Participant Declaration

(including Medical Consent Form)

PURPOSE

The Participant Declaration (including medical disclosure form) is designed to ensure you can participate in an SSA approved event or activity containing one or more of the following activities:

• Camps or overnight trips.

• Events outside of metropolitan Melbourne (unless otherwise waived by the Clubs and Sports Manager).

• Events that involve hiking, bouldering, rock climbing or other wilderness activities. 

• Sporting competition or activity in connection with a sporting club. This includes participation in the UniSports Nationals and or intervarsity competitions. 

You are unable to participate in any of the above activities without completing this disclosure and related form.

1. DEFINITIONS AND INTERPRETATION

In this Agreement, unless the context requires otherwise:

• “SSA” means Swinburne Student Association Limited (ACN 682 527 448), H76 Ground Floor, GS Building, 34 Wakefield Street, Hawthorn VIC 3122.

• “Coordinating Club” means the registered student club, responsible for organising and reporting the event(s), trip(s), or activities, affiliated with the SSA and Swinburne University of Technology.

• “Participant” means the undersigned individual participating in events, trips, or activities coordinated by the SSA or Coordinating Club.

• “Trip” means any travel, event, or off-campus activity organised or endorsed by the SSA or Coordinating Club.

• “Agreement” means this Declaration of Financial Responsibility, Insurance, and Property Risk.

• “Property” includes both real and personal property, including but not limited to clothing, gear, electronics, and documents.

• “Force Majeure” means an event beyond the control of a party, including but not limited to natural disasters, pandemic, government restrictions, strikes, or acts of God.

2. FINANCIAL RESPONSIBILITY WAIVER

The Participant hereby acknowledges and agrees to the following:

2.1. All costs not expressly covered or subsidised by the Coordinating Club are the sole responsibility of the Participant, including but not limited to:

• Personal travel arrangements, food, or medical treatment.

• Damages to accommodation, vehicles, or facilities used during the Trip caused by the Participant.

2.2. The Participant indemnifies and agrees to keep indemnified, the SSA, Swinburne University of Technology and Coordinating Club from and against any liability, loss, claim, or expense resulting from:

• Their breach of this Agreement;

• Damage to any third-party property;

• Any act of misconduct or negligence during participation in a Trip.

3. INSURANCE DECLARATION

The Participant acknowledges that:

3.1. It is their sole responsibility to obtain appropriate travel insurance and medical insurance (including but not limited to ambulance cover and international medical insurance) where relevant.

3.2. The SSA, Swinburne University of Technology, and or the Coordinating Club do not provide personal insurance for students, and are not liable for any medical, legal, or financial consequences resulting from lack of coverage.

3.3. Proof of insurance may be requested prior to participation in Trips or high-risk activities. Failure to provide such documentation may result in cancellation of participation.

4. MEDICAL DISCLOSURE & EMERGENCY TREATMENT CONSENT

The Participant acknowledges that:

4.1. It is their sole responsibility to obtain appropriate travel insurance and medical insurance (including but not limited to ambulance cover and international medical insurance) where relevant.

4.2. The SSA, Swinburne University of Technology, and or the Coordinating Club do not provide personal insurance for students, and are not liable for any medical, legal, or financial consequences resulting from lack of coverage.

4.3. Proof of insurance may be requested prior to participation in Trips or high-risk activities. Failure to provide such documentation may result in cancellation of participation.

5. LOSS/THEFT OF PERSONAL PROPERTY DISCLAIMER

The Participant understands and agrees that:

5.1. The SSA, Swinburne University of Technology and Coordinating Club will not be held responsible for any lost, stolen, or damaged property during Trips or associated events.

5.2. The Participant bears full responsibility for safeguarding personal items at all times.

5.3. Claims relating to personal losses must be pursued directly through the Participant’s chosen insurance provider.

6. OBLIGATIONS TO FOLLOW CLUB POLICY AND GUIDELINES

The Participant understands and agrees that:

6.1. They will abide by SSA’s Club Policy and Guidelines at all times, particularly around drug and alcohol use, anti-harrassment and sexual misconduct, and the SSA’s Code of Conduct for approved events and activities.

6.2. They have a positive obligation to report any behaviour that is in contravention of the above guidelines and procedures. 

7. LIMITATION OF LIABILITY

7.1. To the fullest extent permitted by law, the SSA, Swinburne University of Technology and or the Coordinating Club shall not be liable for:

• Any indirect, incidental, or consequential loss;

• Loss of enjoyment, income, or opportunity;

• Delay or cancellation due to Force Majeure.

7.2. The SSA, Swinburne University of Technology and Coordinating Clubs’s maximum liability for any breach of this Agreement shall not exceed the portion of fees or levies paid directly to them for the event.

8. ENTIRE AGREEMENT

8.1. This document constitutes the entire understanding between the Participant and SSA. No oral representations or external statements shall alter or affect its terms. Modifications must be in writing and signed by both parties.