Arrival, Camping & Check-In Info – Cowgirls Gathering 2025

The event officially runs from 8:00 AM Friday to 5:00 PM Sunday. Your ticket includes camping for four nights: Thursday, Friday, Saturday, and Sunday.

🕓 Arrival & Set-Up

You are welcome to arrive anytime on Thursday, 2nd October, but please arrive before 12 noon so we can get you settled in.

As events run through until 4:00 PM on Sunday, we kindly ask that pack-up begins after 3:00 PM that afternoon.
You’re more than welcome to stay on Sunday night.

🎟️ Check-In Process

When you arrive at the main entrance, your ticket will be scanned.
You’ll then be directed to your designated area:

• Vendors will be guided to the vendor zone.

• Attendees with horses will be directed to the horse camping area.

To help keep check-in quick and smooth, please have either a digital or printed copy of your ticket ready.

Here’s your essential gear list to help you get set up, stay comfortable, and bring the yeehaa!

✅ POS system (charged and ready)
✅ Banners & signage
✅ Trestle tables
✅ Folding chairs
✅ WiFi hotspot (reliable service can be patchy)
✅ Marketing materials
✅ Boot Scootin’ shoes – because dancing is mandatory!
✅ Extension power leads & portable power packs
✅ Marquee with sides for shade & weather protection
✅ A thirst for margaritas and a whole lot of YEEHAA
✅ Other incidentals:
 - Zip ties
 - Tablecloths
 - Torch or lantern
 - Small tool kit

POS, Cash & Connectivity Information

There will be no ATM machines on-site at Cowgirls Gathering, so please make sure you bring your own POS system.

📶 While there is strong mobile reception, there will be no Wi-Fi provided for vendors. Please bring your own Wi-Fi device or mobile hotspot to ensure smooth transactions.

💰 We’re encouraging a cashless event where possible, but ticket holders have been advised to bring cash — so be prepared to handle both!

🎟️ Ticket Reminder – No Ticket, No Entry

Please remember that everyone attending Cowgirls Gathering must have a valid ticket — this includes all vendors and their staff.

If you or any member of your team does not yet have a ticket, please contact us as soon as possible so we can get it sorted.

No ticket = no entry.

🏕️ Accommodation & Camping Information

There are a number of accommodation options available around Kilkivan if you prefer to stay off-site. However, self-camping is included in your ticket, and you’re welcome to stay on the grounds.

If you are camping, there is ample space available.

For vendors with goosenecks or vans, there is a limited number of spots available within the Pop-Up Village Area. These will be allocated on a first-in basis, so please contact us early if you require a space.

🛖 Glamping Tent Bookings

If you’ve booked a glamping tent, these are available for use Thursday through Sunday nights only. Check-out is by 9:00 AM Monday morning.

🐴 Bringing Horses to the Event?

If you’re bringing horses with you to Cowgirls Gathering, please note:
Horses are not permitted in the general vendor areas.

All horses must be kept in the designated Camping with Horses area for the safety and comfort of all attendees.

If you’re staying with a horse, please ensure you bring everything your horse needs, including:

• Poo rakes

• Water buckets

• Feed

• Your own yards

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

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.

🍽️ 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.

🐎 Horse Care

If you are bringing a horse, you must bring everything your horse needs, including:

• Poo rakes

• Water buckets

• Feed

• Your own yards

⚡ 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.

📍 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.

All of the program can be viewed on our website under Program.

🕒 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.

💵 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.