vendor information

We are so excited that you are joining us!  We hope the information below provides you with everything that you need but if not please feel free to connect with us.

Key things to remember are:

  1. Gates open (Bump in) is anytime on Thursday the 29th of September, 
  2. Waiver forms should be printed and completed to save checking in time,
  3. Everyone (yes everyone) needs to fill in a waiver form, no waiver no entry,
  4. Please bring a print out of your ticket; no ticket no entry,
  5. Have fun and when you can be anything, be kind 💛

GENERAL INFORMATION

FAQs

For a list of the most FAQ please 💛 Click Here.

BUMP IN & OUT

The event runs from 9am on Friday until 5pm on Sunday.

Your ticket includes camping Thursday, Friday, Saturday and Sunday Nights. 

Tickets holders can arrive to the grounds anytime after 12 noon on Thursday 29th of September and checkout is before 12 noon on Monday the 3rd October.

If you have booked a glamping tent, these will be available Friday, Saturday and Sunday nights only.  With check out of the glamping tent by 9am on Monday. 

When you arrive at the main entrance and we will scan your ticket and then direct you to your area depending if you are camping with horses or not.

Those that don’t have a horse and want to camp in the camping with horses area this is more than fine, however those with a horse are not allowed in the camping without horses area as this is a horse free zone.

To make the checking in process go smooth, please have either a digital or hard copy of your ticket ready. 

If you are bringing your horse, you must bring with you everything that your horse needs.  This includes, poo rakes, water buckets, feed and your own yards.
MEALS / BAR

Meals – Food will be available for purchase from Thursday evening to Sunday evening, there are a couple of different food options, and the bar will be running all weekend. 

Bar – The bar will also be running all weekend and will be available for purchase from 5pm Friday through to late Sunday evening, there are lots of different options including MARGARITAS!

Please note we are NO BYO Alcohol event.

HORSES

If you are bringing any horses, you will need to bring everything you need for them.

There are no yards or stables at Kilkivan Showgrounds however there is water!

 

POWER

There is VERY VERY limited power at the gathering, if you need power then it’s best you bring either solar panels or a generator (there is a no noise policy which does kick in at midnight however).

DIRECTIONS

The event is being held at the Kilkivan Showgrounds and the address is 88 Mudlo Rd, Kilkivan QLD 4600. Kilkivan is 50km inland from Gympie.

To view the sitemap please Click Here.

WAIVER/DECLARATION

Every (yes every) ticket holder must complete Cowgirls Gathering waiver form, please Click Here for your copy.  They can all be completed ahead of time and handed into Headquarters when you arrive. 

There are three sections to the waiver forms and even if you are NOT bringing a horse and are spectating you MUST complete Part A.  These are the rules and is a strict requirement of the insurance folk!

What waiver sections do you need to complete?  

  1. Not riding, not bringing a horse – Part (A) Only 
  2. Riding and not bringing a horse – Part (A) and Part (B)  
  3. Not riding but bringing a horse – Part (A) and Part (C) 
  4. Riding and bringing a horse – Part (A), Part (B) and Part (C) 
  • Part (A) Risk Warning and Waiver of Liability 
  • Part (B) Confidential Riding Application & Medical History Form 
  • Part (C) Horse Health Declaration 
PROGRAM TIMES

All of the program can be viewed by Clicking Here

CLASSES/CLINICS/COMPS

For all draws and approx run times, please check the program for your times.  Please ensure that you leave enough time to arrive on time between these. 

For competitions they will start with checking in (gear check ect.) and a briefing with the judge.  All competition numbers can be collected from Head Quarters when you check in on arrival.

You will not be able to compete without having your wristband and competition number (given when you hand in your waiver at check in).

ATM MACHINES

There will be no ATM machines at the gathering so please ensure that you bring cash with you if required.

All vendors have been asked to bring Point of Sale systems with them.

We are making this event cashless where possible.

 

CAMPING

There are 5 different camping zones at the gathering:

  1. Glamping *
  2. Camping *
  3. Camping with Horses 
  4. Vendors *
  5. Educators 

* These are all horse free camping zones. 

TOILETS & SHOWERS

We will be bringing in facilities to make your weekend with the gathering as comfortable as possible. 

These are all marked on the site map.  

WRIST BANDS

Every ticket holder will be getting a wrist band, these will all be handed out at headquarters centre once you have handed in your completed waiver form.

AMBULANCE

There will be an ambulance on site and first aid, if you require any medical attention at all please let an official know, they will be in high vis vests ✨

DOGS

SORRY but no dogs are allowed entry into the gathering.  If you do bring a dog with you, you will be asked to leave.  If you have a special circumstance, please contact us before you buy a ticket.

ADDITIONAL VENDOR INFORMATION

VENDOR BUMP IN & OUT

 The event officially runs from 9am on Friday until 5pm on Sunday and your camping includes Thursday, Friday, Saturday and Sunday Nights.  Arrival to the grounds is anytime after 12 noon on Thursday and checkout is before 12 noon on Monday the 3rd October.

If you have booked a glamping tent, these will be available Friday, Saturday and Sunday nights only.  Check out of the glamping tent is by 9am on Monday. 

When you arrive at the main entrance and we will scan your ticket and then direct you to either the Camping With Horses OR the Camping without horses area.  

Those that don’t have a horse and want to camp in the camping with horses area this is more than fine, however those with a horse are not allowed in the camping without horses area as this is a horse free zone.

To make the checking in process go smooth, please have either a digital or hard copy of your ticket ready. 

If you are staying with a horse, you must bring with you everything that your horse needs.  This includes, poo rakes, water buckets, feed and your own yards.
VENDOR WHAT TO BRING

Here is a list of items you need to bring:

  • POS
  • Banners
  • Trestle Tables
  • WIFI Hotspot
  • Folding Chairs
  • Marketing Material
  • Boot Scootin’ Shoes
  • Extension Power Leads & Power Packs
  • Marquee (with sides for weather protection)
  • A thirst for MARGARITAS & a whole lot of YEEHAA
  • Other incidentals (Zip Ties, Table Cloths, tool kit, torch)
VENDOR ATMS

There will be no ATM machines at the gathering so please ensure that you bring your own POS.

While there is very good internet reception, there will be no WIFI available to vendors so please ensure you are bringing your own WIFI device or hotspot.

We are making this event cashless where possible.

VENDOR TICKETS

Everyone that is attending the event needs to have a ticket, this includes all vendors.

If you don’t have a ticket for you and all your staff then please contact us to get this corrected.  No ticket, no entry.

VENDOR CAMPING

There are a number of accomodation options around Kilkivan but self camping is included in your ticket.

If you are camping there is ample area available. There is also a limited amount of space available with-in the Pop-Up Village Area for Vendors with Goosenecks and Vans.

VENDOR HORSES

If you are bringing horses with you to the event, please note they can not be with you in the interactive vendor or vendor area.

They will need in the camping with horses area.

VENDOR PROGRAM TIMES

If you are wanting to watch something over the weekend the entire program can be viewed by Clicking Here.   

If you have an interactive vendor site, please check your time slot in the program above.

TICKET SALES

We have always said that we would cap the event at 1000 tickets for the weekend.  However, we don’t want to shy away from the reality of where we are at with tickets sales.  

We feel that you all should be armed with all the information so that you can make an educated decision on your time / worth of this event.

We will keep posting the number of ticket sales here so you can keep checking back noting that day tickets will not go on sale until the 1st of September.  

Current ticket sales Monday 1st August : 350

VENDOR CONTACTS

For any questions please e-mail us in the first regard to [email protected] or if urgent please call  0477 727 272

Thanks again for joining us at the gathering, we really appreciate it 💛

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