GENERAL HIRE CONDITIONS:

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.

1. Your booking is not confirmed until applicable booking fees are paid and you have received confirmation via email from the BPAC Booking Officer.

2. As of 01/07/25, we are no longer offering the option of 'no pavilion access' to schools and other user groups.

3. If you have selected 'Casual/Training Group' 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.

4. Athletic equipment such as Shot Put, Discus, Javelin, cones, 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. 

5. A fully stocked & serviced canteen and/or coffee van is available at no extra cost - student numbers attending must 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.

6. 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 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.

 

FEES & PAYMENT CONDITIONS:

7. Booking/Administration Fee (applicable to all bookings) - a non-refundable fee of $100 will be invoiced after you submit this form, and is payable within 7 days to secure your booking. This fee is in addition to the Facility Hire fee in Section B above, and is not a deposit. If this fee is not paid on time, your date reservation will be cancelled and released for others to book.

8. Reserve/Backup Date Fee (optional) - an additional fee of $100 will be invoiced after you submit this form, and is payable within 7 days to hold an additional date in our calendar for you to use if you need to cancel your main competition date for any reason. This fee is in addition to the Booking/Administration Fee and Facility Hire fee in Section B above, and is not a deposit. This fee is non-refundable, regardless of whether you use the backup date or not. If this fee is not paid on time, your backup date reservation will be cancelled and released for others to book.

9. Timing Gate Booking Fee (if applicable) - an additional non-refundable fee of $100 will be invoiced after you submit this form, and is payable within 7 days to secure your booking of the timing gates & operator. If this fee is not paid on time, timing gates will not be available for your booking. The balance of $390 will be invoiced after the conclusion of your event.

10. Late Finish Fee - if your booking finishes more than 30 minutes after the time you have listed in Section A, a fee of $40 per hour (or part thereof) will be added to your final invoice.

11. Excessive Cleaning Fee - an additional cleaning fee of $80 per hour (or part thereof) may be charged if the pavilion/toilets/grounds inside the boundary fence are left in an excessively unclean or untidy condition.

12. All Facility and/or Equipment Hire fees are subject to change upon notice by BPAC. The prices listed on this submission form 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. 

A final invoice for the Facility & Equipment Hire will be emailed to you within two weeks after your competition day, and is payable within 30 days from the invoice date (late payment fees apply). 

All invoices can be paid online via credit/debit card using the payment link on the invoice (a surcharge applies), or via direct deposit.

 

BOOKING CHANGE & CANCELLATION CONDITIONS:

13. Should this booking be cancelled with less than 24 hours notice for any reason (including bad weather - see below), you will forfeit the Booking/Administration Fee and Timing Gate Booking Fee (if applicable) - these fees will be payable again if you wish to rebook, unless you have also paid the Reserve/Backup Date Fee. 

14. No additional fees are payable if more than 24 hours notice is given should you wish to change the date of your booking.

15. Rebooking/changing your booking is subject to availability in our Calendar of Events - there is no guarantee of dates being available to you unless you have also paid the Reserve/Backup Date Fee.

16. Bookings will be charged in full in the case of non-attendance with no notification.

 

ATTENDANCE CONDITIONS:

17. 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.

18. The contact person you have listed is expected to arrive at their nominated arrival time as 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.

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

20. 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 30 minutes 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:

21. 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. 

22. 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 of $80 per 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.

23. First Aid Room ‐ the first aid room will be available for use, but please note that first aid equipment is not provided.

24. All warming up is to be done on 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.

25. 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.

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

27. 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.

28. 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.

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

30. 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.