Megalong Valley Farm

Hi Glenda and Gary,

Hope you are both well.

We’re excited to share that MyAdventure Group is heading into a very busy Autumn season this March. It’s shaping up to be a full month of programs, and we’re reaching out to provide you with our proposed dates. Details below:

Please find below the runsheet and program timings for our remaining programs:

SETUP1 -  March 5 - 6  (5 staff per day)
SETUP 2  - March 9 (2 staff)
PACKDOWN -  March 30 - 31 (5 staff per day)

Below are the clients/ events we are hosting:

Client:  NATIONAL TILES (Total People = 31)

PAX:  27 PAX

Date: March 10-11,2026

Staff: 3 Base Camp Staff + James

Contractors:

• Fantastic Aussie Tours (28-seater mini Bus)  (Drop off and Pick up)

• Caterer from Red Pepper Catering

• Ensuites Bathroom Units - Bump in: Delivery of all bathroom units will be on March 9 & 10. All units will remain until March 30 & 31.

Client: CHALLENGE THE WILD 1 (Total People = 28)

PAX:  25 PAX

Date: March 12-13,2026

Staff:  3 Base Camp Staff

Contractors:

• Fantastic Aussie Tours (2 x24-seater Bus)  (Pickups and Drop-offs)

• Caterer from Red Pepper Catering

Client: CHALLENGE THE WILD 2 (Total People = 28)

PAX:  25 PAX

Date: March 14-15,2026

Staff: 3 Base Camp Staff 

Contractors:

• Fantastic Aussie Tours   (2 x24-seater Bus)  (Pickups and Drop-offs)

• Caterer from Red Pepper Catering

Client:  GEOCON (Total People = 18)

PAX:  14 PAX

Date: March 23-25,2026

Staff: 3 Base Camp Staff + James

Contractors:

• Transportation of the participants

• Caterer from Red Pepper Catering

Client:  EXECUTIVE X (Total People = 13)

PAX: 10 PAX

Date:   March 26-27,2026

Staff: 2 Base Camp Staff + James

Contractors:

• Fantastic Aussie Tours (12-seater Bus)  (Pickups and Drop-offs)

• Caterer from Red Pepper Catering

Client:  DB TECHNOLOGIES (Total People = 26)

PAX: APPROX 20-22 PAX

Date:   March 28-29,2026

Staff: 3 Base Camp Staff + James

Contractors:

• Transportation for the participants

• Caterer from Red Pepper Catering

• Ensuites Bathroom Units -  Bump out: All units will be removed on March 30 & 31.

Can you please confirm that this is OK? We are happy to use the same terms we used last Spring.

We look forward to hearing from you to confirm this booking and if we haven’t received a reply, we will touch base mid-week.

Thanks.

Cheers,
James

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Hi Glenda and Gary,

We hope you are well.

We're very excited to let you know that MyAdventure Group have confirmed a program with our client, [INSERT CLIENT NAME] for [INSERT DATE]. We are emailing to check the availability for the Megalong Valley Farm during this period. Further details below:

Client: [INSERT CLIENT NAME]

PAX: [INSERT PAX]

Date: [INSERT DATE]

NOTE: This would mean there is a total of approx. [INSERT PAX x 2] to stay on site for [INSERT NUMBER OF DAYS].

We would be looking to bump in to site from [INSERT DATE] and be bumped out by [INSERT DATE].

Can you please confirm an quote for this program at your earliest convenience?

Look forward to hearing from you to confirm this booking and if we haven’t received a reply, we will touch base mid-week.

Thanks.

Regards,

[INSERT NAME].

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Hi Glenda and Gary,

We hope you are well.

We're very excited to let you know that MyAdventure Group have some exciting programs scheduled over [PERIOD]. We are emailing to check the availability for the Megalong Valley Farm during this period. Details below:

BUMP IN/ SETUP -  [INSERT DATES]

PACKDOWN - finalized  [INSERT DATE]

Below are the clients/ events we are hosting:

Client:  [INSERT CLIENT NAME]

PAX:  [INSERT PAX]

Date:  [INSERT DATES]

Client:  [INSERT CLIENT NAME]

PAX:  [INSERT PAX]

Date:  [INSERT DATES]

Client: [INSERT CLIENT NAME]

PAX: [INSERT PAX]

Date:  [INSERT DATES]

Client:  [INSERT CLIENT NAME]

PAX: [INSERT PAX]

Date:   [INSERT DATES]

Client: [INSERT CLIENT NAME]

PAX: A[INSERT PAX]

Date: [INSERT DATES]

Client: [INSERT CLIENT NAME]

PAX: [INSERT PAX]
Date: [INSERT DATES]

Can you please confirm that this is OK? We are happy to use the same terms we used last spring.

We look forward to hearing from you to confirm this booking and if we haven’t received a reply, we will touch base mid-week.

Thanks.

Cheers,

[INSERT NAME]

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Hi Glenda and Gary,

Hope you are well.

We've just found out the Penrith Panthers want us to run a program from them January 23-24.

We will have them down in the Megalong from about 5pm on January 23 (after a day of adventure with us), then they will depart the following morning (Jan 24).

Given it is only one night, we want the setup/ packdown to be as light as possible. All we want to set up is the Kata tent (they will set up/packdown) their own tents to save budget/infrastructure.

Also - this is a preseason training camp and they want complete exclusivity - they don't want fans and general public interrupting their bubble. Is this OK? If there are additional costs associated with this, please let us know, and we are prepared to accommodate them. These are the following dates that we will be onsite:

• Set Up Dates - [DATES] (Kata tent, bathrooms)

• Program Date - [DATES]

• Pack Down - [DATES]

Thank you.  Looking forward to hearing from you.

Note: This email should be sent by James but you can create an email draft and prepare it for him.

Additional details for computation:   $25/pax , $100/day

Dear Glenda and Gary,

Hope you are both well.

First up, I wanted to express my gratitude once again for being allowed to use your beautiful property over the past 55 days. I really appreciated your willingness to accommodate us and balance the hipcamers. Once the dust settles, it would be great to catch up and have a talk about how we balance the hipcampers access and our programs.

Please find below a summary for the invoice - I have indicated the number of people who stayed on site for two nights every event and I have included its corresponding dates, the number of days onsite + the calculated invoice amount:

[CLIENT NAME] ([INSERT DATE]) - Total people - X

Participants: [INSERT PAX]

Staff: # Base Camp Staff

[CLIENT NAME] ([INSERT DATE]) - Total people - X

Participants: [INSERT PAX]

Staff: # Base Camp Staff

[CLIENT NAME] ([INSERT DATE])- Total people - X

Participants: [INSERT PAX]

Staff: # Base Camp Staff

[CLIENT NAME] ([INSERT DATE]) - Total people - X

Participants: [INSERT PAX]

Staff: # Base Camp Staff

[CLIENT NAME] ([INSERT DATE]) - Total people - X

Participants: [INSERT PAX]

Staff: # Base Camp Staff

= 000  pax x 2 nights x $25

= $0000

Also - we were onsite between [INSERT DATES] [NUMBER OF DAYS] @$100/ day = $0000

TOTAL INVOICE AMOUNT:  $00,000 (incl GST)

We are truly grateful for the opportunity to work with you and for the experience of hosting our events at your property. Once again, thank you for your support, and we look forward to being back down in Spring.

Please send me the invoice and I will get it PAID ASAP.

Thank you.

Cheers,

James