Newfoundland and Labrador Equestrian

Association

Competition Host Organization Package

Updated February 2017

Table of Contents

Overview Pg. 3-4

Preparation Pg. 5

Horse Show Checklist Pg. 6-9

Horse Show Timeline Pg. 10-11

Sample Forms

o Class List Pg. 12o Rider Entry Form Pg. 13-14o Liability Waver Pg. 15o Add/Drop Card Pg. 16o Judge’s Card Pg. 17

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Overview

Planning a horse show can be time consuming and stressful, but this package is designed to help you throughout the planning process. This package contains information, guidelines, checklists, and sample forms that you will need to make your show a success. If you are interested in hosting a show, or have any questions, please contact the Vice President of the NEA by email, vicepresident@equestriannl.ca for more information.

When planning a show, there are many important factors to consider, such as: Organization; Preparation; Insurance/ Liability, Delegation; and most importantly safety!

Organization: The more organized you are, the less stressed out you will be during the show. Having checklists and a timeline will help your show run smoothly.

Preparation: Planning your show in advance will cut down the amount of work required during the weeks leading up to your show. The checklists and timelines provided will give you more details on how to successfully prepare for your show.

Insurance/ Liability: Accidents happen and you want to make sure that you are covered! Ensure that you have proper insurance for your show.

Delegation: To ensure your day runs smoothly, create a show team (paid or volunteers) that will help you during your show. Assign duties before the day of the show, and make sure everyone knows their job.

Safety: Safety is the most important factor when hosting a horse show. You want all horses and riders to have fun and be safe! Post/Announce safety rules and delegate someone to be your safety officer for the day.

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Other factors to consider when planning a show:

Logistics: Size of arena; warm-up ring; stabling horses overnight; spectator parking; trailer parking; bathroom facilities; Will weather be an issue?

Class List: What discipline/divisions; what level show (schooling, fun show or recognized/rated); what prizes/ribbons will you offer?

Equipment: Jumping equipment (that meets standards- see Saskatchewan Horse Federation Rulebook); trail class equipment; sound system; measuring tape; timer/stopwatch; etc.

Establish your show rules and regulations. Have a copy of the Saskatchewan Horse Federation rulebook. Post your rules and make sure all competitors are aware of the rules.

Establish your budget and consider your expenses: hiring a judge/official; cost of prizes; secretarial supplies; show numbers; rentals; first aid team (consider St. John ambulance volunteers)

Concessions- will you have food and drink available for purchase?

Types of shows:

Recognized or rated (NEA or EC sanctioned):

These shows must follow the NEA rules (we use the Saskatchewan Horse Federation rulebook) if it is an NEA sanctioned show and Equine Canada rules, if holding an Equine Canada sanctioned show. All NEA and EC shows must have first aid personnel on site during the show. The judges for these shows must be certified EC recorded or senior General Performance or Western judges. A steward is only required for EC shows. Insurance is required to host an NEA or EC sanctioned show.

Schooling:

These shows are not NEA or EC sanctioned shows, but they should adhere to the most appropriate association rules. Be sure to state what rules you are using. These shows are great grassroots/ learning shows. Does not require a EC certified judge.

Fun show:

These shows are not NEA or EC sanctioned, but they should adhere to the most appropriate association rules. Be sure to state what rules you are using. All tack and attire legal. Does not require an EC certified judge.

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Preparation

Create your show committee. You should assign roles and responsibilities. It is important to assign the show secretary job early in the planning stages. The show secretary will handle all paperwork in relation to the show, class list and handle entries. Once your date and judge are confirmed you should advertise your show immediately. The NEA will advertise your show, but you should post advertisements in local tack shops and other facilities, advertise on social media and spread the word to all your friends. Order all your supplies, ribbons, and equipment well in advance.

Biosecurity measures should also be considered. Biosecurity procedures include rules, regulations, and procedures to protect the health and wellbeing of humans and animals participating in the show. Biosecurity procedures should also include consideration of others that may be impacted from exposure to show animals and participants before, during or after the show. You should ensure all animals are up to date on vaccines and coggins testing, as this can help protect your own animals. Show participants are expected to practice proper health management practices for all animals and refrain from showing an animal that could pose a health risk to other animals or humans. Information on biosecurity protocols and expectations should be distributed to all exhibitors and families prior to the show.

Finally, days prior to the show, the grounds should be inspected for health and safety concerns. Develop a plan that will allow ample room for horses at the in-gate and avoid crowding that can lead to a hazardous situation (ex. Keeping spectators away from the in-gate and posting the class list away from the in-gate). Prepare exhibitor packets containing: back numbers and attachments, show program and schedule, garbage bag, welcome letter, safety and emergency procedures/information, and any special instructions or announcements.

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Horse show checklist (Items)Ribbons & prizes ___

Port-A-Potties ___

Event Insurance ___

Officials confirmed ___

Competitor Numbers ___

Courses and Patterns ___

Timers ___

Stop Watches ___

Walkie Talkies ___

Forms:

Class List ____

Entry Forms ____

Drop/Add forms ____

Class entry forms ____

Division Tally forms ____

Secretarial Supplies:

Pens or pencils ____

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Large safety pins ____

Extension cords ____

Scratch paper ____

Horse First aid kit ____

Human First aid kit ____

Cash box/change ____

Calculator ____

Table & Chairs ____

Rule book ____

Bell/ Whistle ____

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Horse Show Checklist

Date of Show_____________________________

Location of Show__________________________

o Obtain date and suitable location for show; reserve show grounds and facilities if applicable

o Contact judge and obtain written agreement to judge show; specify patterns/tests required

o Meet with show committee to prepare plans and assign dutieso Designate safety coordinator; Prepare safety and emergency

response plano Arrange for medical coverage; ambulance, E.M.T. and/or other as

appropriateo Order ribbons, trophies, ID badges, judge’s cardso Secure appropriate insuranceo Secure suitable jumps, trail obstacles, and other class equipment,

cones, timers, etc.o Secure P.A. system, radios for committee and officials and back up

PA system

Address facilities needs

Stabling

Show arena and schooling areas

Ring maintenance – develop a plan to work and water as needed.

Rent portable bathroom facilities if needed.

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Organize parking and horse and human traffic flow

Obtain and post signs as required

Organize food and refreshments

Distribute show flyer, health and entry requirements and advertise the show

Appoint show personnel

Secretary

Safety coordinator

Show grounds manager

Show steward(s)

Announcer

Ring crew

Gate attendants

Parking attendants

Others

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Horse Show Timeline

At least 3 Months in advance:

• Decide on the date, location, and type of show.

• Start getting your show committee together. As soon as possible after determining the date, etc.

• Start getting the word out.

• Hire your judge, announcer and any other officials needed

• Determine your class list

6 to 8 weeks in advance:

• Order the ribbons and other prizes (you might need more time depending on where you order from)

• Start getting your show materials together – both secretarial and ring

3 to 4 weeks in advance:

• Finalize your volunteers – make sure you have a few in reserve

Ensure you have enough attendance to make it financially viable (low numbers may cause you to lose money)

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1 to 2 weeks in advance:

• Have a meeting of the show committee to make sure you have everything organized

• Inspect the show facility to inspect the grounds and make sure there is nothing else you need to provide for the show

Paperwork should be mostly completed

The day before the show:

• Do a final safety inspection of the show grounds.

• Make sure you have all your show forms and show supplies.

The day of the show:

• Show up and have fun.

After the show:

• Make sure the grounds are cleaned up.

If it is an NEA sanctioned show, the results must be submitted within two weeks after the show.

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Class List Sample (2-day show)

Saturday- start time 9am Sunday- start time 9am1. Cross rails2. 2’ Equitation over fences 3. 2’ hunter over fences4. 2’3 hunter over fences5. 2’6 jumper over fences6. 2’9 jumper over fences7. Lead line8. Novice road hack10. Junior road hack11. Adult road hack12. Open road hack13. Novice show hack14. Junior show hack15. Adult show hack16. Open show hack17. Green horse English pleasure18. Walk/ Trot pleasure19. Novice English pleasure20. Junior English pleasure21. Adult English pleasure22. Open English pleasure23. Green horse equitation 24. Walk/ Trot equitation 25. Novice equitation26. Junior equitation27. Adult equitation28. Open equitation 29. Open English command30. Freestyle dressage

31. Novice halter32. Junior halter33. Adult halter34. Open halter35. Halter geldings36. Halter mares37. Novice western trail38. Junior western trail39. Adult western trail40. Open western trail41. Green horse western pleasure42. Walk/ Jog western pleasure43. Novice western pleasure44. Junior western pleasure45. Adult western pleasure46. Open western pleasure47. Green horse horsemanship48. Walk/ Jog horsemanship49. Novice horsemanship50. Junior horsemanship51. Adult horsemanship52. Open horsemanship53. Open western command54. Open barrel racing55. Open pole bending56. Open keyhole57. Junior dash for cash58. Adult dash for cash

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Sample Rider Entry FormRiders Name: __________________________________________________Date of Birth: ___________________________________________________Address: ______________________________________________________Phone #: ______________________________________________________E Mail: ________________________________________________________Horse’s Name: __________________________________________________NEA Membership # _________________________

Please check one:Junior – 18 years and under. Adult – 19 years and over

Circle the Classes Being Entered:1 2 3 4 5 6 7 8 9 10 11 1213 14 15 16 17 18 19 20 21 22 23 2425 26 27 28 29 30 31 32 33 34 35 36

37 38 39 40 41 42 43 44 45 46 47 4849 50 51 52 53 54 55 56 57 58

Entry Fees:Horse/Rider Combination (Unlimited Classes) $120 _________Horse/Rider Combination (3 – 5 Classes) $ 75 _________Horse/Rider Combination (1 – 2 Classes) $ 50 _________

$5 CHARGE FOR LEAD LINE CLASS

Late Entry Fee ($25) after Sunday, July 16th, 2017 _________

Stabling – Limited stabling will be available. First consideration will be given to people coming from outside the area for overnight stalls. (Bring own hay, grain, and bucket). Responsible for feeding your horse and cleaning of stalls. Sawdust provided.Friday Night ________Saturday Night ______Sunday Night _______ _________ Nights x $20.00 =________

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Division DeclarationFor NEA Points

Riders Name: _______________________________________________

Date of Birth: ________________________________________________

NEA Competitions will offer Novice, Walk Trot/Jog, Junior, Adult and Open Divisions for year-end awards. Open Division points will not be added to any other division.

Riders must declare the level of competitor they are at for their fist show on the form provided including date of birth. Novice and Walk Trot/Jog competitors may enter higher classes for experience and fun but they will only be awarded NEA year-end points for the level they have declared.

Riders who do not declare themselves as walk Trot or Novice may NOT enter those classes.

Please declare which level competitor you are. This will be the same for all of 2017.

Novice

Walk/Trot

Junior Age _________

Adult

Open

Address _____________________________________________

Postal Code __________

Phone #: _____________________________________________

E-Mail: _______________________________________________

Horse (Show Name): ____________________________________

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2017 NEA Membership #: ________________________________

NEWFOUNDLAND EQUESTRIAN ASSOCIATIONCONSENT FORM

This form must be completed by all members wishing to participate in NEA sanctioned events

To be signed by parent or legal guardian of all competitors under the age of 19 years.

I, _____________________________________, hereby give permission for my child,

_______________________________________ (state full name), to enter the _____________________ Horse Show. I further agree to accept full responsibility for his/her actions during this show. I understand that all equestrian sports involve inherent risks and I accept this risk and hold harmless the NEA, ________________, the officials, organizers, employees and their representatives for any accident, injury, loss or damage to persons or property.

Signature Date

To be signed by all Competitors:

I hereby agree to abide by the rules of the Newfoundland Equestrian Association and the ___________________ Horse Show. I understand the decisions of the Judge are final and agree to be bound by his/her decisions and those of the Event Committee and Officials. I understand that all equestrian sports involve inherent risks and I accept this risk and hold harmless the NEA, ___________, the officials, organizers, employees, and their representatives for any accident, injury, loss or damage to persons or property.

Signature Date

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Newfoundland Equestrian Association

P.O. Box 372, “Station C”, St. John’s, NL, AC 5J9

Sample Judges Card

1st place2nd place3rd place4th place5th place6th place

Class number: _________ Date: __________

Notes:

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Add/Drop Card- Sample

Rider No: _____ Rider Name: _______________________

Add | Drop

|

_______ ________ | ________ ________

_______ ________ | ________ ________

_______ ________ | ________ ________

_______ ________ | ________ ________

_______ ________ | ________ ________

_______ ________ | ________ ________

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