Bookings Terms & Conditions

I (“Me” or “I“), request and approve my child’s/children’s enrolment and participation in the Kool HQ Vacation Care Program (the “Service”).

These Terms and Conditions apply between Me and Kool Kidzz Pty Ltd (“Kool HQ“) when using the Service. I have read and agree to these Terms before using the Service.

I understand that my child/children can only attend the Service after I have completed my online enrolment form, including adding emergency contacts, disclosing all relevant child conditions, and providing valid payment information.

Child Information

I agree to disclose all relevant information about my child in the Enrolment Application. The information I have provided is true and correct and I undertake to immediately inform the Service in the event of any changes to this information.

Signing In & Out

I understand that it is necessary to personally sign children in and out as required for the various care sessions. If any person apart from those listed on the enrolment form is to collect and sign out my child/children, I agree to notify the Service in advance and in writing to this effect.

I understand that Kool HQ staff do not supervise my child until they are signed into the Service.

I understand that Kool HQ staff do not supervise my child after they have been signed out of the Service.

Medical Conditions

I authorise all Kool HQ and campus staff, in the event of accident or illness, to obtain all necessary medical assistance and treatment for my child including; medical treatment for the child from a registered medical practitioner, transportation of the child by an ambulance service; and dental treatment; and agree to meet any expenses attached to such treatment.

I give permission for all Kool HQ and campus staff to administer appropriate medical attention and first aid to my child in an emergency.

I acknowledge medication may be administered to a child without my authorisation in case of an anaphylaxis or asthma emergency.

I understand that if my child has a medical condition, dietary requirement or any other additional need, I must provide a medical action plan and/or management plan prior to my child’s attendance at the Service.

I understand that I must provide my child’s own medication (i.e.; EpiPen, Ventolin, Puffer, etc) at the Service if my child has a medical action plan that requires medication to be administered.

I acknowledge that my child will not attend the program if suffering from an infectious or contagious disease.

I agree to make arrangements for the collection of the child referred to in this Enrolment Form if he/she becomes unwell at the Service.

I am aware that some children attending the Service are highly allergic to nuts and nut products and agree not to supply my child/children with any item containing nuts.

I agree and understand the following:

1) All medication must be in the original medication container with my child’s name and correct dosage affixed to the container‚ this includes over the counter medication (e.g. Paracetamol)
2) I must include a medical practitioner letter or pharmacist printed instructions for prescribed medication.
3) I must include written permission to administer over the counter medication (e.g. Paracetamol).
4) All medication must be supplied by the parent/guardian, this includes over the counter medication.

I authorise the Service staff to apply sunscreen to my child if I do not provide such, unless requested otherwise on the Enrollment Form.

In order to maintain appropriate standards of health and safety, children with certain medical or physical conditions may not be allowed to participate in some activities. In such cases, we will endeavour to provide alternative activities.

If full information regarding the medical, physical and behavioural conditions of my child is not provided at the time of booking, it may result in the child being excluded from certain activities. In such circumstances, the Service and Kool HQ reserves the right in its absolute discretion to cancel such child’s participation in the Service and no refund will be paid. All information given will be treated in complete confidence.


Nuts or foods containing nuts are strictly prohibited from the program. I agree that my child/ren will not bring any food or foods containing nuts to the Service.

Children shall not be allowed to share food due to allergies, etc. If such sharing occurs, Kool HQ and staff shall not be responsible for any illness, allergy which may result therefrom.

Court Orders

I understand that Kool HQ management and/or staff cannot enforce Family Court Orders or Domestic Violence Orders by law.


Kool HQ does not accept any liability for personal injury, property damage, personal items (of any type) or loss sustained by any participant as a result of his or her participation in the Service.

All items found will be placed in the lost and found designated area at the Service. If no claim is made by a family, such items will be donated to a charity of the Service’s choice.

Behaviour management guidelines – Unacceptable Behaviour

I agree and understand that my child must follow behaviour management guidelines as outlined in the Kool HQ Handbook whilst participating in the Service. I agree and understand that any breaches of the Kool HQ behavioural management policies may result in the child’s exclusion from activities or the program upon immediate notification from the Service.


I understand that off-site excursions and transport are subject to cancellation or alteration in the event of unsuitable weather conditions or other factors which may arise that are beyond Kool HQ’s control.

I understand that if I fail to drop off my child off by the specified time, this may result in non-participation in the excursion on that day (even if booked and confirmed), and there are no refunds or credits as a result of such cancellations.

Payment, Fees & Cancellations

I understand that payment is required in advance prior to attendance at the Service and that bookings will not be confirmed unless payment has been received.

I acknowledge that since Kool HQ charges in advance, any subsidy reduction amounts I receive on my Kool HQ statement is an estimate only until the attendance/s and related subsidy is formally assessed by Centrelink. I agree to pay to Kool HQ any differences in fees if Centrelink recalculates my subsidy entitlements. I understand this may happen at Centrelink’s discretion. I further acknowledge that until such time as the days’ fees are paid in full, the parent/guardian remains fully responsible for full payment of the fees and any related additional charges.

I agree to pay for all of the specific days my child has a confirmed booking (and not cancelled within the relevant time frame), regardless of whether my child actually attends on that specific booked and confirmed day.

Cancellations received in writing (email acceptable) more than 24 hours before the start time of the day booked, will receive a credit. Credits issued are valid for 12 months from the date of cancellation. Refunds are not provided.

Cancellations must be made not less than 24 hours prior to the scheduled start time of the booked and confirmed attendance date, otherwise full fees apply.

Refunds or credits are not issued in the case of illness.

Kool HQ is under no obligation to provide any refund or credit for any session a child did not attend when booked, provided however, Kool HQ will consider special requests for refunds or credits on compassionate grounds, if made in writing (email acceptable) within 7 days of the absence. Such consideration is in Kool HQ sole and absolute discretion.

I understand that I will incur a late collection fee if I collect my child after the scheduled finishing time. Please refer to the Fee Schedule.

I understand that there is a one-time set up fee for each new direct debit. Please refer to the Fee Schedule.

I understand that a failed transaction fee may apply for each rejected or failed Direct Debit transaction in a billing period. Please refer to the Fee Schedule.

I understand that direct debit payments are deducted each Thursday (billing cycle).

I understand that if my account has an outstanding amount I will be charged a late payment fee per unpaid cycle. Please refer to Fee Schedule. After two consecutive unpaid billing cycles, Kool HQ reserves the right to refer my account to a debt collector. If outstanding accounts are referred to a debt collector and or legal representative, all associated costs with this process will be paid for by Me.

I agree to pay any relevant additional charges including, but not limited to, late fees.

Changing Weeks/Days

Booking dates can be changed provided I request the change at least 24 hours before the start time of the booked day and the Service has the necessary available spaces on the new requested day.

Additional Needs

I understand that children with additional needs must be booked into the Service more than two weeks in advance to ensure resources and additional staffing needs can be arranged. Children with additional needs not booked into the Service within the relevant time period may not be able to use/attend the Service.

CCB & CCR / CCS (Child Care Subsidy)

I understand that Kool HQ is an Approved Service for Centrelink purposes and will submit my child attendances to Centrelink every Friday.

I understand that in order to qualify for the Child Care Subsidy, I must supply the correct CRN’s (which differ between parents and individual children), dates of birth and names of my child/ren in my Enrolment Application. The information I provide to Kool HQ must be the same as the information given to Centrelink. Kool HQ is not responsible for any inconsistent information provided.

I understand that I must link my child to the Service.

I understand that it is my responsibility to ensure all Child Care Subsidy requirements are completed correctly and fulfilled and if I fail to do so, I will be responsible for paying full fees for the Service.

I am responsible for communicating this information to Centrelink. If I have any questions relating to my Centrelink entitlements I will contact the Family Assistance Office on 13 61 50.

Photography/Video footage & Observations – Media

I give permission for the Service’s staff and students to observe my child/ren to assist in developing active communicated programs.

I give permission for my child’s name and/or photograph to be used for promotional purposes and Service displays (including on brochures, advertising materials etc. whether online or hardcopy (Please inform the Service if children cannot be photographed).

I understand that neither I nor my child will be paid for giving this permission or use of any of the Materials and I hereby waive any claim that I or we may have or may have had for remuneration, residuals, royalties, license fees or any other payment in respect of the use of the Materials.


I give permission for Kool HQ to use the email address provided to contact me regarding account issues, keep me updated with Service information and to provide me with statements electronically.

I understand that I will automatically be subscribed to the Kool HQ mailing list informing me of operational dates and times, providing with informational materials, and other offers and updates. I acknowledge that I can unsubscribe at any time.

I understand that confirmation of Enrolment will be sent via email from Kool HQ.

I understand that my child can attend the Kool HQ Service only after I receive confirmation of Enrolment.

Child Protection

I understand that Kool HQ staff and volunteers have a responsibility to make a report to the appropriate authorities if they suspect a child in their care may be suffering from abuse, or if a child makes a disclosure about abuse. In this event staff will notify The Department of Education and Communities (DEC).


I understand that Kool HQ reserves the right to amend these Terms and Conditions from time to time at its discretion. The latest version will be available on the Kool HQ website. My continued use of the Service indicates my agreement to the latest Terms and Conditions.

Kool HQ reserves the right to change the date, time, fees or the itinerary of the program. In the event of such change, confirmed registrations will be honoured at the original price.

Force Majeure

Kool HQ, the Service or any of its staff or volunteers shall not be liable for any failure to perform their obligations of the Service where such failure results from any cause beyond their control, including the elements; fire; flood; severe weather; earthquake; vandalism; accidents; sabotage; power failure; Internet failure; riots; civil or public disturbances; strikes lock-outs or labour disruptions; and any laws, orders, rules, regulations, acts or restraints of any government or governmental body or authority, including the orders and judgments of courts.

Shopa Docket Promo

Limited time offer. Offer applies for new children attending Kool HQ for the first time. The offer cannot be used in conjunction with any other offer including the Early Bird deal. Parents must complete a valid enrolment form for their child in order to participate in the program. $10 saving per day for up to 10 days during the first holiday camp that the child attends. No minimum days required.


Last updated: 13-Feb-2022

Kool Kidzz Pty Ltd ABN 80 614 449 179