hello ticket holder

We are so excited that you are joining us!  We hope the information below provides you with everything that you need.  If not please feel free to email us at [email protected].

Key things to remember are:

  1. Gates open (Bump in) is anytime on Thursday the 28th of September after 12 noon,
  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 💛



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


The event runs from 8am on Friday until 5pm on Sunday.

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

General tickets holders can arrive to the grounds anytime after 12 noon on Thursday 28th of September 2023 and checkout is before 12 noon on Monday the 2nd of October 2023.

If you have booked a glamping tent, these will be available Thursday, Friday, Saturday and Sunday nights.  Please ensure you are checked 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.

Once you are settled please then make your way to Headquarters to hand in your completed waiver forms and or horse health declarations (see Waiver/Declaration section).  It is here that you will get your event wristband.

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 and your waiver forms completed. 

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 – Food will be available for purchase from Thursday evening to Sunday lunch, there are a couple of different food options.  Please note there will be limited food vendors on Sunday night. 

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

Please note we are NO BYO Alcohol event.


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!



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).

If you are camping with horses, there is NO power on that side of the Showgrounds.


Every (yes every) ticket holder must complete Cowgirls Gathering waiver form, please Click Here for your copy. 

This form should be completed ahead of time and must be handed in as you arrive to the gathering (at the front gate). 

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 

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

To view the sitemap please see the program below.


All of the program can be viewed by Clicking Here. 


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.  There will be no competition numbers, be sure to address the Judge with both your name and your horses name.

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


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.



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. Please note there are to be no personal fires at any of the camping zones.


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.  


Every ticket holder will receive a wristband when they hand their forms into Headquarters.   

Your wrist bands must be worn at all times and will be checked during the weekend.

Ion entry when they have their ticket scanned in and also hand their waiver forms.  These must be worn for the whole weekend.


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


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.

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

Countdown > 2025 Gathering








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