Woodford Show Grounds Facility Hire

Functions Hire Form

WOODFORD AGRICULTURAL PASTORAL & INDUSTRIAL ASSOC. INC.

GENERAL TERMS & CONDITIONS OF HIRE

BOOKINGS Bookings will be accepted up to twelve months in advance. The only acceptable method of booking is by completion of the prescribed – “Agreement for the hire of the facilities at the Woodford Showgrounds” forms. All monies must be paid to the Bookings Officer prior to admission for any function. Cheques are to be made payable to :- WOODFORD A P & I ASSOCIATION INC.

Notwithstanding that an engagement of a facility or facilities may have been duly entered into in accordance with these conditions and the hire fees may have been paid, it shall be in the power of the Association, should they in the exercise of  their judgment see fit, to cancel the hiring and direct the return fee to the hirer who hereby agrees to accept same and to be held to have consented to such cancellation and to have no claim at law or in equity for any loss, damage or inconvenience thereof.

RECEPTION, CUSTODY AND REMOVAL OF CHATTELS The Hirer shall make adequate arrangements for the receipt and custody of all articles supplied to him/her at the Showgrounds and the removal there of such articles immediately upon termination of period of hire. Any Hirer of the Showground facilities or any part thereof not removing all his goods, chattels and effects there from immediately upon termination of the period of hire shall be liable for additional charges in respect for a further period of hire at the scheduled rates.

TEMPORARY FIXTURES, DECORATIONS ETC The floors, walls or any part of the structures or furnishings or fittings must not be broken or pierced by nails, screws or other contravenes not defaced by writing, printing, painting or other decorations, posters, advertisements, flag, shields or emblems of any kind shall not be hung or displayed upon the premises without previous consent of the Association.

NOISE The Hirer will make all endeavours to contain noise levels within acceptable levels and amplified music in particular is to be controlled so as to cause no interference or discomfort to nearby residents.

CLOSING TIME Unless prior approval has been obtained, all evening functions must cease by 1a.m. The conveners must ensure that the area is secured and vacated within 15 minutes.

LIQUOR The Hirer is responsible for the strict adherence to the terms of any liquor licence.

INSURANCE The Association recommends that the Hirer take out a cover or public liability insurance for the period of the hire. The Hirer agrees to indemnify the Association for any personal injury, loss or damage to property during the period of hire.

CLEANING The Hirer is required to clean the floor of the areas used by the Hire. If refreshments have been served, tables and seating will be wiped down and all utensils and or cookery items used will be washed and dried, and returned to where they were found.

BOND DEPOSIT No application for the refund of the deposit shall be considered until the Inspecting Officer has submitted a certification that the area has been left in a satisfactory condition. Should further cleaning and or restoration or repairs be required, the Hirer shall have the option to undertake such work as cleaning. Repairs which are normally the function of trade’s persons may only be undertaken by the Hirer in consultation with the Association.

DOGS & ELECTRIC FENCES We now have a PET POLICY (show animals included) in place and there will be no tolerance of those flagrantly disregarding these new rules. Anyone using ELECTRIC FENCES will be asked to remove them from the grounds or face eviction from said grounds. We ask for your consideration in this matter, failure to do so will not be tolerated.

WOODFORD AGRICULTURAL PASTORAL & INDUSTRIAL ASSOCIATION (INCORPORATED)

I/We_____________________________________  Of  __________________________________________________

Hereby apply for the refund of bond money held by the Association in relation to the function held at the Woodford Showgrounds on _________________________________________________________________________________

Signature ……………………………………………..

PET POLICY

This policy also applies to ANY animal on the show grounds at Shows, Rodeos or any other event. We ask that you act responsibly, think of others and be aware of what is happening around you.

Acceptance of any pet is at the discretion of the Caretaker.

All pets are to be registered with Caretaker on arrival and are welcome to stay on the Show grounds, however they are not permitted to be off leash except in the off leash area. (Show/Event animals are not expected to register with Caretaker.)

All pets (large or small) must be kept on a hand leash at all times whilst on the show grounds other than in the off leash area.

Dogs must be exercised within the allocated area situated at the back of the show grounds. (Ask the Caretaker on arrival to explain where this area is situated.) Signs will eventually be placed at the front gate and throughout grounds.

Special receptacles are available for use by dog owners to dispose the waste cleaned up after your dog has done its business.

If you are camping on the grounds, your pet must either be short length chained or caged to minimize incidents or accidents occurring. Dogs left not appropriately tied or housed, creating a nuisance or knocking over bins, owners will be asked to restrain the dog/dogs or asked to leave.

No pet may be left unattended at any time. (This applies to Campers, if you are leaving the campsite for any reason, please take your pet with you as we are not a minding service for your pets.)

Pets are not permitted inside the amenities blocks, or dining area of pavilion at any time. (Exception being a guide dog for a vision impaired person)

No barking please – others close by would appreciate this greatly.

Horses are not to be ridden outside their designated areas (If you need to speak to the Caretaker for any reason and don’t feel it safe to leave your horse tied to a post or rail, then please walk over with your horse on its lead.)

Pet owners agree to take full responsibility of any personal injury or damage caused by their pet/show animal whilst in the confines of the show grounds and agrees to pay for any claims of compensation in relation to the pets/ show animals activities.

I/We have read and agreed to the above conditions. (If couple both to sign.)

Name……………………………….      Signed …………………………..        Dated………………

Signed by Caretaker or Authorised Agent ………………………….

WOODFORD AGRICULTURAL, PASTORAL & INDUSTRIAL ASSOCIATION INC.

Functions – List of Hire Prices

(Including Bonds where applicable)

1. MAIN OVAL &/Or OPEN AREAS………………………………….$66.00 per day

BOND : DEPENDANT ON PLANNED ACTIVITIES

1. MAIN PAVILION……………………………………………………$55.00 per day

BOND $300

1. DINING CANTEEN…Meetings only (3hrs max)/own refreshments..$44.00 per day

BOND $100

1. DINING CANTEEN…With full use of facilities/ Hire > 3hrs……… $88.00 per day

BOND $300

1. BBQ……No Longer Available for Hire ……………………………..N/Av

1. POULTRY PAVILION……………………………………………….$33.00 per day

1. DAIRY PAVILION……………………………………………………$44.00 per day

BOND $1000

1. STABLES…..Individual hire only/Bond $15 Hire $11……………    $26.00 per stable per day

Separate Form for Stable Hire for Annual Show

Separate cost for whole of stable hire (see 15)

1. NEW SHED/RODEO BAR…..(Does not include coldroom)………  $66.00 per day

BOND $100

1. YARDS………………………………………………………………  $77.00 per day

1. CAMPING SITES….. TO BE ARRANGED WITH CARETAKER PH 5422 9681

1. LIGHTING IN RING…………………………………………………$22.00 per hour

1. SHOW BAR…………………………………………………………  $44.00 per day

1. BBQ SHED……………………………………………………………$22.00 per day

1. ENTIRE 40 STABLES….(Max 3 days)……………………………   $220.00 per 3days

BOND $1000

ADDITIONAL DAY(S) STAY PRIOR/AFTER EVENT WILL BE CHARGED

Notification of Cancellation is to be 2 Weeks Prior to Event or forfeit 30% of Bond.

To Hold Hire Space Bond is to be paid 1 Calendar Month Prior to Event.

Download Functions Hire Form