GENERAL HIRE CONDITIONS:

1. Please note that this facility is managed by VOLUNTEERS and fees are charged for the upkeep and maintenance of the venue and for the development of athletics locally.

2. If you have selected 'Without Pavilion Access' as your hire type, you will not be permitted inside the pavilion main room and will have access to the outside toilets only. If you wish to have access to the pavilion and/or internal toilets or change rooms, please change your hire type (the cost difference covers additional cleaning fees).

3. Athletic equipment such as Shot Put, Discus, Javelin, Cones, Tape Measures/Spikes, Stop Watches etc are NOT supplied by the venue and are the responsibility of the hirer to provide. Starting devices are only supplied when booking the Electronic Timing Gates. 

4. A fully stocked & serviced canteen is available at no extra cost if student numbers exceed 150. At least 14 days notice is required before your competition date when Booking or Cancelling the Canteen. No other food sales can be conducted in conjunction with the canteen or at any time by any third party without the express permission of BPAC. A $200 fee will be applied to the final invoice where this condition is not met.

5. The Ballam Park Athletic Committee (BPAC) accepts no responsibility for injury to any participant or spectator using the facility during the period of hire. The hirer shall have suitable public liability insurance to provide coverage against claims should such an injury occur. The hirer indemnifies BPAC, its officers, employees and agents from any claims or demands suffered or incurred by them arising out of the hirer’s use of the facility unless such claim or demand arises due to the gross negligence of BPAC. Any liability of BPAC to the hirer, whether arising pursuant to contract, statute or tort, is limited to the hire fee paid by the hirer to BPAC.

6. All Facility and/or Equipment Hire fees are subject to change upon notice by BPAC. The prices listed on this submission do not constitute a quote, and are used for initial booking purposes only. Any additional equipment or changes to your hire type made on the day of competition will be invoiced as applicable. 

ATTENDANCE & CANCELLATION CONDITIONS:

7. Should this booking be cancelled on the day of the hiring due to poor weather conditions or any other reason, a fee of $100 for cancellation and setup will be charged (an additional $100 cancellation fee applies if electronic timing gates are booked) and an acceptable alternative date will be arranged. Note that these cancellation fees will not apply if the Custodian is notified of the cancellation prior to the day of the hiring.

8. All hirers are responsible for determining if weather conditions are suitable for running their event. Click for example guidance in relation to extreme weather conditions or extreme heat.

9. Teachers are expected to arrive at their nominated arrival time otherwise our Custodian may lock the premises and leave and you will be charged the full cost of your booking. Should you be delayed, please contact our Custodian on 0400 034 922 as soon as possible.

10. The contact person you have listed on your form MUST be present and contactable by mobile at all times on the day of your booking. Please advise of any changes in advance.

11. Our Custodian will arrive at least 30 minutes before your scheduled departure time. Please note that a staff member/responsible adult must remain in attendance at all times until the Custodian arrives.

• Please call our Custodian with at least 30mins notice if you wish to depart earlier than the time indicated on 0400 034 922.
• All hirers should ensure that all Equipment is returned to its correct place as advised by the Custodian.

FACILITY USE CONDITIONS:

12. Any misbehaviour or act of vandalism during the period of occupancy may render the hirer ineligible for future use of Ballam Park. The use of, or interference with any equipment not subject to the hiring agreement is prohibited. It should be noted that:

• No sand is to be removed from the jump pits, or placed on the run‐up’s or track.
• On conclusion of the jumping events, all sand on the run‐up and concrete surrounds is to be swept back into the pits which must then be raked level.
• Students are not permitted on the Running Rail, Lane Barriers, High Jump Sheds or inside the pavilion.
• Internal rubbish bins are not to be used outside the pavilion, and green chairs are not to be taken outside the pavilion.
• Unauthorised entry into, or climbing upon any building within, or fence surrounding the Ballam Park Athletics Track is prohibited.
• The hirer is responsible for all restitution costs incurred as a result of any damage suffered during the period of occupancy. 

13. The pavilion and all areas inside the outer perimeter fence are to be left in a clean and tidy condition. ALL refuse is to be collected and placed in the outside bins provided for that purpose. BPAC reserves the right to charge a cleaning surcharge or $40 per half hour if the Pavilion/Grounds is left in an unclean condition, this includes failure to sweep the pavilion floor, failure to mop as required, kitchen benches not wiped down, toilets excessively dirty or graffiti removal and the cleanup of excess rubbish inside boundary fence lines.

14. First Aid Room ‐ the first aid room will be available for use provided that a qualified Level 3 (Occupational) first aid person or an external first aid organisation is in attendance (please note that first aid equipment is not provided).

15. All warming up is to be done in the back straight for track events and on the grass inside the running rail for field events. Long throws (discus/javelin/hammer) are to be conducted only from the safety cages and under the supervision of an official.

16. The following restrictions on running shoes apply:

• Only 7 mm spikes are to be used on the running track or field event run‐ups
• Only 9 mm to 12 mm spikes are to be used on the Javelin run‐up.

17. Only starting blocks with approved fastening devices are to be used ‐ 12 mm spikes (fastening devices) only, NO pegs or pins.

18. Competitors wearing spiked shoes must use approved starting blocks for the start of all running and hurdle events up to and including 400m and the first leg of all relays.

19. Only the Public Address System provided by the venue is to be used at Ballam Park. Use of that system is to be restricted to announcements and not for running commentaries on events in progress or for the playing of music. Ballam Park is located in a residential area; please be considerate of our local residents.

20. A reminder that dogs are NOT permitted within the black boundary fence of Ballam Park Athletics Track per council regulations (service animals exempt).

21. Bicycles, scooters or any other vehicles are NOT permitted inside the the venue at any time, and strictly forbidden from being used on track surface per council regulations.