Equestrian Park Booking Form

See attached details on areas available for hire and schedule of fees

Hiring organisation
Contact name
Contact phone
Postal address

 

Facilities required	Date(s)	Cost
Cleaning deposit		110
Total enclosed

 

Type of event
Approximate number of horses
Public Liability Insurance certificate attached?

Please send this form with payment to:

Equestrian Park Booking Manager
PO Box 4
Curtin   ACT   2605

SCHEDULE OF HIRE FEES

Valid as at June 2008 (Please note ALL fees paid to ACTEA are inclusive of GST. Fees for use of Cross Country Jumps or Filling of water jump are to be made directly to the relevant group or person)

Facility	Description	Charge
Competition Area A (in front of Kiosk) and Kiosk	2 Hectares suitable for gymkhanas, dressage, showjumping, & part of the XC course.  Kiosk comprises office, hot water service and toilets. Electricity for use at the building only – NO POWER for trucks and caravans.  Charge includes day use of yards.	$154/day
Kiosk only		$44/day
Cross Country Course	Open country for events, clinics and formal training	$66/day
	Filling of water jump (to be paid directly to person filling)	$50
Area B (in Cotter Plots)	One Hectare of turf in a plantation landscape	$66/day
Area C (Close to the Cotter Road)	1.5 Hectares, similar to Area A but with no irrigation	$44/day
Toilet facilities only	Kiosk and Besser block toilets	$11/day

Horse levy (payable after event)

$3 per horse. If cross country jumps are used, an additional $5 per horse is to be paid DIRECTLY to National Capital Horse Trials Association (as they build and maintain the cross country course)

Over night charge for existing steel yards

$5.50 per horse per night

Horses staying in Transportable Yards in Cotter Plots

$5.50 per horse per night

Cleaning deposit (refundable if venue returned in clean and tidy state or held if regular user)

Kiosk and/or grounds

$110

Camping is free but NO POWER is available for camping or trucks.

Charges are negotiable for non-standard hire (for example, clinics with a small number of horses).

ACTEA is a voluntary non-profit organisation. The cleaning deposit represents what it will cost to return the Park to a state suitable for other equestrian bodies to use. Please help us and SAVE YOUR ORGANISATION MONEY by ensuring that you leave the Park in the same state that you find it.

A rubbish skip is available and the key is kept in the kiosk.  Please ensure the key remains in the kiosk when not in use.  Hirers generating a full skip load of rubbish or more may be required to pay for the skip to be emptied and/or for additional rubbish collection.  If you expect your event to generate significant rubbish, please plan ahead and arrange for additional bins/skips.

If you notice that the Park or Kiosk is not clean before you use it, please ring Jennie Hutchinson on 02 6254 7426 BEFORE you use the venue so that charges are not levied on your organisation.

Checklist to be retained by Hirer

Please retain this check list and complete on conclusion of your event.  The Hirer will be charged the corresponding fee if cleaning or tidying is not completed.

		Tick box when done	Charge if not done
1	Have you cleaned the kiosk and toilets, swept and mopped floors, emptied all bins including those in the toilets? Has each toilet got 2 rolls of paper? Have you turned off lights and the hot water service?		$16.50 per hour deducted from cleaning deposit for any work required to complete these tasks
2	Are the steel yards and surrounding area returned in good order (twine, tape, and rubbish removed)?  (No need to remove manure)
3	Is the competition area and associated parking area you have hired in good order (eg rubbish removed)?
4	Have all float/truck chocks been removed?
5	Have you locked all the gates that you opened and arranged for key return?		$5.50 for each unlocked padlock
6	Have you locked the skip and returned the skip key to the kiosk?
7	It is the Hirer’s responsibility to collect money for the overnight use of steel and portable yards. Have you collected all the money for yards?
8	Have you calculated the horse levy payable?
9	Have you reported any need for repair or maintenance (contact Jennie on 02 6254 7426)?

Details and rules for Equestrian Park hire

1. Bookings can be made by phoning Jennie Hutchinson on 02 6254 7426, but must be confirmed by payment of the appropriate scheduled hire fee or booking deposit. Cheques should be made out to ACT Equestrian Association Account #2, and sent with the booking form and public liability certificate (if not already held) to Equestrian Park Booking Manager, PO Box 4, Curtin, ACT, 2605. 
2. ‘Facilities’ for hire shall be:
   • the rectangular competition area adjacent to the Yarralumla Creek (Area A);
   • the associated kiosk and toilets;
   • the steel yards (11 plus 12) close to the kiosk;
   • the steel yards (12) near the loading ramp and wash bay;
   • the cross-country course;
   • the competition area in the centre of the Cotter Plots (Area B), available for some events and training;
   • the flat grassed area between the Cotter Road and the loading ramp (Area C), available for warm-up, competition and general training; and
   • areas in the Cotter Plots suitable for short stay holding of horses.
3. A ‘Hire Day’ is based on a calendar date with equipment set-up and clear-up time before and after the date being negotiable having regard to Park conditions and the needs of other Hirers.
4. ‘Hirer’ for the purpose of Park Use or Horse Stay shall mean a club, association, society, person or body to which the use of Equestrian Park facilities is granted. Where different groups hire different parts of the Park each group will be considered the Hirer for the respective facilities.
5. ‘Management Group’ means the group of members of the ACT Equestrian Association who have formed the subcommittee to manage the day-to-day maintenance, running and hiring of the Equestrian Park under conditions laid down in the Licence Agreement with the ACT Government. Any situation involving requests for Hire which are outside the areas or conditions laid down here, and adjudication on any exceptional issues involving past or future hiring will be considered by the Management Group and, where necessary, the ACTEA Committee.
6. The Hirer has the right to non-exclusive use of the Facilities specified and paid for.  No charge can be levied by the hirer for entry to any part of the Park, as it is a public access facility.
7. For less than 50 horses to stay overnight, the Cotter Plots will not be available. In such cases arrangements should be made to use the permanent yards (33 yards at Canberra Lakes Pony Club and 35 yards in the Park) rather than expecting to erect temporary enclosures in the Cotter Plots. In addition, those wishing to stay for more than two nights should make arrangements to occupy the permanent steel yards, or arrange through their club with other local yarding or stabling facilities such as EPIC or commercial horse establishments. Day Use of Yards: For clubs with members wishing to use yards for a part of a 24 hour period (say, for a gymkhana or showjumping day), the Hirer club will be responsible for collecting any individual hire fee it chooses to charge participants.  Day use of the yards behind the kiosk and near the Besser block toilets is included in the hire charge.
8. Any organisation wishing to hire the Cotter Plots for overnight horse accommodation will be held responsible for conduct of individual campers using the Facility. The organisation will agree to nominate a locally-based camp manager for the entire hiring period who will liaise with the ACT Equestrian Association to ensure that all conditions of Horse Stay are adhered to. The name, address and telephone contact is to be provided to the Equestrian Park Management Group in advance of the event as soon as possible before the arrival of horses. Advance notification is required of any stallions requiring yarding so that appropriate arrangements can be made.
9. A minimum of seven days notice should be provided for cancellations other than those resulting from unsuitable weather conditions. Hirers giving later or no notice of cancellations shall pay normal hiring charges.
10. The ACT Equestrian Association reserves the right to cancel an agreement to hire facilities in the event of the Hirer contravening the conditions of hire or not conforming to guidelines for use of Equestrian Park. Use may also be cancelled if ground conditions and forecast weather conditions are such that use is likely to cause undue damage to the site or to endanger horses, riders or spectators. Where cancellation is the result of potential weather damage, the hirer may change the hire date or have hire money refunded.
11. Any hirer not vacating the Facilities on the date stated shall be liable to pay such further charges as are itemised on the scale of rates.
12. The Hirer shall be responsible for any damage done to the Facilities, including damage to the fixtures, fittings, fences, gates, buildings, and the trees. Special care is to be accorded to the tree plantations of the Cotter Plots, as these include rare specimens, and their welfare has been entrusted to the ACT Equestrian Association. The Hirer shall pay to the ACT Equestrian Association such costs as are required to repair any damage done or make good any losses of equipment and property resulting from a particular hire.
13. The Hirer is responsible for drawing the attention of participants to the Park rules and may be held liable for any damage or injury resulting from a participant failing to heed these rules.
14. The Hirer is responsible for the collection and disposal of litter and the cleanliness of the kiosk, toilets and grounds. Failure to maintain a satisfactory standard will result in the Hirer being charged for the payment of cleaning costs, and perhaps refused future hiring requests.
15. Dogs must be kept on leads and under control.  It should be noted that Equestrian Park is a designated “on lead” area, and hence dogs area required to be kept on leads at all times, not just during competitions.
16. No dogs are allowed in the kiosk.
17. Vehicles such as cars, trucks, trailers shall not be used on the competition areas or the cross-country course without permission. Movements should be kept to a minimum.
18. The area around the Woolshed should be kept clear of horses and vehicles, as it is often used for private functions.
19. Wheel chocks for floats/trucks must be removed from open areas, as they can damage mowing and slashing equipment.
20. Fires are not permitted unless special arrangements have been made between the hirer and ACTEA.
21. No horse may be tied to trees, fences, gates, taps or outside a yard.  In addition, trees must not be used to support temporary yards.
22. Vehicle speed within the Park should be below 20 kph.
23. All trucks and rigs must stay on a hard surface.  Do not use grassed areas for truck or rig parking other than by prior arrangement.
24. There are no facilities to wash trucks or floats.  Participants must not use wash bays for this activity.
25. Horses should only be washed in the wash bay located near the Besser Block toilets.
26. Camping is permitted and should be arranged between the hirer and participants.  There should be no camping along the driveway.
27. Electricity is not available on site for campers.  Generators may be used between 7am and 10pm.
28. Horses staying in overnight yards are required to be under the supervision of a responsible person at all times.  This includes horses staying in the permanent steel yards.
29. Any authorised member of the ACT Equestrian Association or any authorised officer of the Territory shall, notwithstanding any hiring, be entitled access to the Facilities.
30. The Territory and the ACT Equestrian Association accept no responsibility for any damage to the property of the Hirer, its invitees, or any other person using the Facilities and shall not be responsible for any loss or damage occasioned to the property of any such persons however caused.
31. The Hirer shall at its own cost have (public liability) insurance to cover any injury or loss or damage caused by any person or property (including the Facilities) arising out of the negligence of the Hirer, the Territory or the Commonwealth whilst the Hirer or its servants is the occupier of the Facilities. The Hirer will provide a certificate of currency for its insurance policy at the time of submitting a booking form, unless a copy is already held by the Management Group.  Bookings will not be confirmed until proof of insurance is provided.
32. The Hirer shall comply with the requirements of all Acts of the Parliament of the Commonwealth and all Acts or Ordinances of the Australian Capital Territory and all regulations and other laws applying in the said Territory and with lawful requirements of public and other authorities in any way affecting or applicable to the hiring of sports and recreational facilities and shall compensate the Territory for any damage occasioned to the Territory by any failure by the Hirer its servants or agents to so comply.