travel and accommodation

DFES will assist regional volunteer delegates to attend the 2019 conference by organising and covering the cost of travel and accommodation. There have been some changes to the WAFES Travel and Accommodation Policy this year, be sure to read all the details before making your travel and accommodation bookings. During the online registration process you will be asked to provide your travel requirements. This includes your accommodation requirements, nearest airport and preferred travel time (if flying). Upon booking, these details will be forwarded directly to the travel agent who will book your travel and accommodation on your behalf. Your final travel itinerary will be sent to you by email at least two weeks before the conference and awards ceremony.

If you don’t receive your travel itinerary or you need to change your travel and accommodation booking, please contact the travel agency Event Travel Management on (08) 9389 6232 or email wafestravel@eventsctm.com. Please note you may incur a fee for changes or cancellations.


FLIGHTS

If you need a flight to and from Perth to attend the conference, you will be prompted to request this during the registration process. You will need to provide your nearest airport and preferred travel time. Your flights will be booked based on the information you provide. The best economy fare of the day from the nearest regional airport will be offered. Please note: 

  • frequent flyer points or benefits under other incentive or loyalty schemes accumulated in the course of official air travel must not be used for private purposes;

  • if you need to make an amendment to your flight booking, an amendment fee of $30.00 (ex GST) per ticket may be charged to you; and

  • if you need to cancel your flight booking, an administration fee of $50.00 (ex GST) for every cancelled ticket may be charged to you. This fee is in addition to any fees charged by the airline.


HOTELS, PARKING and Bus Transfers

Hyatt Regency

This hotel is allocated to SES, VFRS and VFES delegates
Address: 99 Adelaide Terrace, Perth WA 6000
Phone: (08) 9225 1234
Self parking is available at $30 per night
Valet parking is available at $45 per night
Secure Parking information

Photo: Hyatt Regency

Pan Pacific

This hotel is allocated to BFB delegates
Address: 207 Adelaide Terrace, Perth WA 6000
Phone: (08) 9224 7777
Self parking is available at $25 per 24 hours (on exit)
Valet parking is available at $48 per 24 hours
Please note the carpark has a maximum clearance height of 1.9 metres and is subject to availability.

Photo: Pan Pacific

Mecure Perth

This hotel is allocated to VMRS delegates
Address: 10 Irwin Street, Perth WA 6000
Phone: (08) 9326 7000
Parking is limited and subject to availability
Valet parking is available at $25 per car per day
Alternative Parking: Fire Station Car Park on Hay Street, Perth

Photo: Mecure Perth

Hotel bus transfers

Bus transfers will be organised between the Hyatt Regency, Pan Pacific, Mecure Perth and the Perth Convention and Exhibition Centre throughout the weekend. This timetable will be available soon.


ACCOMMODATION

If you live more than 50 kilometres from the Perth CBD train station you are eligible for accommodation during the conference weekend. All volunteers within the 50 kilometre radius have the option to request accommodation at their own expense.  

Accommodation for Friday 6 September to Sunday 8 September is fully subsidised by DFES. If you plan to attend a DFES facility tour your accommodation can be booked from Thursday 5 September and will be fully subsidised by DFES. All eligible volunteers will receive a standard king or twin room including breakfast. Rooms are single occupancy unless you request to share with another volunteer.

If you plan to attend another DFES approved event you can request to extend your stay before or after the conference at no cost. If you wish to extend your stay for personal reasons, such as visiting friends or family, you can request additional nights of accommodation, however additional nightly charges will apply.

There are a limited number of rooms available at each hotel.

You will need to register early to ensure your accommodation requirements are met. We can’t guarantee you will be in the same hotel as your fellow volunteer service delegates if you register late. 

Please note: Upon check-in at your hotel you will be required to provide a personal credit card to cover other expenses, such as mini-bar, telephone calls, internet usage or movie downloads. A holding deposit of up to $100 per night may be placed on your card by the hotel and will be refunded to you within five working days after checkout.


DRIVING TO THE CONFERENCE

As outlined in the updated WAFES Travel and Accommodation Policy, if you are driving to the conference the following applies:

  • Volunteers who live more than 50 kilometres from the Perth CBD train station should drive a DFES or service vehicle (if available and approved by your local District Officer) and car pool with other volunteers where possible. Front line fire or rescue vehicles must not be used.

  • If you are unable to source suitable transport, and you live more than 50 kilometres from the Perth CBD train station, you can use a private vehicle to travel to the conference and claim a motor vehicle allowance at the current “cents per kilometre car expense payments” rate set by the Public Service Award 1992 for the shortest practicable route. 

  • Where a scheduled commercial air service could have been used for the travel to the conference, the motor vehicle allowance payable shall not exceed the value of the commercial airfare. This means your fuel re-imbursements will not exceed the amounts listed below.

  • As a general guide, the maximum motor vehicle allowance that can be claimed from the following locations is listed below:

    Airport/Location | Maximum motor vehicle allowance
    Albany | $450
    Broome | $600
    Carnarvon | $550
    Esperance | $550
    Fitzroy Crossing | $1,600
    Geraldton | $350
    Halls Creek | $1,600
    Kalgoorlie | $400
    Karratha | $550
    Kununurra | $1,200
    Laverton | $740
    Learmonth | $500
    Leonora | $650
    Meekatharra | $640
    Monkey Mia | $500
    Newman | $550
    Onslow | $600
    Paraburdoo | $1,000
    Port Hedland | $550

  • Volunteers who live less than 50 kilometres from the Perth CBD train station are not eligible to claim mileage for their attendance at the conference.

If flights have been booked for you to attend the conference:

  • a motor vehicle allowance may be claimed to drive to/from your place of residence and the nearest regional airport; and

  • if a transfer service is not provided, you may be entitled to claim reimbursement of taxi fares incurred when travelling to or from Perth Airport to your accommodation.

To claim a motor vehicle allowance, volunteers must provide their driver’s licence number and vehicle registration number prior to driving to the conference and submit a travel claim form following the conference.

Where volunteers are the representative of another body that pays the member’s travel expenses, there is no eligibility for any further reimbursement.


TRAVEL POLICY AND CLAIMING EXPENSES

There have been some changes to the WAFES Travel and Accommodation Policy this year, be sure to read all the details before submitting your claim for expenses.

Claiming travel expenses

DFES will reimburse you for eligible costs related to the conference, such as meals, parking and travel expenses. You must provide the relevant receipts to receive reimbursement.

Meals

In line with the Public Service Award 1992, volunteers who live more than 50 kilometres from the Perth CBD train station are eligible to claim meal expenses (breakfast, lunch and/or dinner) incurred during the conference weekend, which are not supplied as part of the conference or your accommodation booking. Remember to retain your receipts and submit a claim form to DFES to receive your reimbursement. Please note that alcohol cannot be claimed. Daily meal allowance caps are:

  • Breakfast $16.30

  • Lunch $16.30

  • Dinner $46.50

Travel

If you drive to and from Perth in your private vehicle for the conference you may be eligible to claim mileage reimbursement based on the number of kilometres travelled and the region in which you live. See above section Driving to the Conference for more information.

Examples of other travel expenses eligible for reimbursement include parking fees, taxi fees to/from airport, and public transport to the venue.

Where volunteers are the representative of another body that pays the member’s travel expenses, there is no eligibility for any further reimbursement.

To claim eligible expenses:

  1. Download the Claim Form

  2. Complete all sections (refer to mileage rates if required)

  3. Attach relevant receipts

  4. Submit claim form and receipts to DFES no later than Friday 1 November 2019

Submit claims to:
Attention: Events and Promotions Officer
Media and Corporate Communications
Department of Fire and Emergency Services
Level 2, 20 Stockton Bend
COCKBURN CENTRAL WA 6164

Please keep a copy of the completed claim form, including all receipts, for your personal taxation records, as we will not be able to provide records at the end of the financial year. Processing of claims can take up to four weeks. Reimbursements will be paid directly into your nominated bank account.