Hire Booking Form

Upon receiving approval for your event from FTPEC, please complete the below details for your event. Note your event is not confirmed until this form is completed and your invoice has been paid.

Name

First Name

Last Name

The Name of your Event

Event Description

Include name/s of coaches/ presenters here & all hire dates required for grounds.

Start Date of Your Event

YYYY

Start Time

Hour

Minute

Second

Finish Time

Hour

Minute

Second

Expected number of horses

Expected number of riders

Expected number of spectators

Booking Type

Refer to Ground Hire Protocol document for hire options

Clinics Arena-Only Hire

Clinics Full Ground Hire

Competitions Ground Hire

Acknowledgement of Ground Hire Protocol

1. Code of conduct a. All FTPEC members, and non-members, have a right to expect good manners and courtesy from each other, and a responsibility to give it in return. Bullying and harassment of any kind will not be tolerated. This applies to anyone attending the FTPEC club grounds. b. Non-members who utilise FTPEC for coaching purposes do so at the sole discretion of the Management Committee and all instructions from the Management Committee must be adhered to. 2. Equestrian Australia (Queensland) Membership a. All riders must be current financial members of Equestrian Australia. Organiser’s can either use Nominate to take entries which will confirm that riders hold a valid EA membership OR rider names and EA numbers must be sent to Equestrian QLD (admin@equestrianqld.com.au) & FTPEC (info@ftpequestrianclub.com) via email at least 7 days’ prior to event. EQ is required to confirm that all rider’s hold valid EA memberships prior to the event. b. If rider’s are found to be riding on the grounds without a valid EA membership, the organiser risks cancellation of the booking and forfeit of the bond. 3. Coach Insurance & Registration a. All coaches must register to coach with FTPEC via www.ftpequestrianclub.com/registercoach at least 14 days’ prior to the event. b. Failure to register to coach prior to the clinic will risk cancellation of the booking and forfeit of the bond. 4. Biosecurity a. It is the organiser’s responsibility to capture Horse Health Declarations. b. There are active bat nests at the FTPEC grounds and therefore, any horse’s staying at the grounds overnight must be Henda vaccinated. It is the organiser’s responsibility to ensure that horses are vaccinated. c. Personal hygiene and hand washing must be always adhered to. 5. Safety a. Helmets: • Helmets must always be worn by all riders when on horseback. Helmets must meet current Australian standards and be yellow-tagged as compliant. • A rider may void an insurance claim if they were not wearing a helmet that meets current Australian standards. b. Back Protectors on cross country course: • Back protectors are mandatory for all riders who are jumping fences on the cross country course, regardless of experience level and fence height. • Fences must be jumped in the direction that they are ridden in competition. Please check the position of ground bolts should you require clarification. Ground bolts are positioned at the front face of the fences. c. Showjumping obstacles • Wings are to be used for upright/vertical jumps. Do not use standalone poles for upright/vertical fences. • Wings are to be used for the front rail of an oxer fence. • Standalone poles are to hold the back rail of an oxer fence only. d. Falls • The committee must be advised immediately of any fall of a student or coach from a horse via email to info@ftpequestrianclub.com . • An incident report must be completed for any fall. The link for incident reports is as follows: https://form.jotform.com/202477282848061 • Call ‘000’ if a rider appears hurt or injured in any way. e. Concussion Protocol • Any student/clinic attendee who is currently following the concussion protocol set out by EA, MAY NOT ride on FTPEC grounds. • As a coach it is your responsibility to ask your students if they are currently affected by this protocol. 7. Arena a. Take-off and landing areas must be raked after using the show jumps in the arena. There are 4 aluminium ‘concrete levelling’ rakes in the arena provided solely for this purpose that make this job very easy. b. All manure must be removed from the arena, bagged and left at the base of the light pole at the arena entrance. c. If hiring the arena for a competition it must be raked at the completion of the event and all jumps and/or dressage arenas are to be packed back into the relevant trailers or storage areas. d. Setting up of equipment including Dressage arena/s and jumps are the responsibility of the organiser. 8. Cross Country a. Body protectors are mandatory for all riders on XC who are jumping fences, regardless of experience level and fence height. b. Fences must be jumped in the direction that they are ridden in competition. Please check the position of ground bolts should you require clarification. Ground bolts are positioned at the front face of the fences. c. The organiser must notify FTPEC via email (info@ftpequestrianclub.com) if any MIM clip is activated on a frangible jump. The jump should not be used until the MIM clips are replaced. 9. Yards & Washbays a. Remove all hay and manure from the parking area. All areas utilised for parking must be left clear of hay and manure at completion of the clinic. b. All manure must be bagged, tied off with baling twine and left in the ‘poo sell area’ (found along the boundary fence of the yards complex, on the street side, close to the water tank). c. Individual yards must be left clean. Any leftover hay, bedding, shavings and hardfeed must be picked up and either taken home by participants or disposed of in the green or red lidded wheelie bins on site. Manure must be bagged (as per above). If allocated yards are not left clean, the organiser’s bond will be forfeited. d. Washbay: manure in washbay must be picked up and put into bags provided. e. Only the timber yards inside the main yard area are to be utilised. Agistee hospital yards, additional steel yards or rider-supplied yards are not to be used. 10. Toilets, Showers & Rubbish Bins a. Toilets & showers must be left in a reasonable manner and wastepaper bins are to be emptied. b. All litter and rubbish must be placed in the garbage bins before leaving. General waste (red lid) and recycling (yellow lid) must be separated and put in the correct wheelie bin. 11. Bond FTPEC charge a bond per booking, to be refunded if the grounds are left in good condition as specified. 12. Failure to follow protocols Should an organiser fail to follow the protocols clearly set out above, the committee reserve the right to cancel the booking and/ or withhold the bond.

I declare that I have read and agree to abide by the protocols as set out above. I acknowledge that failure to follow the protocols set out above may result in my booking being cancelled and/or my bond being withheld.