Grounds Booking Request Form ~ Barge Showgrounds and Events Centre
This form is for those wishing to book the GROUNDS at Barge. Please note that there may be a fee of $50 per day for showground use. Completing this form does not confirm a booking. We will email you once availability (or otherwise) is checked.
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Email *
Full name of the person making the booking *
Contact number of the person making the booking *
Organization & What it is being used for? (E.g. Show jumping, School Cross Country) *
How many people would you be expecting to attend? *
Event Start Date *
MM
/
DD
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YYYY
Event End Date (if more than one day) *
MM
/
DD
/
YYYY
Event start and finish times *
What time and date will you be on site setting up and what date and time will you be finished   *
Top Level 1: (Pink), Middle Level 2 (Green), Bottom Level 3 (Blue)
Top Level 1: (Pink) *
Required
Middle Level 2 (Green) *
Required
Lower Level 3 (Blue) *
Required
If competitors at your event will be using the pens, you need to hire them.  Please note that there is a WDC fee of $50 per day.  Do you require use of Yards/Pens? *
Required

Yards/Pens users must remove anything they bring with them (including straw; sawdust, bits of string etc) and use the muck bins at the end of each row.  Event organisers are responsible for this and ensuring muck bins are emptied at the end of the event. Extra charges will apply if this is not done. 

 *
Required
If yes, please estimate the number of yards required for your event. After the event has finished you will be invoice at $10 per yard used.
Which Rooms and Amenities would you like to book? *
Required
Are there any other details you'd like to mention? For instance if your dates are flexible, or anything else.
Traffic Management: Will your event require vehicles inside the event area at any time? If your event will disrupt the normal flow of traffic, a traffic management plan may be required.  *

Smoking and Vapefree Policy: All events held on Council-owned property within these environments must comply with Council’s Smokefree Policy. It is recommended that the Smokefree and Vapefree status be included in all your advertising and promotion. More information on this policy can be found on the WDC website. 

 *
Barge Showgrounds Maunu Reserve is a public area used by the community for walking dogs, children playing, athletics and equestrian events. This means that there may be other activities or users on the grounds during your booking. If any damage is done to the grounds during your booking it is your responsibility to repair the grounds and return it to its original condition.

All events must have a Health and Safety plan, which must be provided if requested. 

The hirer shall ensure that all areas hired by the event are left clean and tidy, all waste is removed from the area and all waste is removed from council property. 

Any cost to council for repair resulting from damage resulting from the event will be charged to the hirer. 

We now have on site catering available. If you would like to take advantage of this option, you can contact Tiffanys directly on 021 121 4127 or email phillipsthrice@xtra.co.nz
Barge Showgrounds – Ground Closure Triggers
Barge Showgrounds may be occasionally closed for reasons including bad weather, maintenance/renovation or user grounds bookings.

Council, via their ground care contractor, inspects grounds regularly to ensure they are suitable for use (excluding weekends and public holidays).

Process:
In the event WDC has made decisions to close sportsgrounds (e.g. Kensington, Pohe Island), WDC will notify Whangarei A&P.

If there is a ground booking for Barge Showgrounds during the period of sportsground closure, WDC, in consultation with ground care contractor, will make a call based on the type of event, upcoming events.

If Whangarei A&P has concern about ground conditions following repeated bad weather and weather patterns, Whangarei A&P will raise any ground condition concerns with WDC.

WDC will notifying the public of grounds closure using their usual methods. WAP will notify any ground hirer WDC has closed the grounds.

HIRERS NOTE: If grounds are not closed by Council and circumstances change (e.g. weather deteriorates), the decision to continue with an event/activity or not will remain with the hirer/clubs/organisation. However, be aware that if the ground is damaged by the event/activity going ahead, the damage will need to be repaired by the hirer/clubs/organisation.

Points for consideration when making the decision to cancel/not use the grounds. Is there a health and/or safety risk to:
  • Animals or humans at the event
  • Public attending the event
  • Damage to ground (ruts, mud, grass cover etc.)
  • Parking – will vehicles get stuck and need help getting out
  • Power cable safety (food trucks, sound systems, power etc.)
If there has been significant rainfall, or if there is rain forecast during a booked activity, it is the responsibility of the hirer to assess the grounds regularly throughout their activity and make informed decisions about the ground status. When making this assessment, consideration should also be given to the state of the grounds, following their activity for other ground users. For example, poor decision making because of safety risks and ground damage can result in ground closures affecting other events.

Please read the above statement carefully.  *
A copy of your responses will be emailed to the address you provided.
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