These terms and conditions apply to education group bookings and education programs provided by Port Arthur Historic Site Management Authority (PAHSMA) at the Port Arthur Historic Site.

1. Making & confirming bookings

1.1 Group booking requests must be placed online via the school booking form at least 6 weeks prior to the preferred visit date. Booking requests made less than 6 weeks in advance may only be accommodated if there is availability.
1.2 All group booking requests will be responded to within 3 business days of submitting an online form.
1.3 Bookings are not confirmed until all the information required to make a booking has been submitted and you have received a booking confirmation from PAHSMA. Booking confirmations are sent via email.

2. Changes to existing bookings

2.1 After a booking is confirmed, changes to numbers can be made up to 48 hours prior to the date of your visit. PAHSMA may not be able to accommodate any changes made less than 48 hours in advance.
2.2 All changes must be received in writing and sent to education@portarthur.org.au.

3. Cancellation policy

3.1 Notice of cancellation must be provided in writing and sent to education@portarthur.org.au at least 72 hours prior to the date of visit.
3.2 If notice of cancellation is received 72 hours or more in advance and payment has been made, PAHSMA will refund the amount paid.
3.3 If notice of cancellation is received less than 72 hours in advance, the group will be charged an administration fee of $150.00 plus 50% of the cost of your scheduled education program. Consideration will be given to unforeseen circumstances.
3.4 Please see section 8.5 for cancellation notice required for group catering.
3.5 PAHSMA reserves the right to cancel or reschedule all or part of an education program due to any change in circumstances that is beyond PAHSMA’s reasonable control (force majeure). PAHSMA will notify the group leader as soon as possible of any such change in circumstances.
3.6 PAHSMA is not responsible for any cost or expense (including without limit accommodation or travel costs) incurred if all or part of an education program is cancelled or rescheduled because of force majeure.
3.7 PAHSMA will offer to reschedule your program and/or provide a full refund for confirmed education programs paid for in advance. PAHSMA’s maximum liability is limited to refunding the amount paid in advance.

4. No show policy

4.1 If a group fails to provide notice of cancellation and does not show for their scheduled program, they will be charged an administration fee of $150.00 plus the full cost of the program.

5. Finance & payment

5.1 All program prices are subject to change.
5.2 Payment must be made in advance via the methods specified on the invoice provided with booking confirmation. Payments can be made on the day via credit card before the scheduled start time of a program.

6. Group size & supervision

6.1 Our tour guides and education staff are responsible for facilitating your program. Teachers and other accompanying adults are required to remain with their group at all times to supervise students.
6.2 We require a minimum of 1 teacher/adult supervisor for every 10 students for both primary and secondary groups for this purpose, and these teachers/adult supervisors will be provided with complimentary site entry. Teacher aides and companion card holders accompanying students with disability will also be provided with complimentary site entry.
6.3 Some exceptions apply to the above condition (6.2) and this will be discussed with you when confirming your booking.
6.4 PAHSMA must be notified of the number of teachers/adult supervisors accompanying your group. Additional teachers/adult supervisors may incur an extra charge.
6.5 Minimum student numbers apply to all tours and workshops, and groups with less than the minimum number of students required to run these programs will incur a minimum charge.
6.6 Larger groups will be divided into smaller subgroups at the discretion of PAHSMA in order to facilitate your program.

7. Arriving & timing

7.1 Groups should aim to arrive at least 30 minutes before their scheduled program start time. Please contact Port Arthur Reservations on 1800 659 101 if you are running late for any reason.
7.2 Programs typically cannot be extended past their scheduled conclusion time. If a program begins after the scheduled start time, it will still be subject to the scheduled conclusion time unless PAHSMA agrees otherwise in its sole and absolute discretion.
7.3 Some tours cannot commence if a group arrives late and PAHSMA cannot guarantee the group an alternate tour time. It is at PAHSMA’s sole and absolute discretion to reschedule a tour because of late arrival.

8. School group catering

8.1 Group catering is available at the Port Arthur Historic Site for groups of 20 or more, and requests for group catering must be sent to education@portarthur.org.au.
8.2 A minimum of 7 days’ notice is required for group catering requests which must indicate menu selection and any special dietary requirements. Requests, including special dietary requirements, made with less than 7 days’ notice may not be accommodated.
8.3 All requests for group catering must be accepted and confirmed by PAHSMA.
8.4 Final numbers for catering must be confirmed at least 48 hours prior to the date of visit. Any increase to catering numbers received less than 48 hours in advance may not be accommodated. Any decrease to catering numbers received less than 48 hours in advance will result in catering being charged based on the number last advised by the group leader.
8.5 Notice of cancellation must be provided in writing and sent to education@portarthur.org.au at least 48 hours prior to the date of visit. If notice is received with less than 48 hours’ notice, the group will be charged in full based on the number and menu selection last advised by the group leader.
8.6 All changes must be received in writing to education@portarthur.org.au.
8.7 All school group catering options are subject to produce availability.

9. Other

9.1 The provision of any learning resources as part of an education program is for use solely within the program (and not otherwise exploited or used for commercial purposes). PAHSMA will not provide additional copies of learning resources used in tours or workshops.