FAQ Email Responses

Hi (NAME),

Great to chat to you just before. As discussed, please find below our internal resources for our RISK MANAGEMENT POLICIES AND PROCEDURES

Below are 2 sections that will be of more relevance to what you are looking for:

https://sites.google.com/myadventuregroup.com.au/mag-adventure-activities/program/field-operations

https://sites.google.com/myadventuregroup.com.au/mag-adventure-activities/program/adventure-activities

We have some of the most extensive best practices around risk for any outdoor provider in Australia. As discussed, there is a huge amt of Intellectual Property and I request that the above information is not shared with any other person/s or parties. 

Thank you.

Hi Guys

Not long to go now! WE ARE PUMPED!

Rest assured we have been monitoring the weather conditions closely and at this point we are a green light to proceed with all activities as planned. 

Given the conditions and media attention this past week, I can understand the concerns some of your brokers and staff may have for next week. I feel sending out some client comms today would be incredibly helpful at addressing any concerns. Please find link below which I suggest we send out today (with the attached weather forecast):

https://vimeo.com/373265232

If any brokers/ staff have any additional concerns, please include my personal phone number (0402 904 334) on the email and invite them to contact me directly at ANYTIME over the next 48hours.

We are in close communication with National Parks and Blue Mountains City Council and our lead guides (Dylan Jones, Mic Rofe and Hugh Ward) are all massively experienced guides who are monitoring conditions closely and are completely aligned that client safety is our #1 priority.

Based off current intel and weather forecasts - although its looking like a hot day (temp max up to 35 degrees) and wind <25km/hr -  we are currently moving ahead with a modified adventure program (avoiding wilderness areas and only using sites with good vehicle access in/ out).

Given the fire concern at the moment, we've got the following backup plans in place:

- Plan A: Weather OK to run activities as planned (BASED ON WEATHER FORECASTS THIS IS WHERE WE ARE CURRENTLY SITTING)

- Plan B: NPWS closed/ or we make call we don't want groups in the bush. Run MyAdventure race @ Megalong Farm with some keynotes & workshops throughout day AND/OR Ninja Warrior Course up at Mt York (climb, abseil, Tyrolean) + navigation course

- Plan C: Localised fire threat too high- cancel all activities and run activities/ return to Sydney.

Please feel free to give me a buz if there is anything you'd like to discuss.

Thank you.

Cheers

Cas

Subject: Tent Pairing Request

Hi [Participant's Name],

Thanks for reaching out!

We’ve noted your request to be tented with [Person Y], and we’ll do our best to accommodate this during the tent allocation process. While most of our tent assignments are pre-arranged to support group dynamics and logistics, we’re happy to consider pairing preferences whenever possible.

We’ll confirm final sleeping arrangements closer to the program date or upon arrival at Base Camp.

Please let me know if you have any other requests or questions.

Best regards,
Your Name

Subject: Shower and Restroom Unit Options for Your Upcoming Event

Hi [Client's Name],

Hope you're doing well!

I’m pleased to share a selection of our premium outdoor shower and restroom units that are available for your upcoming event. These facilities have been thoughtfully designed to combine comfort, privacy, and a touch of luxury in outdoor settings:

Outdoor Shower Units
Private double showers with instantaneous gas hot water, large showerheads, and a spacious dressing area. These units let guests enjoy hot showers while taking in the beautiful natural surroundings.

Luxury Shower Combo Restroom
Perfect for privacy and comfort, this air-conditioned unit features 3 individual cubicles, each with a hand basin, toilet, shower, and changing area. Soft background music adds to the relaxing atmosphere.

4 Station Luxury Restroom
This spacious trailer includes 4 private cubicles, each with a flushing toilet, sink, Corian countertop with in-built wastebasket, and soft music. It offers a first-class restroom experience without sacrificing space or comfort.

3 Station Luxury Restroom
Includes 2 women’s suites and 1 men’s suite, all with private entrances. The larger suite can also be used as a unisex or family restroom if preferred.

2 Station Luxury Restroom
Ideal for events with 100–130 guests, this unit has two private bathrooms with a toilet, sink, countertop, mirror, and ambient lighting. A urinal is included in the men’s suite.

Black Label Platinum Ensuite
A full-size, mobile ensuite featuring a shower, dual flush toilet, vanity, mirror, and electric hot water system—all finished with premium fittings for a luxurious feel.

Please let me know which unit(s) you’d like to include or if you’d like a quote or recommendation based on your guest count and setup.

Looking forward to hearing from you!

Best regards,
Your Name

Subject: Participant Concern – Adventure Activity Participation

Hi [Client's Name],

Thanks for bringing this to our attention. At MyAdventure Group, we understand that not every participant may feel comfortable engaging in high-adventure activities, and we respect that completely.

We operate under the principle of Challenge by Choice, which means that participation in any activity is entirely voluntary. Our guides will provide each participant with a clear and honest overview of what the activity entails—covering the physical demands, safety considerations, and exit points (where applicable)—so that they can make an informed decision.

That said, it's important to note that for certain activities, such as canyoning, once the participant enters the canyon, exiting mid-course can be extremely difficult. For this reason, the decision to opt out should ideally be made before the activity begins. Our guides will be available beforehand to answer questions, discuss any concerns, and support participants in making the right choice for themselves.

Please let us know if the participant would like to speak with one of our guides ahead of time—we’re happy to facilitate that to ensure they feel comfortable and supported.

Looking forward to delivering a safe and empowering experience for your team.

Best regards,

Your Name

Subject: Adventure Activity Group Allocations

Hi [Client's Name],

Thank you for your question regarding how we allocate groups for our adventure activities.

At MyAdventure Group, participant safety, engagement, and experience are our top priorities. To ensure that each person is placed in the most suitable group, we allocate participants based on their experience, skills, and fitness levels.

Before the program, we collect relevant information through pre-event forms and may also conduct brief on-site assessments. This helps us match participants with others of similar capability, ensuring that the activities are challenging but achievable, and that everyone can enjoy the experience to the fullest.

Our team remains flexible during the event and can adjust groupings if needed to maintain the right balance of challenge, safety, and enjoyment.

If you have any specific group preferences or participant considerations you'd like us to factor in, feel free to let us know. We’re happy to work with you to make sure the event runs smoothly.

Best regards,
Your Full Name

At MyAdventure Group’s Base Camp, participants will be comfortably accommodated with two people per tent . Each tent is set up to provide a cozy and restful environment, ensuring privacy and space while maintaining a strong sense of community. Tents are pre-assigned and ready upon arrival, with all essential sleeping gear provided.

1-20 PAX -  1 person per tent
20 or more - 2 people per tent

Subject: Sleeping Arrangements at Base Camp

Hi [Client's Name],

Thank you for your question regarding the sleeping setup at Base Camp.

For all MyAdventure Group programs, we arrange two participants per tent to ensure both comfort and a shared experience. Each tent is spacious enough to accommodate two adults with room for personal belongings. All essential sleeping gear, such as sleeping mats and blankets, is provided and set up prior to arrival.

Tents are pre-assigned by our team to streamline check-in and help manage group dynamics, but we’re happy to consider any specific roommate preferences in advance.

Please don’t hesitate to reach out if you have additional questions or specific requirements.

Best regards,

Your Name

Subject: Fire Emergency Protocol at Base Camp

Hi [Client's Name],

Thank you for your question regarding our emergency preparedness at Base Camp.

At MyAdventure Group, the safety of all participants and staff is our top priority. In the unlikely event of a catastrophic fire, we have a clear emergency response plan in place:

• Immediate Evacuation: All individuals on site will be instructed to evacuate immediately using clearly marked evacuation routes.

• Assembly Area: Everyone will gather at a designated emergency assembly point for headcounts and further instructions.

• Trained Staff: Our staff are trained in emergency response procedures and will guide participants to safety while coordinating with emergency services.

• First Aid Support: First aid responders will be on hand at the assembly area to assist if needed.

• Emergency Equipment: Fire extinguishers and safety tools are stationed throughout the camp, but only used by trained personnel.

• Communication: All participants will be kept informed throughout the process, and we will promptly notify key contacts if the situation escalates.

We also conduct pre-camp safety briefings to ensure participants are familiar with these procedures.

Please feel free to reach out if you’d like more details or a copy of our emergency plan.

Best regards,
Your Name