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  AYR HILL EQUESTRIAN PARK   

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Bookings

Booking process: Complete the online booking form (links to online, soft and hard copy below).  

External bookings will become firm upon:

1.    HIRE APPROVAL NOTIFICATION and payment of a NON REFUNDABLE booking fee of $150.00. 
       Cheques only, made payable to HILLCREST CHRISTIAN COLLEGE
       Post to:  Ayr Hill Equestrian Centre,
       A
tt: Lauren Ward,
       500 Soldiers Road, Clyde North VIC 3807


2.    Hirer to email a copy of Public Liability or Certificate of Currency on booking the venue.
       equestrian@hillcrest.vic.edu.au

3.    Complete the following form as accurately as possible and notify venue organiser of changes and updates.

4.    Read the Schedule of Costs and Terms of Hire - these must be agreed to prior to a booking being accepted.



Schedule of Costs

Indoor Arena + Warm Up Arena - $300.00 per day 


Outdoor Arena - $200 per day 


Kitchen + Classroom - $150.00 per day 


Polo Field - $200 per day 


Facility Fee - $15.00 per horse per day


Overnight Camping - $10 per horse per night

Show Jump Hire - No competition show jumping equipment at venue, however we can advise contacts for hiring this equipment.

Dressage Arena Hire - No dressage arena surrounds at venue, however we can advise contacts for hiring this equipment. 

First Aid Officer - $250 per day (if required)

Sound System - $50 BOND refundable

Booking Deposit Fee - $150 (non refundable on cancellation) This fee includes $100 ground maintenance deposit refundable once all manure is removed from arenas and roadway.


Equipment Hire - $50 BOND refundable once all equipment is returned and accounted for.

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SCHEDULE OF TERMS AND CONDITIONS OF HIRE

1

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The Hirer will be invoiced for deposit on receipt of booking form.
2
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The Hirer must discuss at least 2 weeks prior to the event, with Hillcrest Christian College Equestrian  Administration: the First Aid, parking arrangements, a set up plan, or allocation of areas for the event including separate spectator areas and warm-up areas.
3
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Hirer must supply a risk assessment in the week prior to the competition.
4
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The Hirer to pay the fees owing on day of the competition, with a list of competitors. Invoice for balance owing will 

be issued once horse  numbers advised.

5
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Riders 18 years and under are not permitted to ride stallions at the Venue.  Stallions are not permitted at Interschool events. At all  other events,  the stallion must be under adult supervision at all times.
6
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The Hirer agrees to reimburse Hillcrest Christian College for any damages caused to the premise or its fixtures, or  equipment.
7
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The Hirer must ensure that under no circumstances are HORSES allowed on the college sporting fields or on the spectator viewing banks surrounding each arena. The applicant will be liable for any damage.
8
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The Hirer agrees that participants remain in the equestrian area and not enter the college grounds.
9  
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The Hirer agrees that Hillcrest Christian College have sole rights for catering, operation of the café unless agreed to  otherwise. This includes judge’s lunches and refreshments, which are to be organised through the café by prior discussion.
10
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Outside vendors can attend subject to Insurance and prior approval eg. food vendors, traders, photographers, sponsors etc.
11
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Advertising handbills or posters must not be posted within or without the premises.
12
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Hillcrest Christian College reserves the right of entry to any function to ensure that the conditions of hire are observed.
13
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Requests of the Hillcrest Christian College staff be carried out politely and courteously.
14
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No booking is considered accepted until the booking fee, and signed agreement have been received by Hillcrest Christian College Equestrian Centre.
 15
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The Hirer/Primary Contact must complete a Risk Analysis prior to the event, and provide an Incident Report on the day that an incident occurs.
16
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Hillcrest Christian College accepts no liability for any accident, damage or loss of property or injury arising from the hirer’s activity or use of the premises.
17
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Hirer must ensure that spectator areas, canteen access, gateways and exit points are kept clear at all times.
18
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Hillcrest Christian College and Ayr Hill Equestrian Park are Smoking and Alcohol free venues.
19
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Hillcrest Christian College reserves the right to deny access to the grounds of the College by any person who does not  comply with the safety requirements as dictated by the Australian Horse Industry Council HorseSafe Code of Practice, or behaves in a manner unbecoming.
20
The hired premise left clean, tidy and as hired at the conclusion of the hire period.
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20.1
The hired premise left clean, tidy and as hired at the conclusion of the hire period.
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20.2
Manure from day yards raked out and placed at the manure pit. 
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20.3
All rubbish placed in the bins provided. 
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20.4
All rubbish placed in the bins provided. 
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20.5
Decorations and signage removed.
21
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The Hirer is responsible for securing the premises and ensuring that: 
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21.1
Keys are returned.
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21.2 
All windows are closed and heaters turned off.
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21.3
External doors are locked.
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21.4
Lights and appliances turned off (i.e. urns, oven, etc.) Excluding fridge/freezers.
22
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The Hirer to keep the use of electrical appliances to a minimum to avoid power shortages.
23
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In the event of cancellation, by either Hillcrest Christian College or the Hirer, due to weather conditions that would render  the property unsuitable for the proposed use, the booking will be transferred to another date.
24
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The Hirer to pay any additional fees for the hire of equipment on the day including breakages.