Terms & Conditions

Bayplay Tours and Activities

Applicable to Snorkel, Dive, Kayak, Paddleboarding & Bike Experiences

Bookings & Payments

• Guests must provide their first and last name, a contactable phone number and email address.
  • Your email address is used to send your booking confirmation email to; we do not disclose client personal information outside of the business.
  • If you do not receive a booking confirmation 24 hours after payment is made, check the email provided and contact us to make corrections to your booking or to request a new one.
  • Confirmation emails must be reviewed upon receiving as it has all your important booking information and requirements.
• Full payment is required at the time of booking.
  • We accept Visa, Mastercard and AMEX
  • All bookings incur a credit card surcharge
  • Taxes and fees are included in the subtotal of your booking
• If a payment request is agreed upon the amount owing must be paid by 6pm on the same day the booking was made.
• Only one special offer or deal may be applied per booking.

Gift Vouchers

• The gift vouchers must be redeemed by the due date; extensions will not be provided on vouchers past their expiration date.
  • Bayplay Gift Vouchers are valid for 3 years from date of purchase
• The gift vouchers may not be redeemed for cash.
  • Bookings made with a gift voucher cannot be refunded.
• Gift vouchers may be exchanged for other Bayplay activities or hire experiences, on request.
• Voucher can only be redeemed on scheduled tours or hires only.
• All voucher bookings are subject to Bayplay’s Terms and Conditions.

Participation Requirements

• Participants must not be under the influence of alcohol or drugs before or during any Bayplay experience or program.
• Bayplay reserves the right to refuse participation if staff or other guests feel unsafe or uncomfortable.
• Minimum participant numbers apply for all experiences and courses.
  • The minimum number of participants varies depending on the tour and if booking was made directly or through an independent supplier or agent
  • If minimum numbers are not met 24 hours before your tour start time, Bayplay may contact you to reschedule for a different date or time.
  • If other participants pull out on the day, we will still run your tour.
• Activities have varied age restrictions, fitness requirements, Size restrictions and medical condition recommendations. Please review the activity description before booking to avoid disappointment or cancellation on the day.
• Bayplay provides storage compartment options in a community space. Guests are responsible for their own personal belongings and valuable items
• Tours that visit areas with marine animals often encounter them, but sightings cannot be guaranteed, as the animals are wild and move freely in their natural environment.
• Bayplay do not cancel activities because of rain or overcast weather.
• You may be liable for the cost of any equipment that is lost or damaged while under your responsibility during the hire period. This includes but not limited to:
  • All scuba diving and snorkelling gear / equipment
  • Stand up paddleboards and sit on top kayaks
  • Any allocated activity gear, equipment and accessories that required for your hire or experience
• A security bond is taken and held for the duration of your bike hire. It will be returned to the card used once the bikes are returned undamaged.
  • All bond returns are process on the day of hire, please allow 3-5 business days for the money to return to your account. If it has not returned, please contact your bank first and then us.
  • If bikes are returned damaged or late, the bond will be retained and used to cover the cost of repairs.
• A Bayplay Liability Form must be filled out prior to beginning your tour
• A Bayplay Equipment Rental Agreement form must be filled out prior to hiring gear

Seasonal Definitions

• Off-Peak Season: January 27 – December 19
• Peak Season: December 20 – January 26
  • Including: School Holidays, Easter, and long weekends
  • High flow traffic during these times

Location, Directions & Parking

• We are located opposite the Portsea Pier on the corner of Nepean Pl and Point Nepean Road.
• Bayplay is located at the far end of the Mornington Peninsula, 110km from Melbourne CBD and 129km from Tullamarine Airport. You must plan ahead to ensure you have allocated enough time to arrive punctually at the meeting location.
  • During peak periods (Summer, School Holidays, Easter and Long Weekends) traffic can be higher resulting in additional time arriving at Portsea. During these times, please add an additional 60 minutes on top of your expected arrival time to avoid being late.
  • Directions with a link to google maps is attached to every confirmation email, our address can also be found on our Contact page.
• By Car: It takes 1.5 hours to drive from Melbourne CBD to Bayplay Adventure Tours Shop, Portsea.
  • No toll route: From Melbourne take the Princes Hwy, turn right onto Warrigal Rd, turn left onto Dingley Bypass and turn right onto the Mornington Peninsula Freeway (M11). Follow the M11 all the way to the end, at the roundabout take the 3rd exit onto Jetty Road and left onto Eastbourne Road. Follow Eastbourne Road until it connects to Point Nepean Road (B110), follow this road all the way into Portsea, turn left onto Nepean Pl and Bayplay will be on your left.
• By Public Transport: It can take up to 4 hours from Melbourne CBD to Bayplay Adventure Tours Shop, Portsea.
  • You will need to catch the Frankston Line to Frankston Station and then the 788 bus to Portsea, get off at stop Nepean Pl/Point Nepean Road and walk 2 minutes to Bayplay
• All day parking is available near our shop; however, from December 24th to April 30th between 8am and 6pm, it becomes a 2-hour parking zone.
  • Alternative all-day parking is available behind our shop in the dirt carpark, or along Franklin Road (a 5 minute walk to Bayplay).
  • Ticket inspectors visit frequently during the 2-hour parking period, and fines may be issued if parking signs are not followed. Bayplay cannot be held responsible for any parking penalties
  • You do not need to pay for the parking spaces.

Late Arrivals & No-Shows

• Late to arrive or fail to attend your booking on the day, is considered a ‘no show’. Your tour will not be rescheduled or refunded.
  • We ask that you arrive at least 10 minutes prior to your allocated tour start time. We are not responsible for late arrivals or guests who are unprepared due to not receiving or not opening their confirmation email.
  • Please keep in mind that a tour guide or instructor has been scheduled specifically to run your experience and we take your attendance and punctuality very seriously. We avoid delaying tours, as they are carefully planned to align with the day’s tide and weather conditions.
  • If you feel you are running late for your tour, you must call us and provide your current location. If your estimated arrival time falls outside our courtesy period and all other guests are present, you will not be able to join the tour.
• Group bookings will be charged for the number of guests booked, including those who do not attend on the day.
  • A refund will not be provided for guests who do not attend.
  • Guests who do not attend are not able to come on an alternative date.
• Final group numbers are required 7 days prior to your activity date. Last minute additional guests are subject to availability.

Cancellations by Bayplay

• Your activity may be cancelled by Bayplay due to:
  • Unsafe weather conditions e.g. thunderstorms, extreme wind and unsafe water quality.
  • Failure to meet minimum participant numbers
  • Last-minute operational changes or issues outside our control
• If Bayplay cancels your activity, you will be contacted as early as possible to reschedule your booking to the next available tour date that suits you. If you are unable to attend at another time, we will do our best to accommodate you, offer a credit or provide a refund of the tour cost, minus a 20% administration fee.

Reschedule Requests

Reschedule policy is based on the amount of notice provided before your activity start time:

• Notice: 7 Days or more
  • A reschedule for tours and hires are available with no fees.
  • Refunds remain subject to management approval. If a refund is requested, the customer must email the reason/request to bookings@bayplay.com.au
• Notice: 4 – 6 Days’
  • Rescheduling is available for tours with a 25% fee of the total booking cost
  • Rescheduling is available for hires with no fees.
  • Refund requests can be emailed to bookings@bayplay.com.au. Refund approval is not guaranteed and is subject to management review and approval.
• Notice: 3 Days or Less
  • Rescheduling is available for tours and hires with a 25% fee of the total booking cost.
  • No refunds offered.
• Notice: 24 Hours or Less & No Shows
  • No refunds or reschedules offered.
  • The customer may rebook onto an upcoming scheduled tour by paying the full activity price again.
  • The customer may rebook their hire for another time that suits them by paying the full hire price again.
  • If a valid doctor’s certificate is provided, we will honour a rescheduling request with a 25% fee of the total booking cost, unless management has agreed to another arrangement.

Refund Policy

• Refunds are only provided in exceptional circumstances, and/or with a valid doctor’s certificate submitted at least 4 days in advance.
• All refund requests must be made in writing to bookings@bayplay.com.au.
• Refunds are granted at the discretion of management.
  • Refund processing times are subject to your bank’s procedures and may vary. If you have not received your refund in 14 business days, please contact your bank first and then us.
• An administration fee of 20% applies to all approved refunds.
• In some cases, a booking hold or credit may be offered instead of a refund. Credits are redeemable for the same or similar experience.
• The credit must be redeemed within 6 months of the original booking.

Scuba Dive Terms & Conditions

Applicable to Discover Scuba Dives, Guided Dives, PADI courses and Dive Rentals

Scuba Dive Experiences

Guided Dives, Discover Scuba Dives and Refresher Dive

• A ‘Scuba Dive Experience’ refers to a dive or multiple dives completed in one day
• A minimum of participants per tour is required to run our dive experiences.
  • If minimum numbers are not met 24 hours before your tour start time, Bayplay may contact you to reschedule for a different date or time.
  • If other participants pull out on the day, we will still run your experience.
• All liability forms, medical declarations, and required terms and conditions must be completed truthfully and submitted in full before the tour begins
  • It is the customer’s responsibility to ensure that all requested documentation and medical information is provided prior to arrival. Bayplay reserves the right to cancel a booking or deny participation if any known or reasonably foreseeable medical conditions are not disclosed in advance, or if required medical information is omitted or inaccurately declared.
• Discover Scuba Divers must be 13 years or older to participate. A parent or guardian will need to be present to assist in signing a liability waiver onsite for any participant aged 13 – 17. We will request that a parent or guardian stay in the area or nearby for the duration of the activity.

Scuba Diving Courses

All PADI Open Water Courses

• Students will receive a confirmation email, liability waivers, safety policies and medical forms once booking has been confirmed and paid for to the email provided.
  • Students with any medical conditions listed must obtain dive-medical clearance from a licensed dive doctor. Failure to provide this prior to the course start date will result in the student being unable to participate on the and a rescheduling fee.
• Online E-learning including exam must be completed prior to arriving.
  • Students will receive their E learning once payment is received, we try to send this out well in advance to ensure students have time to complete it.
  • Open Water E-learning can take 10-15 hours to complete.
  • Advanced Open Water E-learning can take 6-8 hours to complete
  • Rescue Diver and Dive Master E learning can take 8 – 12 hours to complete
• E-learning is not refundable once opened and access code is used
  • Each student is issued a single-use access code for enrolment in their PADI course. This code is non-transferable and cannot be reused or provided to another individual.
• Teen Open Water Courses are only available on Weekdays
  • Age to join a PADI Teen Open Water Course with Bayplay is 13 to 18 years old
  • Prices may vary between off-season and peak-season periods
• Junior Open Water Courses are only available as a private experience
  • Minimum age to join a PADI Open Water Dive Course is 10 years old
  • Students aged 10 to 12 years are required to book a private experience to ensure the course can be delivered at a pace appropriate for their age.
  • Prices and availability vary between off-season and peak-season periods.
• Please use students own name, phone number and email address when signing up for eLearning, these details will be required for all future access to their PADI account.
  • Parent/guardian contact details can be added into the booking separately as the best source of contact
  • Any mistakes or changes will need to be requested though PADI Regional Headquarters.
• Students aged 10 and 14 years will receive a PADI Junior Open Water Certification. Once they reach the age of 15, they can upgrade their certificate to a standard Open Water Certification without having to retake the course.
• No refunds or free rescheduling offered after payment if:
  • You decide to withdraw or not show because course is not for you
  • You miss your course due to avoidable circumstances (e.g., lateness, incomplete eLearning)
  • If required to, you are unable to provide a medical approval certificate from a dive doctor on the day and did not inform us in advance.

Scuba Equipment Rental

• All equipment and gear needed to dive is included in the price for all tour experiences.
• • Students can purchase gear at our dive shop, prior to or on the first day of their course
  • A mask, snorkel, and fins package can be hired upon request for a daily fee.
• Australian Dive Wetsuit, Fins and BCD sizing:

• If you require equipment outside our standard range, additional hire fees may apply (e.g., specialised sizes or prescription masks).
  • If you are unsure whether the provided wetsuits will fit, you are welcome to try them on prior to your booking or tour day. Please note that if you attend on the day without discussing sizing options and the gear does not fit, you may be unable to participate in the experience.
• Please allow at least 30 days for sourcing personalised or specialised equipment.
• Any gear lost or damaged by a participant during their experience with Bayplay will be invoiced the cost to replace it.

Participant Requirements

• Your instructor may stop or postpone your course or dive experience, if they determine you need further skills training or pose a safety risk to yourself or others.
  • Reasons may include but are not limited to swimming ability, confidence in the ocean, safety concerns and course disruption.
  • Rescheduling policies will apply.
• Please see Bayplay Tours and Activity Terms and Conditions for more.

Dive Adjustments or Reschedules

• A new date will be offered if your dive or course cancelled by Bayplay due to:
  • Unsafe weather conditions e.g. thunderstorms, extreme wind and unsafe water quality.
  • Failure to meet minimum participant numbers
  • Last-minute operational changes or issues outside our control
• If Bayplay cancels your dive, you will be contacted as early as possible to reschedule. If you are unable to attend at another time, we will do our best to accommodate you, offer a credit for an alternative experience or provide a refund your dive, minus a 20% administration fee.
  • We are unable to refund your PADI E-learning. However, successfully completed E-learning remains valid and usable whenever you choose to do the same dive course in the future.
• Charter boat dives are through a third party company
  • Our dive experiences are all shore dives unless organised otherwise.
  • Completion of your dive courses may require or include a boat dive.
  • Refunds are not provided for boat dives cancelled by guests.

Schools & Corporate Groups – Terms & Conditions

Applicable to Schools and Corporate groups for both tour and hire experiences

Booking & Payments

• The booking deposit must be paid within 14 days of making your booking.
  • Booking Agreement Form and quote will be sent once your booking request is received.
  • Booking Agreement needs to be reviewed, signed and returned to groups@bayplay.com.au at the time the deposit is being made.
• The final balance is due 14 days prior to arrival.
  • The final payment amount will be based on the quote provided.
  • Any changes to participant numbers or activity date must to be finalised within this timeframe, subject to availability.
• A 20% deposit is required at the time of booking.
  • Bookings $2,000 or under require full payment at the time of booking.
• If third-party operators are used, they may require additional charges. This will be indicated clearly in the quote provided.
• Staff to student ratio requirement: 1 staff member per 10 students.
  • The allocated staff member will be free of charge.
  • Teachers participating in scuba diving courses with students must pay for their own certification.

Modifications, Reschedules & Cancellations

Your activity may be cancelled by Bayplay due to:

• Unsafe weather conditions e.g. thunderstorms, extreme wind and unsafe water quality. Bayplay do not cancel activities because of rain or overcast weather.
  • Last-minute operational changes or issues outside out control.
  • Bayplay will always attempt to modify your activity before cancelling. We will contact you 3 days prior to discuss options.
  • If changes are required on the day, options will be reviewed and agreed upon with the activity coordinator. Any applicable price variations will be communicated, if a suitable alternative is arranged, the price will remain unchanged.
• Any rescheduled bookings must be mutually agreed upon.
  • Fees may apply if the original dates cannot be resold.
• Cancellation or reschedule requests must be made at least 14 days prior to the arrival date.
  • A fee will be applied to any cancellations or reschedules made within this 14-day period.
• Participants who do not attend on the day will not be refunded, unless a doctor’s certificate or proof of special circumstances is provided.
• Cancellations made less than 7 days prior to arrival are non-refundable.
• All refund requests must be in writing to groups@bayplay.com.au.

Liability, Lost Items & Damages

• School or corporate organisation will be invoiced for the cost of any gear lost or damaged by a participant during their experience with Bayplay.
• Bayplay provides storage compartment options in a community space. Guests are responsible for their own personal belongings and valuable items.
• All students, including those not participating in the activity, must complete a School Waiver Declaration/Liability Form. The form must be signed by a parent or guardian and presented to Bayplay staff upon arrival.
• Participants must not be under the influence of alcohol or drugs before or during any Bayplay experience or program.

Accommodation Terms & Conditions

Payments

• Bookings under $3000: Full payment is required at time of booking.
• Bookings over $3000: 20% non-refundable Deposit is required
• Final Payment is due 3 months prior to arrival.

Accommodation – Cancellations Policy

• If your booking is cancelled:
  • 50% cancellation fee will be applied 90 – 30 days prior to arrival
  • 100% cancellation fee will be applied, within 30 days prior to arrival
  • If the venue can be resold for the same date and amount, a 20% admin fee will remain.
  • Rescheduling of a booking is by mutual agreement. Fees will apply if the original dates were not able to be resold.
  • All refund requests must be in writing.

Security Deposit Information

Security Deposits are Required for all group bookings – Details as follows:

A security deposit form will be provided when you book. This needs to be filled out, signed, and returned to the office 7 days prior to the arrival date. Payment of security deposit is to be made by Credit Card Pre-Authorisation on the day of arrival for the amount of up to $2000 pending group type. Groups of 6 or less a $300 deposit is held.

What is a Pre-Authorization?

This is when your bank places a hold for the amount on your credit card. The credit card must be equipped with sufficient funds which cannot be spent, for the duration of your stay.  The security deposit is released by the bank 7 working days after departure unless fees have been charged.

Please contact the office if you find anything out of order upon arrival which may affect your security deposit being refunded. Ph (03) 5984 0888.

The form can be scanned and emailed or you can fill it in and take photo with your phone and email it through to bookings@bayplay.com.au

Security Deposit Charges

If you breach any agreement of your stay, the security deposit is charged in full.

Fees will not be negotiated into for any damage charges, repairs or issues as a result of the group behaviour. All properties must be left in a condition that a new booking can arrive and check in on the same day within 4 hours of your departure.

During Your Stay

• Please abide by the following terms to avoid security deposit losses:
• Guests must not create noise or a disturbance of the peace which is offensive to neighbours at any time throughout the occupancy. If guests in adjoining properties and/or neighbours are disturbed, you may be liable to refund accommodation fees to guests whose stay has been disrupted by excessive noise from your group.
• Guests must abide by any noise abatement conditions, standards and orders issued by police or any regulatory authority to minimise impacts upon the residential amenity of neighbours and local community. Disturbance of the Peace comes with considerable fines.
• Gatherings, celebrations or entertainment at the property must not conflict with residential amenity and must comply with local laws and house rules.
  • No unauthorised adult entertainment at any time on any property.
  • No smoking indoors or within 3 metres of entrances.
  • No cigarette litter on property grounds.
  • No open flames or candles.
  • No food or drink in the bedrooms or carpeted areas.
  • Garbage must be placed inside the allocated rubbish bins.
  • Recycling – must be in accordance with standard practice, local laws and in the correct bins to avoid contamination.
  • All visitors/guests must comply with parking signs and information as supplied on booking and within the terms & conditions.
  • Day Fee – Day Visitors must be advised to the office (day fee may apply)
  • No Guest or Visitor is to disturb the natural environment or to bring animals onto the property without prior approval by management.
  • Management are empowered to take action as necessary for improper behaviour and have the right to ask any person to leave.
  • Guests are granted a limited permission to occupy the property for holiday purposes only. This is not a residential tenancy agreement under the residential tenancy legislation.
  • Failure to comply with the obligations in the Terms and Conditions may result in termination of permission to occupy the property and eviction.

Accommodation – Booking Terms

It is the client’s responsibility to provide a contactable phone number prior to and for the duration of your stay.

• Minimum 2-night stay during school holidays and Public Holidays
• One night stay available on request – surcharge applies.
• Children under 2 years old are Free of Charge.
• A fee applies to transfer your booking.
• In the instance of a no show, refunds will not be issued
• Special offers and coupons are not redeemable on Public/school Holidays/peak times
• The facilities at all properties are shared ie swimming pool, parking.
• Late check out or early check in by request (fee applies)

Accommodation – Pet Friendly

Portsea Retreat – House trained dogs only – no outside spaces

Seasons are as follows:

• Off peak season: January 27th – December 19th
• Peak season: December 20th – January 26th Including School Holidays, Easter, and long weekends.
• Weekend nights are Friday and Saturday nights
  
• Mid Week nights are Sunday to Thursday

Bayplay Legality Terms & Conditions

Applies to general legalities and policies regarding accommodation and activities at Bayplay.

• Overnight guests and visitors must comply with all instructions from the manager and security personnel during their stay. Any disputes or complaints should be reported to the manager as soon as practicable by calling (03) 5984 0888.
• All guests must be aware of their obligations. Any visitors to the Bayplay property are required to maintain the amenity of the property and be respectful to the surrounding neighbourhood.
• Bayplay reserves the right to cancel bookings under extenuating circumstances. In such cases, deposits will be refunded wherever possible. While every effort is made to ensure a safe environment, Bayplay accepts no responsibility for damage to persons or personal property.
  • • Failure to comply with these Terms & Conditions may result in enforcement action by the Owner, Manager, or Security Services.
• Enforcement action is subject to the Australian Consumer Law and other relevant legislation.
  • • Enforcement may include termination of permission to occupy the property, eviction, forfeit of booking payments, deductions to security deposits, and additional charges to cover losses resulting from the client’s actions.