2017/2018 USHJA ZONE EQUITATION CHALLENGE HOST APPLICATION PACKET
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1 2017/2018 USHJA ZONE EQUITATION CHALLENGE HOST APPLICATION PACKET 1
2 July 15, 2016 Dear Competition Licensee: On behalf of the USHJA Hunter Working Group, the USHJA Jumper Working Group and the equestrian community, thank you for your support of the USHJA Zone Equitation Challenge Classes. Under the guidance of the USHJA, the Zone Equitation Challenge Classes have continued to develop into an important member event program. As we look forward to the 2017 competition year, USHJA invites all competition managers of Premier, National, Regional I and Regional II competitions to apply to host a 2017 and 2018 USHJA Zone Equitation Challenge Class. The USHJA Zone Equitation Challenge Class Host Competitions are determined on a biennial basis by evaluating applications, geographical balance, variance of dates and host history. All applications are reviewed by the applicable Zone Committee, the Hunter Working Group, and the Jumper Working Group before being forwarded to the USHJA Executive Director for final approval of host competition sites. The USHJA Zone Equitation Challenge Classes must have start date between July 1 and November 30, in both 2017 and Enclosed you will find a 2017/2018 Zone Equitation Challenge Class Application Packet. Please complete either the online application or the attached application and mail, or fax to Erin Keating, Managing Director of Regional Member Services at the USHJA office, 3870 Cigar Lane, Lexington, KY 40511, ekeating@ushja.org, fax: (859) COMPLETED APPLICATIONS MUST BE RECEIVED IN THE USHJA OFFICE ON OR BEFORE 5:00 P.M. (ET) SEPTEMBER 16, APPLICATIONS RECEIVED AFTER THIS DATE WILL NOT BE ACCEPTED FOR INCLUSION ON THE BALLOT. Upon delivery to the USHJA office, all applications will be date-stamped and have the envelope bearing the postmark attached. It is recommended you use a method of delivery that provides delivery confirmation. All further correspondence including the Host Agreement, if approved, will be sent to the Competition Licensee at the address listed on the application, with delivery confirmation and/or read receipt unless otherwise specified. Hard copies of the Host Agreement can be provided upon request. If you have any questions, please do not hesitate to contact me at ekeating@ushja.org or (859) Regards, Erin Keating Managing Director of Regional Member Services 2
3 I. ZONE EQUITATION CHALLENGE CLASS APPLICATION PROCEDURES A. The purpose of conducting an application process for host site selection is to provide the USHJA Zone Committee with a group of potential venues from which to choose that offer facilities and amenities worthy of hosting a USHJA Championship competition. B. The criteria to be considered in the selection of sites include, but are not limited to the following: 1. Incomplete applications will not be considered. 2. Each site will be evaluated on its own merits. 3. All facility infrastructures required to host this event must be existing at the time the application is submitted. If the facility does not meet all the criteria set forth in this packet, it will not be considered as a potential host site. 4. Consideration will be given to accessibility and affordability for potential participants. 5. Consideration will be given to the knowledge and experience of potential host site organizers and management. 6. The USHJA Zone Committee may request the committee liaison obtain additional information from other parties regarding applications. All applications are reviewed by the applicable Zone Committee, the Hunter Working Group and the Jumper Working Group before being forwarded to the USHJA Executive Director for final approval of host competition sites. 7. In considering applications, the Zone Committee must be made aware of any conflicts of interest, real or perceived. These properties are not intended to promote or bolster a competition or to reward a particular organizer, sponsor or member of the Zone Committee. 8. If it is determined that no applications have been submitted that meet the criteria for selection, the USHJA, at its sole discretion, may select and approve a qualified host facility regardless of whether or not that facility submitted an application for consideration. II. TIMELINE FOR SITE SELECTION A. Completed applications and any supporting materials must be received by USHJA on or before 5:00 p.m. (ET) on September 16, Applications must be sent to USHJA, 3870 Cigar Lane, Lexington, KY Applicants are encouraged to use a method of delivery which provides acknowledgement of receipt. The USHJA is not responsible for applications that are not delivered by the posted deadline. B. USHJA will notify the selected host site within 14 days following their approval as the host site by the USHJA Zone Committee and USHJA Executive Committee. C. USHJA reserves the right to extend all timelines. D. If approved as the host site, additional requirements to conduct the USHJA Zone Equitation Challenge Class not listed within the application packet may be sent to the approved host with a host agreement. E. If selected as a host site and upon confirmed receipt of acceptance notification, the signed host agreement and payment of any host fee, if applicable, must be submitted to USHJA within 14 3
4 days. If the completed and signed agreement is not received in the USHJA office by the required date, it will be considered null and void and the USHJA shall approve and contract with another host site. USHJA encourages utilizing a method of delivery that provides acknowledgement of receipt. The USHJA is not responsible for items that are not delivered by the submission deadline. III. COMPETITION REQUIREMENTS In hosting and managing a USHJA Zone Equitation Challenge Class, Competition Management shall: A. Sign and return the completed contract to the USHJA within 14 business days following notification of approval. If a Competition Licensee does not return the signed contract along with the hosting fee, if applicable, within 14 days following notification of approval, the contract will be considered null and void. B. Host Competition shall hold the USHJA Zone Equitation Challenge Class in accordance with the rules as listed in the USEF Rule Book and the Zone Specifications. Any deviations from the rules for the USHJA Zone Equitation Challenge Class are not permitted without the prior written consent from the USHJA. C. Print the USHJA Zone logo in the prize list along with the complete class specifications, qualifying information and rules. D. Print the USHJA Zone Equitation Challenge Class name on the cover of the prize list. E. Provide to USHJA on complimentary full-page advertisement space in the prize list. F. Provide USHJA with a link to the horse show prize list a minimum of 60 days prior to the competition. The link for the prize list will be made available on the USHJA website. G. Host Competition must include USHJA as an Additional Insured on the Competition insurance policy with a minimum of One Million Dollars ($1,000,000) single liability for the Event. Coverage shall be on a per-occurrence rather than on a claim-made basis. A copy of the Insurance Form must be submitted to USHJA a minimum of thirty (30) days before competition begins. H. Host Competition must submit results as outlined below: Competitions hosting a USHJA Zone Equitation Challenge Class in which the USHJA Zone Championship classes/sections are open to all competitors MUST include a second set of placings for each of these classes/sections listing the placings for zone members only. Complete competition results, including the class/section placings listing zone members only, must be submitted to USEF and USHJA within 10 days following the competition I. Host Competition acknowledges and agrees that failure to comply with and fulfill the terms and conditions of the USHJA Zone Equitation Challenge Class Specifications may result in all proper and necessary action by USHJA including, but not limited to: USHJA refusal of future event applications submitted by Host Competition, Competition Licensee and/or Competition Manager, 4
5 and USHJA termination of existing Events with Host Competition, Competition Licensee and/or Competition Manager. IV. ZONE HOTY CHAMPIONSHIP COMPETITION A. The USHJA Zone Equitation Challenge Class must have start date between July 1 and November 30, in both 2017 and B. USHJA Zone Equitation Challenge Classes and/or sections are open to all competitors unless a Zone has specifically restricted the USHJA Zone Equitation Challenge Class to riders residing within the Zone. All riders and owners must be Active members of USEF and USHJA and horses must be USEF recorded and USHJA registered in order to earn points. See each class s specifications at for requirements to receive Zone Bonus Points toward the USHJA Zone Awards. C. The following classes are available for bid: Please select one. If a Competition Manager is interested in applying for more than one class, please complete one application per class. Zone 3 LM Sandy Gerald Equitation Class Zone 5 Horsemanship Class Zone 6 Zandra Powers Horsemanship Class Zone 7 Equitation Championship Zone 8, 9, 10 Regional Medal Challenge Zone 10 Northern Medal Challenge Zone 10 Southern Medal Challenge Zone 12 Horsemanship Medal Class V. QUALIFYING CRITERIA The qualifying criteria for the Zone Equitation Challenge Class may be determined by the following: 1. The Zone Committee will provide the qualifying criteria to the Competition Management. 2. If the qualifying criteria are not designated by the Zone Committee, refer to class specifications at VI. USHJA REQUIREMENTS In consideration of its hosting and managing a USHJA Zone Equitation Challenge Class, USHJA shall provide Competition Management with the following: A. Advertising of the Zone Equitation Challenge Class in the USHJA E-Update, In Stride magazine, and other appropriate print or digital media outlets. B. Logos, class specifications, etc., for inclusion in competition prize list. Please contact the USHJA office for additional details. C. Banners and signage to be displayed during the Zone Equitation Challenge Class. D. Public Address Announcements to be made during the Zone Equitation Challenge Class. 5
6 VII. GENERAL INFORMATION All applicants must meet the facility and amenities requirements of the appropriate Federation licensed rating level, and must also meet additional requirements which may exceed the Federation s requirements to obtain the competition s rating listed in the application packet. A. USEF License Agreements 1. If the USHJA has a USEF License Agreement for a competition on behalf of a USHJA Zone that meets the necessary criteria, the committee may recommend awarding the USHJA Zone Equitation Challenge Class to this competition by a simple majority vote of the Zone Committee at a properly noticed meeting, subject to the approval of the USHJA Executive Committee. 2. Once a Zone Committee has determined the competition criteria, the USHJA will send notification that applications are open for the USHJA Zone Equitation Challenge Class and that the application packets are posted on the Zone webpage. 3. If the USHJA does not have a USEF License Agreement on behalf of a USHJA Zone that meets the criteria, the Zone Committee may choose to ask a USEF licensed competition to host the USHJA Zone Equitation Challenge Class. The competition must use the appropriate USHJA Zone Equitation Challenge Class application process. 4. After the closing date for applications, the Zone Committee will recommend a host site, subject to the approval of the Executive Committee. B. Competition Format Requirements 1. A USHJA Zone Equitation Challenge Class may be held at a USEF Licensed Jumper Rating 3 or higher and/or Premier (AA), National (A), Regional I (B), or Regional II (C) Rated Hunter competition in a given Zone based upon the recommendation of the applicable Zone Committee, subject to the approval of the Executive Director. 2. A Zone Committee may offer up to two USHJA Zone Equitation Challenge Classes annually, to better serve the geographic distribution of their Zone membership. Exception: The USHJA at its sole discretion may grant an exception to allow a Zone to have more than two USHJA Zone Equitation Challenge Classes and/or to hold a USHJA Zone Equitation Challenge Class in a different format. For information regarding the application process for an exception contact Erin Keating at ekeating@ushja.org C. Term of Host Contract A Zone Committee may award a USHJA Zone Equitation Challenge Class to a competition for a minimum time period of one year and up to the number of years remaining in the Committee s term at the time the selected competition is awarded (one to four years). D. Equitation Classes/Sections Offered at Same Competition A USHJA Zone Equitation Challenge Class may be embedded within a current competition or may be offered as a competition unto itself. In addition to the criteria and parameters that a given Zone 6
7 Committee may create, a USHJA Zone Equitation Challenge Class is best placed at an already established competition where the USHJA Zone Equitation Challenge Class will be showcased and where the timing of the competition is suitable for the competition season calendar. VIII. ADDITIONAL FEES FOR ZONE CHAMPIONSHIP ENTRIES A. Host Competitions may charge additional fees to participate in the Zone Equitation Challenge Class only under the following conditions: 1. The fees are included in the qualifying criteria developed by each Zone and approved by the USHJA. a) The fees in the qualifying criteria are being assessed to benefit the Zone. b) The fees are remitted to the USHJA within 10 days of the conclusion of the competition. 2. If no qualifying criteria are developed by the Zone, no additional fees may be charged. IX. RIBBONS AND AWARDS A. A Host Competition may order the ribbons and awards for the USHJA Zone Equitation Challenge Classes through USHJA. The cost of the ribbons and awards will be paid by the applicable Zone Committee within the budgeted allocation. If the total cost of the ribbons and awards exceeds the budgeted amount, the Host Competition is responsible for paying the balance due to USHJA within 30 days of the date the order is placed. If a Host Competition is interested in ordering the ribbons and awards through USHJA, the order must be completed on the Zone Championship Ribbon and Award Form and returned by the deadline. If the completed form is not returned by the posted deadline, USHJA is not responsible for placing a rush order or for the cost of the Ribbons and Awards. B. A Host Competition is not required to order the Ribbons and Awards through USHJA. If a Host Competition purchases its own Ribbons and Awards, management must notify the USHJA in advance and the USHJA will provide the chosen vendor with the required language and logos for use on the ribbons and awards. C. Ribbons are non-refundable and cannot be returned for credit. In the event a competition has unused ribbons at the completion of the show, USHJA recommends donating the ribbons to an equine charity. X. MARKETING/SPONSORSHIPS/LOGO USAGE A. Sponsorships 1. Zones are encouraged to secure sponsors to offset their costs and enhance the event. Zones are not restricted in the sponsors they procure however USHJA will not provide any promotion on the USHJA website or media outlets that conflicts with any Official USHJA sponsor. Official sponsors can be located on the USHJA website at All other sponsors procured for the event may have logo/link placed on the USHJA Zone Equitation Challenge 7
8 Class page under the respective Zone and be mentioned in news sent to the USHJA in promotion or reporting of the Class. 2. Product donations may be procured as gifts or awards. Zones are not restricted in the products they procure however USHJA will not provide any promotion on the USHJA website or media outlets that conflicts with any Official USHJA sponsor. Official sponsors can be located on the USHJA website at All other products procured for the event may be mentioned on the USHJA Zone Equitation Challenge Class page under the respective Zone and be mentioned in news sent to the USHJA in promotion or reporting of the Class. B. Printed Materials/Promotion of Event 1. If a Host Competition is interested in having printed materials created (i.e. flyers, ads, brochures, et cetera ) regarding the USHJA Zone Equitation Challenge Class, approval must be obtained from the USHJA office prior to any material being produced. Please submit a final design proof of proposed material to USHJA to ensure correct language and logo placement/use. 2. Host Competitions awarded a USHJA Zone Equitation Challenge Class may use that term in their competition name, and within all advertising and promotion. 3. If editorial is produced or an interview conducted regarding any USHJA program, event or concept, please provide USHJA Marketing staff with details about the source of editorial and/or event coverage. C. USHJA Logo 1. The USHJA logo is a protected trademark. A Host Competition must receive written permission from UHSJA prior to using the USHJA logo, name or brand in order to promote or support an event, program or idea. Additionally, USHJA reserves the right to mandate use of a USHJA-approved vendor for logo application/reproduction on product. Please contact USHJA Director of Marketing and Communications Whitney Allen at wallen@ushja.org or (859) , concerning questions regarding logo use. 8
9 2017 & 2018 HOST APPLICATION USHJA ZONE EQUITATION CHALLENGE CLASSES Please check which Class you are applying to host: * Please read accompanying specifications before submitting an application. Zone 3 LM Sandy Gerald Equitation Class Zone 5 Horsemanship Class Zone 6 Zandra Powers Equitation Class Zone 7 Equitation Championship Zone 8, 9, 10 Regional Medal Challenge Zone 10 Northern Medal Challenge Zone 10 Southern Medal Challenge Zone 12 Horsemanship Medal The following information will be considered in the selection of host competitions. Any applications not completed in full will not be considered. Name of Competition: Date(s): Competition Licensee: Address: City: ST: USEF Competition #: Competition Website (if available): Competition Rating: Competition Manager: Phone: Fax: Location COMPETITION INFORMATION Name of facility where Event will be held Address: City: ST: Zip: Have you hosted a USHJA Zone Equitation Challenge Class in previous years? If yes, please list the year (s) you hosted a USHJA Zone Equitation Challenge Class. Are the grounds permanent temporary (Please check one) Will other events at the site be conducted during or in connection with this event? If yes, please explain: 9
10 ADDITIONAL INFORMATION A. Number of horses that competed at previous year s competition. B. Entry fee competition management will charge per section/and or individual classes. Please list C. Will you be ordering Zone Equitation Class ribbons through USHJA? Yes No ** I the undersigned, acknowledge that I have read and understand the materials contained in this Application Packet and agree to comply with the 2017 USHJA Zone Equitation Challenge Class specifications as set forth by the USHJA. I further acknowledge that USHJA reserves all rights to determine the specifications, requirements and application procedures for competitions interested in hosting the USHJA Zone Equitation Challenge Class and the selection and designation of Host Competitions remains the sole discretion of USHJA. I agree that if approved to host a USHJA Zone Equitation Challenge Class, that I will complete the official USHJA Zone Equitation Challenge Class Host Agreement Contract to host the class in accordance with USHJA requirements. COMPLETED APPLICATIONS MUST BE RECEIVED IN THE USHJA OFFICE ON OR BEFORE 5:00 P.M. (ET) SEPTEMBER 16, APPLICATIONS RECEIVED AFTER THIS DATE WILL NOT BE ACCEPTED FOR CONSIDERATION. Signature of Competition Licensee: Print Name: Date: Please be advised: The typing of your name above shall be considered to be an electronic signature and shall be considered to have the same legal effect and validity as your handwritten signature. Therefore, in so typing your name in the fields below, you are confirming this verification statement and the truth of the contents of this document. Please complete the information above and mail, fax or scanned application no later than 5:00 p.m. (ET) September 16, 2016 to: 3870 Cigar Lane Lexington, KY Attn: Erin Keating ekeating@ushja.org Fax to: (859)
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