Arena Hire Special Terms and Conditions

 

IMPORTANT – PLEASE READ
These terms and conditions of arena hire (“Conditions”) together with the General Terms and Conditions of Entry to Keysoe International Ltd, Church Road, Keysoe, Bedfordshire, MK44 2JP apply to all persons hiring and using Keysoe International Ltd arenas and grounds. These Conditions are issued by Keysoe International Limited (Keysoe or we or our). Acceptance of these Conditions will result in a legally binding contract between you (the Hirer or you or your) and Keysoe which include the terms of the licence which we have granted to you to hire our facilities.
It is your responsibility to familiarise yourself with our General Terms and Conditions of Entry (KIF-0033) and these Special Terms and Conditions. If you do not understand or have any questions relating to these Conditions or any Special Conditions you should contact Keysoe without delay for clarification.
These Conditions may also be referred to as an “Arena Hire Contract”.
Entry to Keysoe shall be at our discretion. We reserve the right to refuse entry to or expel any person from the property in accordance with these Conditions.
Keysoe International Limited is a company incorporated and registered in England and Wales with company number 13033311 whose registered office is at Harrowden Court, 66-80 Huxley Close, Park Farm Industrial Estate, Wellingborough, Northamptonshire, NN8 6AB, United Kingdom.
The following Conditions apply to all Hirers: –

1. QUOTATION
1.1. The cost of the arena hire, and any other additional facilities and/or services are detailed in Keysoe’s quotation, which forms part of these Conditions.
1.2. It is a contractual requirement of Keysoe to have qualified medics on site at equestrian events. The minimum requirement for an event at Keysoe is First Response Emergency Care Level 4 (FREC 4), but the event will be risk assessed by Keysoe in conjunction with the Hirer to determine the level of cover required. Medic attendance will be organised and provided by Keysoe. This will be detailed on the quotation.
1.3. It is a contractual requirement of Keysoe to have security and car parking attendants on site. This will be organised by Keysoe, and the number required and associated cost will be dependent on the size of the Hirer’s event. This will be detailed on the quotation.

2. BOOKING AND PAYMENT
2.1. Full payment of the quotation is required upon issuing of an invoice at the time of booking to reserve the arena/s and date/s selected.
2.2. When the booking is confirmed by Keysoe, following receipt of the completed booking form and the required payment, then a legal contract will be formed on the terms set out herein, and any documents attached, between you as the Hirer and us as Keysoe.

3. ON ARRIVAL
3.1. Hirers must report to the security hut at the entrance on arrival and obtain a visitors pass and then immediately report to Keysoe Reception to sign in.
3.2. If you have booked Day Stables, these will be allocated on arrival at Keysoe Reception.
3.3. Hirers must arrive in plenty of time to make a prompt start in the arena and must not run over the allotted time slot. Keysoe reserves the right to levy additional charges if events do not run to time.

4. SHOWGROUND RULES
4.1. All horses MUST have up to date flu and tetanus vaccinations and be prepared to show their passports upon request. Keysoe runs on the 12-month vaccination rule.
4.2. Horses must be properly secured when in their wagons or trailers. Ensuring the horses welfare is a priority.
4.3. No horse is to be left unattended or allowed to dig up the lorry park surface.
4.4. No horses are to be tied to buildings, fencing or with hays nets outside of the trailer or horse box in the lorry parks.
4.5. Straw is not permitted in the Day Stables. All bedding must be purchased from Keysoe.
4.6. All Hirers and their clients must wear correctly fastened hats to current approved safety standards, wear the correct attire and use compliant tack.
4.7. Air jackets are recommended for riders who meet the appropriate weight requirements when show jumping.
4.8. A current approved safety standard body protector must be worn when using the Cross-Country Course (including the Arena Cross Country).
4.9. If a Hirer is attending alone then they must provide next of kin details at Keysoe Reception when signing in at the start of the session in the event of an emergency.
4.10. Use of the arena/s is at the Hirer’s risk.
4.11. All Hirer’s must check arenas before entering to ensure that it has been left in safe condition by the previous occupant.
4.12. It is the Hirers responsibility to check the safety of any equipment provided by Keysoe prior to use during the hire session.
4.13. Horses must only move through areas shared with pedestrians at walk.
4.14. Riding is only permitted in the arena/s. Horses can be mounted in the lorry park and walk mounted to the arena.
4.15. Hooves must be picked out to remove all stones and mud before entering any arena. Keysoe reserves the right to fine the rider £25.00 if they do not comply.
4.16. Warming up is only permitted in the arena that has been hired. You must not warm up in any other area on the Keysoe site.
4.17. Lunging is not permitted in any of the arenas.
4.18. Hirers and their clients must ensure that the back rail has safety cups that are on the correct position at all times as a minimum requirement.
4.19. The Hirer and their clients must follow the “Rules of the School”. These are:
4.19.1. Ensure that the gate into the arena is always closed and request entry or exit.
4.19.2. Pass left to left.
4.19.3. Give way to riders in a faster pace.
4.19.4. When using a jump only use it in the direction that it is flagged or numbered.
4.20. No Hirer or their clients shall allow a stallion for which they are responsible as owner, lessee, authorised agent or rider to be on site without taking adequate precautions to ensure no one is put at risk of injury. Stallions must display a Stallion Disc and wear Stallion Ribbon in their tail.
4.21. All Hirer’s and their clients are deemed responsible and must ensure full compliance with relevant Health and Safety Policies. Keysoe reserves the right to stop any activities which we consider to be contrary to our Health and Safety Policy or which we consider unsafe.
4.22. Hirers and their clients are responsible for ensuring they exercise their horse within their capabilities and fitness levels for them and also for their horse.
4.23. Hirers and their clients must ensure their horse is deemed fit and healthy enough to attend the session. If a member of Keysoe staff deems your horse to be tiring during a session, you will be asked to stop the activity.
4.24. Keysoe reserves the right to call a vet should we see a horse which we believe compromises the welfare of the animal. This will be at full cost to the Hirer.
4.25. Children aged under the age of 18 must be accompanied by a responsible adult (over 18) and must be supervised at all times. You are responsible for each child that you bring onto the property and shall ensure each child complies with these Conditions.
4.26. Arenas must be left ready for next hire; poles on cups, fences left at 80cms approx. Please do not change the positioning of the course.
4.27. Mucking out of lorries into car and lorry parks is strictly prohibited.
4.28. All litter must be disposed of in the bins provided or taken with you.
4.29. Any accidents or incidents involving the rider, horse and/or spectator must be reported to Keysoe Reception immediately.
4.30. Any damage or breakages must be reported to Keysoe Reception immediately.
4.31. Smoking is not permitted anywhere on site. This also includes E-cigarettes and other forms of vapour emitting devices.
4.32. Dogs are not permitted in any area of the property except in the car park, unless required for disabled assistance (Assistant Dogs Only).
4.33. Where dogs are permitted, they must well-behaved and kept on a short lead at all times. They must not be allowed to foul on the property. If this happens then any mess must be cleaned up immediately.
4.34. You will be asked to remove your dog from the site if they are causing a disturbance.

5. ON DEPARTURE
5.1. Arenas, lorry parks and walkways must be poo picked before you leave. CCTV is in operation and fines will be issued if these areas are not poo picked.
5.2. Day Stables must be completely cleared, including all shavings removed, and left clean and tidy. Failure to comply with this will mean an additional charge will be made.
5.3. For evening hires in the Indoor Arena remember to turn the lights off when you leave.
5.4. Hirers must report to Keysoe Reception on departure to sign out and hand badges back into the security hut upon exiting the property.

6. IN CASE OF EMERGENCY
6.1. In the event of an emergency, you must contact 01234 708400 after contacting the emergency services if appliable.

7. INSURANCE
7.1. It is the Hirers solely responsibility to have in place full comprehensive insurance to cover you and your event, including any other property that may be damaged as a result of your participation and this insurance, in addition, should extend to provide cover to all third party and public liabilities.
7.2. Any Hirer taking payment in return for instructing, offering advice or help (instructors) must have valid insurance.
7.3. Keysoe reserves the right to request evidence from the Hirer of their insurance cover and furthermore reserves the right to refuse hire if it is established that valid insurance is not in place.

8. ONLINE CODE OF CONDUCT
8.1. It is the responsibility of the Hirer to ensure that they and their clients comply with the requirements of Keysoe’s Online Code of Conduct at all times, including when you or they use any forums of Keysoe International Ltd or any related company’s social networking sites or other non-Keysoe International media sites. Please refer to our Online Code of Conduct published on the Keysoe International Ltd website.
8.2. Failure by a Hirer or Hirers client to comply with these provisions may result in Keysoe taking action against that individual or individuals if they bring the name and reputation of Keysoe International Ltd into disrepute. Civil and/or criminal proceedings could also be brought against that individual or individuals for breaching this Code where applicable.

9. INDEMNITY
9.1. It is a condition of use of any of the facilities at Keysoe that each user shall indemnify the owners and any associated company or third parties against any claim or legal action whatsoever arising out of any use or accident. This indemnity will cover any and all costs including any professional or legal fees to defend any such claims.

10. LIABILITY
10.1. Use of Keysoe facilities is at the Hirers and their client’s own risk. Neither the owners or any of its representatives or staff accept any responsibility or liability for any injury, accident, damage or illness to any person, property or animal whatsoever, or for any loss whatsoever, arising out of, or occurring during any use of the facilities, to the fullest extent permissible by law.
10.2. The Hirer will arrange and bear the full cost of horse disposal and will work in conjunction with Keysoe in this event.

11. CANCELLATION
11.1. In event of cancellation of the booked session by the Hirer;
11.1.1. With more than 4 weeks (28 days) notice before the hire date Keysoe will refund the Hirer, deducting a 10% administration fee from the amount paid.
11.1.2. With less than 4 weeks (28 days) notice before the hire date no refund will be payable to the Hirer.
11.2. In event of cancellation of the booked session by Keysoe the Hirer will be refunded in full.

12. DISPUTES
12.1. If any dispute arises between us in relation to these Conditions, we shall use our reasonable endeavours to consult or negotiate with you in good faith to resolve such disputes.

13. ENFORCEMENT
13.1. No failure or delay to enforce our rights under these Conditions, should be construed as a waiver of Keysoe’s right to do so.

14. LAW
14.1. These Conditions and any dispute or claim arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with English law.
14.2. In the event of a dispute relating to these Conditions, any contract we have with you or any other claim you may have against Keysoe (including in negligence) you irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim that arises out of or in connection with these Conditions.
14.3. Each of the paragraphs of these Conditions operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain full and in force.

 

KIF-0032 Revision 5
Last updated 5th June 2024