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

Pony Club Victoria follows the Pony Club Australia National Gear Rules.  Ensure you are following the most recent version.

https://ponyclubaustralia.com.au/sports/national-gear-rules/

For Horse Trial events, a gear checker summary sheet has been created to assist gear checkers at your event.  You can download a copy https://www.ponyclubvic.org.au/horse-trials/

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 publicly 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