Regulations of the Otago Equestrian Centre Inc. (OEC)

Bookings
1. The hire of the OEC is only permissible through the OEC's online booking system at http://bookings.otagoequestriancentre.co.nz.
2. Members, Non-members and Foundation Members are permitted to book the hire of the OEC up to a fortnight ahead. Course Organisers registered with the OEC are permitted to book ahead as they require.
3. Bookings are not able to be deleted within four (4) hours of the Hirer's booked time. Should the Hirer have not cancelled the booking in time and chooses not to use the OEC, the Hirer will be liable for full payment of the hire charge.
4. Only one rider is permitted to ride on each side of the arena unless the hire is a Group Hire or an Exclusive Hire.
5. If a Hirer has booked to share the OEC with a Course then the Hirer should advise the Course Instructor when they arrive that they have booked to ride on the other side.
6. If a Course Instructor believes a Hirer on the other side of the arena is disrupting riders on the Course, the Course Instructor has the authority to ask that Hirer to leave the arena immediately.
7. If a Hirer wishes to jump they are required to book the whole arena (Exclusive Hire) not just one side.

Membership fees

Members of the OEC are able to hire the OEC at a reduced membership rate.
To become a member of the Centre you are required to complete an application form for membership and pay the appropriate category of membership fee as listed below.

In accordance with the Rules of the OEC, membership is to be renewed annually.

Life Member (18 years of age and over)	$720.00
Senior Membership (18 years of age and over)	$120.00
Junior Membership (under 18 years of age)	$ 72.00
Family Membership (2 Adults and 2 Children under 18)	$180.00
New key ($10.00 refundable on return)	$20.00

Rates for hire of the OEC

INDIVIDUAL HIRES: As of the 1st of Oct 2022
INDOOR ARENA:
Hire of ONE side of the arena EITHER side A OR side B
Member	$14.00 per hour per side, one rider ONLY
Non-Member	$28.00 per hour per side, one rider ONLY
OUTSIDE ARENA:
Member	$10.00 per hour per horse
Non-Member	$16.00 per hour per horse
• Any guests of a member must pay Non-Member rates.
• The rider's membership status determines the hire charge not the instructor's status or the membership status of the owner of the horse.
EXCLUSIVE HIRES: As of the 1st of Oct 2022
Hire of WHOLE arena both sides A and B	$35 per hour, multiple riders permitted members and non-members.
GROUP HIRES: As of the 1st of Oct 2022
Member or Non-Member	Hire per hour, multiple riders/users permitted
1hr	$35.00
2hrs	$70.00
3hrs	$105.00
4hrs	$140.00
5hrs	$175.00
6hrs	$210.00
7hrs	$245.00
8hrs (Whole day hire charge is capped at 8 hrs)	$280.00
• The OEC committee reserves the right to negotiate with individual groups on full or half day hires.
KITCHEN/MEETING ROOM HIRE: As of the 1st of Oct 2022
Kitchen/Meeting Room	$15 per hour

Payment of hire charges
1. Payment for all hire charges are required to be paid to the OEC on the day of hire.
2. Payment can to be made by way of:
  1. Internet banking. The payment must reference the rider's name and be deposited into our account 03-1725-0071214-00.
3. If any Hirer fails to pay hire charges and payment is outstanding for more than two weeks, the Hirer will be immediately locked out of the online booking system until payment is made.
4. Course Organisers must make one payment for all course participants by way of internet banking within 3 days of course ending. Course Organisers must use a reference which clearly identifies them as the Payee (See section 7 for other Course Organiser's responsibilities).
Access and security
1. Access to the OEC is by way of the padlocked side door.
2. To access the OEC Members are able to purchase a personal and registered security key for access to the OEC.
3. Members' personal keys must not be used by anyone other than the member the key is allocated to.
4. When a membership expires the key must be returned to the OEC committee. A proportion of the key's cost will be refunded when the key is returned.
5. For Non-Members access to the OEC can be gained by using the key located in the OEC key safe. The combination to the key safe will be changed daily. Hirers without a key will be required to contact the OEC's designated person to get the combination to the key safe.
6. The key from the key safe must be returned immediately to the key safe once the arena has been opened.
7. Only Hirers using the arena and/or their personnel or guests are permitted into the OEC.
8. Hirers must ensure that all lights and any electrical appliances used are switched off before they leave the OEC.
9. If there is no one using the OEC directly after the Hirer, the Hirer must lock up the arena and ensure it is secure before leaving.
Use of the OEC
Safety:
1. The Hirer shall comply with all the OEC rules, regulations and bylaws.
2. All riders must wear an approved safety helmet and suitable footwear when riding in the OEC arena.
3. All Hirers must make themselves aware of the location of the OEC's first aid kits found in the tie up area and kitchen area.
4. The tie up area is a strictly non-mounted area.
5. No glass or breakables are to be taken into the arena or tie up area.
6. Any persons including minors accompanying the Hirer at the OEC must not cause a nuisance or disturbance to other Hirers.
7. Any minors at the OEC must be fully supervised by an adult at all times. The OEC does not accept any responsibility for any minors left unsupervised.
8. No smoking is permitted at the OEC.
9. All Hirers must comply with the appropriate Legislation and the Health and Safety in Employment Act 1992. Every Hirer must supervise and control their animals at all times and shall be liable for any hazard created, accident, illness or damage caused by the action of themselves at the OEC.
10. The OEC committee reserves the right to ask any person to leave the premises if they feel that their behaviour endangers the health and safety of others or affects equine welfare.
  Hirer's responsibilities:
11. Please consider when booking 1/2 the arena that you are considerate to any other riders who may have booked the other side, you may want to approach them and between you both sort out how you want to ride together for the hour.
12. If a course is booked on the other 1/2 of the arena please be considerate to them, (jumping, having a private lesson, riding an unruly horse is not an option). But they don't have the right to warm up before their lesson on your side unless they have asked you.
13. All Hirers must clean up their animals' manure in the arena, tie up area and parking area.
14. Any chairs, jumping poles, jump stands or other apparatus used by the Hirer must be removed from the arena and returned to the storage area after the end of their session. The arena must be clear for the next Hirer or the Caretaker.
15. The Hirer must remove any urine soaked sawdust from the tie up area.
16. No horse feed or hay of any kind is permissible in the arena or tie up area.
17. Any hay or hard feed fed in the parking area must be cleaned up.
18. If the kitchen area is used by the Hirer then it must be wiped and cleaned and the floors must be swept after use. All appliances must be cleaned and turned off.
  Damage:
19. The Hirer will be responsible for meeting the cost of any repair or replacement of OEC property that arises from any damage, carelessness, neglect or default of the Hirer or any of the Hirer's personnel or guests. Where it is believed that such attributable damage has occurred, the OEC will contact the Hirer as soon as possible. The Hirer must report any breakages or damage when they occur.
20. The OEC shall not be liable for any loss or damage to property of the Hirer or of any guests of the Hirer as may so occur.
  Dogs:
21. Any dogs on the premises must be kept on a lead at all times unless they are part of a booking made specifically for dogs. Any dog foul must be cleared up immediately. The OEC cannot be held responsible for any accident caused by or to a dog whilst on the premises.
Responsibilities of Course Organisers
General Responsibilities:
1. 5 days prior to commencement of course you must commit to either 1/2 arena or whole arena or a combination of. This can be tweaked slightly up to 2 days prior then the times will be locked in and not able to be changed. Any breaks you want to open up within the course during the day e.g. lunch time must be 1 hour or more otherwise this needs to be built into your course times.
2. If you are only booking 1/2 the arena and if another private user books the other side you must have your course riders warm up before their lesson on your side not the side that the other rider is on unless discussed with other rider and they have agreed to them using their side.
3. If you have booked 1/2 the arena and a private user has booked the other side with an unruly horse/child/mother then as the course organiser or the course instructor as the right to firstly ask them to address the issue, then if the issue continues you have the right to ask them to leave the arena.
4. Course Organiser needs to make sure that all poo (even this smallest of pieces) are removed from the riding surface, the poo wheel barrow is emptied, indoor/outdoor yards/tie up areas are left clean, car park is free of hay and poo and all lights are switched off and everything is locked at completion of course.
5. Course Organisers are responsible for ensuring that the Course Instructor and Course Participants are aware and understand that they must comply with the OEC, rules, regulation and bylaws.
6. Should the course have to be cancelled or transferred to another date at short notice the Course Organiser must cancel or change the booking at the earliest opportunity and notify the OEC designated Course Coordinator immediately.
Course Payments:
1. Course Organisers are responsible for payment of all course participants using the OEC during a Course.
2. Course Organisers are required to:
  1. Make one payment for all Course Participants by way of internet banking into our account 03-1725-0071214-00 within 3 days of course ending. Failure to do so may result in future booking rights being cancelled. Course Organisers must use a reference which clearly identifies them as the Payee
  2. Supply the Treasurer of the OEC with a copy of their Course Schedule and the names of all riders attending. This Schedule must show what each rider has paid and the total sum that has been paid by the Course Organiser for the Course.
  3. Ensure the Course Participants do not pay their arena charge individually.
3. Course Organisers are responsible for ensuring that the Course Instructor and Course Participants are aware and understand that they must comply with the OEC's rules, regulations, and bylaws.
4. Should the course have to be cancelled or transferred to another date at short notice the Course Organiser must cancel or change the booking at the earliest opportunity and notify the OEC designated Course Coordinator immediately.
Failure to comply with OEC rules, regulations and bylaws
1. Any Hirer who fails to comply with any OEC lawful rule, regulation or bylaw may be removed from the membership of the OEC and may not be permitted to hire the OEC.
Indemnity
1. The Otago Equestrian Centre Inc. nor any agent, employee or representative of the OEC accepts responsibility for any accident, loss, damage, injury or illness to horse/pony owners, riders, riders' guests or personnel or any other OEC user, spectators, vehicles, their contents and accessories or any other personal property whether caused by their negligence, breach of contract or in any way whatsoever.