Moss Vale and District A.H. & I. Society Inc.

Transcription

1 Robertson Road PO Box 151 Moss Vale NSW 2577 ABN Secretary: Karen Whitby p: f: Organisation Contact Name Position Address Telephone Mobile Facsimile Area/s required (tick as appropriate) Purpose of Hire Anticipated Attendance Numbers Catering rights Moss Vale AH&I Other Dates Required Times Required to to Insurance held (circle as appropriate) Yes / No Once all required documentation has been received, a confirmation of your use of the Moss Vale Showground will be sent to you. You will not receive confirmation if any requested documentation is missing. I have read the terms and conditions and agree to abide by them: Signature Full name Date. Office Use Only Bond Received Insurance received/paid Bin charge Key no Electricity charge Water charge Full payment. Received by.

2 CASUAL USER AGREEMENT FOR MOSS VALE SHOWGROUND (OR PART THEREOF) TERMS AND CONDITIONS 1) Persons participating in sporting and recreation activities should be aware of any inherent risks involved in the activity and are presumed to be aware of the risks. 2) All vehicles must be restricted to the roadways within the Showground. No vehicles are to be driven on the Arenas. 3) Moss Vale and District A. H. & I. Society ( the Society ) retains exclusive catering rights, unless otherwise specified. 4) Payment of hire fee to the Society does not entitle the Hirer to use an area in respect of which an additional payment is required. 5) Arenas, surrounds, toilets and showers are to be left clean and tidy. This includes picking up all rubbish, papers etc. Each rubbish bin used during your event will be at your cost of $15. 6) Electricity and water meters will be read on your arrival and on the final day of hire. Consumption will be charged at standard electrical/water rates and added to the final account. 7) The final account must be paid to the Secretary before leaving the Showground. 8) The bond/deposit will be refunded if electricity and water charges are paid; there are no breakages; and the Main Arena Lower (circus) Arena Stables Pavilion Kitchen Committee Room Dining Room Undercover Area Other facilities are left in good, clean and workable condition. The Society reserves the right to make the final decision. 9) The Hirer agrees to operate wholly at their own risk. Persons entering the Showground agree to indemnify the Society against any loss or liability, cost, expense or damages arising from or in relation to the entry either by person, vehicle or otherwise. 10) It is the responsibility of the Hirer to ensure that persons participating in an activity conduct the activity in an appropriate and responsible manner in accordance with any rules governing the activity and does not leave themselves and other persons sharing the space at risk of injury or ill health. 11) A copy of your current Certificate of Currency for Public Liability Insurance (minimum $ ) must be current at the time of hire and, with a completed Risk Assessment, MUST be attached to this application. 12) All hirers and users must ensure that the activities they are conducting are within the specifications of their insurance policy. 13) All portable structures (marquees, tents etc) must be secured in strict accordance with the manufacturer s instructions and be included in the pre-hire risk assessment accompanying this application. 14) Any unsafe facilities or grounds should not be used and should be reported to the Society immediately. The Secretary , or the President (phone ) or the Groundsman on can be contacted in emergency. 15) The hirer shall co-operate with the Society by complying with all health and safety initiatives and directions. 16) All accidents and emergencies are to be immediately reported to an executive representative of the Society. 17) All persons must obey all signs, notices and directions given by the Society and its representatives whilst at the Showground.

3 18) The Society, including its officers, committee members and agents, is not liable nor does it accept any responsibility for any loss or damage whatsoever to any person or property or the death of or injury suffered to any person or animal whilst at the Showground. 19) The hirer is responsible for the safekeeping of all keys issued. Under no circumstances are copies to be made of the keys. Keys are to be returned to a representative of the Society on the day of the event or to the Secretary s Office between 10am and 5pm on the working day immediately following your event. 20) The hirer is responsible for the satisfactory conduct of all persons occupying any building/area during the period of hire. 21) The Society requires all hirers of the facilities to conduct pre-use inspections of the facilities, equipment and environments to ensure they are safe every time a facility is used A safety checklist pro-forma has been provided to assist with this responsibility. A record of these inspections shall be returned to the Society. 22) The hirer agrees not to screw hooks into, or drive nails into, or fix stickers onto, any of the walls, ceilings, door or windows frames within any building of the Showground. The Hirer agrees to supply their own toilet paper, soap, hand towels, etc. 23) If the wall table fixtures are to be used, these must be erected and dismantled in the correct manner, and the Hirer accepts full responsibility for any damage sustained to these while the building is hired. 24) The Society reserves the right to inspect and/or search bags brought into the Showground. 25) No person shall bring or permit any other person to bring onto the Showground any dangerous, noxious, volatile, explosive, inflammable or environmentally hazardous substance or compound in any form unless all necessary approvals and the Society s approval are first obtained. 26) Camping or sleeping within any of the Showground buildings is not permitted. 27) The Society may accept, reject or cancel an Application for Hire without providing a reason for doing so. 28) The Society may refuse admission to or eject persons from the Showground at its discretion.

4 PRE-EVENT CONDITION REPORT This document forms part of the user agreement. Please complete prior to your event and return to the Society with user agreement to ensure booking confirmation. LOCATION AREA INSPECTED INSPECTION DATE INSPECTOR NAME CLUB/ORGANISATION RECEIVED BY AND DATE Items/Building Satisfactory Unsatisfactory N/A Comments Maintenance issues: Signed Name Position Date.

5 HOW TO COMPLETE THE RISK ASSESSMENT FORM ACTIVITY List each activity to take place. At a horse show, you might have participants riding their horses, preparing their horses, people sitting in the audience, catering etc. Each of these should be listed separately. WHAT CAN HAPPEN Ask yourself what can go wrong during those activities. In the horse show example, a rider may fall off his/her horse or a spectator s chair may collapse. CONSEQUENCES OF AN INCIDENT Refer to the Risk Rating Matrix attached to the form. Consequence: There may be more than one category of consequences of each activity. Health and safety consequences deserve the most attention, but there may be others, such as financial loss, loss of reputation etc. Determine the possible consequences of the activity and rate them from A (most severe) to E (least impact) in the consequence column. Where an activity can have several consequences, you must rate each of these separately. Likelihood: What are the chances of the identified consequence happening? Rate it from A (almost certain) to E (rare) in the likelihood column. Rating: To calculate the rating, refer to the matrix. Where the Consequence and Likelihood ratings meet, you will find the activity s rating. For example, a consequence of B and a Likelihood of C will product a Medium rating. WHAT CONTROLS CAN BE IMPLEMENTED? A control or treatment is what you will do to reduce or eliminate the risk you have identified. For example, brief riders on safe riding practices, check seating for faults. You must ensure that any High risk is treated so that the consequence and likelihood of it happening are reduced. The effectiveness of your controls is determined by how much the risk is reduced. ADJUSTED RATING WITH NEW CONTROLS Once you have determined the controls, reassess the activities. If the reduction in risk is not acceptable and/or you still have High ratings, advise your manager/event organiser. PERSON OR DEPARTMENT RESPONSIBLE FOR IMPLEMENTING CONTROL For an event, you will need to have a SIte Controller who will oversee all activities, but it can be useful to designate others to be responsible for individual activities. HOW WILL IT BE MONITORED? Most events will be monitored by the designated Site Controller. You will need to determine and detail a timeframe and a system of monitoring for each activity listed.