Wetsuit Hire

For a MAG program if we are conducting canyoning activities we need to hire wetsuits for our clients, as well as canyon bags and harnesses. Our preferred company for wetsuits hire is Eagle Rock Adventures. MAG will provide helmets and dry bags for a program of less than 20 PAX. When it comes to large programs, we hire from Eagle Rock:

Wetsuits
Canyon bags
Harnesses
Helmets
Dry bags

Step 1: Send email to confirm booking (Email Template: Confirm Booking)

Send email a minimum four weeks prior to delivery

For large programs, we request the wetsuits be dropped to the Megalong Valley Farm site and for smaller programs, a team member normally collects them from Eagle Rock Adventures in Wentworth Falls. It is crucial that within the first email we confirm the number of canyon bags, helmets, harnesses and dry bags that the company can provide so we are able to source more.

Step 2: Collate wetsuit sizes

Collate a minimum two weeks prior to delivery

Create a Google sheet with the client name, height & weight which can be collected via the Medical & Indemnity Form (Head to Wetsuits & Groups to understand how to collate). This form should then be saved to the client folder on the Google Drive and then tent numbers and AA group details should be included in this document one week prior to the program.

Step 3: Send email wetsuit sizes (Email Template: Confirm PAX & Sizes)

Send email minimum two weeks prior to delivery

Send an email with the Google sheet including the client name, height & weight

Step 4: Need additional canyon gear?

Organise minimum two weeks prior to delivery

Source more of whatever hire gear is not able to be provided by Eagle Rock. Contact BMAC

Step 5: Organise pickup/ drop-off details

Organise minimum one week prior to delivery

Organise a team who will be responsible for (pre & post delivery):

collection
counting
return of wetsuits

Hire Agreement of Eagle Rock Adventures

Terms and Conditions (2025)

EAGLE ROCK ADVENTURES - 23 JAN 2025 Hire Agreement.pdf

Email Template: Confirm Booking (Pre-Season)

Hi [INSERT NAME],

I hope you’re well.

I am the new Events Manager at MyAdventure Group and look forward to working with you.

I'm touching base to see if we can lock away some wetsuits for the programs we're hosting for [INSERT PERIOD].

We have six upcoming My Adventure Group programs and would love to lock in similar set up to what's been organised with you in the past for the following groups:

[CLIENT NAME] (we can pick up [INSERT DATE] Drop off [INSERT DATE])

Dates: [INSERT DATES]

No. of People: 00 Pax

[CLIENT NAME] (we can pick up [INSERT DATE] Drop off [INSERT DATE])

Dates: [INSERT DATES]

No. of People: 00 pax

[CLIENT NAME] (we can pick up [INSERT DATE] Drop off [INSERT DATE])

Dates: [INSERT DATES]

No. of People: 00 pax

[CLIENT NAME] (can your team drop off [INSERT DATE], pick up [INSERT DATE])

Dates: [INSERT DATES]

No. of People: 00 pax

[CLIENT NAME] (can your team drop off [INSERT DATE], pick up [INSERT DATE])

Dates: [INSERT DATES]

No. of People: 00 pax

[CLIENT NAME] (we can pick up [INSERT DATE] Drop off [INSERT DATE])

Dates: [INSERT DATES]

No. of People: 00 pax

As soon as we have sizes I will send them through.

Is this all OK?

Thank you.

Regards,

[INSERT NAME]

----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Hi [INSERT NAME],

Hope you’re well.

Touching base to see if we can lock away an order for a program we're hosting on [INSERT DATES] with approx [INSERT PAX].

Due to the size of this order, we would like to have the delivery dropped to [LOCATION] the afternoon prior to [INSERT DATE] in order for us to sort, pack and label. We would require them to be collected from the same location after 6pm on [INSERT DATE].

Ideally, we would like to collect the order the afternoon prior so we can sort, pack and label. One of our team members will return the order to you in the afternoon following the program.

Also confirming do you have enough helmets, bag, harnesses and dry bags to fulfil this order - if not, please provide the numbers you do have available.

Let me know if this is possible and we will get the final [INSERT PAX], weights and heights sent to you two weeks prior to the program.

Thanks.

Regards,

[INSERT NAME]

Email Template: Confirm PAX & Sizes (Individual Program)

Hi [INSERT NAME],

Hope you’re well.

Touching base regarding the upcoming program with [CLIENT NAME] on [INSERT DATE] We're really excited to be working with you guys on this program.

Confirming we will have [INSERT PAX] and attached you will find the heights & weights of the clients. Also just confirming you are providing us with [INSERT # OF PIECES] helmets, [INSERT # OF PIECES] bags, [INSERT # OF PIECES] harnesses and [INSERT # OF PIECES] dry bags?

Double checking that the team will be dropping these off the day before the program so we are able to get them packed ahead of the client arrival? We will have the order ready for collection after [INSERT TIME] on [INSERT DATE] from the site.

Double checking that one of our team members will collect the order the day before the program so we are able to get them packed ahead of the client arrival? We will have the order dropped back to you in the afternoon of the program.

Thanks.

Regards,

[INSERT NAME]

Hi [INSERT NAME],

Hope all is well.

Just wanted to check in about another program that's coming up this season with [CLIENT NAME] on [INSERT DATES].

We are thrilled to have the opportunity to collaborate with you again on this program.

Just wanted to confirm that we're expecting a group of [INSERT PAX], and I've included their heights and weights below for your reference.

[INSERT TABLE - WITH NAME, AGE, DATE OF BIRTH, HEIGHT, WEIGHT] -same as image below

Also just confirming you are providing us with the following:

wetsuits
wetsuit socks
wetsuit gloves
harness
helmet
canyoning pack

We can pick up the items on [INSERT DATE] so we are able to get them packed ahead of the client's arrival and drop off on [INSERT DATE]?

Thank you so much! Hoping to hear from you soon.

Have a great day!

Contact Information

Eagle Rock Adventures

1300 957 919

Contact: Paul

Mobile: 0403 666 677

Email: bookings@eaglerockadventures.com.au

Blue Mountains Adventure Company

Address: 84a Bathurst Rd Katoomba NSW 2780 or PO Box 242 Katoomba NSW 2780

Phone: (02) 4782 1271

Email: andy@bmac.com.au

Additional Notes

Supplier specific info that helps MAG book this supplier

Pickup/ drop off location either store in Adventure Base Katoomba or Eagle Rock HQ (Luera)
Make sure that the equipment hired is on a list that is signed in/ signed out by BOTH MAG and Eagle Rock
If clients are between sizes, good to have a few extra sizes in case. Eagle Rock usually only charges us for the ones we use.

Quote info:

Eagle Rock Cost: $22 (incl GST) includes:
- - Wetsuit (2 piece)
  - harness
  - helmet
  - Canyon Bag
  - (we are responsible for pickup/ drop-off of equipment)
  - Eagle Rock are responsible for washing wetsuits
  - On large programs we have paid Eagle rock to pick up canyon gear from Base Camp
  - Payment Terms: normally 7 days post program

BMAC charge: https://bmac.com.au/gearhire

Payment Terms

The main payment method used in paying Eagle Rock Adventures is through a Credit Card with 1.5% surcharge.

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Last Update Date: 21/12/23

Updated By: Cara

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