1. Defined Terms

Activities, the – All activities provided by Teen Ranch and facilitated by a qualified Teen Ranch staff member.

Booking officer – The person nominated by Teen Ranch management to coordinate and facilitate any bookings of the site.

Campers – All those attending from the group, including students and teachers/leaders.

Campsite, the – The business operating as Teen Ranch Ltd, including the property owned by Teen Ranch Ltd, all activities run by Teen Ranch as part of the programme, all facilities provided by Teen Ranch for use in the programme (including activity specific equipment) and all staff employed (paid and voluntary) by Teen Ranch to facilitate the programme.

Camp – The series of programmed activities and meals, provided by Teen Ranch, the duration for which the hiring organisation or school is present on the Teen Ranch property.

Equipment – All fixed and portable items provided by Teen Ranch for the safety, facilitation, and execution of the programme and for the general operation of the campsite.

Facilities – Any, and all, infrastructure located around the Teen Ranch property; including, but not limited to, accommodation buildings, ropes course, activity specific structures, general use halls, and barn.

Group leader – A person or persons nominated by the hiring organisation or school, to facilitate, coordinate and lead the guest group in the booking, pre-camp, and on-camp processes.

Group – the group of people (students or other) from the hiring organisation or school, intended to utilise the programme and facilities of Teen Ranch for the duration of the camp, under the direction and leadership of the group leader.

Hirer, the – The organisation or school making a booking for the use of the Teen Ranch campsite.

Leader – All teachers or adults attending Teen Ranch in a supervisory capacity.

Management – the members of the Teen Ranch management team, including the Resident Directors, members of the Board of Directors and Assistant Directors, appointed to oversee the organisation.

Programmer – The staff member nominated by Teen Ranch to coordinate and facilitate the camp.

School Liaison – The person nominated by Teen Ranch to liaise with the group leader in coordinating and organising the programme, including the selection of appropriate activities, prior to arrival at Teen Ranch.

Site, the – The property owned by Teen Ranch Ltd, at 352 Cobbitty Rd, Cobbitty NSW.

Staff, the – All personnel employed (whether full time, part time, casual or voluntary) by Teen Ranch Ltd.

Student – All those under 18 years old who are attending Teen Ranch as part of the group.

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2. Group Leader's Responsibilities

The responsibilities of the group leader are listed below.

1. Coordinate with the booking officer to select and reserve an appropriate date or range of dates suitable for the group to create a tentative booking on the campsite calendar.
2. Complete and return the booking form to the booking officer within two (2) weeks of making the tentative booking.
3. Provide an appropriate contact person for issue of an invoice for the deposit and any future invoices.
4. Ensure all campers have read, signed, and returned the risk waiver and indemnity form.
5. Provide Teen Ranch with the completed risk waiver and indemnity forms.
6. Be present, or appoint a representative to be present, for the duration of the camp to ensure:
   • The terms and conditions are complied with, and
   • All instructions given by the staff are followed.
7. Ensure a leader with a mobile phone is always present and available.
8. Ensure a private vehicle accompanies the group and is available for emergency use over the duration of the camp.
9. Inform the campsite of any changes in camper numbers, medical/behavioural conditions, dietary needs, or other variations which will directly impact the programme.
10. Inform the campsite if a new group leader is appointed.
11. Meet with the school liaison and/or programmer at the commencement of camp for a group leader induction.

The group leader will be provided with the following documentation:

1. The programme for their camp, including all activities and times. It is the responsibility of the group leader to inform the school liaison of any inclusions they wish in the programme, or any alterations they require to be made to the programme, prior to their arrival at the site.
2. Plans of the accommodation facilities. It is the responsibility of the group leader to organise all campers into cabins and to ensure campers provide any bedding they will require for their stay.
3. Documents which provide a place for listing any special requirements campers may have whilst on camp (including any dietary requirements). It is the group leader’s responsibility to ensure the information is collected and provided to the campsite at least ten (10) days prior to camp.
4. A risk assessment document, as completed by the staff in accordance with the appropriate legislation and relevant industry guidelines.

It is the responsibility of the group leader to return completed lists with any required information (completed to the best of their knowledge) at least ten (10) days prior to arrival at the site.

1. When allocating rooms to all campers, it is the group leader’s responsibility to ensure that an appropriate number of rooms are utilised to suit the group size. If the campsite deems that too many rooms have been used for the size of the group, an additional cleaning fee of $53.50 per room will be added to the final invoice. Appropriate room numbers are discussed prior to camp, including teacher accommodation. Any additional space and fees will be discussed and agreed to prior to camp.
2. For the health and safety of the group, the number of campers sleeping in any one room must not exceed the number indicated in the documentation provided upon booking.
3. At the conclusion of camp, leaders will be asked to ensure all rooms are left in a reasonable condition. This includes all personal items removed, the provided fitted sheets removed from those beds which were used, and any rubbish placed in the bins provided.
4. At the conclusion of camp, leaders are responsible for ensuring the property (including equipment used) is left undamaged. If rooms are not left in a reasonable state, or if there is any damage to the property, a fee may be added to the final invoice.

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3. Booking Teen Ranch

When booking the site, the following conditions must be met:

1. The minimum age for campers is year 3 (school groups) or 8 years old (for non-school groups)
2. The minimum number to guarantee a sole booking of the site is 30 campers. If this number cannot be guaranteed, Teen Ranch reserved the right to arrange a combined booking with a similar small group.  For guaranteed sole use of the site you will be charged for 30 campers at the agreed upon price.
3. If a group is unable to reach the requisite 30 campers, special arrangements must be made with the bookings officer prior to camp.
4. The maximum number of campers for an overnight site booking is 209.
5. A tentative booking will be placed on the calendar for the period of two (2) weeks, subject to the provision of a completed and signed booking form.
6. All bookings must be made with the booking officer using the booking form provided by the campsite.
7. A booking is not confirmed until the campsite has received a completed booking form and a holding deposit (see below for deposit conditions) from the hirer.
8. All correspondence, including invoices and updates from the campsite, will be sent to the group leader (or the nominated financial officer) via the address provided on the booking form.
9. The campsite will take bookings up to two (2) years in advance.

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4. Regular Bookings

For those groups who make regular use of the campsite.

1. Teen Ranch does not automatically roll over bookings from year-to-year.
2. Teen Ranch does not reserve certain dates perpetually for groups. To reserve particular dates the hirer must contact the booking officer.
3. It is the responsibility of the hirer to check with the campsite to ensure the booking dates are reserved for the following calendar year.

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5. The Deposit

To confirm a booking at Teen Ranch, all groups must pay a holding deposit.

1. For all camps the holding deposit is $400.
2. The deposit must be paid within 14 days of issue of the invoice, or the booking may be voided.
3. Deposit are non-refundable.
4. In the event of cancellation by the campsite, the hirer shall be entitled to a full refund of all monies paid.

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6. Final Payment

The campsite charges per person attending camp, the rates are listed in the Group Leader Information Booklet, which is provided to the group leader and available on the website.

1. A final invoice for the total cost of camp, minus the value of the deposit, will be issued to the group leader or their nominated financial delegate, within 5 working days of the completion of camp.
2. The final balance is calculated based on the number of campers who attended (please note, campers who attend partially will be charged at the full rate unless special considerations have been discussed and agreed to prior to camp).
3. The campsite reserves the right to charge for a minimum of 70% of the numbers indicated on the booking form, or for 30 campers (whichever is the larger number), unless notification of reduced numbers is given to the campsite at least two (2) months prior to the camp date. This needs to be discussed with and agreed upon by the booking officer.
4. The final balance will be payable to the campsite within 14 days of issue of the invoice.
5. In the event of any damages to property (such as helmets, sporting equipment, buildings, windows or other), the hirer will be charged for the cost of their replacement or repair (whichever is most appropriate for the safety of subsequent users, as deemed by management). In any instance of damage which requires the campsite to hire an outside party to complete the repairs, the entire cost will be charged to the hirer.  This cost will be added to the final invoice.

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7. Leaders

It is expected that the hirer provides appropriate adult supervision for the duration of the camp.

1. The leader: student ratio should be no less than 1:24.
2. One leader for every 24 students will be charged at half the cost of the camp, all other leaders will be charged the full cost of the camp.
3. All leaders should be over 18 years of age and be approved by the Group Leader according to the hirer’s guidelines and government legislation for the supervision of children under 18 years old.

While on camp:

1. At least one (1) leader is expected to be present at each activity session for its entirety. The staff will not proceed with an activity until a leader is present.
2. Leaders at activities are expected to manage student behaviour and ensure all students are present and paying attention for safety briefings. Prior to commencement of the activity, it expected that the leader discusses with the senior activity staff member any health or behaviour issues which may be present in the group and which may cause particular concerns within the group.
3. Leaders at activities may be provided with an opportunity to participate in the activity if there is time and all students have had their turn. The staff may instruct leaders that they cannot have a turn of the activity due to appropriate safety gear not being present, insufficient time remaining in the session or other reasons.  Leaders are expected to respect the staff’s instructions in this regard.
4. Leaders are expected to be present at each meal to provide support to the programmer.
5. Leaders are responsible for behaviour management of students at all times.
6. Leaders are responsible for supervision of students in free time.
7. Leaders are responsible for the first aid of students should the need arise. A first aid kit is available at each activity and in the main buildings.  The staff are trained in first aid and will offer assistance if necessary or will administer first aid until a leader arrives to assume responsibility.
8. The staff are on duty from 8:00am to 9:00 or 9:30pm (depending on the programme). Outside of these times leaders are solely responsible for the supervision and management of students. 
9. An emergency contact number will be provided to the group leader for use out of hours in case of an emergency. This number is not provided to discuss anything which may be addressed with the programmer or school liaison during normal hours.

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8. Arrival/Departure

1. It is the responsibility of the group leader to ensure arrival at the agreed upon time or contact the campsite to advise of any delays.
2. The group leader is responsible for assembling the campers, following the instruction of the programmer, upon arrival so that the campers may receive the introduction and safety briefing.
3. On the day of departure, the group must vacate accommodation by 9am unless alternate arrangements have been arranged prior.
4. It is the responsibility of the group leader to ensure the group departs at the agreed upon time.
5. Before the time of departure, all borrowed equipment must be returned, the group leader information folder (with completed evaluation form) and any keys are to be returned to the school liaison or programmer, and any damages/breakages reported.

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9. Group Run Sessions

There are times when the group may facilitate their own small or entire group sessions.  When planning and running a session, group leaders are expected to observe the following:

1. Each session must remain in line with, and not violate, the Teen Ranch Statement of Faith, Code of Conduct, General Conditions of Hire or Risk Assessment documentation.
2. Any religious content presented or observed must adhere to the teachings of the gospel, as can be found in the Bible.
3. The campsite, its property and equipment are not to be damaged. Any damages resulting from a group run session will be charged to the hirer and added to the final invoice.
4. Content and/or activities of a group run session must not bring harm or offense to the campsite, the staff, or affiliates of the campsite.
5. Content and/or activities must be age and ability appropriate for the group.
6. Content and/or activities must not be illegal or elicit in nature.
7. If the group makes use of any campsite property or equipment, it is to be returned in the condition it was found.
8. Any equipment provided by the group for self-run sessions must be certified as safe and approved by management.
9. Any group run sessions must be run within immediate boundary fencing and within sign appointed zones (green zoned areas).
10. Specialist activity facilities and equipment provided by the campsite cannot be used for group run sessions without appropriately qualified campsite staff.
11. A risk assessment is to be undertaken by the group leader.
12. The school liaison must be notified of any intention for a self-run session within the programme, including the nature and content of the session, prior to arrival on site. The school liaison will seek approval from management.

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10. Out of Bounds

1. During all free time, it is the responsibility of the group leader to ensure campers stay within designated safe areas (indicated by green signage).
2. Workshops, private residences, locked offices, storerooms, and any areas marked as staff only are out of bounds areas to all campers. Leaders are to ensure these areas are kept clear.

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11. Risk Management, Risk Assessment and Emergencies

1. A risk assessment document will be provided to the group leader upon booking. It is the responsibility of the group leader to make all leaders aware of the contents of this document and to ensure that any measures recommended in the document are adhered to by all campers. Special attention should be given to appropriate attire and footwear for activities.
2. The staff will provide safety briefings when at the activities. It is the responsibility of the leaders to ensure all students are present and paying attention to safety briefings and that they adhere to safety protocols whilst at the activities.

In case of emergency the staff will notify all campers according to the campsite emergency management plan.

1. It is the responsibility of the leaders to ensure all campers adhere to evacuation or lockdown instructions given by the staff.
2. In case of evacuation leaders are responsible for ensuring that all campers proceed directly to the designated emergency assembly point, as indicated in the evacuation diagrams around the site.
3. In case of evacuation leaders are responsible for ensuring that no camper re-enters the site until clearance is given by Emergency Services or site management.
4. In case of lockdown leaders are responsible for ensuring all campers proceed to a lockable safe area as directed by the staff and remain inside until clearance is given by Emergency Services or site management.
5. Leaders are to assume responsibility for the management and supervision of the students for the duration of the emergency.
6. The group leader is expected to maintain contact with the programmer for updates on the emergency.
7. Leaders are to ensure no campers are contacting outside agencies (including parents, friends, media, neighbours or any form of social media) to discuss the emergency event.
8. It is the group leaders’ responsibility to contact their organisation to apprise them of the emergency situation, under guidance from Emergency Services or management, if it is appropriate to do so.
9. Management is to be notified of any calls made to emergency services.

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12. Medical Conditions

1. Any medical conditions or allergies must be reported to the bookings officer prior to the commencement of camp. It is the responsibility of the campers to bring any medication (including EpiPen) required to treat or prevent the medical condition or allergy.
2. For food related allergies, intolerances and/or preferences – for dietary needs that are complex, severe, or include 3 or more restrictions, it is the responsibility of the camper or parent guardian of the camper to contact the campsite to discuss a meal plan.

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13. Fire Extinguishers and Safety Equipment

1. The group leader must ensure that there is no interference with the fire safety equipment or any other emergency equipment, including smoke alarms, on the site.
2. The hirer is responsible for all costs incurred if the firefighting equipment and/or smoke alarms are activated accidentally or through misconduct over the course of the camp.

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14. Alcohol

1. The campsite is an alcohol-free zone, except within the private staff residences on site.
2. Leaders are not permitted to consume alcohol whilst on site and responsible for children under 18 years old, this includes overnight supervision of minors.

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15. Smoking

Under the NSW Smoke-free Environment Act 2000, the site is a smoke-free zone.

Any leaders wishing to smoke must:

1. do so outside the property boundaries,
2. not smoke within any buildings,
3. ensure there are no young people in the vicinity,
4. ensure the wind will not carry their smoke into an area where others are working, playing, or gathering,
5. dispose of any rubbish responsibly in bins, and
6. ensure that their retreat from the site will not interfere in any way with the running of the programme or the safety of campers.

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16. Prohibited Substances

The hirer is not permitted to bring onto, manufacture, assemble of use any of the following on the site, without express prior approval by management:

1. Any type of flammable items, including candles.
2. Any chemical, toxic, or dangerous substances.
3. Any prohibited drugs.
4. Any weapons or dangerous goods or items which may be perceived to be weapons.
5. Any animals which may cause distress or danger to campers or staff.
6. Smoke machines.
7. Pyrotechnics of any kind.

Campers will not engage in any illegal activity or activity which may bring danger or distress to other campers or staff whilst on site.

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17. Portable Sporting Equipment and Amusement Devices

1. The hirer is not permitted to introduce any portable sporting equipment, such as movable goals, onto the site without prior written approval by management.
2. The hirer is not permitted to introduce any amusement device such as jumping castles, onto the site without prior written approval by management.
3. Management will only consent to the introduction of portable sporting equipment or amusement devices if they are designed, anchored, maintained, stored, and labelled in strict accordance with the manufacturer’s instructions and the Australian Standards. It is the hirer’s responsibility to provide evidence of this to management.
4. The hirer must provide evidence that the equipment meets the Australian Standard.
5. The hirer must provide a comprehensive risk assessment identifying the risks and control measures for storing, securing, and using the portable sporting equipment and/or amusement devices.
6. The hirer must have evidence of public liability insurance covering the use of the portable sporting equipment and/or amusement devices as this will not be covered under the campsite’s public liability insurance.
7. Any introduced equipment must not in any way interfere with the safety or running of the activities.

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18. Food Preparation

1. It is the sole responsibility of the staff to ensure appropriate preparation of food for the group.
2. No member of the group will be permitted the use of the kitchen facilities unless under direct supervision by an appropriately qualified member of staff.
3. If a camper requires special provision for meal preparation, the school liaison must be notified prior to arrival on site.
4. All food preparation is confined to the site’s designated food preparation areas and prepared in accordance with NSW health standards.
5. Self-catering is not permitted due to food handling regulations.

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19. Music and Noise

The site is located in a residential area, with close neighbours.

1. Noise overnight is to be kept to a minimum, with respect to our neighbours and to those staff who live on site.
2. Local council regulations concerning noise state that it should be minimised and not interfere with neighbours’ peace, between 10pm and 8am daily.

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20. Parking and Vehicles

1. It is the group leaders’ responsibility to ensure that all vehicles belonging to the group are parked in the designated parking area on site.
2. Leaders are not permitted to drive vehicles beyond the designated carpark without express permission from management.
3. The group must comply with all traffic management controls – speed restrictions are strictly enforced.
4. The campsite takes no responsibility for any vehicles or items within those vehicles parked on site.

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21. Heating, Cooling, Electrical Equipment and Wi-Fi

1. It is the responsibility of the campsite to ensure the heating and cooling is turned on and off at appropriate times.
2. It is the responsibility of the campsite to ensure all electrical equipment associated with the activities and within the facilities is appropriate tagged by a certified person to comply with work health and safety requirements and Australian Standards.
3. Any additional electrical equipment brought by the group must be tagged by a certified person and must not overload the campsite’s electrical system.
4. Guest Wi-Fi is provided by the campsite for the use of leaders only, for the duration of camp.
5. Leaders are not permitted to engage in any illegal or elicit activity whilst using the campsite’s Wi-Fi network.
6. Leaders are not to download large volumes of data whilst using the campsite’s Wi-Fi network.
7. Leaders are not to provide students with the campsites’ Wi-Fi network details or passwords.

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22. Gas BBQs

1. The hirer may use a portable gas BBQ on the site with prior approval of management.
2. The use of portable gas BBQs indoors (i.e., inside halls, amenities, and sheds) is strictly prohibited.
3. Any damage to the site resulting from the use of portable gas BBQs will be charged to the hirer.

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23. The Pool

Use of the pool is not permitted unless pre-arranged with the school liaison or booking officer.

1. Use of the pool is only permitted at approved times.
2. Qualified staff must be present whenever the pool is in use.
3. The campsite will provide the qualified staff for supervision.
4. During free swim time, one leader for every 20 students in the water must be in the pool area whenever the pool is in use.
5. The pool is available from September to April only.
6. Information regarding the skill levels and any special requirements of campers must be provided to the programmer or school liaison before the group may use the pool.
7. All campers must undergo a swim test, facilitated by the staff, prior to using the pool. If they are deemed not competent, the camper will have restricted access and must always wear an identifying wrist band while using the pool.
8. Leaders must ensure all students adhere to the pool safety guidelines and follow the instructions of the supervising staff.
9. Management reserves the right to withhold entry to the pool until appropriate supervision ratios can be met or if environmental conditions are deemed to be unsafe.

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24. Terminating Occupancy

Management reserves the right to terminate the occupancy without notice for breach of the Conditions of Hire.  Fees equal to the total booking fee will still be charged to the hirer.