Hiring arena for clinics - too much hassle, how to do it?!

[ginatina]

I used to hire out my v smart indoor arena a few years back, but then gave up as the organising became too much of a nightmare!!

I used to invoice instructors/clinic organisers after their hire, and it got very complicated and boring, chasing payments etc!

I now want to start up again, but on a purely pre-payment basis.

That's fairly easy to do for private, one-off hires, but for instructors and clinic organisers I'm wondering if this will be workable for them...?

The up-front costs to book arena hire for clinics/pony club etc would be £25/hr for flatwork or £35/hr to use jumps (supply only) Max 4 horses.

Can any instructors/clinic organisers tell me if they'd be able to work on this basis? Is there a better way that won't drive me nuts?

Super grateful if anyone knows of examples where they do this stuff very well! Thank you!

 

[teapot]

The issue coaches/clinics have is that it's chicken and egg - book the arena but get no clinic bookings, or get the clinic bookings and then find an arena. My advice having been on the booking side a few years back is try and find a coach or clinic who wants to offer a regular thing. Winter's coming - you'd think a decent indoor option would be popular. Is it lit so you could offer an evening slot etc? Also have a look at what others locally are offering as you don't want to seem too cheap or too expensive. Maybe consider offering a discount if they're booking you every month for six months or something? Plus highlight any benefits you have parking and access too - if you can offer something others don't have you'll find someone I'm sure.

In this day and age, to cover your own back I'd be writing out an agreement too re jump use, putting stuff back, poo picking, and insurance (let your own alone). Good luck!

 

[HorsesRule2009]

Maybe worth approaching a riding club/pony club and hire to them for the clinics/ lessons

 

[[59851]]

What about hiring out to dog training/agility clubs they tend to be reliable and less hassle.

 

[dorsetladette]

Could you ask people wanting it for clinics to pay a deposit and then balance 7 days before date?

 

[martyfisch]

Not sure how it works, but ECPro might be an option? A lot of riding schools are using it. You input the availability, and slots are booked out for use.

 

[millitiger]

As someone who helps organise clinics for riding club, I agree it's a tricky one!

We usually agree with the venue the expected hours ( so 3-4hrs or 4-6) about. 6-8 weeks in advance.
Happy if, at that point, the venue want to confirm agreed start time and minimum hours.
About a week before clinic date, I confirm exactly how many hours we need.

Most venues do invoice AFTER the hire and most have business terms of 7-14 days for payment.
Some we pay cash or BACs on the morning of the hire.

 

[teapot]

Not sure how it works, but ECPro might be an option? A lot of riding schools are using it. You input the availability, and slots are booked out for use.

Great system, way too expensive for just arena hire frankly, and they take a cut of any payments too.

 

[maya2008]

If you’re not busy, you could allow them to reserve the hours in advance, then confirmation and payment upfront 24 hours beforehand. Most clinics I see are asking for booking and payment online earlier than that, so they should have the funds to pay by that point.

 

[themadhorseman]

Equestrian systems offer a system for this - you set when the arenas are available and the prices for them and then get paid in advance when people book in.