EXPLORERFEST 2025 – TERMS & CONDITIONS 

Unless the context clearly indicates otherwise, the following words and expressions shall have the meaning ascribed:

  • “Document” refers to the following terms and conditions of entry;
  • “Event” refers to ExplorerFest 2025;
  • “Organiser” refers to We Are Explorers Pty Ltd and its employees, representatives, sponsors, volunteers and contractors;
  • “Landlord” refers to Reflections Holiday Pty Ltd or NSW Crown Holiday Parks Land Manager and its officers, employees, agents, volunteers and contractors;
  • “Venue” refers to Reflections Jimmys Beach Holiday Park, Hawks Nest NSW and also includes any surrounding areas where an activity or offering is located within the Event schedule;
  • “Ticket Holder” refers to all persons attending the Event.

TERMS

Certain sections of this Document may or may not apply to you depending on the nature of entry and/or participation in the Event, however different sections of the Document may and can apply to you concurrently as relevant to you, or intermittently if the nature of your participation in the Event changes.

You are warned, acknowledge and accept that the Venue is an inherently dangerous place that contains all manner of obstacles, risks and dangers, both known and unknown, natural and man made which may result in loss or damage to your property, personal injury or even death. Knowing this to be the case, if you choose to come onto this property you do so at your own risk and to the extent permitted by law, you release and indemnify the Organiser and the Landlord (and its officers, employees, agents and contractors) from and against any claim or liability of any nature in relation to injury or death, from you or any third party which might arise from entry to, or the use of, the Venue by you and any accompanying persons and/or minors regardless of how the damage, injury or death is sustained or caused.

Any provision of the conditions of entry which are or become unenforceable shall not invalidate the other provisions of this Document.

You, and all other attendees to the Venue, acknowledge and agree that the Organiser and Landlord have exclusive occupation and control over all areas used in relation to ExplorerFest 2025 at Reflections Jimmys Beach under an agreement with the Landlord. 

GENERAL

  • Activities, activations, workshops or any other offering within the ExplorerFest 2025 schedule has risk of harm, injury or even death. The Ticket Holder is responsible for their own, and any minors safety during the Event. Activities or offerings provided outside of the main Event Venue including (but not limited to) Jimmys Beach, Yacaaba Headland and Crownlands fall within the same terms & conditions outlined in this Document.
  • ExplorerFest is a drug free event and condemns all illegal drug use. Possession, sale or use of illegal drugs or illicit substances is strictly prohibited at the Event. Any persons found with illegal drugs or illicit substances in their possession will be removed from the Venue and subject to police action.
  • Protest and political paraphernalia and banners are not permitted at the Event. The Organiser reserves the right to remove any person in possession of or displaying these items, or any item which is deemed racist, vilifying, sexist and/or offensive.
  • Appropriate footwear and clothing must be worn at all times during the Event.
  • Small still cameras are permitted but professional or commercial audio or video recording devices and professional still cameras are prohibited. Ticket Holders are not permitted to record the Event (audio or video) for commercial purposes.
  • All Ticket Holders consent to be included in any official photography, filming & sound recording by the Organiser and/or any of its authorised representatives and contractors, and grant the Organiser the right to use such recordings for promotion and other purposes.
  • Upon check in, you may be required to provide sufficient ID for proof of age prior to receiving your 18+ wristband. If you are unable to provide sufficient ID, you will be provided with an under 18 wristband and no refunds or partial refunds will be provided.
  • The Organiser and onsite security reserves the right to refuse a Ticket Holder admission to the Event and/or to evict any person from the Event if they are affected by alcohol or drugs, or act in contravention of any of these Terms and Conditions.
  • Ticket Holders must not cause damage to, improperly use, or tamper with any facilities or infrastructure, or cause any damage to flora and fauna on or surrounding the Venue. Ticket Holders must not remove or attempt to remove any item or object from the Venue or surrounding area. Ticket Holders accept full liability and responsibility for any loss or damage caused in contravention of this clause or any other terms of these terms and conditions.
  • Ticket Holders will be removed from the Venue if, in the opinion of the Organiser, they behave or act in a threatening or inappropriate manner, including without limitation, any aggressive, riotous, abusive, offensive, racist, sexist or insulting actions towards other patrons, staff or any other persons at the Event. Ticket Holders are required to follow the reasonable directions of the Organiser and Event staff at all times.
  • Tickets may not be resold or used for advertising, promotion or other commercial purposes (including competitions and trade promotions) or to enhance the demand for other goods or services. If a ticket is sold or used in breach of this condition, the bearer of the ticket will be refused admission to the Venue and the Organiser may take further legal action against any parties that have breached this condition.
  • Except where liability cannot be excluded by law, the Organiser (and its employees, contractors and agents) shall not be liable for any loss, cost, expense, injury, claim or damages suffered or sustained by any Ticket Holders at the Event. Where permitted under the Australian Consumer Law (ACL), the Organiser limits its liability in respect of breach of any statutory guarantee under the ACL in the manner set out in sections 64A(1)(a) and 64A(2)(a) of the ACL.
  • To the full extent permitted by law, Ticket Holders waive all legal rights of action against and fully release the Organiser and Landlord, its agents, employees and volunteers for all claims for compensation for loss, damage, injury or death howsoever arising out of or in relation to the Ticket Holder’s entry to and presence at the Venue and their attendance at the Event.
  • In the event of injury or illness the Organiser may, at the Ticket Holder’s cost, arrange medical treatment or emergency evacuation as deemed necessary for the Ticket Holder’s safety.
  • Medical treatment is provided by third parties and the Organiser accepts no liability for any injury, claim or damages resulting from any treatment on-site.
  • By attending the Event and using our medical facilities, Ticket Holders consent to the Organiser having access to their medical information if necessary.
  • There is free water provided on-site at various locations.
  • The Organiser recommends that due to noise levels, ear plugs should be carried/worn by patrons or children. Offensive language may be used by some performers and artists.
  • Strobe lighting effects will be used as part of the festival’s production.
  • Where activations or activities are offered, these will be participated in at Ticket Holder’s own risk.
  • Any and all footage taken by patrons on camera, mobile phones or any recording device is subject to copyright laws. 
  • No third-party promotional items including flyers, posters, stickers, wristbands or tickets are permitted for distribution at the event.
  • The Event is an all weather event and will take place rain, hail or shine (unless the Organiser determines otherwise in its absolute discretion). You should be prepared for all weather conditions. 
  • The Organiser reserves the right to add, withdraw or substitute artists or activities and vary any advertised program. No refunds or compensation will be made in such circumstances.
  • Admission to individual activities, workshops and activations at the Event is subject to capacity at the discretion of the Organiser. 
  • Some areas of the Venue are not open as part of the Event and Ticket Holders must not enter fenced off areas, or bushland areas. All efforts are to be made by the Ticket Holder to protect and preserve the nature within and surrounding the Venue.
  • If Ticket Holders believe they have received inappropriate or unfair treatment, they’re encouraged to report the incident by contacting basecamp@weareexplorers.co within two weeks of the Event.

TICKETING

All tickets sold are done so on the condition that Ticket Holders are bound by these Terms and Conditions and such other rules, terms or conditions as may be published by the Organiser.

  • If you do not receive an email from the Organiser and have purchased a ticket via the official ExplorerFest 2025 website, please reach out to support at basecamp@weareexplorers.co
  • Any new tickets for ExplorerFest 2025 must be purchased through the official ticketing website – https://explorerfest.weareexplorers.co/tickets/
  • Ticket Holders will receive their official Event wristband upon check in at the Venue. Wristbands are to be worn at all times for the duration of the Event and grants access to participate in activities offered within ExplorerFest 2025. Wristbands will only be provided to official Ticket Holders who have prepaid and secured their Event tickets prior to arrival at the Venue. No tickets are to be sold onsite.
  • Your accommodation will be allocated to you prior to the Event within the category outlined on the official ExplorerFest 2025 website. This specific allocation may change without notice to accommodate unforeseen circumstances.
  • Please be aware that tickets purchased from unofficial or unauthorised sources cannot be transferred and will be considered invalid.
  • The transfer or name change of tickets is approved at the discretion of the Organiser and will be subject to a fee outlined upon request.
  • We reserve the right to cancel any tickets that have been resold or transferred in breach of our terms and conditions. If you are unable to attend the event, please submit a name change request by contacting basecamp@weareexplorers.co
  • No refunds will be issued for invalid tickets, and we are not responsible for any issues arising from the purchase of tickets from unauthorised third-party vendors.
  • Tickets and accommodation purchased are non-refundable and sales are final, except for when a name change request is accepted by the Organiser. Any name change requests are to be coordinated by the Ticket Holder and the Organiser has no participation in sourcing a replacement Ticket Holder.
  • All Ticket Holders entering the Venue must have a valid ticket. Ticket Holders on site without a valid event ticket or event accreditation will be ejected immediately. One ticket is only valid for the admission of one person.
  • Forging a ticket to the Event will result in immediate rejection. The Organiser reserves the right to refuse entry if a patron has been previously ejected from one of their events. It is the sole discretion of the Organiser to allow banned patrons to attend future events. The Organiser has the right to pursue legal action if banned patrons continue to attempt to flout their ban.
  • The Organiser reserves the right to collect and retain information provided by Ticket Holders in accordance with the Privacy Act 1988 and may contact Ticket Holders regarding ticketing or other matters related to the Event either via email or phone.
  • The Organiser reserves the right to enforce published ticket purchase limits and cancel any tickets obtained above said limits by any one customer.

REFLECTIONS – GUEST STAY TERMS & CONDITIONS

  • By making an ExplorerFest 2025 booking and staying with Reflections Holidays you agree to be bound by these Terms and Conditions when staying as a Reflections Holidays guest.
  • All accommodation bookings are non-refundable during the Event dates. If a name change is required, all requests must be submitted to basecamp@weareexplorers.co and are accepted or denied at the discretion of the Organiser.
  • The primary guest is required to provide credit card details upon check in, in the case of damage or excess cleaning fees.
  • The guest registered as the primary guest on the reservation shall be liable for any loss or damage to the appliances, furniture, keys, fixtures and all fittings on the site/or accommodation. Fair wear and tear excluded.
  • Reflections Holidays and Reflections Holidays staff will not be held responsible for, or liable to compensate loss, theft or damage to personal property on, or brought into the accommodation/site or in the immediate vicinity of the accommodation/site.
  • On departure, guests agree that any accommodation will be left in a neat and tidy condition. If accommodation is found to be requiring excess cleaning above a reasonable expectation, the guest credit card on file will be charged an excess cleaning fee. Smoking is not permitted in any cabin or building. A deodorising fee of $200 is payable.
  • No animals are permitted at the park during the ExplorerFest 2025 dates. 
  • Offensive Behaviour & Excessive Noise – Drunkenness, offensive, aggressive or threatening behaviour & excessive noise will not be tolerated under any circumstances. Persons displaying this type of conduct will be removed from the Reflections Holidays managed property. Please remember to keep your televisions & radios at a volume that will not disturb your neighbours.
  • All noise of a disruptive nature is to cease by 10.00pm. 
  • Strictly one vehicle is allowed per site/cabin if entered prior to the cut off time outlined in ExplorerFest FAQs. Late car access is at the discretion of ExplorerFest crew members.
  • Please note speed limits within Reflections Holidays properties of 10km/h or as otherwise signposted. Scooters, bikes and skateboards must only be used in the designated safe play areas. Helmets must be worn at all times. Please check with the Reflections Holidays staff for details of the safe play areas.
  • Personal information collected may be used for direct marketing purposes where, in absence of an objection, implied consent is assumed. Reflections Holidays will also provide options for a person to opt out of receiving marketing material.
  • Photography – during your stay, you and /or your children may be photographed by the Reflections Holidays or ExplorerFest staff. The taking of photographs is for the purpose of advertising and marketing opportunities. Please advise the photographer at the time if you do not wish for your photo and/or your child’s photo to be taken.
  • Guests will observe the Australian Standards relating to bunk beds. Children under the age of 9 years are not permitted to use the top bunk. Children must not play on the top bunk.
  • The number of guests on the sites or in the accommodation at any one time shall not exceed the number of guests declared and paid for on the booking. Occupancy is granted under the acceptance of the above-mentioned terms and conditions in accordance with the Stay Etiquette (subject to change without notice). Management reserves the right to terminate the occupancy due to any breach of the above.
  • All Vans, Tents and Motor Homes are required to have the drawbar or legal tow point, facing the road & to be placed upon the site so that it is a minimum of 1 metre off the road. Please note that minimum distancing requirements apply and no accommodation is to be set up within 1.5m of another campsite, irrespective of campsite boundary.

ENTRY

The Event is accessible to all ages that hold a valid ticket and tickets are available for ages 0-18+. Upon entry, Ticket Holders may need to provide valid photo identification bearing the same name as the primary or group booker.

Ticket Holders are only permitted to attend the Event on the date(s) specified on their ticket and accommodation confirmation.

The 3-Day ticket permits entry to the Explorerfest 2025 festival at Reflections Jimmys Beach, NSW on 02 May 2025 – 04 May 2025 (inclusive).

Parking inside the Venue is at the discretion of the Organiser and car access will be limited from 12pm, 2nd May 2025. The boom gate is to be operated by Event and Venue staff only. Late arrivals (after 12pm) or Ticket Holders booked into a ‘Tiny Home’ or ‘Premium Tiny Home’ category are to use surrounding street parking and are responsible for following the parking rules outlined by Mid Coast Council. The Organiser and Venue hold no responsibility or cost associated with parking fines issued during the Event.

Entry Gate Operating Times:

02 May 2025: 9:30am – 12pm
(late car access is at the discretion of the Organiser and no car entry is permitted after 8pm 02 May 2025)

Festival Site Operating Times:

9:30am – 02 May 2025 to 12:00pm 04 May 2025

All Ticket Holders must be off site by 12:30pm, 4th May, 2025 unless participating in the post-event clean up.

Accepted forms of photo identification are a current driver’s license, a current passport or a current proof of age card. The validity of photo identification will be determined by the Organiser at their complete discretion. Ticket Holders without valid photo identification will be refused entry to the Event or may be evicted from the Event without refund.

The Organiser reserves the right to deny admission to the holder of any ticket that appears to have been tampered with, counterfeited or duplicated.

  • A security search of a person or vehicle may be conducted at the discretion of onsite security or local authorities.
  • The Organiser reserves the right to refuse admission and to remove Ticket Holders from the Venue for any reason and confiscate any ticket or wristband, without refund.
  • Once Ticket Holders have entered the Venue, they must wear their Event wristband at all times. 
  • Anyone entering the Venue, or found onsite at the Event without a valid wristband, will be deemed to have trespassed and may be handed over to the police for charging. Persons without a valid Event wristband will not be allowed to participate in any of the activities or activations provided at the Event.
  • Ticket Holders that have a viral or bacterial illness should stay at home to keep from infecting others.
  • Ticket Holders acknowledge that they have not received any medical advice recommending them not to participate in any of the activities associated with the Event.

LIABILITY

The Venue is an inherently dangerous place that contains all manner of dangers which may result in loss or damage to your property, personal injury or even death. Upon entering the Venue, Ticket Holders release and indemnify the Organiser and the Landlord from any claim or liability of any nature in relation to injury or death, which might arise from entry to the Venue regardless of how the damage, injury or death is sustained or caused.

  • Any activity, workshop, activation or offering within the ExplorerFest 2025 schedule is to be participated in at your own risk. You may be required to sign an additional waiver upon check in or prior to participation in a third-party offering for yourself and any children attending under your supervision.
  • Any child under 15 attending ExplorerFest must be accompanied by and supervised by a responsible adult or guardian at all times. All accommodation bookings must have at least one adult over the age of 18.
  • Any property or equipment brought into the Venue by Ticket Holders is brought in at their own risk and the Organiser is in no way liable for any loss of or damage to such property.
  • Any harm, injury or death caused by participating in an ExplorerFest activity, activation or workshop is accepted at the risk of the Ticket Holder. The Ticket Holder releases any responsibility, liability, indemnity to Organiser and Venue in such case. 
  • The Organiser may record the Event. Attendance of the Event constitutes Ticket Holders’ permission to make full use of any recordings or footage taken without any recourse to you.
  • Ticket Holders will be exposed to loud music or physical activities at the Event and the Organiser takes no responsibility for any hearing damage, loss or injury.
  • Ticket Holders may be exposed to coarse language.
  • The Organiser will not be responsible for any goods, services, food or beverage purchased or provided by third party vendors at or in association with the Event.

CONDUCT

ExplorerFest 2025 has a Good Vibes Only policy which means look after yourself and others. Treat your fellow Explorers and your surroundings with respect. ExplorerFest is a place to make friends and connect with like-minded people, and Worimi Country. If you behave poorly or disrespect the environment, then ExplorerFest 2025 is not the place for you. 

  • No unauthorised trading is permitted within or near the Venue; this includes displaying trading signs, ambush marketing or any other unauthorised promotion.
  • Any acts of violence or harassment of any nature will result in you being immediately ejected from the Event and where necessary, reported to local authorities.
  • Swimming is only permitted in designated areas and is at your own risk and discretion. Any swimming after consuming alcohol is not permitted. All children and minors must be accompanied by and supervised by a responsible adult or guardian at all times. 
  • A total fire ban is in operation for Ticket Holders for the entire duration of the Event. No fires are permitted except for communal fire pits operated by the Organiser or Venue.
  • Any incidents or inappropriate behaviour must be immediately reported to the Organiser.
  • Ticket Holders must place any litter in the recycle or other bins provided throughout the Venue.
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REFUND AND CANCELLATION POLICY

The Organiser reserves the right to change, add, withdraw or substitute activities, artists, workshops, vendors and activations in the Event line-up, vary the advertised program, the date, the entry and exit times, the entertainment, the Event site and/or the campsites for the Event at its discretion without prior notification. If the Event is cancelled or postponed (in whole or in part) by the Organiser as a result of any act of God; extreme weather; bushfires; war; council or governmental rulings or decisions; actions or decisions of the police or other authorities; cancellation by the Venue owner, lessee or controller; or for any reason outside of the Organiser’s reasonable control, refunds shall be in the Organiser’s sole and absolute discretion where not already required by law.

PROHIBITED ITEMS 

Ticket Holders are not permitted to enter the Event with any items that breach these conditions or which may cause injury or nuisance to Ticket Holders, vendors or any other person. Any prohibited items will be confiscated and you may be ejected. This includes (without limitation):

  • Illegal drugs
  • Flares, fireworks, laser pointers 
  • Animals or pets (Guide Dogs in harness permitted)
  • Professional recording or filming devices
  • Weapons or dangerous objects (small kitchen knives for food preparation permitted)
  • An excess of alcohol
  • Tents, structures or other items that Ticket Holders intend to leave at the Venue 
  • Banners containing a political message, flags and signage deemed inappropriate
  • Clothing with slogans or images which may cause offence to other patrons

LIQUOR LICENSING

In the interest of responsible service of alcohol, Ticket Holders who are deemed to be intoxicated will not be served.

Alcohol may only be consumed within the Venue. No Ticket Holder without an 18+ wristband will be served and ID verification will be requested at the discretion of the vendor. Failure to provide valid identification will result in not being served regardless of holding an 18+ wristband. Any alcohol purchased from an official vendor at ExplorerFest is to only be consumed within licensed areas and is not to be taken or consumed away from the Venue.

The Organiser reserves the right to remove you from the event if it determines you are intoxicated or you are involved in, or likely to be involved in, an altercation with security, an employee or a fellow patron.