Lake Gkula Camping

Terms and Conditions

If you have a booking and believe that you require a refund, please call or email our team:  
Email: ticketing@woodfordia.com 
Phone: 07 5496 1066  

These terms and conditions apply to Lake Gkula Camping; for all people that purchase or hold valid booking/s.         

GENERAL TERMS 

OUR CONDITIONS OF ENTRY:   

All guests entering Woodfordia are required to follow the conditions of entry to our beautiful campsite.    

  • We respect and appreciate our guests and ask that during your stay, you show respect for all individuals and staff    
  • Please maintain good personal hygiene by washing hands regularly and thoroughly and/or using hand sanitiser    
  • Maintain good respiratory hygiene by coughing or sneezing into your elbow or a tissue, and then disposing of tissues    
  • Please acknowledge the right of Woodfordia Inc to decline entry or request your departure from the site at any time and for any reason, a refund may not be offered in this case   

NAME ON BOOKING: 

The person checking in must be the person whose name is on the booking. Any discrepancies may result in the cancellation of the booking without refund.    

DURING YOUR VISIT WITH US:  

Whilst visiting Woodfordia we ask that you observe the following;      

  • Please refrain from littering in any venues or surrounding areas.
  • We ask that you refrain from causing any damage to; improperly use or tamper with any public facility or site infrastructure.
  • Do not light or cause to be lit any fire including barbecues.
  • Your boom gate code is confidential, please don’t hand it out to anyone other than who is listed in your booking.
  • We ask that you do not touch or operate any site equipment (generator, vehicle, sound and lighting system).
  • Only exit the property via routes that are signed designated exits and emergency exits.
  • Help us look after our flora, fauna or waterways.
  • For your safety, please do not enter any onsite bodies of water, except in clearly designated and patrolled swimming areas during advertised operating hours.
  • We ask that you follow Lake Gkula entry and safety conditions and follow the directions of our lake volunteers who are there to observe and keep you safe.
  • At all times, behave in an appropriate manner, (aggressive, riotous, abusive, or insulting actions) towards anyone, including or staff will not be accepted. 
  • Trained Safety Observers will be present at the lake during opening hours, however adults must take responsibility for their children and supervise them closely. Anyone under the age of 15 years must be accompanied by and supervised by an adult.

Guests that are unable to follow the above guidelines may be asked to leave Woodfordia, a refund in this case cannot be offered.  Guests may also be unable to rebook with us for future camping events.      

*Please note: Staff may not be able to permit entry to any guest who;    

  • Is unable to produce a valid booking.
  • Produces a booking that has been purchased or obtained through an unauthorised source or through illegal means.
  • Produces a booking that has been duplicated.
  • Is in possession of any prohibited or illegal objects.

BOOKING FEE:  

Online purchases are subject to a $2.50 booking fee per booking.   

OUR CHECK-IN PROCESS:   

A valid booking and photo ID must be presented at time of check-in.   

IDENTIFICATION: 

  • Upon arrival guests are required to provide valid photographic identification for security purpose.
  • The booking must be under the name of the person checking-in.

YOUTH POLICY:   

  • Glamping bookings are required to have a minimum of one adult per tent.  
  • Campers under the age of 18 must be accompanied by an adult ages 18 or older. 
  • All Guardians must camp with the minors that they accompany.  
  • It is the responsibility of the adult/guardian to ensure that all minors they accompany follow instructions from staff and directions on any signage throughout the site.
  • People under the age of 18 must not engage in any illegal or disruptive activities during their stay, this includes underage drinking, use of illicit substances or any general disruptive behaviour.  
  • If a minor has been directed to leave site by staff, their adult/guardian and all other accompanying minors will also be asked to leave.  

AGE:  

Ages are taken from the date of entry to ensure the correct booking type is purchased for your age. Valid proof of age may be required at time of check-in.     

WORKSHOP BOOKINGS:

Workshop bookings are available to valid ticket holders only, during their nominated camp; refunds will not be offered to anyone who changes their mind and can no longer participate or books a workshop and is not holding a valid ticket. Workshop tickets cannot be shared; attendees must adhere to workshop T&C’s found on your ticket.

PROGRAMME CHANGES:

While every attempt is made, the programme may be subject to change without notice. No refunds may be given due to a change in programming.

FOOTWEAR:  

Footwear is required at all times. 

PETS:   

Woodfordia is registered land for wildlife and no domestic animals are allowed on site.        

SAFETY INFORMATION:    

Safety Hotline  

  • The after-hours safety and emergency number is 07 5496 1033. In the event of a medical emergency, call 000 first and then contact the safety hotline.

IN CASE OF A FIRE – GLAMPING TENTS 

  • You will find a fire extinguisher in your tent and fire blanket close to the outdoor barbecue. Please familiarise yourself with the instructions if you need to use it, and check the evacuation plan located on the wall. 

ALCOHOL  

Gkula Bar & BBQ is a licenced area, BYO alcohol is not permitted in this space. 

COPYRIGHT 

Patrons may be photographed and/or filmed at Lake Gkula Camping and that these images may be used for a variety of printed, online and broadcast promotional and/or internal purposes in relation to Lake Gkula Camping. If patrons do not wish to be photographed or filmed for these purposes, they must advise the photographer/camera operator.  

Sound/video recordings of performances cannot be made without prior written consent of Woodfordia. Photographs taken at Lake Gkula Camping cannot be published without prior consent of Woodfordia.  

LIABILITY 

Woodfordia takes no responsibility for loss or damage to personal property. Patrons enter the venue at their own risk and to the maximum extent permitted by the law, Woodfordia, its employees and all other persons involved in the organisation, sponsorship and promotion of Lake Gkula Camping accept no liability for any injury, loss, claims, costs, expenses or damage (collectively “Claims”) which may be suffered or incurred or which may arise directly or indirectly in respect to the supply of goods or services, or the ticketholders attendance at  Lake Gkula Camping, including liability for negligence.   

Woodfordia, its employees and all other persons involved in the organisation, sponsorship and promotion of the event accept no liability for death or personal injury howsoever caused.  

Each patron indemnifies Woodfordia in respect of all Claims made in connection with their attendance at Lake Gkula Camping, to the full extent permitted by law, each patron releases and discharges Woodfordia, its employees and all other persons involved in the organisation, sponsorship and promotion of Lake Gkula Camping, from all such Claims.  

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CAMPING GUESTS: 

CONDITIONS OF SALE    

WE ARE UNABLE TO OFFER REFUNDS FOR THE FOLLOWING REASONS:    

  • Partial or full refunds cannot be offered if the booking holder and/or guests arrive late or leave the campsite early.    
  • Change of mind. 
  • Change of personal circumstance.    
  • Poor weather before or during your stay with us. 
  • COVID, or COVID related symptoms. 
  • Changes to programmed events.

CAMPING CHECK-IN / CHECK-OUT:   

Check-in  

  • Arrive to the Woodfordia Reception to check-in at 87 Woodrow Road, Woodford  
  • Monday to Friday – 10:00am – 5:00pm  
  • Saturday to Sunday – 10:00am – 5:00pm  

Due to staffing rosters, we are unable to accept late check-ins.        

Check-out   

  • Campers are required to depart by 11am.
  • Please follow signage to take allocated exits only and follow speed limits to ensure the safety of everyone on site.     

CAMPING:   

  • Camping areas are designated quiet zones from 10pm onward. We ask that you reduce loud music or disruptive behaviour as we want all campers to enjoy their stay and have a memorable experience. Should we receive complaints regarding excessive noise causing disruption to other campers, you may be asked to leave the campsite, without notice.     
  • Campfires are not permitted in the camping areas other than designated communal campfires allocated by Woodfordia Inc.   
  • Generators are not permitted in the camping areas.     
  • All campers are asked to take their waste to the designated waste collection points.     
  • There is a minimum booking: 3- night minimum booking required.    
  • Space allocation for camping will be 2 adults and up to 3 youth/kids per 1 campsite. Prices are set out per person; we will allocate spaces based on the number of adults on the booking.    

For example, 2 adults 3 kids = 1 space.    

4 adults and up to 6 kids = 2 spaces.    

4 adults and 7 kids = 3 spaces. 

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GLAMPING GUESTS: 

CANCELLATION, RETURNED BOND & NON-ARRIVAL CONDITIONS:    

Guests who need to cancel a booking should contact us as soon as possible. Security Bond and Booking Payments already paid are only returned in accordance with the following conditions:  

  1. Cancellation made 15 days or more in advance of arrival date = Bond and booking refund 100%.
  1. Cancellation made 14 days or less of arrival date = 100% of Bond and 50% of booking is refunded.
  1. Cancellation made 48hrs or less of arrival date = 100% of Security bond refunded, and No booking refund issued.
  1. Non-arrival guests, who are unable to attend or fail to attend for whatever reason forfeit their security bond paid and the full booking.   

Woodfordia suggests that guests might consider taking out appropriate holiday/cancellation insurance for their booking. Please note that Covid is not a valid reason for a refund as per current government conditions.   

GLAMPING CHECK-IN / CHECK-OUT:   

Check-in  

  • Arrive to the Woodfordia Reception to check-in at 87 Woodrow Road, Woodford  
  • Monday to Friday – 10:00am – 5:00pm  
  • Saturday to Sunday – 10:00am – 5:00pm  

Glamping guests are welcome to check-in from 10am and enjoy the site, however rooms may not be accessed until 2pm. 

Late Check-in & Early Check-out   

Please contact reception if you will be arriving late or require late check-out by calling 07 5496 1066.  

Check-out   

  • Drop off Tent keys at Woodfordia Reception by 11:00am on the day of your departure.  

Additional 5th Camper   

  • Please inform us of the 5th person during your original booking or prior to your arrival if you require an extra bed.  

SECURITY BOND – COMPENSATION – DAMAGES:   

We do understand that accidents happen, so we think it is best to be clear about how we handle the process.   

A security bond of $100 per tent is required to cover possible unforeseen costs.   

  • Should there be any breakages or damage to fixtures, fittings or furniture please let us know immediately so that we can take steps to repair or replace. We can discuss with you before you leave to avoid any issues later, and a fee will be determined by Woodfordia Inc.   
  • Should the accommodation be left in an unreasonable state and additional cleaning is required, a minimum cleaning fee of $50 will be deducted from the held security bond; if fees exceed the $100 security bond, we will send an invoice for the remaining charges,  
  • Should there be any breakages or missing items exceeding the $100 bond, we will send the exceeding invoice to you for any remaining charges.
  • Housekeepers will have an inventory to check breakages and or missing items.
  • The security bond will be released when Woodfordia Inc has determined that the tents have been left in a reasonable and undamaged state within 10-14 days of your departure.

ACCESSIBLE GLAMPING:   

The Accessibility Glamping Tents are reserved for guests that have pre-booked and require such access.

SERVICING OF TENTS:   

  • The Glamping Tents will be serviced if your stay is longer than 4 days. The service will be scheduled on every 3rd day of the stay between 10:00am to 02:00pm. If you don’t wish servicing of tents to be done, please advise Woodfordia Reception.   
  • Servicing of tents will include cleaning of the bathroom and change of towels, as well as topping up coffee and tea. Milk can be purchased at the General Store on site.   
  • If you wish to have your bedding changed during your stay, this can be done by request, please contact reception on 07 5496 1066 during office hours.  
  • Reception is open between 9:00am – 5:00pm weekdays and 10:00am-5:00pm on weekends. For any safety or emergency request outside of this time, please call 07 5496 1033 for assistance.  

BABY COT:  

If you require a baby cot, please arrange this when making your booking, at no extra cost. Please bring your own bedding for the baby cot.   

SMOKING:  

Our Glamping tents are a smoke-free zone. Please do not smoke, vape, or use e-cigarettes inside the tents  

You are welcome to smoke on the balconies, and we request that you close the glass doors whilst smoking. Ashtrays will be provided.  

VALUABLES:  

Guests are responsible for their own valuables. Please take advantage of the tent door locks and perhaps ensure valuables are not left in sight. 

INTERNET ACCESS: 

Due to the nature of the Lake Gkula Camping event, we are unable to provide Wi-Fi service.   

PARKING:    

We ask guests to park in the allocated parking spot assigned to them. Where on-site parking is provided, guests accept that they park their vehicles at their own risk. Each tent will be allocated ample room for parking.     

ENVIRONMENTAL SUSTAINABILITY POLICY:    

BATHROOM AND SHOWER  

Woodfordia will supply eco-toiletries – Hand / Body wash / Shampoo and Conditioner.  

If toiletries are running low, contact Woodfordia Reception 07 5496 1066 to organise a re-fill.  We also request that water usage be kept to a minimum. Additional eco-friendly cleaning supplies will also be available.  

WASTE & RECYCLING  

  • Eco-friendly trash bags will be provided in each tent and located under the sink cabinet.  
  • We strongly encourage sorting items for recycling collection to reduce landfill wastes.   
  • Waste collecting point will be located close to the camping amenities block.   

SEVERANCE:    

If any of these Terms and Conditions are illegal or unenforceable, the offending part is to be disregarded and does not affect the remaining part.    

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