1. Definitions
“Event” means the incursion, excursion or other activity delivered by Urban Quest for the School’s students.
“School” means the school, kindergarten or other educational institution booking the Event, acting through its authorised staff.
“Students” means the students of the School taking part in the Event.
“Urban Quest” means Urban Quest Pty Ltd ACN 604 274 099. References to “We”, “Us” or “Our” are to Urban Quest.
2. Who This Agreement Is Between
This Agreement is between Urban Quest and the School. The School, not any individual Student or their parent or guardian, is the party contracting with Us, on the basis of the School’s own authority to arrange excursions, incursions and similar activities for its Students.
3. No Individual Student Waiver Required
We do not require, and this Agreement does not ask the School to obtain, any individual waiver, consent form or indemnity from Students or their parents or guardians in connection with the Event.
Instead, by booking the Event, the School confirms that it holds appropriate student accident, travel and excursion insurance covering its Students’ participation, and that it has assessed the Event as suitable for its Students, including any particular medical, behavioural or access needs, before booking.
4. Insurance
Urban Quest holds public liability insurance covering all persons present at the Event, including Students, for the duration of the Event. A current certificate of currency is available to the School on request, and We are happy to provide this ahead of the booking for the School’s own records.
5. Responsibilities
5.1 Urban Quest is responsible for designing and delivering the Event content and platform, briefing Students on the activity, and directing Participants for safety and operational purposes during the Event itself.
5.2 The School remains responsible for its own duty of care to its Students throughout the Event, including supervision, behavioural management, and compliance with the School’s own excursion and risk-management policies. Our staff will work alongside supervising School staff, but do not replace the School’s supervisory responsibility.
5.3 The School will inform Us in advance of any Student medical conditions, access requirements or behavioural considerations relevant to Our safe delivery of the Event.
6. Fees and Payment
Fees for the Event are as set out in Our quote or Proposal to the School. A deposit is required to secure the Event date, in the amount and by the date set out in Our quote. The balance is typically invoiced ahead of the Event based on confirmed student numbers; where final numbers are only confirmed on the day of the Event, the balance invoice will be issued after the Event instead.
Invoices are payable within 7 days of the invoice date, or within 7 days of the Event where the invoice is issued after the Event. This 7-day payment term applies to all School bookings and does not vary according to the School’s own internal payment cycle or purchase order processing timeframe.
If the School’s purchase order or procurement process requires a longer lead time, We ask that this be initiated early enough that payment can still be made within the timeframe above. Please contact Us in advance of booking if You anticipate difficulty meeting this timeframe, so We can discuss the booking date accordingly.
7. Changes and Cancellations
Date or time change requests will be accommodated where possible, subject to Our availability.
If the School cancels the Event 5 or more business days beforehand, the deposit paid is credited towards a future Event within 12 months. If the School cancels within 5 business days of the Event, the deposit paid is non-refundable and is retained to cover Our reasonable administrative costs, reflecting the reduced opportunity for Us to fill that booking slot.
Where the Event is scheduled as a CBD-based excursion, poor weather does not cancel the Event. In this case, We will run the Event as Our fully indoor format, at no additional cost to the School. The School will be notified of this switch as early as reasonably possible before the Event.
If We are unable to proceed with the Event for any other reason, including conditions affecting safety, We will offer the School a full refund, credit, or rescheduled date.
8. Photography and Publicity
We may take photographs or video of the Event for the purpose of the Performance Report provided to the School, and, with the School’s separate agreement, for Our own promotional use. We will confirm with the School’s usual photo/media consent arrangements for its Students before using any content for promotional purposes beyond the Performance Report.
9. Liability
Urban Quest carries public liability insurance for the Event, as set out in clause 4. Our liability to the School under this Agreement is limited to resupplying the Event or refunding the Fees paid for it. This limitation does not apply to loss caused by Our gross negligence or wilful misconduct, and does not affect any right the School may have under the Australian Consumer Law that cannot lawfully be limited or excluded.
10. Governing Law
This Agreement is governed by the laws of Victoria, Australia.
