CFA training campus booking procedure

6 min read

This page explains how to book and manage training activities at CFA-operated VEMTC campuses using a consistent and efficient application process.

vemtc-campus-booking-copy

Summary

  • All training activities at CFA-operated VEMTC campuses must be booked using the relevant VEMTC Training Campus Course Application form.
  • Course applications must include proposed dates, timings, student numbers, instructors, support staff, and training syndicates.
  • CFA courses require authorisation from the relevant Learning and Development Coordinator or owner of the course.
  • For individual brigades and groups please refer to your district/regional training team to make a booking.
  • Instructors must be appropriately endorsed and student-to-instructor ratios must be observed.
  • Requested campus facilities must be clearly identified in the application.

Booking procedure

The objective of this procedure is to ensure the efficient booking and administration of training activities at CFA operated VEMTC Training Campuses and provides a consistent approach to bookings and administration processes for CFA regions, districts, brigade, groups, government departments, corporate departments, external agencies, and organisations.

Course bookings

Bookings of all training activities at CFA Operated VEMTC Training Campuses should be made using the relevant VEMTC Training Campus Course Application form, which can be found at the bottom of this page or by contacting VEMTC Admin.

Bookings should be made in accordance with:

  • Owners of the course (the person with authority to approve the booking and for meeting costs associated with running the course/activity) or
  • The Coordinator Learning & Development responsible for coordinating the course and liaising with VEMTC Admin regarding the administration and delivery of the course

Bookings should not be made directly with the campus by individual brigades and groups. Brigades and groups which contact a campus to book a training program will be referred to their district/regional training team.

All clients may apply to use the training campus at any time throughout the year with the exclusion of Public Holidays and Campus closure dates.

Clients/users of the campus should complete a booking form and proposed drill list for each proposed activity at the campus and return the booking form and drill list to VEMTC Admin a minimum of four weeks prior to the date of the booking.

Short notice bookings can be accepted with approval from the PAD Supervisor and subject to campus, staff, and equipment availability.

All bookings should identify requirements for the use of campus resources, including PAD areas, classrooms, appliances, equipment, support staff, catering, and support requirements.

Following receipt of a booking request, VEMTC Admin will create a campus training calendar entry for the request which will identify to the PAD Supervisor that the booking has been placed. The PAD Supervisor will advise VEMTC Admin as soon as possible if the booking is not accepted at the campus and provide reasons.

Where the campus and its resources are not available on a requested date, the VEMTC Admin team will liaise with the client/user to determine a mutually agreed alternate date.

Where the campus and its resources have multiple booking requests on a requested date, the district training team/s in conjunction with the ACFO training and delivery will determine which booking is to take priority.

Confirmation email advice

Internal Bookings

An email advice will be sent to the coordinator / booking contact 3 weeks prior to the booking date with the date of booking, booking name and any outstanding information. It is the receiver’s responsibility to check all information previously supplied via viewing access to the campus booking calendar. Should there be no outstanding information required, the booking is deemed confirmed.

Should the district not provide outstanding information within 1 week of the booking, the booking may be cancelled at VEMTC discretion.

External Bookings

An email advice will be sent to the booking contact 3 weeks prior to the booking date with all information pertaining to the booking. It is the receiver’s responsibility to check all information previously supplied. Should there be no outstanding information required, the booking is deemed confirmed. Should the contact not provide outstanding information within 1 week of the booking, the booking may be cancelled at CFA discretion.

A copy of this advice will be saved on the booking calendar entry.

Course program requirements

The PAD Supervisor and VEMTC Admin should be provided with full details of a program two weeks prior to the date of the program; including:

  • the numbers and names of participants, Instructors/Trainers (Endorsed), Instructors/Trainers (Non-endorsed) and support staff
  • the final Syllabus and Drill List
  • any special requirements, including dietary, medical etc

Failure to provide these details at least one week from the course date may cause the booking to be cancelled.

Course application guide

These instructions outline the procedure for completing the course application form.

Brigade / organisation

  1. Brigade or organisation name
    • Enter the name of the brigade or organisation

Course details / preferences

  1. Requested date/s
    • Enter the required dates for your course
    • Enter the number of days your proposed course will run
  2. Arrival time
    • Enter the arrival time for your course
  3. Departure time
    • Enter the conclusion time of your course
  4. Number of students
    • Enter the number of students attending this course
  5. Number of training syndicates
    • Enter the number of training syndicates proposed for this course
  6. Number of support staff
    • Enter the total number of support staff attached to this course
  7. Number of instructors from area / region department
    • If your area or region department is to provide instructors, enter the total number in the space provided
    • Ensure student-instructor ratios are observed
    • All instructors must be district and PAD endorsed

Course information

  1. Course title
    • Enter the title of the course
  2. Drill list
    • Indicate whether a drill list is attached to your application
    • Providing a drill list at the time of submission is preferred

Brigade / organisation contact

  1. Primary contact details
    • Identify the person responsible for all further contact regarding the course

Authorisation

  1. CFA courses
    • Must be authorised by the relevant L&D Coordinator or Manager L&D
    • Email the completed application form to your District Office
  2. Non-CFA courses
    • Must be authorised by the appropriate delegated person
    • Email the application to VEMTC Admin
  3. Incomplete authorisation
    • Applications without the correct approval cannot be processed

Campus facilities required

  1. Facilities and resources
    • Select the appropriate facilities and enter quantities where required

Campus applications

Select the relevant campus, download their application form, complete the form details, and return to VEMTC Admin.

VEMTC Bangholme
(PDF 257KB)
VEMTC Central Highlands
(PDF 423KB)
VEMTC Huntly
(PDF 337KB)
VEMTC Longerenong
(PDF 329KB)
VEMTC Penshurst
(PDF 354KB)
VEMTC Sunraysia
(PDF 289KB)
VEMTC Wangaratta
(PDF 291KB)
VEMTC West Sale
(PDF 360KB)
 

Page last updated: Wednesday, 23 September 2026 3:26:18 PM