Competitor Information

Stables and yards
Expressions of interest for stable yard bookings can now be made via the Equine Lifestyle Website. Click HERE for more information.

Conditions of Entry to Back of House, Stables, Yards and Camping Area
Under Occupational Health and Safety Act 2004, Equine Lifestyle Festival Event Managers (Equine Productions) are obliged to ensure that reasonable steps are taken to ensure that the event is conducted in a manner which provides for the safety of all persons that might be present at any time, including public, employees, volunteers, competitors, independent contractors, stakeholders and event staff.

Stable Work Place
The workplace of the stables/yard/camping area at Equine Lifestyle Festival is unique in so much as all event equine disciplines share the environment and over the course of the three days of the event and bump-in day hundreds of horses are managed and stabled. To ensure the workplace is a safe and controlled environment the below policy is in place for the stable/yard/camping area.

Children under the age of 12 are not permitted into the stables/yard/camping area unless accompanied by an adult. Both child and adult must be wearing a stable access wristband to access stables/yard/camping area. (Children under the age of 5 are not required to wear a wristband but must still be accompanied by an adult wearing a wristband).
Event management STRONGLY recommends competitors, handlers and grooms refrain from brining children into the stable/yard/camping area as it poses serious safety risks.
No smoking is allowed in the stable area and existing stable block
“Non-competing” and “non-essential” personnel will not be provided with stable access wristband - accreditation is provided to competitors and grooms only
Event security will deny access to the stables without correct event accreditation (ELF wristband)

Stabling

Temporary Stables (Numbers 60-300) are located in the ‘Stable Area’ behind the dressage arenas. The stable size is 3m x 3m. Stables WILL NOT be supplied with bedding, 14kg bags of pine shavings are available to purchase via the elf website when you book your stables, alternatively, you can bring your own bedding to the venue. There is not an automatic water system so make sure you bring buckets with you.
Permanent Stables (Numbers 1-51) are located in existing stable block situated between the dressage warm up arenas.
If you have a stallion/s you may want to bring an extra cover/divider that you can put on the top half of the stable to limit your horse’s view of other horses.
You are responsible for cleaning your stable while your horse is in it. Please leave your stable clean on departure with all bedding removed from the stable. Stable bonds will be returned via banks transfer after the event if stable is left clean. You must have your stabled checked by the Stable Manager prior to leaving the venue in order to receive bond.
There will be no dedicated tack rooms. Please place your tack/equipment directly in front of your stable without blocking the aisle ways
Wash bays with cold water will be available.
Only accredited riders/grooms will be given access to the stables due to biosecurity reasons. No exceptions allowed.

Yards

Yards are located in the ‘Yard Area’ behind East and West ring and in competitor parking area.
You are responsible for the cleaning of the yard while your horse is in it. Please leave your yard clean on departure so it is ready for other arriving horses. Yard bonds will be returned via bank transfer after the event if yard is left clean. You must have your yard checked by the Stable Manager prior to leaving the venue.
There will be no dedicated tack rooms. Please place your tack/equipment directly in front of your yard.
Wash bays with cold water will be available.
Only accredited riders/grooms will be given access to the stable/yard/camping area due to biosecurity reasons. No exceptions allowed.
Any competitors using their own portable yards must ensure that yards are secure and safe. Solid panel yards are highly recommended.
Portable yards bought in by competitors are to be erected in a designated area away from roadways and thoroughfare.

Bedding

Bags of pine shavings are available to purchase for $11.95 per bag. The ‘Initial Fill’ quantity of bags will be emptied into your stable ready for your arrival, the ‘Extra bags’ will be left sealed for you to use at your leisure. Please book your bedding requirements when booking a stable or yard - http://www.equinelifestylefestival.com.au/sac

Exercise Arenas

Exercising of Horses
Warm-up arenas will be available to all horses prior to their competition. There are several warm up areas available in the back of house area:

Exercise Arena 1 - Outdoor Warm Up - Grass surface
Exercise Arena 2 – Outdoor Warm up – Grass surface
Exercise Arena 3 – Outdoor dressage arena – sand and woodchip surface
Exercise Arena 4 – Outdoor fenced dressage arena – sand and rubber surface

Note: Exercise Arenas 3 and 4 and available to dressage competitors ONLY between the 8.00am and 4.30pm.

Note: All warm up arenas are not accessible to public.

Competition Canteen

Competitor Canteen

All competitors will have access to a “Competitor Canteen” which will be operated from Lions Club Canteen that is located in back of house stabling area (north-west direction from West Ring). Refer to the venue map for directions. This café, subsidised by the Event Organisers, will offer a range of food and drinks exclusively to the competitors.

The canteen opening hours are:

Thursday 12th November: 12noon – 4pm

Friday 13th – Sunday 15th November: 6.30am – 10.30am

Competition Arenas

Competition Arenas

West Ring

This arena located on the western side of the main oval.
The arena has a grass surface and is 100m x 80m in size.
The arena is surrounded by exhibition tents and seating.
There is a ‘holding pen’ situated at the top of West ring that competitors must wait in before they are due to enter the arena. Riders will be advised when to leave the holding pen and enter the arena

East Ring

This arena is located on the eastern side of the main oval.
The arena has a grass surface and is 110m x 80m in size with round corners.
The arena is surrounded by exhibition tents and seating.
The arena fencing is cattle proof.
There is a ‘holding pen’ situated at the top of East Ring that competitors must wait in before they are due to enter the arena. Riders will be advised when they are to leave the holding pen and enter the arena.

Heats Arena

This arena is located adjacent to the Regional Food and Wine area.
The arena has a grass surface and is approximately 80m x 35m.
The arena is fenced off by bunting.

Mini Ring

This arena is located between Show Ring and the HorseWyse Canter Club.
The arena has a grass surface and is approximately 35m x 20m.
The arena is fenced off by bunting.

Sydney Jumps Club Arenas - FRI & SAT only

These arenas are located at the Sydney Jumps Club, adjacent to the Hawkesbury Showground
These arenas have grass surfaces

Access to competition arenas
The Equine Lifestyle Festival venue is separated into open and restricted access areas. In restricted access areas (Stable/yard/camping areas) horses and riders are free to move around at their own leisure in a safe manner. In open areas (areas surrounding some competition arenas) Horses and riders will be required to be accompanied by a Transfer team (Team or four volunteers) who will escort them to their desired destination. Horse transfers are pre planned and scheduled so no rider will miss his/her competition.

Horse Assessment Zone

Horse Assessment Zone

Run in conjunction with the Australian Racing and Equine Academy, the ELF Horse Assessment Zone will provide a fantastic opportunity for you to gain some insight into the health and fitness of your horse.

By making a small donation on the day to our nominated charity you can have your horse assessed by the Racing and Equine Academy staff. With 5 assessment stations including horse scales and measuring, horse health, dietary requirements, saddle fit/suitability and careers advice, the Horse Assessment Zone will provide you with a wealth of information about your equine athlete.

Simply complete the form HERE to register your interest in participating. Bookings can be made on the day by visiting the Assessment Zone, subject to availability.

The Horse Assessment Zone is only open to horses and competitors competing at Equine Lifestyle Festival

Horse assessments will be conducted unmounted, if you wish to have your horse assessed for saddle fit/suitability please bring your saddle with you to the Assessment Zone

The Horse Assessment Zone is centrally located in an area that may have high spectator numbers so please ensure you only apply with horses that will be able to cope with this environment

Assessment places are limited so book early to avoid disappointment

Dogs

Competitor Insurance

Competitor Insurance
The event organiser’s public liability insurance does not cover competitors, competitors horses or competitors grooms. Competitors compete at their own risk. It is the responsibility of every competitor competing at Equine Lifestyle Festival to maintain a current Personal Accident/ Public & Products Liability through their specific equine group membership.

Stallion Discs

Feed

Feed
No feed is provided to competition horses, you are responsible for bringing your own feed with you. Various equine feeds will be available to purchase through our prefered feed supplier W.W. Farming Stock Feed Services. The prefered feed supplier will be delivering to the venue daily. Download WW Farming Feed Order Form HERE or contact David Williams on 0427 424 840 or dcvswillow@bigpond.com

Veterinary/Farrier Services

Veterinary Services/Farrier
Veterinary Services will be available on-site during the day and will be on call to attend to any emergency overnight. Normal veterinary charges will apply for consultation and procedures. A farrier will be available during the day over the 3 days of the event. Phone numbers will be available from the Stable Manager & Competition offices. All Veterinary/Farrier fees must be paid for immediately by cash or credit card, direct to the Veterinarian/Farrier.

Overnight Security

Overnight Security
Overnight stable managers will be monitoring horse security and well-being during the night. The stable managers check all horses for any signs of illness or distress and will contact the person listed on the stable card and on call vet in the event of an emergency.

All owners/grooms of horses staying overnight are required to write their mobile phone numbers on the stable door in case of an emergency.

Camping Terms & Conditions

Camping Terms & Conditions

The Equine Lifestyle Festival camping area is considered Back of House and should be treated as such.
No glass is permitted within the camping area
No open fires are permitted within the camping area.
We do ask that noise (from radios, television and social gatherings) is kept to a minimum after 10pm and before 6am out of respect for your fellow competitors.
The Equine Lifestyle Festival does have licensed bar areas, no alcohol is permitted within the camping area. Parents or caregivers, please remember that you are responsible for those under 18 year olds who are in your care.
Please ensure that campsites are left clean and clear of rubbish after bump out. Any cleaning that the campsite requires will be billed to the competitor post event.
Toilets and showers are available within the camping area, please treat these with respect and leave them clean.
Securing your site - While festival organisers do their best to ensure a safe and secure environment, it is recommended that competitors take the precaution of securing items of value inside and outside your camp site at all times. Festival organisers shall not be liable for any loss or damage to your property. If there are any incidents at the campsite which cause damage or possible injury, please report the matter to festival staff immediately.

Information handling

Information handling

Equine Productions is bound by the National Privacy Principles of the Privacy Act 1988 (Cth) and other applicable laws governing privacy.

Collection of Personal Information

(a)           Equine Productions may collect, hold and use personal information about competitors, their family members, invitees or support crew.

(b)           The types of information that may be collected include names and contact details, bank and/or credit card details, qualifications, results of the competitor’s entry into the relevant event and any reprimand, fine, disqualification, withdrawal of an award or penalty imposed on the competitor in connection with entry in the relevant event. Information may also be collected from other bodies relating to the competitor’s entry into events held by that body including, without limitation, reprimands, fines, disqualifications, withdrawals of awards or penalties imposed.

(c)           Personal information is collected for the purpose of administration of events and the festival, as well as related purposes including, without limitation, promoting the events and the festival, maintenance of records of information relevant to qualifications for future events, maintenance of health and safety records in relation to events, applicable insurance cover for events and making claims under Equine Productions’ insurance for incidents which involve a competitor and occur during an event.

(d)           Personal information may also be used for the purpose of informing competitors about other events and services. Equine Productions may send a competitor publications and information about other events and services unless the competitor indicates to Equine Productions that the competitor does not want to receive such publications or information.

Sharing of Personal Information

(e)           Equine Productions may share information which has been collected by Equine Productions with other organisations and service providers to assist in administering the events and the festival, including co-sponsors of events and health service providers, indemnity or insurance providers or other Bodies, or any entity that may subsequently administer the event.

(f)            Equine Productions may also publish winners details on its websites or publications or disclose information about a competitor to the media for the purpose of publishing articles on the competitor’s participation in the event, unless the competitor has requested that the competitor’s personal information not be published or disclosed for these purposes.

(g)           Equine Productions may also disclose information if otherwise required or authorised by law.

Photography

(h)           The Competitor and any agent acknowledges that they and their horses may be photographed or filmed while at the venue.

Biosecurity

Requirements for all horse owners/competitors/presenters

It remains vital that all involved in equestrian activities continue to follow good biosecurity measures to minimise the risk of spreading disease. A biosecurity plan will be implemented for Equine Lifestyle Festival which will ensure a high standard of biosecurity for horses and humans at the event. The responsibility for adhering to the event biosecurity plan rests with everyone, event organisers, horse owners and competitors involved in the event and no exceptions will be granted.

EVENT ORGANISERS RESPONSIBILITY

The event organiser accept their duty of care to participants and horses in preventing the introduction of an infectious disease at a horse event. Our biosecurity plan outlines the precautions taken to minimise the risk of introducing an infectious disease into the animal population at the event.

The event biosecurity plan will address the following issues:

ensure a veterinarian is on call during the event
implement a procedure for making emergency phone calls
implement a plan to minimise public access to stable areas
ensure separation of vehicle parking for competitors and spectators during the event
provide a supply of hand hygiene facilities in stable area (waterless hand sanitiser and disposable gloves)
establish a designated isolation stable area for sick horses
contingency plan should a horse standstill be declared

HORSE OWNERS RESPONSIBILITY

Primary responsibility for biosecurity at horse events lies with the horse owners (competitors/educators/performers/etc), long before they arrive at the event venue. Horse owners have a responsibility to practice good biosecurity, good hygiene and decontamination of their equipment to minimise the risk of spreading infectious diseases in the daily care of their horses as detailed below:

Hygienic practices, particularly hand hygiene. Wash your hands with soap and water or use hand wipes and waterless hand hygiene solution immediately after handling horses

1.      Do not share equipment, including food, hoses and water containers, between horses.
2.      Do not knowingly take sick horses to an event
3.      If a horse is unwell at an event, notify an event official immediately
4.      Stop all non-essential contact with the sick horse until a veterinarian has tended to the horse
5.      Do not allow children to have close contact with a sick horse, at least until infection has been ruled out by a veterinarian

If the event organiser is made aware of an unwell horse during the event, the horse will be promptly isolated and a veterinary will be contacted immediately to evaluate the horse. Any equipment of an isolated unwell horse will also be isolated from the stables.

See Approval Clause for Veterinary Inspection - Horse Health Declaration

For further information about Moving horses into and within NSW visit:
http://www.dpi.nsw.gov.au/agriculture/livestock/horses/management/general/moving-horses

Information on importing fodder into NSW:
http://www.dpi.nsw.gov.au/__data/assets/pdf_file/0006/409974/Information-on-importing-fodder-into-NSW.pdf

HORSE HEALTH DECLARATION/ WAYBILL

It will be compulsory to complete a combined Horse Health Declaration/Waybill for all horses entering the Hawkesbury Showground.
You must complete this document (together with the other waivers) before commencing travel to the venue. Horses must enter the Hawkesbury Showground as directed by the Event Organisers. Your vehicle will be stopped on entry to the Hawkesbury Showground and you'll need to show all paperwork and your vehicle pass to the official at the gate. Once you have entered the Hawkesbury Showgrounds, hand your Horse Health Declaration/Waybill and waivers to the Stable Manager or his or her representative.

PLEASE NOTE: If you are coming and going over the course of the event, you'll need to complete a new Horse Health Declaration/Waybill for every day you attend with your horses.