Prior To Hire Period – The Hirer Must:

  1. Bond must be paid in full upon booking.
  2. All cancellations will incur a 40% cancellation fee. All bookings that are cancelled less than 7 days prior to the event forfeit the entire bond as a deposit.
  3. Ensure any trade vendors or caterers invited are approved.
  4. Attend an Induction with Event Centre Coordinator pre-event.

During The Period Of Hire - The Hirer Must:

  1. Keep internal gate 2 closed at all times that horses are on the property, including evenings.
  2. Ensure all persons entering the site treat the facilities with due respect.
  3. Ensure participants do not enter areas of the property other than those designated.
  4. Ensure participants do not interfere with other events taking place at Elmore Events Centre.
  5. Not allow any material to be attached to exterior / interior of buildings with any product other than Blue Tack.
  6. Report any injuries/incidents immediately to Elmore Event Centre Administration take contact details of those involved/observing and complete an incident report form.
  7. Report any hazard immediately to Elmore Event Centre Administration. (Emergency contact details located in orientation folder).
  8. Leave grounds and structures in the same condition as found.
  9. If conditions are not adhered to, part or all bond monies may be forfeited. If the bond does not cover all damage repair or cleaning to grounds or structures, further action may be taken to recover costs incurred. 
  10. Collect and dispose of all rubbish and manure in supplied areas.
  11. The Elmore & District Machinery Field Days Inc. reserves the right to amend the terms and conditions if deemed necessary prior to the event. Notification will be given as soon as possible following any amendment.

After The Hire Period – The Hirer Must:

  1. Return Post Summary
  2. Pay final fees within 7 days of receiving the final invoice.

Arrival

  • Entry is through Gate 4, Rosaia Road, from Midland Highway.
  • The internal gate 2 must be kept closed at all times that horses are on the property, including evenings of multi-day events.
  • A key code for Gate 4 will be supplied if required.
  • Adhere to all conditions of entry as per Terms & Conditions.

Arenas (Sand Dressage)

  • Six outdoor arenas are available (with permanent markers in place) (60m x 20m).
  • Two warm up areas.
  • Ability to set up an additional two arenas (hirer to provide own markers / arena – 1 available for hire).
  • All arenas must be clear of manure at the end of the event. A cleaning fee will be charged if this is not adhered to.

Arena (Grass)

  • 7 hectares (280m x 300m).
  • Arena – 1 available to hire.
  • Office available pending other events.
  • Seating available.
  • Arena must be left in a clean state and clear of manure at the end of the event. A cleaning fee will be charged if this is not adhered to.

Arena (Indoor)

  • Pavilion 66m x 88m. Indoor Arena 44m x 88m.
  • Space for one dressage arena (hirer to provide own markers / arena – 1 available for hire).
  • Office available within the indoor arena.
  • Arena must be clear of manure at the end of the event. A cleaning fee will be charged if this is not adhered to.
  • PA system available upon request for a fee. Must be organised pre event.
  • Stage available (3x2 panels - 3.5m x 2.5m).
  • Indoor arena fenced with personal access gates to public area.
  • Catering container is located in the indoor arena.

Arena Raking

  • Raking of arenas is done pre event, any additional raking will be at a charge.
  • Raking during event is to be completed by Elmore Equestrian Park staff and committee only.
  • All raking and watering must be pre-arranged two weeks minimum before event.

Camping

  • Non-powered camping is available in the day yard area.
  • Powered camping is available adjacent to the stable pavilion.
  • Camping is available pre and post the event.
  • Bookings for camping sites must be made and paid for through the Elmore Events Centre Administration office, prior to arrival.
  • Horses are not to be tied to floats in the powered / grass camping area adjacent to the stables.
  • Horse manure in all camping areas must be cleaned up.

Catering

  • Two catering huts are available; one located in the indoor arena, one located near the sand dressage arenas.
  • Catering can be organised by the organising club or through Elmore Events Centre Administration.
  • Catering vendor requirements are to be discussed with the Elmore Events Centre Administration prior to the event.
  • There are limited power outlets available at the main sand dressage area (currently no 3 phase). Excessive usage by catering vendors catering equipment, refrigeration etc. may result in a loss of power to other areas.
  • All catering vendors must provide a certificate of currency for public liability insurance (minimum cover $10,000,000) and the relevant food permits. Copies must be provided to the venue prior to the event.
  • Catering vendors are required to ensure that they do not have power leads exposed in a manner non-compliant with current OH&S requirements or safety regulations.

Cleaning

  • Toilets, offices and catering hut will be cleaned pre event. If cleaning is required during the event is up to the event club to do, or can be done by the Events Centre at a cost.
  • A set of cleaning equipment is located in the disabled toilet behind the sand dressage office if required during the event.
  • A set of cleaning equipment is located in the middle walkway of the toilets adjacent to the indoor arena if required during the event.
  • A supply of toilet paper is provided at both toilet blocks.

Day Yards

  • 112 day yards (80 steel double rail, 32 steel single rail), 1 round yard, 2 stallion yards.
  • No straw or shavings is to be used in the day yards.
  • Cleaning - All day yard users must deposit their horse manure at the dump points, any necessary yard cleaning will be charged to the organising club.
  • Horse manure must not be put in rubbish bins. Please reinforce this to your participants. If manure is left in bins, sorting and cleaning will be charged to the organising club.
  • Temporary Yarding - Participants are not permitted to erect any form of temporary yards in the powered grassed area adjacent to the stables. Temporary yarding may be erected in the day yard area. 
  • Any works or resulting tradesman call-out fees to repair underground pipework as a result of event damage will be charged to the hirer.

Departure

  • Before departing ensure all lights and air-conditioners are turned off; fridges are off, clean and open; all windows (including small windows above toilet cubicles) are closed; and all doors locked.
  • Keys should be left in the offices. The sand dressage arena office key should be returned to the key lock cabinet.
  • Gate: Ensure Rosaia Gate 4 is locked when departing.

Drinking Water

  • Bring own drinking water.
  • Rain water is available in catering hut (taps must be changed over, see Indoor Office book).

Dogs

  • Dogs are permitted at the venue to the discretion of the organising club.
  • Owners must clean up after their dog.
  • Dogs must be on restrained at all times.

Equipment Inventory

  • An equipment inventory will be undertaken pre and post event by Elmore Equestrian Park staff. Any missing items will be charged to the organising club.
  • Wheelbarrows, rakes and shovels are supplied as part of the equipment inventory. If not returned the organising club will be charged.

First Aid

  • A first aid kid is located in both the indoor and outdoor offices.
  • A defibrillator is located in the outdoor dressage office.
  • An equine first aid kit is located in the outdoor dressage office.

Light Towers

  • Light towers are located in the powered grassed camping area
  • The day yard area has one light tower.
  • Light towers must be turned off during the day.

Offices

  • 3 equestrian offices are available:-
  • Indoor 6m x 3m office located in indoor pavilion (portable). Office contains chairs, tables, bar fridge.
  • Sand 6m x 3m office / kitchen / store at sand dressage arenas.  PA System available.  Office / Kitchen contains tables, chairs, fridges, microwave.
  • Sand 6m x 3m registration office at sand dressage arenas.

Stables

  • 108 stables are available for hire
  • All bookings for stables must be made and paid for through the Elmore Events Centre Administration Office.
  • Booking forms are located on the Elmore Equestrian Park website and can be emailed to the club if requested.
  • Stable bookings taken on first in /best dressed basis.
  • Stables must not be locked.
  • Stables are not to be swapped once allocated.
  • Painting of horse hooves is not allowed on the concrete in the stable area. Mats are available at stable block for painting.  A fee will be charged if concrete is painted.
  • Stable lights must be turned off during the day.

Toilets & Showers

  • The office / kitchen / toilets & shower blocks will be cleaned pre event.
  • Toilet paper and hand soap is provided.
  • The amenities blocks will be cleaned pre and post event. It is up to the club to maintain cleanliness during the event.
  • A set of cleaning equipment is located in the disabled toilet behind the sand dressage office.
  • A set of cleaning equipment is located in the middle walkway of the toilets adjacent to the indoor toilets.
  • A supply of toilet paper is located at each toilet block.
  • Showers may take a little while to heat up.

Trade Vendors

  • No part of the venue may be sublet unless prior approval is obtained.
  • Approved vendors must provide a Certificate of Currency for Public Liability Insurance (minimum cover $10,000,000). This must be obtained by the hirer and copies provided to the venue prior to your event.
  • There are limited power outlets available at the main equestrian area (currently no 3-phase). Excessive usage by vendors may result in power failures in the equestrian office/kitchen and amenity buildings. Please establish vendors’ needs and discuss with the venue prior to the event.

Quarantine Area

  • There is a Quarantine Area located onsite if needed. Please refer to the map for the location.

Wash Bays

  • Wash bays are located between the stables and the day yards.
  • Wash bay to be kept clean at all times.
  • Manure must not be left on or around the wash bay, it is to be deposited in manure dump points.

Water

  • It is recommended that riders bring their own personal drinking water.
  • Water outlets for horses are located at the horse yards, stables and wash bay.

Multiple Events

  • Elmore Events Centre reserve the right to conduct / run multiple events at any given time.
  • Consideration will be given to all events and information regarding multiple events will be provided to hirers.