Group Size and Booking Policy


This policy supports the integrity of the NEEC education program by ensuring appropriate staff-to- participant ratios and providing a safe and effective environment for both visitors and employees.

Booking Procedures

All groups must have a booking prior to visiting the NEEC. Bookings can be made online by visiting Book Canberra Excursions.

Bookings are confirmed by an email sent to the booking agent. It is the responsibility of the booking agent to contact the NEEC if an email is not received within 24 hours or if there is any problem with the booking confirmation.

Three months prior to the visit, booking agents will receive a request to confirm their booking. Failure to do so may result in the loss of the booking.

Groups unable to make a suitable booking may request via Book Canberra Excursions to be put on the waiting list. Sessions which become available due to cancellations will be offered to groups on the waiting list.

Maximum Group Size

The maximum number of participants in each session is:

  • 45 primary students
  • 40 secondary students, or
  • 40 adults

Larger groups should book multiple sessions to ensure all participants are able to take part.

Adults accompanying school groups are not included in these numbers. However, if the number of accompanying adults results in the total number of participants exceeding 50, some may be asked to sit out to ensure a quality experience for students is maintained.

Groups Exceeding Maximum Numbers

When groups exceed maximum numbers, additional students will not be accepted.

Groups who arrive at the NEEC with numbers exceeding the maximum will be asked to have excess participants sit out in order for the rest of the group to participate.

The NEEC will provide suggested activities/options for those unable to take part in the program.

Changes to Bookings

The NEEC should be notified of changes as early as possible. Changes to bookings can be made through Book Canberra Excursions up until two weeks prior to the date of visit.

Bookings can only be changed by the agent who has made the booking. Groups who change booking agents will be required to complete the Tour Operator Transfer form and send to

Late Groups

If a group arrives more than 5 minutes late for their booking, the program may have to be shortened so that they still finish at the scheduled time and other groups are not disadvantaged.

If a group arrives more than 15 minutes late for their booking, the program may be cancelled at the discretion of NEEC management.

Our Commitment

The AEC is committed to the following principles of service when dealing with NEEC bookings:

  • Booking enquires are handled in a timely and courteous manner
  • Bookings are taken on a first come, first serve basis. No priority or favour is given
  • Booking agents are made expressly aware of this bookings policy. It is also sent to schools one month prior to their visit in the Pre-visit School Information Pack.
  • NEEC management is on hand to resolve issues which arise in relation to this policy
  • The NEEC recognises and respects the diversity of our visitors. Groups are asked to advise the NEEC of any special requirements so that the program can be tailored to meet the needs of visitors.


If a booking agent or visitor is dissatisfied with the application of this policy, they can have the concern addressed in writing by contacting the AEC at