British Riding Clubs Volunteers Club. Ride Together Train Together Compete Together Have Fun Together

Transcription

1 Volunteers Handbook British Riding Clubs Volunteers Club Ride Together Train Together Compete Together Have Fun Together

2 Introduction 2 Volunteer Roles 3 Membership Benefits 7 Frequently Asked Questions 10 Contents For further information contact Part of the British Horse Society Call: ridingclubs@bhs.org.uk Ride Together Train Together Compete Together Have Fun Together

3 The BRC Volunteers Club has been created for all of our Championship Volunteers. British Riding Clubs hold six National Championships every year. This covers a range of disciplines from Dressage to Show Jumping, to Showing and Cross-Country. We also have several classes at some of the biggest equestrian events in the UK, including Olympia, Royal Windsor Horse Show and The Royal International Horse Show. Introduction Running these Championships would not be possible without the loyal support of our dedicated Volunteers. Each event can easily need up to 150 volunteers a day to cover all of the necessary job roles. All of our Volunteers that help at a BRC Championship are enrolled in the BRC Volunteers Club. There are two levels of membership - Silver and Gold, providing a range of membership benefits, incentives and rewards. This Volunteers Handbook contains some useful information on the different volunteering roles that are available, and the associated membership benefits. Ride Together Train Together Compete Together Have Fun Together 2

4 How can I help? There are many vital roles that contribute to the smooth running of a successful Championship. Volunteers are always needed for the following roles: Volunteer Roles Dressage Stewards Dressage stewards keep the competitors running to their scheduled times. When a competitor arrives at the warm up area, they report to the steward who notes that they are present. It s the stewards responsibility to advise competitors on how long they have before they are due in the arena. Some flexibility is often needed to accommodate any late changes that may occur. In the event of any changes, clear communication with the dressage judge is essential. Dressage stewards need good organisational skills and a confident voice to keep the competitors informed and in order! SJ & XC Collecting Ring Stewards Collecting ring stewards keep the competitors running to their scheduled times. When a competitor arrives at the warm up area, they report to the steward who notes that they are present. It is the stewards responsibility to advise competitors on how long they have before they are due in the arena. Some flexibility is often needed to accommodate changes that may occur. Collecting ring stewards often have a blackboard where the competitor s numbers can be put down in a running order. Collecting ring stewards need good organisational skills and a confident voice to keep the competitors informed and in order! XC 10 Minute Box Stewards Stewards are needed in the 10 minute box of the XC course to ensure the competitors stick to their allocated running times. As competitors enter the 10 minute box the time is noted and they are then allocated 10 minutes before they continue onto the XC course. Stewards need good organisational skills and a confident voice, and this role involves using a stopwatches and radios. Ride Together Train Together Compete Together Have Fun Together 3

5 Volunteer Roles Tack Stewards Tack stewards inspect each competitor in the warm up areas before they are allowed to compete. They check that the horse is wearing the correct, permitted tack, and that the rider is wearing the correct dress. Tack stewards need an understanding of both horse tack and rider dress. An awareness of the tack and dress rules for competitions is also beneficial. General Stewards A number of Stewards are needed for various roles at our Championships. These can vary from gate stewards or road crossing stewards, or people to steward the roads and tracks at the horse trials. Stewards need a confident voice to keep competitors informed and in order! Depending on the role, some Stewards may need to use radios or stopwatches. Dressage Writers Dressage writers sit with the judge in their car and write down the judge s comments and marks for each movement the horse does in the test. Writing for a dressage judge can be a really good way to learn what judges are looking for in a test. If you are a competitor, this can be a valuable aid to your own competition success. Dressage writers need a basic knowledge of riding and dressage and fairly neat handwriting! Show Jumping Writers SJ writers sit with the judges in their box and write down the competitor s marks, noting any penalties at each fence. Sometimes the scores are entered directly onto a computer which speeds up the scoring process. It s useful if SJ writers have a basic knowledge of show jumping and are computer literate. Ride Together Train Together Compete Together Have Fun Together 4

6 Volunteer Roles Arena Party The arena party help to set up and maintain the show jumping arenas during the competition. Any poles or jumps displaced by a competitor must be quickly replaced. Show jumping classes often run to a tight schedule and so the smooth running of the show jumping arenas is very important. Arena party helpers need to be physically able to lift show jumping poles and move quickly in and out of the arena. It s a good idea to bring a picnic chair with you as you will be situated at the side of the arena. Fence Judges Fence judges are needed for each cross country fence on a course. There is usually a minimum of two judges at each fence, and judges can drive their car to the fence to act as a base for the day. It is a fence judge s job to mark down any penalties for each competitor at that fence. Fence Judges attend a briefing on the morning of the competition where the official steward explains the relevant rules and the use of the flags and radios etc. Fence judging is a great way to spend the day with a friend and have some fun. But don t worry if you re on your own or haven t ever fence judged before as we can easily team you up with someone experienced. Being a fence judge is a great opportunity to experience the competition up close and enjoy spending the day out in the countryside. Fence judges will need to be confident in using a radio, and calling upon the medics and other officials if required. Full training will be given in the morning briefing and the Chief Steward will always be in contact with you via radio, and will also travel round to check on you throughout the day. XC Starters & Time Keepers A XC starter is responsible for counting down the time to a competitor and sending them off on the course at the correct time. The XC course needs a number of time keepers to track the competitors around the course. It is also important that radio contact is maintained with the Control team to advise of starters, finishers and provisional times. XC timekeepers should be confident in using the stopwatches and radios. Ride Together Train Together Compete Together Have Fun Together 5

7 Volunteer Roles Score Collectors In order to run a successful event it is essential that competitors scores are regularly collected and returned to the chief scorer. Competitors like to see their scores up on the scoreboard as soon as possible after they have competed. Score collectors collect the score sheets from the dressage and show jumping judges and take them to the chief scorers office. Score collecting is often done on foot, so collectors need to be physically able to walk around the event site. Scoring Team The scoring team are responsible for collating all scores and publishing them on the scoreboards. The marks on dressage sheets are added up and show jumping and XC scores are checked. Scorers then assist the chief scorer to input them into the master computer. The scoring team need good basic numeracy skills as there is a lot of adding up to be done! Refreshment Co-ordinators All our volunteers and officials at events are provided with refreshments throughout the day. Refreshment co-ordinators are therefore key to making sure all officials are regularly offered refreshments. Refreshment co-ordinators move around the whole event site, with the use of a vehicle and also on foot. And finally... Help is always at hand Every role carried out by our volunteers is closely overseen by one of our Official Stewards. So there is always experienced back up close at hand for any problems or queries you may have. We brief all of our volunteers to make sure they are happy with the job they will be doing, and if specialised equipment is needed, i.e. radios, then training on this will also be given. At every event we have a strong back up network of officials, medics and veterinary staff, all who are experienced and capable to deal with any unexpected situations. Ride Together Train Together Compete Together Have Fun Together 6

8 What s in it for me? Members of the BRC Volunteers Club will receive a number of benefits: Membership Benefits Membership Pack Once your membership is processed you will be sent a membership pack. This pack contains some useful information regarding volunteering at events. Membership Badge Every Volunteers Club member receives a Volunteers Club badge which can be worn at events to show you are a dedicated helper. Volunteers Club Newsletter Every Volunteers Club member receives a copy of the bi-monthly Volunteer Club newsletter. This is sent out in an electronic format to members addresses. However hard copies can be obtained by contacting Laura Sanger l.sanger@bhs.org.uk or Subscription to Rider Magazine Every Volunteers Club member receives a free copy of the quarterly BRC Rider magazine, sent to their home address. Officials Car Pass Every member receives an Officials car pass which can be displayed in your car to gain free access to the Officials car parking areas at all BRC Championships. Ride Together Train Together Compete Together Have Fun Together 7

9 Membership Benefits Invitations to BRC Road Shows All members of the Volunteers Club are invited to attend our BRC Road Shows. These Road Shows are held regularly and cover a variety of topics relevant to Riding Clubs and Riding Club Members. Invitation to the BHS & BRC Welfare Conference All members of the Volunteers Club are invited to attend our annual BHS & BRC Welfare Conference. This Conference is held each year at different venues around the UK and features professional lectures and demonstrations on various welfare related issues. Invitation to the Equine Forum All members of the Volunteers Club are invited to attend our BRC Equine Forum. This Forum is held every other year and features lecture demonstrations and interactive workshops on current equine and riding issues. Eligibility for the Volunteer of the Year Award Every member that helps at a Championship is eligible for nomination for the annual BRC Volunteer of the Year Award. Each year one Volunteer will be chosen for their outstanding contribution. The winner of the award will be announced at the end of each season, when a presentation will take place. Complimentary BRC Calendar At the end of each year, every member receives a complimentary copy of our limited edition BRC Calendar. Limited Edition Thank You Gifts For every day that a Volunteers Club member helps at a Championship, they will receive a limited edition thank you gift. A choice of gifts are available so there really is something for everyone! Ride Together Train Together Compete Together Have Fun Together 8

10 Membership Benefits Entry into our Prize Draw to Win Tickets For every day that a Volunteers Club member helps at a Championship, they will automatically be entered once into our annual prize draw. So the more they help, the more chance they have of winning! At the end of the season (end October) one lucky person will be drawn at random and will win two adult general admission tickets to one day at an equine event of their choice from the following: Badminton Horse Trials, Burghley Horse Trials, Bramham Horse Trials, Olympia, HOYS, The Royal Highland Show, The Royal Welsh Show or Your Horse Live. Winners will be contacted and will be announced on our website and in Rider Magazine. Ride Together Train Together Compete Together Have Fun Together 9

11 I have a query...? 1. Why are volunteers needed? Any equine event could not run without the generous support of our dedicated volunteers. An event can easily need up to 150 volunteers a day to cover all of the necessary job roles, from car parking attendants to official stewards! 2. Who can Volunteer? Anyone who has some spare time can volunteer to help. Volunteers must be 18 and over if volunteering on their own see question 9. FAQ s 3. What do I get out of it? Volunteering can be extremely rewarding. Every job role is crucial in the smooth running of an event. Volunteering is a great way to meet new people, develop new skills and have some fun! Our volunteers are provided with refreshments and lunch throughout the day. Silver members will receive a small thank you gift for every day that they help and will also be entered into a prize draw to win entry tickets to a National Equine Event. In addition to this Gold members will receive an annual Gold Standard limited edition gift. Further details can be found in your membership pack. 4. Where can I Volunteer? We organise a number of Championships throughout the year, at various locations across the UK. A current list can be found on our website: ionships.aspx 5. Where can I Volunteer? There are a large variety of job roles that volunteers can do. Anything from fence judging, time keeping, dressage writing and scoring. Further details can be found at the front of this Handbook. You can specify which roles you are interested in and we try our very best to accommodate everyone s interests. Ride Together Train Together Compete Together Have Fun Together 10

12 6. How much time does volunteering take? Volunteers can help for either a half day or a whole day. Some job roles require a full days commitment i.e. fence judging, whereas other roles like dressage writing, can be for a shorter amount of time. Volunteers can be required to arrive from 8.00 am onwards, and the days usually finish at around 5.30pm. But this does vary for each specific competition and job role. 7. Do I need to have any previous experience? No! You may have existing skills which you would like to share with us, however even if you ve never helped out before, there are many roles with which you can assist. Upon arrival you will be fully briefed and any relevant training will be given. FAQ s 8. How old do I have to be? We welcome volunteers aged 18 or over. Younger volunteers are welcome if accompanied by an adult. For example, a fence judge may bring their child with them, entirely at their own responsibility. 9. Will I be on my own? Different roles have different requirements. It s great if you are able to bring along a friend, but don t worry if you re on your own. If you are not very experienced or confident, we will pair you up with someone else. Volunteering is a very social activity and is a great way to meet new people. Ride Together Train Together Compete Together Have Fun Together 11

13 10. Will I get lunch? Yes! All of our volunteers are provided with refreshments throughout the day and a packed lunch. 11. How will I know what I m scheduled to do? You will receive a confirmation letter before the event which will confirm venue, role and times and instructions for your arrival. FAQ s 12. What do I need to bring? You do not require any special equipment for any of the roles at an event. You will be provided with everything you need to carry out the role. However, it s worth remembering that events are usually all held outdoors and we are subject to the unpredictable British weather! Please ensure you dress appropriately for the time of year and do bring an extra layer or two as it can often be chilly spending the day in the great outdoors! Warm waterproof clothing, hats and sun cream are all recommended! 13. Am I insured to be helping? All volunteers helping at a BRC Championship are covered by our third party liability insurance. 14. How do I join the Volunteers Club? Membership to the Volunteers Club is free and is processed when you commit to helping at one or more Championships in the year. To apply simply contact Laura Sanger on or l.sanger@bhs.org.uk. 15. What grades of membership are there? There are two grades of membership; Silver and Gold. Silver membership is for those volunteers who help at one or more events in a year. Gold membership is for those volunteers who help at all of the events during a year. Ride Together Train Together Compete Together Have Fun Together 12

14 16. How does this membership scheme relate to Team Volunteers? For every Team that is entered into a Championship, a Team Volunteer has to be provided to help for half a day. This membership scheme does not apply to Team Volunteers; however we would love to encourage anyone who has been a Team Volunteer to consider signing up to the Volunteers Club. Team Volunteers are often experienced helpers who we would love to retain as helpers, and by joining the scheme they have the opportunity to get something back for their efforts. FAQ s 17. How will my contact information be used? BRC hold a database containing all volunteers details. This database is only used by head office for contacting you directly regarding helping at our Championships. Your details will never be passed on to third parties or used for any other purpose. Ride Together Train Together Compete Together Have Fun Together 13

15 Part of The British Horse Society For more information please call: Tel: Abbey Park, Stareton, Kenilworth, Warwickshire CV8 2XZ