CHESTNUT OAK ARENA

TERMS & CONDITIONS

Pike County Agribusiness Authority

Effective Date: 8-20-2026 Version: ____1______

By checking the required acceptance box on the Chestnut Oak Arena rental request form, the User acknowledges that the User has read and agrees to these Terms & Conditions and is authorized to accept them for the individual, organization, or group identified in the reservation request.

Note

Pike County Agribusiness Authority ("PCAA") operates Chestnut Oak Arena (the "Facility"). These Terms & Conditions govern reservations for and use of the Facility. By submitting a rental request and affirmatively accepting these Terms & Conditions through PCAA's reservation process, the customer ("User") agrees to be bound by these Terms & Conditions and the rules, requirements, fees, and policies applicable to the reservation.

Submission of a rental request does not guarantee approval and does not reserve the requested date. All requests are subject to availability and approval by PCAA.

The User accepts these Terms & Conditions by completing the required electronic acknowledgment in PCAA's reservation form. The Terms & Conditions applicable to a reservation are the version presented and in effect on the date the User submits the request. PCAA may retain the User's name, email address, submission date and time, reservation information, and acceptance response as evidence of electronic acceptance.

A reservation is confirmed only after PCAA approves the request and all amounts then required by PCAA have been paid. The person submitting the request represents that he or she is authorized to act for the individual, organization, or group identified in the request.

The Facility may be used only for the purpose, event, dates, and times approved by PCAA. The User may not assign, transfer, or sublease the reservation or any portion of the Facility without prior approval from PCAA.

Unless otherwise approved, a full-day arena rental is based on a 16-hour period from 7:00 A.M. to 11:00 P.M. Additional use or setup time may be subject to additional fees. The arena rental includes lights, and the arena will be groomed and manicured before the approved possession date as applicable.

A $100.00 refundable security deposit is required for each reservation. The security deposit will be returned following the event provided the Facility is left in satisfactory condition, all applicable charges have been paid, and the User has complied with these Terms & Conditions.

PCAA may deduct from or retain the security deposit for damage, excessive cleaning, unpaid charges, or other costs resulting from the User's use of the Facility. The User remains responsible for all amounts exceeding the security deposit.

The total rental balance is due no later than fourteen (14) days before the scheduled event date. Reservations approved within fourteen (14) days of the event require payment in full upon approval.

Failure to pay required amounts by the stated due date may result in cancellation of the reservation. Additional approved services, extended use, damage, cleanup, hookups, equipment use, or other charges incurred in connection with the event may be invoiced separately.

Cancellations made more than sixty (60) days before the scheduled event date will receive a refund of amounts paid.

Cancellations made sixty (60) days or less before the scheduled event date will result in forfeiture of amounts already paid toward the rental. No additional rental charges will become due solely because of the cancellation.

The $100.00 security deposit will be refunded when the Facility was not used and no amounts are otherwise owed to PCAA. A no-show or failure to hold the event as scheduled will be treated as a cancellation within the 60-day period.

The User accepts the Facility in its existing condition and is responsible for inspecting the Facility and promptly reporting any pre-existing damage or condition the User believes should be documented.

The User is responsible for damage caused by the User or by participants, exhibitors, vendors, employees, agents, contractors, volunteers, guests, or other persons associated with the User's event. Normal wear and tear is excepted. The User is responsible for the reasonable cost of repair or replacement, including damage to electrical, water, irrigation, sewer, buildings, equipment, fixtures, or other property.

The Facility must be left in the condition in which it was found. Trash must be collected, bagged, and placed in designated receptacles or dumpsters. All equipment, decorations, materials, and property brought onto the premises must be removed at the end of the event. Excessive cleaning or damage may be charged to the User.

PCAA is not responsible for property left at the Facility, lost-and-found items, freight, or property belonging to the User or others.

The User is responsible for the proper and safe operation of the event and for compliance with these Terms & Conditions by all participants, exhibitors, vendors, employees, agents, contractors, volunteers, guests, and others associated with the event.

PCAA and its representatives may enter the Facility at any time as reasonably necessary for operation, inspection, safety, maintenance, enforcement of these Terms & Conditions, or lawful duties.

PCAA may remove or require removal of any person whose conduct is unsafe, disruptive, intoxicated, abusive, lewd, indecent, or otherwise objectionable. Misuse of the Facility may result in termination of the event and/or denial of future use.

When required, the User must provide PCAA with a current Certificate of Insurance evidencing commercial general liability coverage of at least $1,000,000 per occurrence when required for the reservation or event. Pike County Agribusiness Authority must be listed as an additional insured.

Proof of required insurance must be received and approved by PCAA before the event. Failure to provide required insurance may result in cancellation of the reservation or denial of access to the Facility.

PCAA may require additional or different insurance requirements based on the nature of the event, including events involving admission charges, vendors, food service, alcohol, large crowds, or other higher-risk activities.

Security may be required for events where near-capacity crowds are expected, money is collected, inventory is left overnight, or PCAA otherwise determines that security is appropriate. Emergency medical services may also be required based on the nature and size of the event.

When required, the User is responsible for arranging and paying for security and/or emergency medical services unless PCAA agrees otherwise. PCAA may determine the appropriate staffing level based on event type, participant and spectator safety, and traffic-control requirements.

All vendors are subject to PCAA approval. When requested, the User must provide a vendor list before the event. Vendor spaces may not be assigned or sublet without approval.

Food-service vendors must comply with applicable health requirements. PCAA retains the right to control concessions and the sale or distribution of food, non-alcoholic beverages, feed, tack, bedding, shavings, and other goods at the Facility. Such items may not be sold or distributed without PCAA's prior permission.

Alcoholic beverages may not be sold, served, consumed, brought onto, or removed from the Facility except as specifically authorized by PCAA and in compliance with applicable law.

When alcohol is authorized, PCAA may require a properly licensed alcoholic-beverage caterer, applicable permits, liquor-liability insurance, additional-insured status, and security at the User's expense. PCAA may impose additional conditions for any event involving alcohol.

PCAA controls vehicle parking and may impose parking fees, conditions, and restrictions. Only properly licensed vehicles operated by properly licensed operators are permitted unless otherwise approved.

Loading and unloading areas must remain clear except during active loading or unloading. Fire lanes, emergency exits, aisles, sidewalks, passageways, and access to fire extinguishers and public utilities must remain unobstructed at all times. Improperly parked vehicles may be removed as permitted by law.

Vehicles inside buildings or other restricted or paved areas require prior approval from PCAA.

Dogs and other small animals on the grounds must be restrained on a leash short enough to remain under the complete control of the owner or custodian. Unrestrained or nuisance animals may be required to leave.

Horses are prohibited in public spectator areas, including food-service and spectator seating areas. Animals and pets are not permitted in concession-stand areas.

If an animal is injured, becomes ill, or dies during an event, the User must comply with PCAA's procedures and instructions, which may include stopping activity and arranging removal, treatment, or euthanasia as appropriate.

The following are prohibited unless specifically authorized by PCAA and legally permitted: fireworks; illegal drugs; unauthorized alcoholic beverages; glass containers; air horns; confetti; open fires; and gasoline, explosives, oils, or other materials that create an unacceptable fire or safety hazard.

Smoking and vaping are prohibited within the confines of the arena.

No tape, nails, tacks, staples, brads, screws, or similar fasteners may be used on Facility surfaces for decorations, tack, supplies, feed buckets, or other purposes. No alterations, repairs, painting, staining, or other changes to the Facility may be made without PCAA approval.

Only authorized personnel may enter storage buildings, maintenance areas, mechanical rooms, electrical rooms, or other closed or restricted areas.

County or PCAA furniture, office equipment, machinery, fixtures, or other property may not be moved or used without permission. Exhibits, signs, displays, large vehicles, trailers, tractor-trailers, or similar items may not be placed or suspended on the property except as approved by PCAA.

Camper and RV sites with power and water may not be occupied without payment of the applicable fee. Riding horses or tying horses within designated hookup areas is prohibited.

The User is responsible for all camper/RV hookups used by participants or vendors associated with the User's event and for ensuring that applicable hookup charges are paid.

PCAA may review promotional materials relating to events at the Facility for accuracy, appropriate representations of the Facility, and use of names or logos. PCAA may require correction or withdrawal of inaccurate or inappropriate promotional materials.

PCAA reserves the right to establish sponsorship and advertising programs and to control advertising rights within and around the Facility.

The User must conduct all activities with due regard for public health and safety and comply with applicable federal, state, and local laws, ordinances, regulations, permits, orders, and governmental requirements.

The User is responsible for obtaining permits required for its event. Nothing in these Terms & Conditions prevents law enforcement, fire, health, public-safety, or other authorized governmental personnel from entering the premises to perform lawful duties.

The User assumes the risk of loss or damage to the User's property and property brought to the Facility by persons associated with the User's event.

To the extent permitted by applicable law, the User agrees to release, indemnify, defend, and hold harmless Pike County Agribusiness Authority and its officials, officers, employees, agents, and representatives from claims, damages, liabilities, proceedings, costs, and expenses arising out of or related to the User's use of the Facility or activities conducted under the User's reservation, except to the extent a claim is attributable to conduct for which such protection may not lawfully be provided.

These obligations are intended to survive completion, expiration, or termination of the reservation to the extent permitted by law.

WARNING: Under Georgia law, an equine activity sponsor or equine professional is not liable for an injury to or the death of a participant in equine activities resulting from the inherent risks of animal activities, pursuant to Chapter 12 of Title 4 of the Official Code of Georgia.

WARNING: Under Georgia law, a llama activity sponsor or llama professional is not liable for an injury to or the death of a participant in llama activities resulting from the inherent risks of animal activities, pursuant to Chapter 12 of Title 4 of the Official Code of Georgia.

WARNING: Under Georgia law, a livestock activity sponsor, livestock professional, or owner of a livestock facility is not liable for an injury to or the death of a participant in livestock activities resulting from the inherent risks of animal activities, pursuant to Chapter 12 of Title 4 of the Official Code of Georgia Annotated.

Nothing in these Terms & Conditions is intended as a waiver of any immunity or protection available to PCAA, its officials, or employees under applicable law.

PCAA may issue reasonable supplemental rules, orders, or directions necessary for the safe and orderly operation of the Facility. The User and persons associated with the User's event must comply with such directions.

Failure to comply with these Terms & Conditions may constitute a default and may result in termination of the reservation or event, removal from the Facility, denial of future use, recovery of unpaid amounts or damages, or other remedies available to PCAA under applicable law.

PCAA is not responsible for delay or failure to perform caused by events or circumstances beyond its reasonable control, including acts of God, severe weather, fire, explosion, accident, utility interruption, labor difficulty, shortage, governmental action, or similar circumstances.

These Terms & Conditions are governed by the laws of the State of Georgia. Consistent with PCAA's existing facility agreement, disputes arising out of or related to a reservation or use of the Facility are intended to be resolved in the Superior Court of Pike County, Georgia, and the User consents to jurisdiction and venue there, subject to applicable law.

If a provision of these Terms & Conditions is held invalid, illegal, or unenforceable, the remaining provisions will continue in effect to the extent permitted by law.

A failure by PCAA to enforce a provision on one occasion does not waive PCAA's right to enforce that provision or any other provision in the future.

These Terms & Conditions, together with the approved reservation, applicable invoice, and any written event-specific requirements issued or agreed to by PCAA, constitute the terms governing the User's use of the Facility.

PCAA may revise these Terms & Conditions for future reservations. Changes made after a User submits a reservation request will not replace the version accepted for that reservation unless the User and PCAA agree to the change as appropriate.

If PCAA imposes event-specific requirements because of the nature of an event, those requirements will supplement these Terms & Conditions. In the event of a direct conflict, a specific written requirement expressly approved by PCAA for that reservation will control over a general provision of these Terms & Conditions.

By checking the required acceptance box on the Chestnut Oak Arena rental request form, the User acknowledges that the User has read and agrees to these Terms & Conditions and is authorized to accept them for the individual, organization, or group identified in the reservation request.