Camden Bicentennial Equestrian Park

Notes on Fees and Charges

1. Fees and charges, which exclude GST, are for week-end and public holiday hire, unless specified in clause 2
2. Subject to the hirer accepting full responsibility for site and building routine maintenance, cleaning and 
   removal of event generated waste for the period of hire, replacement of toilet and other consumables, 
   ground (g), horse (h), competitor (c) and campdrafting fees are reduced by 50% of the week-end and 
   public holiday full day fees for the 2nd and subsequent days in the one event, excluding the entertainment 
   (circus) area. 
3. The number of horses and/or camp sites shall be jointly agreed and certified on each occupied day, by a 
   representative of the Hirer and the BEP Coordinator (or representative), by way of direct count and/or by 
   referring to the Hirer’s official records.
4.  Exclusive use of the Park applies to the combined use of three (3) or more of the available arenas, 
   viz, Campdraft/Rodeo, Multi-use, Polocrosse, dressage and pony club arenas or Cross Country Course.
5. Financial adjustments for actual numbers at the event, or for replacement of consumables, cleaning 
   or damage, to be settled by a refund of monies paid or a supplementary invoice within 30 days of the 
   event.
6. Fees and Charges are subject to change as at 1 July of each year. 

Terms and Conditions

1.  All (non) casual hirers must hold current public liability risk insurance of not less than ten million dollars 
   ($20,000,000). A copy of the policy or a certificate of currency must be provided to the BEP Booking 
   Officer at the time of payment of fees, prior to the commencement of any activity on the Park.
2. Payment of 50% of the required fees, charges and bond, based on the estimated number of horses and 
   camp sites, shall be made at least 7 days before the event, with the balance of the estimate to be received 
   prior to the event. Any additional charges, such as due to actual horse counts, camp sites, and any other 
   charges and/or damages incurred, shall be advised by way of an invoice to be paid by the Hirer within 30 
   days.
3. The bond will be returned within 5 weeks after the event, dependent on compliance with these terms and 
   conditions. Damage, repairs and/or cleaning and waste removal charges incurred shall be deducted from 
   the Bond and any excess invoiced (to be included with the invoice referred to in item 2 above) for payment 
   by the Hirer.
4. Activities conducted, areas and facilities used, and time the Park is occupied, must comply with the terms 
   of hire. Any increases shall be paid for by the Hirer.
5. The Hirer acknowledges that the grounds are provided in ‘as is’ condition. It is not the responsibility of the 
   Council to prepare the grounds for events. The hirer shall inspect the grounds and improvements prior to 
   their event and arrange for them to be prepared in a condition to suit the safe conduct of their event and 
   to meet the requirements of their governing body and insurer.
6. The Hirer shall take reasonable precautions to avoid damage to park users, surfaces, facilities, services, 
   and flora and fauna. Horses and non-pedestrian traffic must stay clear of the RSL Memorial Walkway, 
   except for the sign posted crossings. All damage over and above reasonable wear and tear shall be paid 
   for by the Hirer.
7. The Park and all camping areas, arenas and facilities hired must be left clean, tidy and in a usable condition, 
   including dragging to remove or spread manure; otherwise the cleaning and waste removal charges and 
   necessary repair charges shall apply. Hirers must provide their own bins and remove all rubbish, or bins 
   may be hired from Council, inclusive of a disposal fee. 
8. Any additional council bins need to be ordered and paid for not less than four (4) weeks in advance of the 
   event. Contact Camden Council (02) 4654 7777.
9. Hirers must abide by their governing bodies rules and regulations as well as these terms and conditions of 
   hire. It is recommended that all horses using the grounds have current vaccination against the Hendra 
   Virus.
10. There shall be no mistreatment of any animals or wildlife (feral, native or domesticated).
11. Authorised vehicles entering the Park must follow designated entry gates, access roads, parking areas, 
    and comply with all reasonable instructions of authorised persons. A speed limit of 10 km per hour applies 
    at all times.
12. The Hirer must have separate Police approval for the consumption of alcohol on the Park. This permit 
    needs to be obtained from the Narellan Police Station. If alcohol is to be sold a temporary function license 
    needs to be obtained through the Licensing Court. 
13. The Hirer shall ensure that all buildings and enclosed areas are smoke free zones and no smoking shall be 
    permitted within 4 metres of a pedestrian access point to a building.
14. The Hirer shall ensure that all Park boundary gates are kept closed and/or controlled during the event, 
    and locked at the end of the event.
15. Firearms are strictly prohibited in the Park.
16. The Hirer shall notify the relevant emergency services immediately if there is any threat of danger to 
    participants or the general public. The Hirer must also have an appropriate emergency response procedure 
    in place for their event.
17. The Hirer shall report any accident to the Booking Officer (Contact 0438 467 871). A written Accident 
    Report must be also submitted to the Coordinator, together with witness statements, within 48 hours of 
    the end of the hire period. 

ADDITIONAL CONDITIONS FOR SEPARATE CLUBHOUSE/PAVILION HIRE

1. The Hirer must be 18 years of age or over to hire the facilities and sign the forms.
2. If Alcohol is to be present at a function the NSW police must be notified on 
   https://www.police.nsw.gov.au/online_services/party_safety/register_my_party 
   website no less than 72 hours before the function.
3. Evidence of this notification must be provided to the booking officer
4. If you are having an 18th or 21st birthday party or function of that nature you will require at least one 
   security guard for each 100 people participating in the function.
5. Private functions must not be notified or otherwise communicated to any public online social networking 
   or similar site.
6. Keys may be collected from the Park Booking and Eventing Officer (contact 0438467871) when written 
   confirmation of both security guard/s appointment and police notification are required together with 
   payment of hire fee and bond a day or two before the event. They must be returned to the Park Coordinator 
   soon after the event together with reports of any accidents, damage or problems with the event.
7. Ensure there is no smoking inside the premises and within 4 metres of any pedestrian access to the building 
   or within the toilet facilities
8. Casual hirers are covered by Camden Council’s public liability policy.
9. Notify Police immediately if there is any threat of trouble.
10. Buildings, toilets and adjacent grounds are to be vacated by 12.30 am and left clean and tidy, all toilet 
    consumables replaced and all rubbish removed from the site. The hirer is responsible for ensuring that 
    all guests behave responsibly and depart the facility quietly and are considerate of surrounding 
    residents. All lights are to be turned off and buildings and gates locked.
11. Property damage is the hirer’s responsibility including the cost of repairs to grounds, buildings, equipment 
    and trees.

Camden Council reserves the right not to accept a booking or to terminate a hire that it considers inappropriate or dangerous.