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"W-AFAC” means the combined AFAC (Australian and New Zealand Council for Fire and Emergency Services) Conference and Western Australian Fire and Emergency Services (WAFES) Conference which will be held in Perth from 26 August 2025 to 29 August 2025.
“Event” means the W-AFAC Conference, including the AFAC Exhibition opening and welcome event, AFAC Conference, DFES tours, WAFES Awards gala dinner and associated events. The AFAC Conference is also referred to as AFAC25 powered by INTERSCHUTZ.
“Event Organiser” means AFAC Conference Pty Ltd who are responsible for overall management of the AFAC Conferences held on an annual basis across Australia.
“Registration Manager” means Corporate Travel Management who is contracted by DFES to manage all W-AFC delegate services. The Registration Manager is contactable on 08 9216 7257 or 1300 040 934 or at WAFEStravel@eventsctm.com.
“DFES Organiser” means Department of Fire and Emergency Services Events team. The DFES Organiser is contactable via eventsandawards@dfes.wa.gov.au.
“Staff Attendee” means a DFES staff member who is invited or has registered to attend the Event.
“Volunteer Attendee” means a DFES volunteer who is invited or has registered to attend the Event.
“Event Attendee” means both DFES volunteers and DFES staff who are invited or have registered the attend the Event.
"BGU” means DFES Brigade, Group or Unit.
“Late cancellation” means cancellation any time between 12.00am on Tuesday 12 August 2025 and 12.00am on Tuesday 26 August 2025.
“Non-attendance” means not attending the Event without notifying the Registration Manager.
2.1. All prices for registration fees, cancellation and non-attendance fees, travel and accommodation costs in clauses 4, 7, 9 and 13 to 19 inclusive are in Australian Dollars inclusive of GST.
3.1. Registration for the Event is subject to these terms and conditions and the AFAC Terms and Conditions for delegates and exhibition attendees. In the event of any inconsistencies, these Terms and Conditions will prevail.
3.2 Event Attendees consent to the DFES Organiser sharing their registration information with the Event Organiser. The sharing of this personal information will be for the purposes of facilitating the registration of attendees before the Event and for assisting Attendees during the Event. The sharing of this information will be governed in accordance with the DFES Privacy Policy and the privacy policy of AFAC Conference Pty Ltd.
4.1. A tax invoice (if applicable) will be emailed to attendees with confirmation of registration.
4.2. Payment of the WAFES Awards gala dinner tickets (if applicable) is due in full at the time of registration or as otherwise indicated on the tax invoice.
4.3. All fees are payable prior to commencement of the Event to ensure admission.
4.4. Notwithstanding clause 4.3, the DFES Organiser’s receipt of an application for registration and/or payment of the registration fee does not constitute acceptance of admission to W-AFAC The DFES Organiser reserves the right, in its sole and absolute discretion, to limit or deny admission to the Event to any entity or individual.
4.5. Any applications for registration and registration payments made that are not accepted under clause 4.4 will be returned to the applicant.
4.6 Personal information of Event Attendees acquired by the DFES Organiser through the registration process will be governed in accordance with the DFES Organiser’s Privacy Policy. Further information can be found in the DFES Privacy Policy
5.1. The DFES Organiser has implemented a cancellation policy to limit the financial impact on the State of Western Australia caused by an Attendee’s non-attendance, cancellation or early departure, without reasonable notice, while recognising that an Attendee may be unable to cancel within a reasonable time due to circumstances beyond their control.
5.2. Event Attendees who need to cancel their attendance at the Event and/or flights and accommodation are to notify the Registrations Manager as soon as possible.
5.3. Cancellation fees may be applied subject to clauses 17 and 18.
5.4. Upon cancellation, the DFES Organiser may reallocate the Attendee’s place.
6.1. The DFES Organiser will make the following notifications in relation to late cancellations or non-attendance:
a) For DFES volunteers: notification will be made to the relevant DFES District Officer and relevant BGU Manager.
b) For DFES staff: notification will be made to the relevant line manager.
6.2. The DFES Organiser may deem those Attendees classified as late cancellations and non-attendances as ineligible to register for and attend future WAFES Conference or WAFES Awards events.
7.1. In addition to flight and accommodation cancellation costs (refer to clauses 17 and 18), Attendees deemed as late cancellations, or non-attendances may be held responsible for Event costs incurred by the DFES Organiser as indicated below:
8.1. Except as specified in clause 8.2, Event Attendees are required to collect a lanyard from the AFAC registration desk in advance of attending their first registered event.
8.2. Event Attendees registered for the WAFES Awards gala dinner only are not required to collect a lanyard.
8.3. Event Attendees are required to attend all events for which they are registered.
8.4. Events Attendees are required to check in for the DFES tours and WAFES Awards gala dinner if they are registered for these events.
8.5. The forms of check-in that will be made available to Event Attendees include:
8.6. Event registration check-in records will be used to determine non-attendance of Event Attendees for DFES tours and the WAFES Awards Gala dinner
9.1. Attendees must present tickets to enter this event.
9.2. To allow as many Volunteer Attendees as possible to attend this event, only nominated VIPs and Volunteer Associations may bring non-volunteer guests. Non-volunteer guests will be charged $175 per ticket.
9.3. Volunteer Attendees under 18 years of age must attend with a parent or guardian. The parent or guardian will be required to pay $175 for a ticket. If the parent or guardian is also a DFES volunteer, or the underage volunteer they are attending with is a 2025 WAFES Awards Finalist, they will not be required to pay the ticket price.
9.4. Please refer to the 2025 WAFES Awards Terms and Conditions for further details on nominations, eligibility and the awards process.
10.1. All Event attendees acknowledge that they may be photographed or filmed by the DFES Organiser’s official photographer/videographer.
10.2. Event attendees’ consent for the DFES Organiser to use, reproduce, copy, exhibit or distribute any photographs or videos of attendees and/or any voice recordings made of attendees and/or written extraction of the same, which may be included in DFES/WAFES Awards’ advertising and promotional material by the DFES Organiser.
10.3. Event attendees may withdraw this consent by notifying the DFES Organiser in writing.
10.4. Personal information acquired by the DFES Organiser under clause 10 will be governed in accordance with the DFES Organiser’s Privacy Policy. Further information can be found in the DFES Privacy Policy.
11.1. Event Attendees agree, by providing their mobile number during registration for the Event, that they are permitting the DFES Organiser to SMS their number up to five (5) times.
11.2. Event Attendees may unsubscribe to messaging by replying “remove” to the SMS.
12.1. Travel and accommodation arranged for the W-AFAC Conference must be in accordance with DFES’ Corporate Travel Policy and Procedures.
12.2. DFES is required to exercise strict economy and accountability measures in relation to publicly funded travel to ensure that:
12.3. For the purposes of clauses 13 to 19 only, the term “Attendee” will refer to both Volunteer Attendees and eligible regional Staff Attendees. Regional DFES Staff Attendees will only be eligible for travel allowances if they are a WAFES Awards Finalist.
13.1. When an Attendee travels outside a radius of fifty (50) kilometres measured from the volunteer’s BGU headquarters to attend the W-AFAC Conference they are eligible for accommodation which will be paid for by DFES. This includes accommodation from Tuesday 26 August to Thursday 28 August 2025 inclusive (3 nights).
13.2. Attendees who register to attend a DFES tour or the WAFES Awards Gala dinner on Friday 29 August 2025 can book accommodation from Thursday 28 August to Saturday, 30 August 2025 inclusive.
13.3. Attendees who are only attending the 2025 WAFES Awards Gala dinner are not eligible for accommodation paid for by DFES.
13.4. Accommodation for the 2025 W-AFAC Conference is at the Pan Pacific Perth or the Ibis Styles Perth. DFES will pay the applicable room rate. including breakfast, for Attendees. Rooms are single occupancy unless Attendees request to share with another Attendee.
13.5. All accommodation requests are made to the DFES Organiser during registration. While efforts will be made to accommodate room requests, the DFEs Organiser cannot guarantee the requested room will be provided at this remains at the discretion of the accommodation provider.
13.6. Where DFES agrees to pay accommodation costs, Attendees remain personally responsible for the accommodation check -in security payment as follows:
14.1. Travel allowances may be payable to an Attendee where the Event is outside a radius of fifty (50) kilometres from their BGU headquarters, subject to the conditions in sub clauses 14.2. to 14.8.
14.2. Attendees who are representing another entity or organisation which will pay travel expenses, are ineligible for payment of travel allowance from the DFES Organiser.
14.3. Where the Event is outside a radius of fifty (50) kilometres from an Attendee’s BGU headquarters: Attendees should drive a DFES or service vehicle (if available and approved by the local District Officer) and carpool with other volunteers where possible. Travel allowance is not payable when a DFES or service vehicles is used. Front line fire or rescue vehicles must not be used.
14.4. If an Attendee is unable to source suitable transport consistent with sub clause 13.3(c), they may claim a motor vehicle allowance according to the mileage rates as set out in the DFES Corporate Travel Policy, subject to the maximum motor vehicle allowances set out in Appendix 2.
14.5. If an Attendee elects to drive and the volunteer’s BGU headquarters is within a fifty (50) kilometres radius of a regional airport, the motor vehicle allowance payable for travel to the Event shall not exceed the value of the commercial airfare for travel between the applicable regional airport and Perth. Refer to the airports listed in Appendix 1 for the relevant maximum motor vehicle allowances. Click here to view the BGUs within a 50-kilometre radius of a regional airport that these caps apply to.
14.6. If an Attendee elects to drive and their BGU headquarters is outside a fifty (50) kilometres radius of a regional airport, the motor vehicle allowance payable for travel to the W-AFAC Conference shall not exceed the maximum allowances set out in Appendix 1. Click here to view a list of BGUs that these caps apply to and their distance from Perth CBD.
14.7. Attendees taking flights to the Event may claim:
14.8. Attendees taking flights or electing to drive are ineligible to claim travel allowance for taxi or ride share travel between the Event and their accommodation.
15.1. Attendees requesting flights and/or accommodation via the W-AFAC Conference registration site will receive a confirmation email to their nominated email address.
15.2. Attendees are to check details of their bookings carefully. If attendees identify that an error has been made during the booking process, they must contact the Registration Manager as soon as possible after identifying the error.
15.3. Attendees may be subject to any fees charged for amending bookings subject to clauses 17 and 18.
16.1. Attendees who elect to extend their stay for personal reasons (such as visiting family and friends) will be charged any additional costs associated with accommodation extension.
16.2. Payment for accommodation extensions is due on completion of the online conference registration booking.
16.3. If accommodation extensions are not paid 14 days prior to the arrival date, the accommodation booking will be deemed cancelled.
17.1. Attendees wishing to cancel or amend their accommodation bookings must contact the Registration Manager as soon as possible.
17.2. Attendees wishing to cancel or amend their booking may be liable to pay any cancellation or booking amendment fees charged by the accommodation supplier.
18.1. Attendees needing to make an amendment to their flight bookings will be liable for an amendment fee of $30.00 (ex GST) per ticket payable to the Registration Manager
18.2. Attendees wishing to cancel their flight booking will be liable for an administration fee of $50.00 (ex GST) for every cancelled ticket payable to the Registration Manager
18.3. Attendees will also be liable for any flight change or cancellation fees charged by the airline.
18.4. Attendees are to contact the Registration Manager as soon as possible to advise of their need to cancel or amend flights
18.5. Attendees who cancel with advance notice (two weeks or more in advance) will not incur the cancellation fees as provided in subclauses 18.1 and 18.2.
18.6. Attendees who amend flights in order to extend their stay for personal reasons will be responsible for any additional costs charged to DFES by the airline as a result of the change.
18.7. The requirement for an Attendee to pay a cancellation fee/s will be assessed on a case-by-case basis. Attendees may contact the Registration Manager to discuss their circumstances.
19.1. Attendees who are eligible to claim costs must supply relevant tax receipts to receive reimbursement.
19.2. Forms and tax receipts are to be submitted by Friday 24 October 2025 to the DFES Organiser at eventsandawards@dfes.wa.gov.au.
19.3. Motor vehicle allowance: Attendees must submit a travel claim form. Refer to Appendix 2 for calculation instructions.
19.4. Parking reimbursement: Attendees who incur parking fees at regional airports or while in Perth attending the Event may claim reimbursement. A maximum of $20 per day will be reimbursed by DFES for this parking. Valet parking will not be reimbursed.
19.5. Meal claims: Reimbursement for all meals claimed shall be at the rates set out in the Public Service Award Travel Allowance Schedule Rates.
20.1. Attendees acknowledge and agree that, so far as permitted by law, DFES will not be liable for any death, injury, financial loss or damage sustained by an attendee as a result of, or arising from any circumstance, including (but not limited to) travel to or from the event and financial losses arising from rescheduling or cancellation of the Event.
20.2. Attendees acknowledge and agree that so far as permitted by law, DFES will not be held responsible for the security of any personal belongings of attendees at the Event.
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