Booking Terms and Conditions

1. Code of Conduct

Vibe Football reserves the right to send participants home from any program if they do not meet our strict code of conduct. Participants are informed of the Vibe Football rules & expectations prior to attending any program. A copy of our rules and culture can be obtained at any time by contacting us directly.

2. Working with Children

Vibe Football is committed to providing a safe environment for all participants, customers, students, visitors and staff. This policy enables Vibe Football to meet the legislative requirements of the various Australian States & Territories as they relate to employees/contractors or students who are likely to engage in direct-contact activities with children throughout the period of their employment or experience with Vibe Football.

2.1 Objective

The objectives of this policy are to:

a) ensure the safety of children in all Vibe Football programs;

b) ensure the suitability of employees/contractors, job applicants and franchisees for direct contact with children as part of their employment or business operations;

c) prevent people with a criminal history that affects their suitability to work with children, from working in child-related employment or participating in any way in Vibe Football programs.

Relevant employees/contractors and volunteers, as defined by the scope of this policy, must undergo a Working with Children Check (or its equivalent) as a means of ensuring that the above objectives are met.

2.2 Scope

The Working with Children requirements apply to all:

(a) prospective employees/contractors/volunteers whose role may require direct contact with a child.

(b) persons involved in any event where direct contact with a child may be necessary or required.

2.3 State and Territory Legislative Requirements

There is no single national system setting out the requirements for obtaining a Working with Children Check (WWC Check) or its equivalent. Each State and Territory has their own legislative requirements (except Tasmania) and it is necessary to fulfil the requirements in the jurisdiction in which you are working or operating in. As legislative requirements may change from time to time, it is important that employees/contractors and volunteers remain abreast of such developments, and ensure their continued compliance with the applicable requirements.

2.4 Related Legislation:

NSW – Child Protection (Working with Children) Act 2012

VIC – Working with Children Act 2005

QLD – Commission for Children and Young People and Child Guardian Act 2000

WA – Working with Children Check (Criminal Record Checking) Act 2004

SA – Children’s Protection Act 1993

NT – Care and Protection of Children Act 2007

2.5 Requirements

(a) All employment and business operations within Vibe Football include instances requiring the work with or instruction of children. Working with children could include a class, camp, clinic, tournament, party or in-school event coaching, instruction, leadership or facilitation of customers, staff or students who are under the age of 18. As such, a successful WWC Check (or its equivalent) is a condition of employment, ownership or any form of involvement at these events and must be submitted to Vibe Football and the employer for the period of any employment/involvement within any and all Vibe Football business units.

(b) Any employee or volunteer who is not able to produce or maintain a successful WWC Check will not be permitted to have any involvement within Vibe Football, or its affiliates and business units, requiring them to be able to work with or instruct children. In these instances, the individual is unable to meet the requirements for employment with Vibe Football.

(c) If an individual is found to have misled Vibe Football regarding their WWC Check status (i.e. using falsified documents to claim legal ability to work with children when this is not the case), they may be terminated immediately..

2.6 Employee Requirements

(a) As all roles within Vibe Football involve students and children who may be under the age of 18, it is a condition of employment that those who are working in a role involving any form of contact in an instructional, teaching, coaching, tuition or counselling/advisory capacity or in roles specified by this policy must successfully undergo a Working with Children Check (WWC Check) or its equivalent as per legislative requirements.

(b) All offers of employment for roles of this nature will be offered subject to those individuals obtaining a WWC Check. It is the responsibility of the prospective employee/contractor to apply for their WWC Check and cover the cost prior to the commencement of their employment.

(c) Upon commencement, evidence of application or proof of a successful check must be produced to the employee’s direct manager and to Vibe Football. Evidence of completed checks must be produced prior to the employee commencing duties involving unsupervised contact with students. In instances where an application has been made but the completed check has not been received, employees must be supervised during face-to-face contact with students under 18 years of age.

(d) All employees must advise Vibe Football of any change to the status of their WWC Check as soon as possible. Failure to adhere to the applicable requirements may be considered misconduct and may result in disciplinary action. If an employee/contractor is found to have misled Vibe Football regarding their WWC Check status (e.g. using falsified documents), this may result in immediate termination of contract.

2.7 Exemptions

a) Persons under the age of 18 are not subject to the Working with Children requirements however they are still required to conduct themselves having regard to the safety of all children and adhere to the provisions in paragraph 3

Note: If that person turns 18 during the period of their employment/studies, then they must make an application at the soonest practicable date once they turn 18. They will not be permitted to undertake unsupervised activities with children until a successful WWC Check is supplied.

3. Child Protection

3.1 Vibe Football is committed to protecting children attending our events and any other children with whom our managers, coaches, leaders and staff come into direct contact. Vibe Football strives to provide a child-safe environment at all times and this policy aims to provide certainty about what are acceptable standards of behaviour when working with children. This policy will support all staff to work in a way that supports the safety, welfare, and well-being of children at all times.

3.2 All managers, employees, and volunteers of Motiv8sports must abide by this Code of Conduct, which requires them to:

  1. Commit to conduct themselves as a positive role model to children.
  2. Read, understand and comply with organisational policy and guidelines around the safety of children as outlined in the Vibe Football Policies
  3. Follow relevant local, state and national laws pertaining to working with children, including reportable conduct obligations and mandatory reporting requirements.
  4. Be respectful of children’s rights, background, culture and beliefs as set out in the UN Convention on the Rights of the Child.
  5. Ensure adequate supervision of children as defined by the Education and Care National Laws and Regulations.
  6. Safeguard children at all times and not place a child at risk of abuse or condone behaviours of children that are unsafe.
  7. Treat all children with respect and act in a way that does not show unfair differential treatment, or favour particular children to the exclusion of others.
  8. Avoid one-on-one situations with children, by ensuring that there is always another staff member or other children present. If an unavoidable situation arises then communicate with other staff about the situation.
  9. Always act in the best interest of children and avoid any unnecessary or potentially harmful physical contact with children, unless necessary for their safety and wellbeing. Physical contact is required on occasions, however, Vibe Football will not allow children to sit on laps and will encourage children to carry out tasks of a personal nature (such as toileting and dressing) for themselves.
  10. Be careful when participating in or supervising sports and games that the activity does not have the potential to cause harm or injury. This includes being mindful of the child’s age, development and any illness, injury or special needs that could place them at risk. Refer to the risk assessments for each sport.
  11. Not physically punish a child and ensure that any restraint of a child is only used for protecting the child or another person from physical harm, and conforms to industry and agency standards regarding the use of restraint with children.
  12. Use appropriate language for the age and understanding of the child and avoid confusing or age-inappropriate discussions with sexual, discriminatory or violent references.
  13. Avoid any actions or words intended to threaten, intimidate, shame, humiliate, belittle, embarrass or degrade children.
  14. Maintain professional and courteous relationships with children and their families which do not exploit or abuse their position.
  15. Only photograph children appropriately for the circumstances and with the necessary consent of the child/ and his/her parents/guardians.
  16. Not expose children to inappropriate imagery, including on age-inappropriate websites, for any reason.
  17. Use social media appropriately and not engage in social networking with any children who have attended events under the age of 16 or their siblings.
  18. Be aware of, and act on, any specific health issues with children in our care, particularly any medical and dietary specifications.
  19. Give medication to children in accordance with the medication policy and as detailed by the Education and care National Laws and regulations.
  20. Not attend work affected by illegal drugs or alcohol, consume them whilst at any event or supply them to children in my care.
  21. Not attend work adversely affected by prescription medication which might cause harm to any children in my care.
  22. Not smoke whilst on duty.
  23. Declare all secondary work that involves children who attend Vibe Football programs (e.g. babysitting) and any out-of-work contact with children and their families met through the workplace.
  24. Report any concerning staff conduct towards children or any suspected risk of harm to a child to the Program Manager or Vibe Football Head Office.
  25. Ensure that any breaches of this code of conduct will be reported to the Program Manager

4. First Aid

4.1. First Aid facilities must be provided at all Vibe Football programs for the welfare and safety of children attending and those at the workplace. Such facilities include appropriate arrangements for providing and accessing first aid materials and treatment. Each location is different, therefore first aid requirements will vary. By identifying all reasonably foreseeable hazards and understanding the level of risk associated with those hazards, using our standard risk assessment procedures, it is possible to determine the first aid equipment, facilities and trained personnel required at each event. This process is known as Risk Management.
4.2. The First Aid Code of Practice refers to those persons trained in first aid procedures as ‘first aiders’.
4.3. First aiders should hold nationally recognised Statement/s of Attainment issued by a Registered Training Organisation (RTO) for the nationally endorsed first aid unit/s of competency. First aiders should attend training on a regular basis to refresh their first aid knowledge and skills and to confirm their competence to provide first aid. First aid personnel undertake initial management of injuries and illnesses consistent with their level of training and competence.
4.4.Ideally all staff will possess a current First Aid Certificate and each camp director must always be accredited in First Aid.
4.5.Most Vibe Football programs will be considered low risk and as such the First Aid Code of Practice provides the following guidelines:

  • one first aider for 10 to 50 people on site (staff, students and others e.g. volunteers)
  • two first aiders for 51 to 100, and an additional first aider for every additional 100 on site.

4.6. What is a low-risk situation – Staff, students and others (e.g. volunteers) are not exposed to hazards that could result in serious injury or illness that would require immediate medical treatment, and the event is located with timely access to medical or ambulance services.

4.7. First Aiders should:

  1. provide initial management of injuries and illness. Ongoing care should be provided by a medical practitioner/ambulance service.
  2. recommend and maintain contents of first aid kits and first aid rooms/areas
  3. ensure all first aid kits are fully stocked with all items “in date” and readily accessible at all times
  4. maintain currency of certification: first aid certificates are only valid for a determined period, usually one year. The validity of some first aid certificates may be subject to specific requirements (e.g. refresher courses or evidence of proficiency in cardiopulmonary resuscitation every 12 months). Certification should be renewed prior to expiry.
  5. be made aware of specific hazards, the associated injuries or illnesses, and the first aid required for such injuries and/or illnesses for any children highlight the potential risks on their registration forms
  6. undertake additional first-aid training if needed e.g. administration of emergency medications – required for the emergency first-aid treatment of medical conditions such as asthma, anaphylaxis and diabetes. g. Asthma First Aid Training / Anaphylaxis Awareness and Management Training
  7. first aiders should be instructed not to exceed their training and expertise in first aid.

5. Parent Communication

5.1. The nature of our business requires us to be proactive in all communication with parents and all participants acknowledge that this is an essential safety control.

5.2. Reasons for contacting a parent

  1. Injuries – if a child is injured in any way it is imperative a parent is contacted immediately.
  2. Behavioural Issues – for the welfare and enjoyment of your coaches, staff and the other participants, if a child has been repeatedly spoken to for poor behaviour we will endeavour to contact the parent, explaining the behaviour is not to the standard we expect at Vibe Football and asking them to please come and pick up the offending participant. If necessary and at the discretion of Vibe Football we may choose to provide a full refund of any monies paid, or a partial refund for the time remaining.
  3. Bathroom Incidents – in the case that a younger child has a bathroom accident it may be necessary to phone a parent and ask them to bring a clean set of clothes. In these cases, we will endeavour to ensure the child is supported, does not feel embarrassed and the situation is handled professionally.

6. Bullying

Vibe Football is committed to providing an environment that is free from bullying. We understand that bullying has the potential to result in significant negative consequences for an individual’s health and well-being, and we regard bullying in all forms as unacceptable at our events.

Bullying is characterised by repeated, unreasonable behaviour directed at a child, or group of children, that creates a risk to health and safety.  Bullying behaviour is that which a reasonable person in the circumstances would expect to victimise, humiliate, undermine, threaten, degrade, offend or intimidate a person. Bullying behaviour can include actions of an individual or group.  Vibe Football is the sole determinator of behaviour that constitutes bullying.

7. Picking up and dropping off children

  1. Vibe Football is committed to providing a safe environment for the participation of children and young people. Part of this is ensuring that children and young people are not left alone after any of our events. We will not permit any child to leave any event without the supervision of a parent or guardian.
  2. What we will do:
    1. Make sure parents/guardians and children know the time and location of all events and when they can expect to drop off and collect their children.
    2. Request coaches and other personnel arrive before scheduled event commencement times.
    3. Maintain a register of parent/guardian emergency contact numbers and ensure program managers have access to a phone.
    4. Ensure that if parents/guardians are late, managers and/or coaches will try to make contact with them and ensure more than one coach remains with the child until the child is picked up.
  3. What we ask you to do
    1. Pick your children up on time or make other arrangements.
    2. Inform the program manager about any changes in arrangements for picking up your child.
  4. Vibe Football reserves the right to pass on staffing costs if coaches are required to stay with children in excess of 15 minutes after event pick-up times.

8. Refunds and Cancellations

  1. Wet Weather
    1. If there are showers, the training sessions will go ahead.
    2. If there is torrential rain and/or the playing conditions are unsafe, all the participants will receive an email as early as possible on the day to confirm that the session is cancelled.
    3. If Vibe Football cancels a session, participants will be receive a credit to their account or session credit returned to their membership/pack and the membership expiry extended.
  2. Small Group Training
    1. Cancellation more than 24 hours prior to the commencement of the session – a session credit will be returned to the membership
    2. Cancellation within 24 hours of the commencement of the session will be charged in full. We trust you understand that to operate successfully our staffing is based on accurate attendee numbers to maintain our coach-to-participant required ratios.
  3. Holiday Camps
    1. Vibe Football reserves the right to charge a cancellation fee of $30 if a cancellation is made within 48 hours of the 8.30am start time of any camp. We trust you understand that to operate successfully our staffing is based on accurate attendee numbers to maintain our coach-to-participant required ratios.
  4. Before School Care
    1. Cancellation of the term more than 48 hours prior to the commencement of the first session – a full refund will be provided.
    2. Cancellation of the term within 48 hours of the commencement of the first session – a full refund will be provided minus the value of one session. We trust you understand that to operate successfully our staffing is based on accurate attendee numbers to maintain our coach-to-participant required ratios.
    3. Cancellation due to illness or extenuating circumstances up to two sessions per term – if a participant is unable to attend a session due to illness or extenuating circumstance, the value of the session will be refunded in the form of account credit.
    4. Cancellation due to illness or extenuating circumstances in excess of two sessions per term – no refund will be provided.
  5. Focus Group appointments
    1. Cancellation more than 24 hours prior to the commencement of the session – a full refund will be provided in the form of credit or session credits.
    2. Cancellation within 24 hours of the commencement of the session will be charged in full.
  6. All refunds and cancellation fees are at the sole discretion of Vibe Football.

9. Parental Waiver and Consent

  • By completing the registration form as the parent or legal guardian of the child named, I hereby give my full consent and approval for my child to participate in the Vibe Football designated program.
  • I understand that there are certain risks of injury inherent in the practice and play of sports, and other related activities incidental to my child’s participation, and I am willing to assume these risks on behalf of my child. I hereby certify that my child is fully capable of participating in the designated sport and related activities, and that my child is healthy and has no physical or mental disabilities or infirmities that would restrict full participation in these activities, except as listed in the registration form.
  • In addition to giving my full consent for my child’s participation, I do hereby waive, release and hold harmless Vibe Football, its officers, coaches, sponsors, supervisors, and representatives for any injury that may be suffered by my child in the normal course of participation in the designated event and the activities incidental thereto, whether the result of negligence or any other cause.
  1. Vouchers and Promotional Codes

Government vouchers and promotional codes may only be redeemed against specified tickets at the discretion of Vibe Football.

  1. Uniform
  1. Small Group Training participants must wear the Vibe Football training uniform to all sessions.
  2. Holiday Camp participants must wear the Camp Jersey provided to them at the start of the camp or the Vibe Football training uniform to all Holiday Camp sessions.
  3. Players must wear appropriate footwear
  1. Players must wear shin pads
  2. Players must bring a full water


11. Photo, Video Audio Release

By registering:

  1. I give consent for Vibe Football to take photos of me/my child for marketing & social media use.
  2. I agree that Vibe Football reserves the right to take video and audio material of all outdoor/indoor sports activities/events and that these materials may be used for display, promotion and or advertising, or sold for profit, and I hereby waive my rights to any compensation arising out of my child’s appearance in such materials.

Vibe Football complies with all relevant legislation regarding the collection, storage, use, disclosure, retention and destruction of personal and health information.