ELMORE EQUESTRIAN Park Terms and Conditions of Hire

ARRIVAL

  • Entry is through Gate 4, Rosaia Road, from Midland Highway.
  • In circumstances in which the automatic gate is not working, internal gate 2 must be kept closed at all times that horses are on the property.

ARENA RAKING

  • Raking of arenas is done pre-event, any additional required during the event is to be organised with staff at least two weeks prior to the event at a charge.

BIO-SECRUITY

  • Bio-Security management is the responsibility of the organising club.
  • There is a Quarantine Area located onsite if needed. Please refer to the map for the location.

CAMPING

  • Non-powered camping is available in the day yard area.
  • Powered camping is available adjacent to the stable pavilion.
  • Camping Bookings are to be done through Nominate online, over the phone or email to the Elmore Equestrian Park Office.
  • Horses are not to be tied to floats in the powered / grass camping area adjacent to the stables.

CANCELLATIONS

  • All cancellations will incur 50% of the bond. All bookings that are cancelled less than 21 days prior to the event forfeit the entire bond as a deposit.
  • Elmore Equestrian Park reserves the right to cancel an event without notice.

CATERING

  • Catering is to be organised by the hirering club.
  • It is the responsibility of the hiring club to make sure the catering vendor has the relevant food permits and certificate of currency for public liability insurance. (min cover $10,000,000)
  • There are limited power outlets available at the main sand dressage area (Excessive usage by catering vendors catering equipment, refrigeration etc. may result in a loss of power to other areas.)
  • OH&S of Catering vendors is your responsibility and 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.
  • Any damage of property cause by catering vendors will be charged to the organising club.

CLEANING

  • Toilets and offices will be cleaned pre and post event.
  • Cleaning of amenities during event is the responsibility of the hiring club. Cleaning equipment and toilet paper are provided.
  • 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

  • No straw or shavings are 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 set up any form of temporary yards in the powered grassed area adjacent to the stables. Temporary yarding may be built in the day yard area at the owners safety risk.

DEPARTURE

  • Before departing ensure all lights and air-conditioners are turned off; 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 if last person leaving.

DOGS:

  • Dogs are permitted at the venue to the discretion of the organising club.
  • Owners must clean up after their dog.
  • Dogs must be 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.
  • Equipment includes wheelbarrows, two mounting blocks

FIRST AID

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

LIGHT

  • Light towers and stable lights must be turned off during the day and upon departure.

Public Liability

  • A minimum of $10,000,000 Public Liability Cover is required to be eligible to hire the Elmore Equestrian Park facilities.
  • The hiring club is responsible for any incidents that occur during the hire period, but must contact the Elmore Equestrian Park if there is any incidents and complete an incident report.

SMOKING

  • Victorian law states that smoking is banned within 10 meters of outdoor sporting venues during underage sporting events. Clubs that are hosting underage events must comply with the state law.

STABLES

  • Stable bookings are to be done through Nominate online or over the phone or email to the Elmore Equestrian Park.
  • Painting of horse hooves is not allowed on the concrete in the stable area. A fee will be charged if concrete is painted.

TRADE VENDORS

  • No part of the venue may be sublet unless prior approval is obtained.
  • It is the responsibility of the hiring club to obtain a vendor's Certificate of Currency for Public Liability Insurance (minimum cover It is the $10,000,000.
  • There are limited power outlets available at the sand dressage arenas. Excessive usage by vendors may result in power failures in the equestrian office/kitchen and amenity buildings.
  • Any necessary cleaning will be charged to the organising club.
  • Any damage of property cause by catering vendors will be charged to the organising club.

WASH BAYS

  • 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 people bring their own personal drinking water.
  • Water outlets for horses are located at the horse yards, stables and wash bay

PRIOR TO HIRE PERIOD – THE HIRER MUST:

  • Bond must be paid in full upon booking.
  • All cancellations will incur 50% of the bond. All bookings that are cancelled less than 7 days prior to the event forfeit the entire bond as a deposit.
  • Attend an Induction with Event Equestrian Park Coordinator pre-event.

DURING THE PERIOD OF HIRE – THE HIRER MUST:

  • Ensure all persons entering the site treat the facilities with due respect.
  • In circumstances in which the automatic gate is not working, internal gate 2 must be kept closed at all times that horses are on the property.
  • Ensure participants do not enter areas of the property other than those designated.
  • Ensure participants do not interfere with other events taking place at Elmore Events Centre.
  • Not allow any material to be attached to exterior/interior of buildings with any product other than Blue Tack.
  • Report any falls/injuries/incidents immediately to Elmore Equestrian Park 0401 615 266. Take contact details of those involved/observing and complete an incident report form.
  • Report any issues, maintenance requests or hazards immediately to Elmore Equestrian Park staff via the on-call number 0401 615 266
  • Leave grounds and structures in the same condition as found.
  • 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.
  • 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.
  • All areas must be clear of manure and rubbish at the end of the event.  A cleaning fee will be charged if this is not adhered to.
  • Any works or resulting tradesman call-out fees to repair underground pipework as a result of event damage will be charged to the hirer.

AFTER THE HIRE PERIOD THE HIRER MUST

  • Return Post Summary
  • Pay final fees within 30 days of receiving the final invoice.

Elmore Events Centre reserve the right to conduct/run multiple events at any given time.

Elmore Equestrian Park reserves the right to cancel an event without notice.