TERMS OF SERVICE (T&C)

Terms and Conditions Bedssi Pty Ltd (referred to as BEDSSI)

1. Definitions

“Accommodation Provider”, “Accommodation Property”, and “Provider” refers to any hotel or serviced apartment offering accommodation services through BEDSSI, including any third-party suppliers or contractors involved in the provision of accommodation services for the Client.
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“BEDSSI” refers to the booking facilitator (Beds for Events, Delegations, Sports & Study International) and facilitates accommodation bookings. BEDSSI does not assume any ongoing obligations related to the accommodation upon confirmation of the booking, receipt of full payment, and the Client’s readiness for check-in.
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“Client” refers to any individual or entity using BEDSSI’s services to book group accommodation.
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“Booking” refers to the arrangement for accommodation services facilitated by BEDSSI.
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“Commission” refers to the fee received by BEDSSI from the Accommodation Provider following the successful completion of a group stay, being the group’s check-in, completion of stay, check-out, and confirmation that no significant issues have been reported. Commission is not earned or payable prior to these conditions being met.
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“Service Fee” refers to a percentage-based fee charged directly by BEDSSI to the Client in circumstances where the Accommodation Provider offers a non-commissionable rate. Where applicable, the Service Fee will be disclosed to the Client in writing prior to booking confirmation and will be itemised separately on BEDSSI’s invoice. The Service Fee represents BEDSSI’s sole remuneration in respect of that booking.

2. Introduction

BEDSSI provides group accommodation booking services, connecting clients with Accommodation Providers. By using our services, including submitting or accepting booking requests or participating in the booking process facilitated by BEDSSI, both Clients and Accommodation Providers agree to these Terms and Conditions.

Important Notice: BEDSSI acts solely as a booking facilitator and is not the accommodation provider. BEDSSI does not retain, control, or assume responsibility for any portion of the accommodation cost. All payments made by the Client for accommodation are forwarded directly to the Accommodation Provider. BEDSSI’s liability is limited solely to its facilitation services.

BEDSSI does not own, operate, manage, or control any accommodation properties. It functions strictly as an independent facilitator of bookings between Clients and Accommodation Providers. BEDSSI does not act as an agent for the Accommodation Provider in any legal sense; it is an independent facilitator of bookings between Clients and Accommodation Providers.

BEDSSI does not hold client funds in trust and does not act as a fiduciary, trustee, or financial intermediary in respect of accommodation payments. Accommodation funds received from the Client are forwarded to the Accommodation Provider as promptly as practicable — in most cases on the same day of receipt, and in all cases within a reasonable number of business days. BEDSSI does not retain any portion of these funds. The brief period during which funds are held pending transfer does not constitute a trust arrangement, does not create any fiduciary obligation on the part of BEDSSI, and does not alter BEDSSI’s role as a booking facilitator.

3. BEDSSI’s Role as a Booking Facilitator

BEDSSI acts solely as an independent booking facilitator. BEDSSI is not a travel agent, accommodation provider, or agent for any Accommodation Provider in any legal sense. BEDSSI does not represent, act on behalf of, or bind any Accommodation Provider in any capacity.

The client enters into a direct agreement with the Accommodation Provider and is bound by that provider’s terms and conditions. BEDSSI is not a party to the agreement between the Client and the Accommodation Provider. Accordingly, BEDSSI assumes no liability for the Accommodation Provider’s actions, omissions, quality of services, changes, cancellations, or any other related matters. BEDSSI does not inspect, endorse, or guarantee the quality, safety, or suitability of any accommodation listed on its platform or communicated to the Client. All services are delivered by the Accommodation Provider, and the Client is solely responsible for assessing whether the provider’s offering is suitable for their group.

Where BEDSSI collects payment from the Client, it does so purely as a facilitation service — collecting and forwarding funds to the Accommodation Provider as a convenience to both parties. This payment facilitation does not create any fiduciary duty, trust obligation, agency relationship, or financial liability on the part of BEDSSI. BEDSSI does not hold client funds in trust, does not act as a fiduciary or trustee, and does not retain any portion of accommodation funds. All accommodation funds are forwarded in full to the Accommodation Provider.

BEDSSI’s involvement is strictly limited to: (a) identifying suitable Accommodation Providers based on the Client’s requirements; (b) communicating booking details between the Client and the Accommodation Provider; and (c) collecting and forwarding accommodation payments to the Accommodation Provider as a facilitation service. Beyond these activities, BEDSSI assumes no role, responsibility, or liability of any kind.

Nothing in this clause or these Terms shall be construed as creating a partnership, joint venture, employment, franchise, or agency relationship between BEDSSI and any Client or Accommodation Provider.

4. Liability Limitation:

To the fullest extent permitted by law, BEDSSI acts solely as a booking facilitator facilitating group accommodation bookings between clients and independent accommodation providers. BEDSSI does not charge clients a direct fee for its services; instead, it receives a commission from the Accommodation Provider only after the group has successfully checked in, completed their stay, checked out, and no significant issues have been reported in connection with the accommodation.

BEDSSI’s total aggregate liability to you for any direct loss or claim arising from its booking facilitator services is strictly limited to the commission actually received by BEDSSI in connection with the specific booking giving rise to the claim. This amount represents BEDSSI’s sole economic benefit from the transaction. The total accommodation cost, which is remitted in full to the Accommodation Provider, is expressly excluded from any liability calculation. BEDSSI does not retain any portion of accommodation funds. Where BEDSSI’s remuneration is a Service Fee rather than a Commission, BEDSSI’s total aggregate liability shall be limited to the Service Fee amount actually received in connection with the specific booking giving rise to the claim.

BEDSSI’s commission is earned and received solely upon successful completion of the group’s stay, defined as the group having checked in, completed their stay, checked out, and no significant issues having been reported. In the event that a claim or dispute arises prior to or during the stay, BEDSSI will not have received any commission in respect of that booking. Accordingly, BEDSSI’s total aggregate liability in such circumstances shall be nil, as no commission will have been earned or received at the time the claim arises.

By way of example, where BEDSSI receives the applicable commission percentage on an accommodation booking, its maximum liability in respect of that booking shall not exceed that commission amount, regardless of the total value of the booking or any loss claimed.

BEDSSI is not liable for any indirect, consequential, or special losses, nor for issues arising from the Accommodation Provider’s services, property conditions, or other matters beyond our control. BEDSSI’s role ends once the client has paid, received confirmation, and is ready for check-in; from that point, all responsibilities rest with the Accommodation Provider. This includes, without limitation, cancellations, overbookings, service quality, or failure to deliver services by the Accommodation Provider.

This clause does not exclude any rights under the Australian Consumer Law that cannot be lawfully excluded. Where applicable, liability is limited to the resupply of services or the cost of resupply.

5. Australian Consumer Law and Limitation of Liability

Non-Excludable Rights

Nothing in these Terms is intended to limit or exclude your statutory rights under the Australian Consumer Law (ACL) or any other applicable law that cannot be excluded or restricted. These rights, guarantees, or remedies you may have under the ACL or any other applicable legislation remain unaffected. If any provision of these Terms is found to be void or unenforceable under the ACL, that provision will be read down or severed to the extent necessary, and the remainder of the Terms will continue in full force and effect.

General Limitation of Liability

To the maximum extent permitted by law, BEDSSI:

Excludes all liability for any loss or damage (including indirect, incidental, special, or consequential loss or damage, such as loss of profits, loss of opportunity, or reputational harm) arising out of or in connection with your use of the Website or our services; and
Limits its total aggregate liability for any claim relating to these Terms or our services to the commission amount actually received by BEDSSI in connection with the specific booking giving rise to the claim, being BEDSSI’s sole economic benefit from that transaction. For the avoidance of doubt, accommodation funds collected by BEDSSI on behalf of the Client and remitted in full to the Accommodation Provider do not constitute amounts “paid to BEDSSI” for the purposes of this clause and are entirely excluded from any liability calculation. Where no commission has been received at the time a claim arises — including where a dispute occurs prior to or during the stay — BEDSSI’s total aggregate liability shall be nil.

Limitation Where Permitted
Where you are acquiring services from us that are not of a kind ordinarily acquired for personal, domestic, or household use or consumption, our liability for breach of any non-excludable guarantee is limited, at our option, to:

the resupply of the services; or
the payment of the cost of having the services resupplied.

6. Client Acknowledgements and Responsibilities

Clients acknowledge that BEDSSI is not the accommodation provider and does not control the quality, safety, or availability of the accommodation. The client acknowledges and accepts sole responsibility for reviewing and agreeing to the Accommodation Provider’s booking terms and conditions, policies, and refund rules before proceeding.

Clients are responsible for:

Clients are solely responsible for selecting their preferred Accommodation Provider. BEDSSI strongly encourages all Clients to inspect the accommodation property prior to confirming a booking. Where a Client chooses not to inspect, they do so entirely at their own risk. BEDSSI does not warrant the suitability, condition, or service levels of any property, and any dissatisfaction arising from a failure to inspect prior to booking rests solely with the Client.
Reviewing the Accommodation Provider’s terms and conditions before confirming the booking. BEDSSI is not responsible for the interpretation of provider terms, nor for any inaccuracies, errors, or omissions in provider documentation.
Paying all fees and charges in full and by the due dates specified in the booking agreement terms they have reviewed and accepted.
Ensuring all group members comply with accommodation rules, local laws, and any reasonable directions given by the provider’s staff.
Resolving any disputes, complaints, or refund requests directly with the Accommodation Provider after booking confirmation. BEDSSI may, at its sole discretion, assist with refund requests or dispute resolution prior to full payment or check-in, but is under no obligation to do so.

BEDSSI is not responsible for any accommodation services, disputes, or refunds once the client has made full payment, received confirmation, and is ready for check-in. All post-booking responsibilities rest solely with the Accommodation Provider.

Exceptions to Accommodation Provider Agreements
The requirement for a formal written agreement is determined solely by the Accommodation Provider. If an agreement is issued, BEDSSI will facilitate the process and attach its payment instructions. If no formal agreement is required by the Provider (typically for small groups), the booking will proceed based on the Provider’s confirmation and applicable terms. In all cases, the Client is bound by the Provider’s terms and conditions, including those relating to cancellations, refunds, and conduct.

7. No Control or Liability for Third Parties

BEDSSI does not control or manage any Accommodation Property and is not responsible for any aspect of the Accommodation Provider’s services, property conditions, legality, service, or suitability. All issues, disputes, or legal claims arising from the actions, omissions, or conduct of the Accommodation Provider or any third party must be pursued directly with the relevant Accommodation Provider. BEDSSI may offer support where possible but is not obligated to do so.

Clients are strongly encouraged to inspect the accommodation property before confirming a booking. BEDSSI makes this recommendation as standard practice and prominently across its communications and website. Where a Client chooses not to inspect the property prior to booking, they accept full responsibility for any dissatisfaction or issues arising from the condition, suitability, or quality of the accommodation. BEDSSI bears no liability in such circumstances.

To facilitate informed decision-making, BEDSSI typically provides clients with at least two accommodation options. Clients are under no obligation to use BEDSSI’s services or the properties we suggest. In cases where a recurrent client specifically requests a property based on prior experience, and thus a second option is not provided, this is at the client’s explicit choice and BEDSSI bears no responsibility for that selection.

BEDSSI bears no responsibility for any overbooking, cancellation, denial of access, or failure by the Accommodation Provider to honour a confirmed reservation.

BEDSSI bears no responsibility for any disruption, inconvenience, or dissatisfaction caused by renovation, repair, maintenance, or construction works at or near the accommodation property, whether scheduled or unscheduled, before or during the group’s stay. Such works are entirely within the Accommodation Provider’s discretion and control. BEDSSI has no obligation to investigate, disclose, or monitor the existence of any such works at the time of booking or at any point thereafter. Where renovation or repair works become known to BEDSSI prior to check-in, BEDSSI may, entirely at its discretion and without obligation, communicate this information to the Client. Any claims or complaints arising from such works must be directed solely to the Accommodation Provider.

8. Client and Client’s Group Conduct

The client is responsible for the conduct of all group members from check-in to check-out. This responsibility includes, but is not limited to, ensuring compliance with all Accommodation Provider rules, local laws, and any reasonable directions given by the provider’s staff.

The client is liable for any loss, damage, or injury to persons or property caused by the client or any member of their group during their stay. This includes, but is not limited to, damage to the accommodation, theft of personal belongings (whether belonging to the group or others), and any costs incurred by the Accommodation Provider due to the actions of the group.

Any misconduct, breach of rules, or illegal activity by the client or any member of their group may result in enforcement actions by the Accommodation Provider, including but not limited to fines, eviction, or refusal of entry, without any liability on the part of BEDSSI.

The client agrees to indemnify and hold harmless BEDSSI against any claims, demands, actions, damages, losses, costs, and expenses (including legal fees) arising from or relating to the conduct of the client or any member of their group during their stay, including but not limited to injury to any person, damage to property, or breach of laws or accommodation rules.

9. Refunds, Payments, Booking Completion & Dispute Responsibility

BEDSSI acts solely as a booking facilitator, facilitating accommodation arrangements between clients and independent Accommodation Providers. BEDSSI invoices the client for the total accommodation amount based on the provider’s pricing. Upon payment, BEDSSI forwards 100% of the funds to the Accommodation Provider and retains no portion of the accommodation payment.

Payment terms will be outlined in the invoice provided by BEDSSI and may include a deposit and final payment deadline. It is the Client’s responsibility to ensure that all payments are made on or before the specified dates. BEDSSI may withdraw or cancel a booking if payment is not received on time.
BEDSSI’s booking facilitation services are considered fully complete once (a) the client has made full payment, (b) received room confirmation, and (c) is ready for check-in. From that point onward, all responsibilities — such as accommodation quality, service delivery, changes, cancellations, refunds, or other matters — rest solely with the Accommodation Provider.

BEDSSI is not liable for the Accommodation Provider’s services or any consequences arising from them.
If a client requests a cancellation or refund prior to full payment, booking confirmation, or before checking-in, BEDSSI may, entirely at its own discretion and without any obligation or liability whatsoever, communicate the request to the Accommodation Provider. BEDSSI assumes no responsibility for the outcome of any such request, provides no guarantee that any deposits or partial payments will be refunded, and shall not be liable for any loss suffered by the Client as a result of the Accommodation Provider’s decision. Any such amounts are subject exclusively to the Accommodation Provider’s terms and conditions, which the client is responsible for reviewing and accepting prior to confirming a booking.
In the event of a dispute between the Client and the Accommodation Provider, BEDSSI may assist in relaying communications but is not responsible for resolving the dispute. All final decisions and remedies rest with the Accommodation Provider, whose terms the Client has agreed to.

10. Special Requests

BEDSSI will use reasonable efforts to forward any special requests (such as accessibility requirements, specific room preferences) communicated by the Client to the Accommodation Provider. However, BEDSSI cannot guarantee that such requests will be met, as this is ultimately subject to the Accommodation Provider’s availability and policies. Clients should confirm the Accommodation Provider’s ability to accommodate special requests directly with the provider where critical. BEDSSI disclaims liability for the non-fulfillment of special requests unless expressly confirmed in writing by the Accommodation Provider.

11. Right of Withdrawal

BEDSSI reserves the right to withdraw from any engagement or agreement at its sole discretion by providing written notice to both the Client and the Accommodation Provider. Upon withdrawal, BEDSSI’s involvement is deemed terminated and all future obligations cease.

BEDSSI’s remuneration is derived in one of two ways: (a) a Commission received from the Accommodation Provider following the successful completion of the group’s stay, as defined in Clause 1; or (b) a Service Fee charged directly to the Client as a percentage of the total accommodation cost, applicable only where the Accommodation Provider offers a non-commissionable rate and disclosed to the Client in writing prior to booking confirmation.

In the event of withdrawal by BEDSSI prior to the completion of a booking: where BEDSSI’s remuneration is Commission-based, no Commission will be payable as the conditions for earning Commission will not have been met; where BEDSSI’s remuneration is a Service Fee, any portion of the Service Fee corresponding to facilitation services already rendered prior to the withdrawal date shall remain payable by the Client, provided such fee was disclosed in writing at the time of engagement.

BEDSSI shall have no further responsibility or liability for any payments, refunds, credit transfers, or any other financial matters related to the booking after the withdrawal date. All such matters rest solely with the Accommodation Provider.

12. Indemnification

The client agrees to indemnify, defend, and hold harmless BEDSSI, its officers, employees, agents, and affiliates from and against any and all claims, losses, damages, liabilities, costs, and expenses (including legal fees) arising from or related to: The client’s or their group’s conduct during the stay; Any breach of these Terms by the client; Any claims made by third parties resulting from the client’s use of BEDSSI’s services or accommodation booked through BEDSSI; Any failure by the client to comply with accommodation provider rules or instructions.

13. Indemnification by Accommodation Providers

The Accommodation Provider agrees to indemnify, defend, and hold harmless BEDSSI, its officers, employees, agents, and affiliates from and against any and all claims, losses, damages, liabilities, costs, and expenses (including reasonable legal fees) arising from or related to:

Any breach by the Accommodation Provider of their agreement with the Client.
Any negligent acts or omissions in providing accommodation services.
Any misrepresentation regarding the accommodation property, facilities, or availability.
Any failure to comply with applicable laws, regulations, or safety standards related to their services.
Any claims by Clients or third parties arising from the Accommodation Provider’s services.
Any disputes between the Accommodation Provider and the Client not directly arising from BEDSSI’s booking services.

BEDSSI shall promptly notify the Accommodation Provider of any indemnifiable claim and cooperate in its defense. BEDSSI agrees to mitigate losses where reasonable.This indemnity excludes indirect, consequential, incidental, or punitive damages except those caused by the Accommodation Provider’s willful misconduct or gross negligence.

The Accommodation Provider acknowledges and agrees this indemnity is a material condition of offering services through BEDSSI.

14. Privacy and Data Protection

BEDSSI respects your privacy and is committed to safeguarding your personal and organisational data. The use of client data is governed by BEDSSI’s Privacy Policy, which details how we protect your information. Your information will only be used to process and manage your accommodation bookings and will not be shared with third parties without your consent, except as necessary to fulfil your booking request.

15. Force Majeure

BEDSSI shall not be liable for any failure or delay in performing its obligations under this Agreement where such failure or delay is due to circumstances beyond its reasonable control, including but not limited to acts of God (such as fire, flood, earthquake, or severe weather), war, terrorism, civil unrest, government restrictions or regulations, industrial disputes, pandemics, epidemics, or failure of utility services, as well as other unforeseeable events (“Force Majeure Event”).
If a Force Majeure Event significantly affects BEDSSI’s ability to provide booking services or the Accommodation Provider’s ability to deliver the agreed accommodation, and such event continues for a period exceeding 30 days, either party may terminate the booking agreement by providing written notice, without liability except for any outstanding payments due prior to the Force Majeure Event. BEDSSI will make reasonable efforts to communicate with affected parties regarding the booking process and mitigate the impact of the disruption but shall not be held responsible for any resulting loss, cost, or inconvenience. BEDSSI will make reasonable efforts to notify clients and accommodation providers of such events via email.

16. Governing Law and Jurisdiction

These Terms shall be governed by and construed in accordance with the laws of the State of Queensland, Australia. The parties irrevocably submit to the exclusive jurisdiction of the courts of Queensland, Australia for the resolution of any disputes arising under or in connection with these Terms.

17. Dispute Resolution

If a dispute arises in connection with these Terms or the services provided by BEDSSI, both parties agree to first attempt to resolve the dispute through informal discussions.

The party claiming a dispute has arisen must provide written notice to the other party outlining the nature and details of the dispute.

Within 14 days of receiving this notice, the parties must meet (in person, by phone, or video conference) to attempt to resolve the dispute.

If the dispute remains unresolved 21 days after the initial notice, the parties agree to submit the dispute to mediation administered by a mutually agreed mediator or, failing agreement within a further 7 days, a mediator appointed by the President of the Queensland Law Society (or equivalent body in the applicable jurisdiction). Mediator costs will be shared equally, unless otherwise agreed.

Neither party may commence legal proceedings unless this process is followed, except where urgent interlocutory relief is sought.

If mediation does not resolve the dispute within 60 days, either party may commence legal proceedings in the courts of Queensland.

18. Agreement to Terms

Use of BEDSSI’s services, including requesting quotes, submitting booking requests, signing any booking or accommodation agreement facilitated by BEDSSI, or proceeding with payment of any invoice issued by BEDSSI, constitutes full and binding acceptance of these Terms and Conditions. Where a formal booking agreement is signed, acceptance is deemed to occur at the point of signature. Where no formal agreement is required — typically for smaller group bookings — acceptance is deemed to occur upon the Client proceeding with payment of BEDSSI’s invoice. In both cases, BEDSSI’s Terms and Conditions are referenced at every stage of the booking process, including in quote communications, booking documentation where applicable, and invoices. No claim of ignorance of these Terms will be accepted where they have been referenced in BEDSSI’s communications or invoices.

Accommodation Providers, by responding to a booking enquiry or confirming availability via BEDSSI, are deemed to have accepted these Terms and Conditions, including all limitations of liability. By proceeding with a booking, the Accommodation Provider acknowledges that BEDSSI is not liable for any incidents, disputes, or issues arising after full payment, room confirmation, and client readiness for check-in. BEDSSI’s role is strictly limited to facilitating the booking and communication up to that point.

19. Intellectual Property

All content on BEDSSI’s website, communications, and platform—including logos, trademarks, text, graphics, and software—is the property of Bedssi Pty Ltd or its licensors and is protected by intellectual property laws.

Clients and Accommodation Providers are granted a limited, non-exclusive, non-transferable license to use this content solely for engaging with BEDSSI’s services in accordance with these Terms. Any other use, reproduction, or distribution without prior written consent is prohibited.

20. No Guarantee / No Warranty

BEDSSI does not guarantee the lowest price, availability, or satisfaction with any Provider’s services. Any statements regarding pricing or service quality are indicative only and do not constitute warranties or binding commitments.

21. Amendments to Terms

BEDSSI may update these Terms at its sole discretion at any time. Updated Terms become effective upon posting on BEDSSI’s website. Continued use of the services constitutes acceptance of the revised Terms.

Clients and Accommodation Providers are responsible for reviewing the Terms periodically.

22. Third-Party Links and Content

BEDSSI’s website or communications may contain links to third-party content or websites. These are provided for convenience only. BEDSSI does not control, endorse, or assume responsibility for any third-party content or services.

Use of such third-party websites is at the user’s own risk.

23. Data Security

BEDSSI implements reasonable measures to protect personal and organisational data provided by Clients and Accommodation Providers. However, no internet transmission or electronic storage method is fully secure. BEDSSI does not guarantee absolute security and shall not be liable for data breaches or resulting damages.

24. Severability

If any provision of these Terms is deemed unlawful, invalid, or unenforceable by a court or competent authority, that provision will be severed, and the remaining provisions shall remain in effect to the extent permitted by law.

25. Entire Agreement Disclaimer

These Terms and Conditions constitute the entire agreement between the Client and BEDSSI regarding the services provided. They supersede any prior discussions, agreements, or representations unless required otherwise by law.

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Any questions regarding these terms should be directed to BEDSSI.

policies[at]bedssi[dot]com