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

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 CONDITIONS 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 MYPONYCLUB EVENT MANAGER

  • Once your date is confirmed by your Zone you must register your event in MyPonyClub Event Manager 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

STEP 6: MANAGE RISKS AT YOUR EVENT

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:

EVENT FORMS

  • ‚ÄčFORM_COMPETITION QUERY - this form may be lodged to question an incident rather than lodge a formal protest
  • FORM_DAY PARTICIPATION - is used at all events that conduct OPEN SECTIONS/CLASSES
  • FORM_MEMBERSHIP VERIFICATION - can be used if a member has lost their card to prove membership with PCV and eligibility to compete. Check the criteria as described on this form for suitability.
  • FORM_INJURY/INCIDENT REPORT - Must be completed and sent to PCV State Office whenever there is an injury or incident at an event or activity conducted by a club.
  • FORM_RIDER FALL REPORT - Must be completed for all activities or competitions in the event of a rider fall as well at the Injury/Incident report form
  • FORM_RIDER FALL RELEASE - Must be completed to allow a rider who wishes to continue riding at an event after a fall.
  • FORM_MEDICAL & VETERINARY AUTHORITY - Includes BioSecurity waiver.

EVENT TEMPLATES

EVENT RESOURCES


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73-75 Mackie Road, MULGRAVE 3170 | P:  03 8685 8925  |  EMAIL US!

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