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:
- Gates open (Bump in) is anytime on Thursday the 28th of September 2023,
- Waiver forms should be printed and completed to save checking in time,
- Everyone (yes everyone) needs to fill in a waiver form, no waiver no entry,
- Please bring a print out of your ticket; no ticket no entry,
- 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 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.
MEALS / BAR
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.
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).
If you are camping with horses, there is NO power on that side of the Showgrounds.
WAIVER/DECLARATION
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?
- Not riding, not bringing a horse – Part (A) Only
- Riding and not bringing a horse – Part (A) and Part (B)
- Not riding but bringing a horse – Part (A) and Part (C)
- 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
DIRECTIONS
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.
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. 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).
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:
- Glamping *
- Camping *
- Camping with Horses
- Vendors *
- Educators
* These are all horse free camping zones. Please note there are to be no personal fires at any of the 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 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.
FIRST AID
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 ✨
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 on Thursday before 12 noon. As events are still running until 4pm on Sunday it would be great if pack up could start Sunday afternoon after 3pm.
Please feel free to stay on Sunday night
If you have booked a glamping tent, these will be available Thursday, 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 directed to the vendor area (unless you have horses and then you will be directed to the camping horses area).
To make the checking in process go smooth, please have either a digital or hard copy of your ticket ready.
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 but have told ticket holders to bring cash.
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.
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 💛
Countdown > 2025 Gathering
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