this period. If after 14 days your booking has not been confirmed, it will be automatically cancelled.

Confirmation

Your booking will be considered confirmed when you have completed this form, signalled your acceptance of the agreement and paid the 50% deposit by the due date of the deposit invoice.

The deposit invoice will be generated once this form is complete, you have signalled your acceptance of the agreement and availability of the venue is confirmed. This invoice is due for payment within 7 days of the invoice date.

The balance invoice will be generated once this form is complete, you have signalled your acceptance of the agreement and availability of the venue is confirmed. This invoice will include a $500.00 refundable bond and is due for payment no later than 60 days prior to the hireage date.

In the event that the balance invoice is not paid no later than 60 days prior to the hireage date, the Omaka Camp Committee reserves its right to cancel the booking.

Please note that deposit payments are strictly non refundable.

In the unlikely event that Omaka Camp is unable to undertake the hosting of your wedding due to unforeseen circumstances such as fire, flood or natural disaster you will be informed immediately.
Should this situation occur, a 100% refund of all monies received is guaranteed within 20 days of the situation being communicated to you.

Guest Numbers

Gillet Hall is able to seat approx. 100 people using the tables available at the venue.
Shipley Lodge is able to seat approx. 60 people.

Venue Decoration

Table and chair placement is to be arranged and undertaken by the hirer.

You are welcome to add your own decorations, however please discuss with us any plans to affix items to the property to ensure the proeprty remains undamaged

No nails are to be used to affix decorations to the property.

Confetti, Bubbles, Petals and Sparklers

The use of confetti and sparklers is prohibited due to fire danger

Real flower petals, rice and bubbles is permitted for use in so far as their use does not include bubble mixture or solution being introduced to the onsite waterway

Decoration and Ceremonial Rehearsal

The venue will be available to take delivery of cake & flowers and for the hirer to decorate and set up the venue from 8am on the day of hire.

Should a ceremony rehearsal be required, you are encouraged to make contact with the Bookings Officer to arrange a time for this.

Damage and Breakages

Any damage to Omaka property or items is the responsibility of the hirer. In the event of damage or breakages, the cost of repairs will be deducted from the bond that is held.

Should the cost of repair exceed the bond, the extra cost will be invoiced to the hirer.

Removal of Waste

All waste is to be removed from site by the hirer.

The hirer is responsible to ensure that there are no bottles, glass or waste left onsite in any of the hired areas

Security of Your Guests

The hirer is responsible for the security of their guests.

Please ensure that:

• Guests are aware of the evacuation procedure of Omaka and buildings
• Guests do not become overly intoxicated
• Guests are aware that smoking is prohibited outside the designated area
• Guests depart in an orderly manner
• Guese have safe transport arrangements in place

We promote a safe and enjoyable environment for everybody. If any situation escalates beond reasonable control, Omaka Camp Committee reserves its right to remove persons and/or terminate/close down the function.

All functions are required to finish at 11:30pm and guests to complete their departure from Omaka by 1:00am.

Guests may leave their vehicles in the car park overnight at their own risks. Vehicles are required to be collected from the car park no later than 10:00am on the day following the wedding

Omaka will engage a security company to attend the venue at 10:00pm on the date of the wedding to ensure that the function is wound up in a safe and orderly manner, and that the venue is vacated by 1:00am.

Client and Host Responsibility

We are required to provide a safe and secure environment for you and your guests

We require you to ensure your guests behave in a safe and responsible manner while they are on the grounds of Omaka

You are required to supply a contact person whim we may coordinate with should any situation arise.

Omaka Camp Committee reserves the right remove any person who behaves in a manner which causes damage, a disturbance or is considered unsafe.

Bookings

1. To reserve your booking a 40% deposit must be paid within 10 working days of receiving your invoice.
2. Your booking will not be confirmed until the balance of your invoice is paid in full, a minimum of 7 days prior to your booking date. Failure to do so will result in your booking being cancelled.
3. The numbers booked on the booking form prior to the camp date will be deemed the exact number attending and will be the minimum number expected. Any shortfall in numbers expected is your responsibility. If numbers attending exceed your numbers booked an adjusted invoice will be sent out and the balance MUST be paid within 7 working days.
4. Bookings made more than 12 months in advance may be subject to rate changes. If there is a change you will be notified.
5. Unless the entire campsite or certain buildings are booked and paid for their exclusive use, you are required to share facilities with others.
6. No refunds will be given due to inclement weather, maintenance or construction work, animals not on view, or exhibits closed.
7. The Omaka Camp Committee has the authority to close the camp or any part thereof, for any reason whatsoever including in the interests of safety and will not be liable for any loss or expense occurred by a visitor as a result of such closure.

Cancellations

1. Deposits are non-refundable unless more than 4 months cancellation notice is given.
2. Cancellations within 14 days of a booking date camp will result in 75% fee for accommodation booked.
3. Cancellations within 7 days of camp will result in full fee being payable for minimum number expected.

Keys

1.Please return all keys to the office when checking out. If you inadvertently take keys with you please let us know.
2. Lost or missing keys charge is $15 per key

Health, Safety and Security

1. Campers and Visitors enter Omaka Scout Camp at their own risk and choose to do so under these conditions. No liability for loss, injury or damage will be accepted.
2. Visitors must enter via a public entrance.
3. Visitors must not enter any area marked 'no entry', unless accompanied by an Omaka Scout Camp committee member.
4. Children must be supervised at all times by a responsible adult aged 18 years or over.
5. Omaka Scout Camp has a smoke-free policy and smoking is not permitted in the camp grounds. Visitors who do not comply will be asked to leave or may be removed.
6. Visitors must comply with the car parking signs displayed in the car parking area. Failure to comply may result in your vehicle being towed at your risk and expense. Omaka Scout Camp accepts no liability for any claim by you or any other person, whether for loss or damage to your vehicle or any other vehicle, whether resulting from using the car park or from your own negligence or otherwise.
7. There is a 5 km p/h speed limit on the Camp Ground
8. Campers and visitor bring personal items into the camp ground at their own risk. The venue will not be held responsible for any damages to, loss or theft of a patron's personal property
9. Visitors must comply with any other conditions or instructions displayed in camp grounds or communicated by camp staff. The Camp Committee retains the right to deny access and/or remove visitors who are being a public nuisance, acting recklessly or failing to observe directions from Committee members or any camp signage. The decision to deny access and/or remove any visitor is at the absolute discretion of Camp Management.
10. All activities are to be supervised by an adult or qualified instructor.
11. Groups using the camp are to provide a first aid person or persons and also their own first aid supplies.
12. Any injuries incurred while using camp facilities or activities are to be recorded in the incident register found in the Office
13. General hygiene and cleanliness of the camp is to be maintained by your group during their stay and Omaka Scout Camp is to be left in the same or better condition than it was found when you arrived.
14. The health and safety of your group and property is your responsibility during your stay at Omaka Scout Camp
15. Camp property is not to be moved on camp or removed from camp without the permission of Camp Management
16. Please report or report any loss or damages to Camp manager prior to the close of camp.
17. Any damage or loss of camp property will be charged to you.
18. Completion of all items on the "Departure Checklist" must be completed and signed off before leaving Omaka. Failure to do so will incur a clean-up fee of $30 per hour being invoiced to your group.
19. All rubbish is the responsibility of the campers/visitors and must be removed upon departing Omaka.

Prohibited at all Times

1. Fishing or eeling.
2. Visitors/campers must not bring into the camp ground any animal (excluding fully vaccinated assistance/rescue dogs).
3. Firearms/knives and/or any other weapon
4. Any illegal activity will result in immediate expulsion from the Camp Grounds. This includes but is not limited to; providing alcoholic beverages or cigarettes to minors, drug use, theft, vandalism and deliberate noise control violations.

Patrons may be refused entry to the Camp Ground if they:

1. Are or appear intoxicated/under the influence of drugs or exhibit disorderly behaviour
2. Fail to comply with security or gate staff requests
3. Attempt to bring in prohibited items.
4. Have been previously issued with a trespass notice that still applies.
5. Are verbally or physically abusive, or behave in a disorderly or offensive manner
6. Fail to comply with any of the terms and conditions listed above. These terms and conditions may be subject to change at any time, without notification, by Omaka Scout Camp Committee