Purpose
The purpose of this policy is to define the responsibilities of the Probus Club of Cabarita and Breakfast Point Inc. (PCCBP), its Management Committee, Outings Facilitator, Conveners and members in the planning and conduct of approved Club outings.
Management Committee Responsibilities
The Management Committee is responsible for approving all proposed Club outings before they are advertised to members.
Where the timing of a proposed outing does not allow approval at the next scheduled Committee meeting, approval may be obtained by email. If a Committee member does not respond within the nominated timeframe, this will be deemed to indicate approval.
Outings Facilitator Responsibilities
The Outings Facilitator will:
- receive and review proposed outing submissions;
- present outing proposals to the Management Committee for approval;
- forward approved outing details to the Website Administrator for publication;
- provide support and guidance to Conveners as required; and
- maintain oversight of the Club’s outing program.
Convener Responsibilities
The Convener is responsible for organising and managing an approved outing.
This includes:
- submitting the proposed outing to the Outings Facilitator for approval before any bookings or advertising are undertaken;
- providing all relevant details, including date, time, venue, transport arrangements, participant limits, costs and booking requirements
- ensuring the outing is advertised on the Club website once approved;
- maintaining a record of participating members and guests;
- communicating any physical requirements, accessibility issues or health considerations associated with the outing;
- collecting attendance information required for insurance purposes;
- reporting any accident; injury or incident to the Outings Facilitator as soon as practicable; and
- completing any required Incident Report documentation.
Member Responsibilities
Members participating in Club outings are responsible for:
- registering their intention to participate in the manner advised;
- reading and accepting the Outings Policy when registering;
- ensuring they are medically fit and physically capable of participating in the outing:
- advising the Convener if their health changes before the outing and may affect their ability to participate;
- behaving in a manner that does not place themselves or others at risk; and
- complying with any reasonable directions given by the Convener.
If there is any doubt regarding a member’s ability to safely participate in an outing, they are encouraged to seek medical advide before registering.
The Club reserves the right to decline participation where they are reasonable concerns for the safety of the individual or other participants.
Guests
Members will be given priority when participant numbers are limited.
Where vacancies remain after the advertised closing date, members may invite guests, subject to availability and any applicable insurance conditions.
Payments
Payment for outings must be made prior to the outing unless otherwise advised. The Club may implement an alternative acknowledgement process for Interest Groups or recurring activities if approved by the Management Committee and consistent with Probus South Pacific insurance requirements.
Bank details are:
1. Electronic Transfer
- Bank account: Cabarita & Breakfast Point Probus Club
Bendigo Bank, Strathfield.
BSB: 633 000
Acc No: 217 885 979
Deposit reference field MUST include surname and briefly, the event: eg. SmithBBQ
Revised 21/8/2026