Fire or life threatening emergencies: 000
Emergency Information: 13 3337
SES Emergency Assistance: 132 500
Fire or life threatening emergencies: 000
Emergency Information: 13 3337
SES Emergency Assistance: 132 500
"BGU” means Brigade, Group or Unit.
“Event” means the 2026 WAFES Conference being held from Friday 4 to Saturday 5 September 2026, which includes the Welcome Sundowner, Conference, tours and workshops, WAFES Awards Gala Dinner and associated events.
“Event Attendee” means DFES staff, DFES volunteers and Bushfire Brigade volunteers who are invited or have registered the attend the Event.
“DFES” means the Department of Fire and Emergency Services of Western Australia.
“Late cancellation” means cancellation any time between 12.00am on Friday 21 August 2026 and 7:00am on Friday 4 September 2026.
“Non-attendance” means not attending the Event without notifying the Registration Manager.
“Organiser” means the DFES Events team who is contactable via eventsandawards@dfes.wa.gov.au
“Registration Manager” means Corporate Travel Management who is contracted by DFES to manage all delegate services. The Registration Manager is contactable by telephone on 08 9216 7257 or 1300 040 934 or email WAFEStravel@eventsctm.com.
“Staff Attendee” means a DFES staff member who is invited or has registered to attend the Event.
“Volunteer Attendee” means a DFES or Bushfire Brigade volunteer who is invited or has registered to attend the Event.
"WAFES” means the Western Australian Fire and Emergency Services.
2.1. All prices for registration fees, cancellation and non-attendance fees, travel and accommodation costs referred to in these terms and conditions are in Australian Dollars, inclusive of GST.
3.1. Registration for the Event is subject to these terms and conditions.
4.1. A tax invoice (if applicable) will be emailed to attendees with confirmation of registration.
4.2. Payment of WAFES Conference registration fee (if applicable) and WAFES Awards Gala Dinner tickets (if applicable) are 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 Organiser’s receipt of an application and/or payment does not constitute acceptance. The Organiser reserves the right, in its sole and absolute discretion, to limit or deny access 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 Organiser through the registration process will be governed in accordance with the Organiser’s Privacy Policy.
5.1. The Organiser has implemented a cancellation policy to limit the financial impact on the State of Western Australia caused by Event Attendees’ non-attendance, cancellation or early departure, without reasonable notice, while recognising that and Event 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 Organiser may reallocate the Event Attendee’s place.
6.1. The Organiser will make the following notifications in relation to late cancellations or non-attendance:
a) Volunteer Attendees: notification will be made to the relevant DFES District Officer and/or BGU Manager.
b) Staff Attendees: notification will be made to the relevant line manager.
6.2. The Organiser may deem those Event Attendees as late cancellations and non-attendances ineligible to register and attend future Events.
7.1. In addition to flight and accommodation cancellation costs (refer to clauses 17 and 18), Event Attendees deemed as late cancellations or non-attendances may be held responsible for Event costs incurred by the Organiser as indicated below.
8.1. Except as specified in clause 8.2, Event Attendees are required to collect a lanyard from the WAFES Conference 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. Event Attendees are required to check-in to each individual event. Event registration check-in records will be used to determine non-attendance for these events.
8.5. The forms of check-in that will be made available to Event Attendees include:
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. This excludes guests of 2026 WAFES Awards finalists for individual and young people award categories who are eligible to bring a non-volunteer guest at no charge.
9.3. Volunteers 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 2026 WAFES Awards finalist, they will not be required to pay the ticket price.
9.4. Please refer to the 2026 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 Organiser’s official photographer/videographer.
10.2. Event Attendees’ consent for the 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 advertising and promotional material by the Organiser.
10.3. Event attendees may withdraw this consent by notifying the Organiser in writing.
10.4. Personal information acquired by the Organiser under clause 10 will be governed in accordance with the Organiser’s Privacy Policy
11.1. Event Attendees agree, by providing their mobile number during registration for the Event, that they are permitting the Organiser and/or Registration Manager 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 Event must be in accordance with the DFES Corporate Travel Policy and Procedures.
12.2. The Organiser is required to exercise the strictest economy and accountability in relation to publicly funded travel and will ensure that:
12.3. Reimbursementfor travel costs will therefore be based on the most economical means of transport available.
12.4. For the purposes of clauses 13 to 19 only, the term “Attendee” will refer to both Volunteer Attendees and eligible regional Staff Attendees. Regional 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 Attendee’s BGU headquarters) to attend the Event they are eligible for, accommodation will be paid for by the Organiser. This includes accommodation from Thursday 3 September to Sunday 6 September 2026 (3 nights).
13.2. Only Attendees who register to attend a tour or workshop on Friday 4 September 2026 can book accommodation from Thursday 3 September 2026.
13.3. Attendees who are only attending the WAFES Awards Gala Dinner are not eligible for accommodation paid for by the Organiser, unless they are a WAFES Awards finalist.
13.4. Accommodation for the WAFES Conference is at Crown Perth. The Organiser will pay the applicable room rate, including breakfast, for Attendees. Rooms are single occupancy unless an Attendee requests to share with another Attendee.
13.5. All accommodation requests are made to the Organiser via the Registration Manager during registration. While efforts will be made to accommodate room requests, the Organiser cannot guarantee the requested room will be provided as this remains at the discretion of the accommodation provider.
13.6. Where the Organiser 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 an Attendee’s BGU headquarters, subject to the conditions in subclauses 14.2. to 14.7.
14.2. Attendees whoare representing another entity or organisation which will pay travel expenses,are ineligible for payment of travel allowancefrom the 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 DFES District Officer) and carpool with other Attendees where possible. Travel allowance is not payable when a DFES or service vehicle 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 clause 14.3, 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 their BGU headquarters are within a fifty (50) kilometre 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 and to view the BGUs within a 50 kilometre radius of a regional airport that these caps apply to.
14.6. 1If an Attendee elects to drive and their BGU headquarters are outside a fifty (50) kilometre radius of a regional airport, the motor vehicle allowance payable for travel to the Event shall not exceed the maximum allowance set out in Appendix 1. See Appendix 1 to view a list of BGUs that these caps apply to and their distance from the Event.
14.7. Attendees taking flights to the Event may claim:
15.1. Attendees requesting flights and/or accommodation via the Event registration site will receive a confirmation email to their nominated email address.
15.2. Attendees areto check details in their bookings carefully. If Attendees identify that anerror has been made during the booking process, they must contact theRegistration 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 andfriends) will be charged any additional costs associated with accommodation extension.
16.2. Payment for accommodation extensions is due on completion of the online Event 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 anamendment 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 to 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 providedin subclauses 18.1 and 18.2.
18.6. Attendees whoamend flights in order to extend their stay for personal reasons may also beresponsible for any additional costs chargedto the Organiser by the airline as a result of the change.
18.7. The requirement for an Attendee topay a cancellation fee/s will be assessed on a case-by-case basis. Attendeesmay contact the Registration Managerto 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 30 October 2026 to the Organiser at eventsandawards@dfes.wa.gov.au.
19.3. Motor vehicle allowance: Eligible Attendees must submit a travel claim form. Refer to Appendix 2 for calculation instructions.
19.4. Parking reimbursement: Eligible Attendees who incur parking fees at regional airports may claim reimbursement. As free parking is available at Crown Perth, paid parking and valet parking at Crown Perth will not be reimbursed.
19.5. Meal claims: Reimbursement for all meals claimed shall be at the rates set out on page 96 of the Public Service Award 1992 under the following conditions:
20.1. Event Attendees acknowledge and agree that, so far as permitted by law, the Organiser will not be liable for any death, injury, financial loss or damage sustained by an Event 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. Event Attendees acknowledge and agree that so far as permitted by law, the Organiser will not be held responsible for the security of any personal belongings of Attendees at the Event.
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