Event Management

RUNNING A COMPETITION

STEP BY STEP GUIDE TO RUNNING A COMPETITION

So you have decided “what you want to run” and “when you want to run it” … what now? Here is your step by step guide to getting your competition from bright idea to riders on horseback having a grand old time!

STEP 1: KNOW YOUR RULES

Don’t rely on your memory, rules change so make sure you have the latest copies of all the PCV Rules.
Read the organising committee requirements section in the PCV Handbook of By-laws

Buy The Rule Book

STEP 2: REGISTER YOUR EVENT DATE WITH YOUR ZONE

Contact your Zone Secretary and request the competition date. All competition dates must be pre-approved by the zone before your club advertises them.

STEP 3: PREPARE YOUR SCHEDULE FOR APPROVAL BY YOUR ZONE

Prepare a draft entry schedule. For guidance see Competition Condition Inclusions
Ensure that the correct and full legal club name and its registered association number (e.g. Very Good Pony Club Inc Z000000A) are on the entry forms and schedule. NB: Consumer Affairs Victoria requires that a club’s full name including the abbreviation Inc and the full Incorporation Number be included in all it’s notices, advertisements and other official publications; and in all it’s business documents.
Use the MyPonyClub Event Manager to accept online entries at no cost to your club. MyPonyClub Event Manager makes it easier for members to find your event from their MyPonyClub App … puts Pony Club at the members fingertips!

STEP 4: GET ZONE APPROVAL OF YOUR COMPETITION SCHEDULE

Send your entry schedule to your Zone Representative for approval before publically announcing your event.

STEP 5: RECORD YOUR EVENT ON JUSTGO.

Once your date is confirmed by your Zone you must register your event in MyPonyClub (JustGo) Event Management so it is considered a Pony Club sanctioned event.
Events such as working bees, meetings and other non competitive events should also be recorded on the system for risk management purposes.
Clubs who are conducting clinics or coaching style events must ensure all coaches used at these events are registered with Pony Club Victoria. FIND MORE INFORMATION ON COACH MEMBERSHIP Coach Membership – Pony Club Victoria

STEP 6: MANAGE RISKS AT YOUR EVENT & RECORDING INCIDENTS

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.

When an incident occurs at your event, a report must be submitted to Pony Club Australia to ensure appropriate records are provided should an insurance claim be made.  All incidents and near misses must be recorded through the PCA online system here: INCIDENT REPORTING – Pony Club Australia

RIDER FALL FORM

Rider Fall Release Form 2019

 

Event Forms

Day Participant Form & Instructions for Open Sections

Purpose of Form

The purpose of the Day Participant Waiver and Liability Declaration is to ensure appropriate insurance is in place to allow Non-Pony Club members the opportunity to ride Open Pony Club Sections upon the payment of the insurance fee levied by our insurers, or to claim an exemption if the rider holds appropriate insurance through their membership of a recognised organisation, or otherwise insured.

Pony Club Junior, Associate and Adult riding members of any state, through membership, have completed a Waiver and are automatically covered by PCA insurance and do not complete this form.

Cost: Non-Pony Club members and PCA/PCV members who cannot prove their PCA/PCV membership must pay $15 per day of participation unless exempt by way of holding insurance (as per Page 2 -Liability Declaration) with an equine organization or hold their own insurance.
Insurance Coverage: There is no personal accident cover for Non-Pony Club members. This cover extends to Public Liability only.

Who Completes This Form (both pages)?

All Non-Pony Club members, and any Pony Club member that cannot show their Pony Club card or prove Pony Club membership.

Day Participant and/or Guardian Instructions to Complete Form:

Complete BOTH pages.

All details of the Day Participant Waiver (page 1) must be completed

For participants aged under 18, the Waiver must be signed by the participant’s Parent/Guardian.
Complete the relevant details of the Liability Declaration (page 2)

If the rider is a member of one of the listed equine associations, fill out the details of the equine association and the member number in the space provided.
Tick the box of the equine association the participant is a member of (if any).
For participants aged under 18, the Liability declaration must be signed by the participant’s Parent/Guardian.

CLICK HERE TO OPEN FORM: PCA GOW GATES DAY PARTICIPANT INFO & DECLARATION FORM

Organising committees must complete a remittance and email to office@ponyclubvic.org.au within 7 days of event.

CLICK HERE TO OPEN FORM: PCV DAY PARTICIPANT FORM

Organising Committee Statement of Riding Requirements

The organising committee must state what riding requirements (specifications) apply for each grade/class/section of the competition/activity. The specifications must be detailed on the entry information before accepting an entry. The statement must advise: –

A) Which grade the specifications will be equivalent to, if applicable

B) Maximum jump heights and spreads, if applicable PCV Club Members and Interstate Pony Club Members

The ‘grade/riding specification’ selected by a Pony Club member in an open section may be different to the grade(s) on the PCV member card.
Pony Club members may ride in an open and/or a pony club section on the same mount except in horse trials, but not in the same grade.

Remitting Day Participation Fees

After the event the Club Official must complete the Day Participant Remittance form and send to the PCV Office with$15/ Day Participant rider within 7 days. The Insurance Policy states that if a claim arises and the Day Participant is not registered as attending on the day in which the claim arises the Insurers have the right to deny all liability.

PCV DAY PARTICIPANT FORM

SEND TO:73-75 Mackie Road, Mulgrave 3170 or email  office@www.ponyclubvic.org.au

Day Participant Remittance

Crisis Management Plan

Day Participant Form

Competition Condition Inclusions

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Pony Club Victoria

73-75 MACKIE ROAD, MULGRAVE 3170 | P: 03 8686 8925