Club/Community Groups Nominations

Terms and Conditions

1. Definitions

In these Terms and Conditions, “Event Management Team” means the BMA River 2 Reef Ride Event Team operated by River 2 Reef Ride Pty Ltd (ABN 68 151 816 303).

2. Acceptance of Terms

Information relating to nomination, selection, participation, volunteer payments, program guidelines, information booklets, forms and fact sheets form part of these Terms and Conditions.

Participation in the Volunteer Program constitutes acceptance of these Terms and Conditions.

3. Eligibility

Eligibility is limited to organisations that meet the published eligibility criteria, including incorporated community groups where applicable. Proof of eligibility may be requested.

4. Nomination Process

• Nominations must be submitted via the official online Nomination Form between 8 January 2026 and 6 February 2026 (inclusive).

• Nominations submitted outside this period or via alternative methods will not be accepted.

• Each organisation may nominate for up to three (3) volunteer roles.

• Submission of a nomination does not guarantee selection.

Late, incomplete, or non-compliant nominations may be deemed ineligible at the discretion of the Event Management Team.

5. Selection Process

Volunteer role allocation is at the sole discretion of the Event Management Team and is subject to:

• operational requirements of the event;

• suitability and capacity of the nominated organisation;

• availability of roles; and

• overall safety and logistical considerations.

All decisions relating to selection, allocation, or non-selection are final, and no correspondence will be entered into.

6. Volunteer Roles

• Once allocated, volunteer roles are not transferable to another organisation.

• Organisations must fulfil all duties associated with the allocated role(s) as agreed.

7. Volunteer Roles, Payments and Withdrawal

Each approved volunteer role is assigned a predetermined cash contribution amount.

Payment will be made to the nominated organisation following the successful and complete fulfilment of the allocated role(s), with payments finalised by 30 September 2026.

Where a volunteer role is not completed in full, is withdrawn, or where a Club or Community Group withdraws from the event for any reason, no payment will be made in respect of that role, the Club or Commiunity Group will forfeit all proceeds from Registrations and Jersey purchases.

This includes:

• any allocated volunteer role contribution amounts; and

• any Additional Fundraising Contributions, including amounts linked to participant registrations or jersey purchases.

Withdrawals must be communicated to the Event Management Team as soon as practicable. The Event Management Team reserves the right to reallocate volunteer roles and/or remove organisational links to registrations or purchases where a withdrawal occurs.

8. Additional Fundraising Contributions

Organisations may earn additional contributions as follows:

• $5 per participant registration correctly linked to the organisation at the time of registration; and

• $5 per event jersey purchased at the time of registration where the organisation is correctly linked.

Registrations or purchases not linked at the time of transaction will not be eligible for retrospective allocation.

All Additional Fundraising Contributions are subject to verification by the Event Management Team.

Proceeds from Volunteer Roles, Registrations and Jersey Purchases are only valid where the participating Community Organisation successfully fulfills the agreed Volunteer Role in full.

9. Accuracy of Information

All information submitted must be true, accurate, and current at the time of submission.

10. Privacy and Use of Materials

By submitting information or materials, nominees grant the Event Management Team permission to use submitted content (including names and images) for program administration and promotion in accordance with applicable privacy laws.

Nominees warrant they hold all necessary rights and agree to indemnify the Event Management Team against any loss arising from breach of this warranty.

11. Liability and Technical Issues

The Event Management Team accepts no responsibility for:

• technical failures or submission issues;

• lost or misdirected materials; or

• third-party failures, including sponsors or partners.

12. Event Changes

The Event Management Team reserves the right to cancel, suspend, modify, or withdraw the event or any part of the Volunteer Program at any time where reasonably required, including for reasons beyond its control.

Participants agree to indemnify the Event Management Team and its related entities against any loss arising from the cancellation, suspension, modification, or withdrawal of the event or Volunteer Program.

13. Amendments

These Terms and Conditions may be amended where reasonably necessary. Updates will be published on the program website.

14. Verification

The Event Management Team may verify submissions at any time and reject or disqualify any submission that does not comply with these Terms and Conditions.

Applications will be accepted from the following eligible organisations:

• Non Profit organisations that are based in, or deliver services to, communities within the Mackay Regional Council local government area (LGA).

• Not-for-profit educational institutions, including but not limited to schools, colleges, and universities, that are based within the Mackay Regional Council LGA.

• Aboriginal and Torres Strait Islander community organisations that are based within the Mackay Regional Council LGA.

• Incorporated community groups or associations that are based within, or deliver services to, communities in the Mackay Regional Council LGA.

• Organisations/Clubs with an ABN or ACN

Applications will not be accepted from:

• Political organisations or campaigns

• Religious organisations for religious purposes

• Individual fund-raising endeavours

• Commercial or advertising purposes

• Individual training needs, membership fees
  or conference attendance

• Events that include alcohol or the serving of alcohol

Each approved volunteer role is assigned a predetermined cash contribution amount.

Eligible clubs and community organisations may nominate for up to three (3) volunteer roles for the 2026 BMA River 2 Reef Ride Festival by submitting the official online Nomination Form between 1 January and 6 February 2026.

Payment of the allocated contribution will be made to the nominated club or community organisation following the successful and complete fulfilment of the approved volunteer role(s), with all payments to be finalised by 30 September 2026.

Where a volunteer role is not fulfilled in full or is withdrawn or uncompleted without prior agreement, the event organiser reserves the right to withhold all of the allocated contribution for that role and additional monies associated with registrations successfully linked to the club/community group.

General Conditions

• All contributions are subject to verification by the event organiser.

• Payments will be made directly to the nominated club or community organisation (not to individual volunteers).

• The event organiser reserves the right to amend these terms where reasonably required, with notice provided.

Successful clubs and community organisations may also earn additional contributions through participant registrations and merchandise purchases, subject to the following conditions:

• Each participant registration that is correctly linked to the nominated organisation at the time of registration will earn the organisation an additional $5 per registration (inc GST).

• Each event jersey purchased at the time of registration, where the nominated organisation is correctly linked, will earn the organisation an additional $5 per jersey purchased (inc GST).

Registrations or purchases not linked at the time of transaction will not be eligible for retrospective allocation.

To be eligible for consideration, clubs and eligible organisations must submit a nomination using the official online Nomination Form within the designated application period, being 1 January 2026 to 6 February 2026 (inclusive).

Nominations submitted outside this period, or via any method other than the approved Nomination Form, will not be accepted.

Each club or eligible organisation may nominate for up to three (3) volunteer roles. Submission of a nomination does not guarantee selection and is subject to availability and assessment by the event organiser.

The event organiser reserves the right to:

• assess and allocate volunteer roles at its discretion, and

• request additional information to support the nomination, if required.

All nominations received will be reviewed by the event organiser in accordance with the eligibility criteria and operational requirements of the event.

Selection and allocation of volunteer roles are at the sole discretion of the event organiser and are subject to, but not limited to, the following considerations:

• availability and suitability of the nominated volunteer roles;

• capacity of the nominated organisation to fulfil the role requirements;

• event operational needs and scheduling requirements; and

• prior experience or demonstrated capability, where relevant.

Submission of a Nomination Form does not guarantee selection or allocation of a volunteer role.

The event organiser reserves the right to:

• accept or decline any nomination, in whole or in part;

• reallocate or amend volunteer roles where reasonably required for operational or safety reasons;

• limit the number of roles allocated to any one organisation; and

• cancel or suspend the selection process at any time, where necessary, without obligation to provide reasons.

Submissions Open: 8 January 2026

Submissions Close: 6 February 2026

Clubs/Community Groups Notified via email: week commencing 16 February 2026