Know your Rules!
Please do not rely on your memory. Rules are updated periodically and we ask that all organising committees run competitions in accordance with the requirements.
Risks at a event will range from environmental, financial, reputational to organisational. To have a plan, particularly a written plan to eliminate or manage risks is good practise for all event managers.
Some resources are listed below:
Entry Forms & Schedules
When preparing entry forms and schedules:
STEP 2: Contact your Zone Secretary. The competition date must be pre-approved by the zone before release.
STEP 3: Once your date is confirmed register your event in MyPonyClub Event Manager
STEP 4: Prepare a draft entry schedule and form, ensure that the required conditions of entry are detailed. (download files at bottom of page to assist you)
STEP 5: send a draft of your entry schedule and forms to your Zone Representative. All entry schedules and forms must be checked and pre-approved before release.
STEP 6: Check the other Competition Requirements and implement.
Membership Cards and Verification Forms
Event office staff need to know this information
Day Participant Forms - Required for all Open Riders
Help Competitors avoid Disqualification
Information to aid Competitors have a rewarding day at your event.
Must be available at all competitions, serves to minimise protests.
Detailed Report of falls occurring at Cross Country Events -send into firstname.lastname@example.org or post to 73/75 Mackie Rd Mulgrave 3170
Mandatory Release form for Riders who wish to continue riding at an event after a fall
Injury Incident Report Form
To record any incident occurring at Pony Club. Email to email@example.com or post 73-75 Mackie Rd Mulgrave 3170
Information for Photographers at the event.
Event Management Tools + Resources:
Conditions of Entry - document giving you all the words you need for an entry form.
Open Section Specifications - refer to the Horse Trials Rules (current edition)
The following templates will assist you but please read them carefully to ensure they reflect all of the requirements of your event. You may need to alter some aspects and include other information. If you cannot put everything on one page, use more than one page. Do not skip information. Remember, it is the organising committee's responsibility to get things right and comply with PCV requirements.
Horse Trials Pony Club sections only
Pony Club and Open sections
Gymkhana Pony Club and Open sections (can also be used for dressage and showjumping competitions)
Why include Conditions on the Entry Schedule/Form?
This is not only about the entry schedule and form. It is also the practical application of the rules at the competition.
It is not enough to simply say “run under PCAV rules”. The conditions are required for the following reasons:-
- Most importantly, it is a key component of risk management.
- There are aspects that are particular to your event that must be advised to competitors.
- By advising competitors, it also helps to ensure organising committees are aware of some of the important requirements of running an event and more likely to fulfil the requirements.
- It helps to minimise disputes – by reminding competitors of their obligations, they cannot say “they didn't know” or “were not advised”.
There can be dire consequences to individuals and the PCAV as a whole, when a club does not follow these procedures!
If something goes wrong, apart from the fact someone may be severely injured, the most dire of possible consequences for not implementing the rules are:-
(a) Pony club sections and Open Sections: the potential for a club, the organising committee and/or individuals, to be left uninsured. (refer to PCV insurance policy or Handbook rule 3.2)
(b) Open Sections: the potential for PCV be restricted by the insurer and lose the right to conduct any open sections and be left with pony club sections only.
(c) Be denied any insurance or result in an unaffordable premium.
Continuance of the PCV insurance is dependant on us all!
Other Useful Documents
Medical and Veterinary Authority Form - includes general Bio Security declaration
Cross Country Judge Guidelines
Dressage Pencillers Guide