EDUCATOR INFORMATION
We are so excited that you are joining us! We hope the information below provides you with everything that you need.
Key things to remember are:
- Gates open (Bump in) is anytime on Thursday the 2nd of October,
- Vendor stalls will be bumping in Thursday before noon and general ticket holders after noon,
- If you have a bigger rig/caravan there is lots of space but you may consider bumping in Thursday morning,
- Waiver forms should be completed online ahead of the event (insurance requirement),
- Everyone (yes everyone) needs to fill in a waiver form, no waiver no entry,
- Your ticket will be release once you have completed the waiver form,
- Please bring a print out of your ticket; no ticket no entry.
Once you are at the event:
- You should be your area at least 15 minutes ahead of your presentation start time,
- Keep an eye on the program as this could change anytime 2025 Program,
- Have fun and when you can be anything, be kind 💛
CREATIVE EDUCATORS
Welcome to the Cowgirls Gathering community – we cannot wait to see your creative talents shine!
Don’t forget to bring your ticket to gain entry to the event. Once on site, we’d love to meet you – call our Creative Director, Karon on 0412 393 830 to say hello.
A reminder that any specific requirements for your session must be communicated PRIOR to the event. Likewise, any materials and/or equipment allocated to you for supply must be brought to the event for session use.
For any questions please e-mail us at hello@cowgirlsgathering.com.au or if urgent (or at the event) please call Karon on 0412 393 830.
HORSE EDUCATORS
Well Hello! So good to you have you with us at the Gathering this year.
When you get to the gathering be sure to have your ticket ready as you will need this to get scanned into the event.
Our volunteers will then direct you to your allocated camping area for horse Educators (the site map can be found in the below program).
For any questions please e-mail us at hello@cowgirlsgathering.com.au or if urgent (or at the event) please call Amanda on 0477 727 272 or Steph on 0447 163 564.
WELFARE EDUCATORS
GENERAL TICKET HOLDER INFORMATION
FAQs
For a list of the most FAQ please 💛 Click Here.
DOGS
Sorry, but no dogs are allowed at the Gathering.
If you bring a dog, you will be asked to leave.
If you have a special circumstance, please contact us before purchasing your ticket.
BUMP IN & OUT
🕗 Event Schedule & Camping Information
The event runs from 8:00 AM Friday until 5:00 PM Sunday.
Your three-day ticket includes camping for Thursday, Friday, Saturday, and Sunday nights, giving you plenty of time to relax and enjoy the full event experience.
If you have a one-day ticket, camping is included only for the night before your event day.
For example, if you have a Saturday Day ticket, you can arrive after 5 PM on Friday, and your Friday night camping is included.
⏰ Arrival & Departure
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General ticket holders can arrive anytime after 12 noon on Thursday.
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Check-out is before 10:00 AM on Monday.
🚪 Check-In Process
Make sure you’ve finished your online waiver and have your ticket ready before you get here.
When you arrive at the main gate, we’ll scan your ticket and give you your wristband to wear all weekend.
Then we’ll point you to your camping spot — whether you’re camping with horses or without.
Now, kick back and enjoy!
🐴 Camping Areas
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If you don’t have a horse but want to camp in the Camping with Horses area, that’s absolutely fine.
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However, if you have a horse, you must camp in the designated Camping with Horses area — the Camping without Horses area is a horse-free zone.
📋 Preparation for Check-In
To help the check-in process run smoothly, please have: A digital or printed copy of your ticket ready.
If you don’t have your ticket handy, please reach out to us before you arrive so we can help you out.
Just a heads up—if your ticket has already been scanned, you’ll need to purchase another ticket to enter.
MEALS / BAR
🍽️ Meals & Food Vendors
Food will be available for purchase from Thursday evening through to Sunday lunch. There will be a variety of options to choose from, but please note that food vendors will be limited on Sunday night.
🍹 Bar
The bar will be open from 3 PM Thursday through to late Sunday evening, offering plenty of drink options to keep you refreshed all weekend.
Please note this is a NO BYO alcohol event.
HORSES
🐎 Horse Care
If you are bringing a horse, you must bring everything your horse needs, including:
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Poo rakes
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Water buckets
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Feed
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Your own yards
POWER
⚡ Power Availability
There is very, very limited power available at the gathering. If you need power, it’s best to bring your own solar panels or generator.
Please note there is a no noise policy starting at midnight.
If you are camping with horses, please be aware that there is no power available on that side of the showgrounds.
WAIVER/DECLARATION
📝 Waiver Form – Must Be Completed by Every Ticket Holder
Every (yes, every) ticket holder must complete the Cowgirls Gathering waiver form online before the event.
DIRECTIONS
📍 Event Location
The event is being held at the Kilkivan Showgrounds, located at:
88 Mudlo Rd, Kilkivan QLD 4600.
Kilkivan is approximately 50 km inland from Gympie.
PROGRAM
All of the program can be viewed on our website under Program.
COMPETITIONS
🕒 Draws & Competition Info
For all draws and approximate run times, please check the program for your scheduled times. Be sure to allow enough time to arrive promptly between events.
Competitions will begin with a check-in (including gear check, etc.) and a briefing with the judge.
There will be no competition numbers handed out on the day, so be sure to introduce yourself to the judge with both your name and your horse’s name.
Important: You will not be able to compete without your event wristband and competition number, which you will receive when you hand in your waiver at check-in.
ATM MACHINES
💵 Payment & Cash Info
There will be no ATM machines at the gathering, so please be sure to bring cash with you if you’ll need it.
All vendors have been asked to bring their own Point of Sale (POS) systems.
We’re aiming to make this event as cashless as possible, so card payments are encouraged where available.
CAMPING
🏕️ Camping Zones
There are 5 different camping zones at the gathering:
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Glamping *
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Camping *
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Camping with Horses
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Vendors *
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Educators
* These are all horse-free camping zones.
Please note: No personal fires are allowed in any of the camping zones.
🛖 Glamping Tent Bookings
If you’ve booked a glamping tent, it will be available Thursday through Sunday nights.
Please ensure you check out by 9:00 AM on Monday.
TOILETS & SHOWERS
We’re bringing in facilities to make your weekend at the Gathering as comfortable as possible.
You’ll find all facility locations clearly marked on the site map in the program.
WRIST BANDS
Every ticket holder will receive a wristband upon arrival.
Please wear your wristband at all times during the event, as it will be checked regularly.
FIRST AID
There will be first responders and first aid available on site.
If you need any medical attention, please let an official know — they’ll be easy to spot in their high-vis vests. ✨
Thanks again for joining us at the gathering, we really appreciate it 💛