“Ayr Hill” Equestrian Park
1. Complete this form and submit to the Equestrian administration office
2. Once college facility availability is ascertained, you will be contacted (max. time frame- 5 working days)
3. Internal Bookings will become firm upon HIRE APPROVAL NOTIFICATION
4. External Bookings will become firm upon HIRE APPROVAL NOTIFICATION and payment of holding
deposit of $50.00 Cheques made payable to HILLCREST CHRISTIAN COLLEGE
REQUEST SUBMITTED: HIRE APPROVED: DATE NOTIFIED: BOOKING #:
Name of Person/Group/Organisation :
Primary Contact Name:
Phone: Business Hours: After Hours:
Type of Event:
Date/s and time of hire:
Date/s and time of set up:
Date/s and time of pack up:
Estimated number of people attending:
>50 50>100 100>150 150>200 200+
Expected number of vehicles: Expected number of horses:
Tick areas to be hired OFFICE USE
Main polo Area(10 acres) Club Event Hire
Jumping Arena (65mx60m) Club or Event Hire
Jumping Arena (65mx60m) Individual Rider Hire
Covered Ménage (72mx36) Club or Event Hire
Covered Ménage (72mx36) Individual Rider Hire
Administration classroom/Secretary’s office
Catering at Terrace Cafe
Please specify need:
Confirm gate opening time:
Time of First Event
Time of Last Event
First Aid Facilities
First Aid Personnel
Show Jumping equipment (suitable for rallies)
Mobile Toilets (2)
Schedule of Costs:
Venue price is 10.00 per horse per day (10 horses - $100, 150 horses - $1500.00)
Show Jump Hire $350.00 (Suitable for competitions)
Dressage Arena Hire By negotiation. Set up can be arranged.
First Aid Officer $250.00 per day
Schedule of Terms and Conditions
The hirer agrees to use the premise name herein solely for the stated use and purpose only.
The hirer agrees to reimburse Hillcrest Christian College for any damages caused to the premise or its
fixtures, or equipment.
The premises are Alcohol and smoke free.
Hirers agree to not commit or permit to be committed any act which would prejudice or invalidate any
insurance policy or contract pertaining to the premise or any part of the hired property. The hirer will be
held responsible for these acts.
The Hirer agrees that Hillcrest Christian College Parents and Friends Association have sole rights for
catering, operation of Kiosk and Canteens unless agreed to otherwise. Outside vendors can attend subject
to prior approval eg cappuccino van, food vendors, traders, photographers, sponsors etc.
The hirer will ensure all manure, straw, or hay is removed from the roadways and driveways.
Advertising handbills or posters must not be posted on cars within or without the premises unless
previously approved by Hillcrest Christian College.
Hillcrest Christian College reserves the right of entry to any function to ensure that the conditions of hire
are being observed.
No booking is considered accepted until the deposit and signed agreement have been received by
Hillcrest Christian College Equestrian Centre.
Hillcrest Christian College accepts no liability for any accident, damage or loss of property or injury arising
from the hire’s activity or use of the premises.
Verification of the number of competitors on the day must be supplied with payment, either by draw,
number of tickets sold, and number of entries, or other suitable means.
The hirer must ensure that under no circumstance 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.
The applicant must discuss with Hillcrest Christian College the parking arrangements for the day, and a set
up plan, or allocation of areas for the event.
Schedule Terms and Conditions (continued)
The hired premise must be left clean, tidy and as hired at the conclusion of the hire period.
1. All rubbish must be placed in the receptacles provided. Any rubbish that will not fit in provided
receptacles must be removed from the premise by the hirer.
2. Decorations must be removed.
3. Cleaning of the hired area can be arranged if required.
Hirer to supply a copy of the event program once it becomes available
Hirer’s must ensure that spectator areas, canteen access, gateways and exit points are kept clear at all
The hirer is responsible for securing the premises and ensuring that: all windows are closed and external
doors are locked, all lights and appliance (excluding fridge/freezers) are turned off (i.e. urns, oven, pie
The hirer to keep the use of electrical appliances to a minimum in the class room, to avoid power
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 fee paid will be refunded less 10%
administration fee. Alternatively, the booking may be transferred to another date.
The hirer to pay any additional fees for the hire of equipment including dressage area surrounds, show
jumping equipment, and other equipment
The hirer to pay the balance of fees owing on day of the competition.
The undersigned has read and understood these conditions and terms of hire and agrees to use the hired
premise in accordance with them
Booking Confirmed By: Name Date
Booking Transferred to Booking Diary: Name Date
Invoice prepared by: Name Date
Hillcrest Christian College, Equestrian Co-ordinator, 500 Soldiers Road, Clyde North. Vic 3978.
Phone: 9702 2144, Fax 9702 2155. Email: email@example.com
Queries: Contact the Equestrian Co-ordinator, Ms Deborah Lovett on Mobile 0407 568 388.