Advance Booking & Administration Costs

Advance training arrangements and cancellation costs

This page explains the planning and resource commitments behind FHV Driver Training’s advance-booking promotions. It should be read with the booking terms shown before payment and our Fees, Refund & Rescheduling Policy.

Important: A charge under this page applies only to a new booking where the relevant charge was clearly disclosed and agreed before payment. Publishing this page does not add a new fee to an existing booking.

Why arrangements begin before your first training day

Delivering practical training involves more than allocating a classroom place. FHV must coordinate appropriately qualified trainers and assessors, suitable training spaces, equipment and the timing of practical activities. For an advance-booking programme, those arrangements may need to be committed well before the individual student’s commencement date.

When planning for larger numbers of students over an extended period, FHV may reserve personnel and facilities across a forward schedule. Some suppliers require advance payments, minimum booking commitments or cancellation charges. A student’s withdrawal does not necessarily cancel those commitments or make the cost recoverable.

These arrangements can create costs before any face-to-face training takes place. Their amount depends on the particular course, the resources booked, the notice received and whether a booking can be changed or filled by another student. We do not assume that the same percentage has been spent for every student.

What the advance-planning charge can cover

Where relevant to your booking and actually incurred or reasonably committed, the charge may include:

• Trainer scheduling: time reserved for qualified trainers, roster commitments, course preparation and supplier cancellation charges that cannot reasonably be avoided.
• Assessor arrangements: assessment capacity reserved in advance, assessment scheduling and non-recoverable commitments to external assessors.
• Rooms and practical facilities: venue hire, training areas and facility reservations made for the scheduled programme.
• Equipment and resources: necessary training equipment, plant hire and course-specific materials committed for the booked training.
• Booking administration: reasonable work already performed to process the enrolment, check prerequisites, allocate places, coordinate delivery and manage the cancellation.

The charge is intended to recover reasonable unrecovered costs and losses arising from cancellation. It is not a penalty, an automatic payment for all anticipated overheads, or an additional profit margin.

Why up to 50% may be retained

For promotional bookings whose checkout terms expressly include this condition, an advance-planning and cancellation charge may be up to 50% of the discounted course fee paid for the affected undelivered training. The amount retained is the lower of that ceiling and FHV’s reasonable, supportable unrecovered costs and losses attributable to the cancellation.

Fifty per cent is a maximum, not an automatic deduction. We take account of supplier refunds, costs that no longer need to be incurred, resources that can be used elsewhere and replacement bookings. The same cost will not be charged to more than one student or recovered twice.

Any unused balance remaining after a permitted charge will be refunded. No additional amount will be debited merely because this page exists. If training has already been supplied, the treatment of those services must also follow the booking agreement and applicable law, without double counting.

Worked example

If an advertised course costs $1,000 and the 15% offer reduces the amount paid to $850, the 50% ceiling is $425. If the reasonable unrecovered cancellation costs are $300, the charge is $300 and the refund is $550. If those costs are $500, the charge under this condition is capped at $425 and the refund is $425. This example assumes no training has yet been provided.

How this fits with the usual fee policy

The particular promotional terms disclosed at checkout identify which standard refund or rescheduling provisions are replaced. This page explains the advance-planning component; it does not create a second charge on top of a cancellation deduction for the same loss.

Standard policies continue to govern matters not expressly varied, including student support, complaints and appeals, privacy, training requirements and applicable fee-protection arrangements. A change to a policy after payment does not retrospectively alter an accepted booking.

Requesting a date change

Please ask in writing as early as possible. A change is subject to available training and assessment places, prerequisite requirements and written confirmation from FHV. For the Christmas offer, any agreed new start date must remain within the original 60-day commencement period unless an extension is agreed or the delay is caused by FHV.

Where the standard rescheduling schedule applies, it remains as published: more than two business days’ notice attracts no rescheduling fee; less than two business days’ notice or non-attendance may attract $250 for a High Risk Work Licence course, $100 for a non-High Risk Work course or $350 for a truck licensing course. At exactly two business days, the more favourable notice band will apply. Any fee must be reasonably justified and must not duplicate a cancellation charge. If a promotion varies that schedule, the variation must be disclosed before payment.

A date-change request is not a confirmed change. Do not assume the original booking has been released until FHV has responded.

Evidence, review and exceptional circumstances

You may request an explanation of how a proposed deduction was calculated. FHV will identify the relevant cost categories and provide a reasonable explanation of the amount retained, while protecting other people’s personal information and confidential supplier information.

Serious illness, injury, bereavement or other exceptional circumstances may justify a waiver, reduction or agreed alternative. Requests are considered individually by the RTO Manager or authorised delegate, with appropriate supporting evidence where necessary.

When this charge does not apply

This charge does not reduce a refund required because FHV cancels the affected training or fails to provide services as required by Australian Consumer Law. If FHV cancels before commencement, students may choose an agreed alternative or a refund for the cancelled, undelivered training without an administration or cancellation deduction.

Your rights under Australian Consumer Law and other applicable law remain unchanged. You are not required to accept a credit instead of a refund where a refund is legally due.

Contact and review requests

Email admin@fhv.edu.au with your name, course, booked dates, booking reference and the circumstances of your request. If you disagree with a decision, you can use the Complaints & Appeals process. This does not limit any external review or legal remedy available to you.

Transport & Construction Training Institute Pty Ltd trading as FHV Driver Training
RTO 91857 · ABN 72 118 080 247
200 Military Road, Yennora NSW 2161
02 8766 9810 · admin@fhv.edu.au

Version: 13 November 2026.