Great Lakes Region Pony Club 2015 Show Jumping Rally Huron Valley, Metamora Hunt II, and Little Traverse Bay Pony Clubs cordially invite you to the 2015 Great Lakes Region Show Jumping Rally. This packet contains all entry forms and information pertaining to this rally. Please read the enclosed information carefully and make sure that all necessary forms are included with your fees. We look forward to seeing you at the rally! Rally Dates June 21-22, 2015 (Sunday-Monday) Location Haul In Saturday, June 20 Woodbine Farms 9976 W Liberty Road Chelsea, MI 48118 http://www.woodbinefarms.com Closing Date Wednesday, May 20, 2015 Fees $140 per rider if postmarked by May 20, 2015. $20 per Stable Manager $25/competitor late fee if postmarked after May 21, 2015. Club Check Payable To Mail Entries To Organizer Treasurer Hospitality Secretary Volunteer Coordinator Huron Valley Pony Club Pam Koskinen 3758 Hollow Corners Dryden, MI 48428 Huron Valley Pony Club Bridget Rodgers bridget@longviewideas.com / 734-730-2858 Huron Valley Pony Club Jennifer MacLeod jmcmac28@yahoo.com Little Traverse Bay Jill Byard Metamora Hunt II PC Pam Koskinen rollingoaks5@gmail.com Huron Valley Pony Club Heidi Miller CHAMPIONSHIPS QUALIFIERS: If you sent in your championship application for Show Jumping, assume you are going to qualify. Bring a copy of Coggins test report and checkbook. The RS will meet with your parents at the end of the rally while you are packing up. Payment for championships must be made at the end of the rally.
General Rally Information Eligibility All Pony Club members AND HORSEMASTERS in good standing may participate. Club, GLR and national dues paid in full. The DC is responsible for determining eligibility and safety of members in his/her club. Teams Consists of 3 or 4 riding members and a Stable Manager (Stable Manager optional but strongly recommended). Mixed rating teams are recommended. Each team must have a captain. Horsemasters compete as individuals. Each team must have an official adult chaperone. Show Jumping teams must have a coach (can be shared by more than one team). If your club does not have enough participants to form a full team, you may contact other clubs, or inform the Rally Secretary, who may be able to help you form a Scramble team. Mounts All mounts (mares and geldings only) must be 5 years of age or older at the time of the rally and should be the rider s regular mount for Pony Club activities and/or approved by club DC or supervisor of instruction. Entries Snail mail postmarked and electronic entries are due Wednesday, May 20, 2015. Snail mail entry must follow with required paperwork: DC/Club Checklist, Team Worksheet(s), entry fee with camping fees, Coggins for all horses, signed chaperone form(s), signed coaching form(s), camping form(s), and volunteer form. (T-Shirt order form is optional.) Entries postmarked after closing date will be charged a $25 late fee per competitor. Rules Horse Management for the rally will be run in accordance with the USPC Horse Management Handbook and Rules for Competition 2015, any addenda and the annual newsletter. The Show Jumping Rally will be run in accordance with the USPC Show Jumping Rulebook 2015, all addenda and the current newsletter. Stabling Entry fee includes stabling on grounds starting the night before the rally begins. Bring your own bedding. Stall cards must be posted before leaving for the night if checking in the evening before official rally start. Make sure stall cards are clearly readable. Cards should follow the basic format of the HM Rulebook. It s OK to be creative, just remember the main purpose is to find information quickly in case of emergency. Stalls must be inspected before leaving at rally completion. Rally Organizer and HM will provide information about stripping of stalls. Medical Armband OR Wrist Band Each competitor (including Stable Managers) must wear a Medical Armband containing an original, signed Medical Card. It is the responsibility of the parent and competitor to ensure the Medical Armband contains current and correct information. Medical wrist bands must be according to USPC policy 0128, effective 1/1/15 Lodging Primitive camping is available for free on the grounds. Camping with electrical hookup is $20 per sight per night. Extension cord and water tees necessary if electrical or water is desired. BRAND NEW! Holiday Inn Express & Suites, 323 N. Zeeb Rd, Ann Arbor 48103 734-827-1100 (7 miles) at Jackson & Zeeb Roads, I-94 Exit 169. Block of rooms under Huron Valley Pony Club. Suites sleep up to 6 people! Indoor pool, onsite laundry, walking distance to Big Boy, McDonalds, Grand Traverse Pie, Metzgers German restaurants; within 2 miles of many other fast food options, Meijer and Tractor Supply. http://www.ihg.com/holidayinnexpress/hotels/us/en/ann-arbor/arbzb/hoteldetail Wyndham Garden Ann Arbor: 2900 Jackson Rd, Ann Arbor 48103 888-595-9874 (10 miles) Comfort Inn Chelsea: 1645 Commerce Park Drive, Chelsea 734-433-8000 (8 miles) Horse/Division Changes Change fee of $15 for any change in jumping division entered. Horse changes (with vet note) in same division will have no change fee. No division changes after Friday June 5, 2015. Cancellations/ Refunds Per GLR guideline approved 11/2/14: Before closing date: If in writing, full refund less $25 non-refundable office fee; all withdrawals must be in writing via email before 8:00 PM of Closing Date. After Closing Date If in writing via email and accompanied by a vet s or doctor s note, 50% refund will be given. If entry can be filled from a waiting list, full refund less $25 non-refundable office fee. Meals Meals are not included in the entry fee. Food is available from concessions on the grounds during rally hours. Chaperones are encouraged to pack coolers for team tack rooms. Farrier/Vet Will be on call during the rally. All services are to be paid at the time of service; payment is the responsibility of the horse/pony owner. Phone numbers will be available at the rally office and in the rally packet. Volunteers Each team must provide a chaperone. Each team must also provide 3 volunteers. Horse knowledge is not required to volunteer. AHMJs with training are appreciated. Closing Date: May 20, 2015 Page 2
TENTATIVE SCHEDULE Saturday, June 19 5:00-8:00 pm Arrivals, Check In, Set Up of horse stalls, tack and feed stalls permitted by members; parents assist with unloading ONLY. Those competitors laying over from Dressage to Show Jumping Rally may be required to change stalls. Please be prepared with additional shavings and have the move completed by 8:00 pm. 8:00 pm Barns Close Sunday, June 20 6:30-7:30 am Barns open; check-in (chaperone checks in for team) 8:00 am Rally Opening; Set-up completed ; Briefing and helmet checks 8:30 am SJ courses open for walking 8:30 am Volunteer briefing 9:30 am Coach s briefing: Ring 1 10:00 am Horse Inspection begins 11:30 pm Turnout begins 12:00 pm First jumping rounds begin 12:10 pm Second jumping rounds begin 5:30 pm Rides end for day 7:00 pm Barns close Monday, June 21 7:00 am Barns open 7:30 am HM scores posted from prior day (inquiry period begins) 8:00 am Horse Inspection begins 9:00 am Third jumping round begins 9:10 am Fourth jumping rounds begin; clear round has option to ride bonus round 2:00 pm Rides completed; pending approval from CHMJ, competitors may begin packing after turnback of last rider; no parents in barn until after Awards; parent help appreciated to take down jumps 3:00 pm Awards Ceremony 4:00 pm Stall stripping and checkout prior to departure 5:00 pm Departure (Contact rally organizer for layover until Tuesday) Notes regarding schedule: Chaperone may check entire team in. If arriving the evening before rally begins: o Tack and feed room set-up is allowed stall card must be posted before leaving for the night. o Early or late arrival (outside of specified hours) must be arranged with rally organizer. o Parents: Assist with unloading only Times should be regarded as approximate. Packets handed out at rally check-in will specify the final schedule. All riders bring helmets to the initial briefing for inspection. Turnbacks for each rider/horse occurs within one hour of the final ride of the day. NO PARENTS ALLOWED IN THE BARN EXCEPT WHEN HELPING TO UNLOAD, LOAD OR DURING ESCORTED TOUR. Dogs MUST be leashed. Clean up after your own pet. NO dogs allowed on grassy areas near arenas. No pets near the arenas or horses for the safety of the riders. No turnout available. Warm up and longeing in designated areas only. Longeing according to USPC HM handbook. (Must sign up in HM office) Closing Date: May 20, 2015 Page 3
Show Jumping Rally June 21-22, 2015 Each rider will be given the opportunity to jump four rounds with courses created to meet the requirements of the class entered (see below). These rounds will occur in the following order: Sunday Normal Knockdown (Round 1) Equitation (Round 2) Monday Take Your Own Line (Round 3) Normal Knockdown (Round 4) * All riders that go clear in Round 4 may stay in the ring for a 5 th (shortened) course to receive bonus points. QUALIFYING & STANDARD DIVISIONS Anyone trying to qualify for Championships must ride in a Q class in the list below. You must have already sent your Championship Application form to the V-RS in order to qualify. Competitors may ride in the qualifying divisions with permission from their DC. Class Class Description Rating Course Description Max Height/ Max Jumpoff Height 12 / 12 combinations D1 D1/UR D1/UR Simple course, mostly Xs, no Oxers or D2 D2 D2 Simple course, no Oxers or combinations 2 / 2 D3 D3 D3 Change of direction, variety of fences 2 3 / 2 3 Q-INT Intro Jumper D3 & up Champs-type course with no more than 4 2 6 / 2 6 spread jumps; may include a combination Q-DHR Developing Rider D3 & up Champs-type course with 3-5 spread 3 / 3 jumps and at least 1 combination C C1 & up C1 & up Variety of fences with combinations 2 9 / 2 9 similar to qualifying course Q-1 Lg. Pony C1 & up Challenging course with 3-5 spread jumps 3 3 / 3 6 & Horse I and at least 1 combination Q-2 Horse II C1 & up Challenging course with 3-5 spread jumps 3 6 / 3 9 and at least 1 combination Q-3 Horse III C1 & up Challenging course with 3-5 spread jumps 3 9 / 4 and at least 1 combination Q-4 Horse IV C1 & up Challenging course with 3-5 spread jumps and at least 1 combination 4 / 4 3 You must compete at your current certification level unless permission is given by the Organizer to compete below your rating level. You may not compete higher than your certification level. Closing Date: May 20, 2015 Page 4
Awards 2015 Great Lakes Region Show Jumping Rally Ribbons to all competitors Little Bit trophy ** to highest placing team Overall The George Memorial ** to highest scoring Show Jumping Team Golden Pitchfork ** to team scoring least Horse Management points Ginger Memorial Trophy ** to team exhibiting best sportsmanship (decided by CHMJ) The David Kitts Memorial Trophy ** to individual with best riding score (equitation and clean rounds) ** Please indicate on your team entry form if you have these trophies and bring them along to be dropped off at the rally office upon arrival or arrange for delivery to the rally organizer in advance. Thank you to our sponsors: Holiday Inn Express & Suites Ann Arbor West 323 N. Zeeb Road, Ann Arbor 48103 734-827-1100 Ask about the discounted block of rooms and suites under Pony Club. Dexter Mill 3515 Central Street Dexter, MI 48130 Feed, tack, rally kit items and more! Closing Date: May 20, 2015 Page 5
CLUB/DC CHECKLIST Please double-check all forms to ensure they are completed correctly and all forms are signed. All highlighted forms to be printed and postmarked by closing date to avoid late fee. Per Team: Electronic Entry Completed https://docs.google.com/a/longviewideas.com/forms/d/1jb329ntmakpnf7q7on8vihxhnzxoz0- spfudmysbgdi/viewform?c=0&w=1 Chaperone Form - Signed http://c.ymcdn.com/sites/www.ponyclub.org/resource/collection/06649fee-298e-478a- 9400-7DB8A4139C3C/Chaperone_Duties_Form.pdf Volunteer Commitment Form Team Worksheet Coaching Form - Signed http://c.ymcdn.com/sites/www.ponyclub.org/resource/collection/06649fee-298e-478a- 9400-7DB8A4139C3C/SJ_Coaches_Form.pdf Per Horsemaster: Electronic Entry Completed https://docs.google.com/a/longviewideas.com/forms/d/1jb329ntmakpnf7q7on8vihxhnzxoz0- spfudmysbgdi/viewform?c=0&w=1 Per Mount: Copy of 2015 negative Coggins test report Per Campsite: Camping Reservation Form Fees: Club check for rally payable to: Huron Valley Pony Club (HVPC) Fee Calculation Rider/mount combinations entering SJ rally x $140 = Horsemaster x $140= Late Entry (per competitor) if postmarked after May 20, 2015 x $25 = Stable managers per team x $20 = Campsites PER NIGHT and per electrical/water hookup (no x $20 = charge if not using electric or water) TOTAL Make one club check payable to HVPC Closing Date: May 20, 2015 Page 6
Team Entry Worksheet Club(s): Team Name: Chaperone: Coach: * Competitor Name Pony Club Jumping Cert. HM Cert. Class (See box below) Horse Name * denotes captain N/A Stable Manager Use the following class abbreviations: Class Code Class Code Class Code Class Code UR/D1 D1 D2 D2 D3 D3 C1 and up C Intro Jumper Large Pony & Horse I Q-INT Developing Horse/Rider Q-DHR Q-1 Horse II Q-2 Horse III Q-3 Horse IV Q-4 Full description of classes is provided on page 4. Person completing this form: Name: Phone: Email: Club: Closing Date: May 20, 2015 Page 7
Volunteer Commitment Form Complete one form for each team of riders/mounts. For the rally, 3 volunteers per team are needed to each serve two shifts. Depending on the # of volunteers, choice of jobs cannot be guaranteed. Assistant Horse Management Judges (AHMJs) require previous training. Assignments of qualified AHMJs and apprentices are coordinated by the Rally Organizer and the HMO. Apprentice AHMJs may be needed for a half day on Sunday only, but should also indicate a second volunteer job. Team Name Pony Club(s) Volunteer Name E-mail Child Name(s) Cell Phone Home Phone Club Specify choice of jobs (from list below) Add * if you have experience with the job 1 st 2 nd 3 rd List times unavailable during rally Volunteer Name Cell Phone E-mail Home Phone Child Name(s) Club Specify choice of jobs (from list below) Add * if you have experience with the job 1 st 2 nd 3 rd List times unavailable during rally Volunteer Name E-mail Child Name(s) Cell Phone Home Phone Club Specify choice of jobs (from list below) Add * if you have experience with the job 1 st 2 nd 3 rd List times unavailable during rally Available Jobs AHMJ (trained) Scribe Scoring Score Runner good job for siblings AHMJ (apprentice) Gate Keeper Ring Crew Ring Timer Announcer Warm Up Steward Water Supply Night Watch great job for campers Facilities Rider Water VOLUNTEER JOB DESCRIPTIONS ON FOLLOWING PAGE Closing Date: May 20, 2015 Page 8
Job Title Job Length Experience Level (1-5) AHMJ (trained)* Full Days (1-2 days) (need some during move-in and move-out) Volunteer Job Descriptions Skill Level (1-5) Full Description 3-5 3-5 Supervise, evaluate and assist riders in the barns; AHMJs must work well with each other and competitors; must be willing to work with horses and be physically able to work the entire day; Review HM rules prior to rally and have prior HM training; Appropriate dress; compensated with food AHMJ Apprentice* Part day option 3-5 2-5 Assist the AHMJ with required equipment checks, recording rider arrivals at turnout inspections, secretarial duties, etc. Warm Up Arena Steward* Half day 2 3 Make sure a coach is present to assist all riders. Assist Riders into the ring; monitor schedule and rider order to push them to the gate keeper at the ring (in order, in correct ring); watch schedule and rider order to answer rider schedule questions; Observe for safe warm-up behavior to report to HM or TD if problems. Rider Water* Half Day 1 1 Hand water to mounted riders; watch for heat or dehydration problems; assist warm up arena steward Facilities 3x during day 1 1 Check portapotties for TP level and cleanliness; refill TP and report problems to facilities organizer; empty garbage cans to dumpster, report other facilities concerns to management Scribe Half or full day 2 4 Write judges comments and scores on score sheets; must have legible hand writing and focus for longer periods of time Gate Keeper* Half day 2 3 Monitor order of go and ride schedule to keep riders in order and on time; communicate with judges if riders need to go out of order; work with warmup ring steward to keep riders in order and on schedule. Announcer All day during rides 2 2 Use PA to announce riders entering ring and other announcements Water Supply Scoring assistant Morning, mid-day, and end of day All day, both days 1 1 Place water jugs at beginning of rally, refill water, ice and cups mid day; check again and refill at beginning of day 2, bring to rally office at rally end 3 5 Receive, sort and input all scores into scoring database; Assist scoring chief in troubleshooting, proofing and producing final scores; must be very detail oriented Ring Crew* Half day 1 1 Reset fences knocked down by a rider, help facilitate organizer or course designer in changing of rings between classes; must be physically able to lift awkward or heavy equipment Score Runner Throughout day 1 1 Pick up score sheets from judges to bring to scoring; must be tactful in moving through show grounds and approaching judges Ring Timer Half day 2 2 Use a stop watch to time some classes Night Watch* Once at night (possibly more) 4 4 Refill water buckets in all barns during the night; look for horses in distress; be available to continue monitoring a horse in distress and assist if needed; report possible HM problems *Appropriate footwear required. Closing Date: May 20, 2015 Page 9
Show Jumping Rally T-shirt Team Name: Member Name Quantity Size Adult/Youth Color (circle one) Total shirts x $15 = All checks made out to Huron Valley Pony Club (or HVPC). Shirts will be given out with Entry Packets. Closing Date: May 20, 2015 Page 10
CAMPING RESERVATION FORM Cost for a campsite is $20 per night per electrical hookup. Primitive camping is free. Campers should bring their own extension cords and water tees. Submit one form per campsite. Name E-mail Pony Club Cell Phone List Others Staying at Same Campsite Arrival Day (check one) Primitive (free) Site w/ Electrical Hookup Departure Day # of Nights **Facility owner does check those who connect to electricity/water and expects payment for ALL those using electricity or water. If you plug into two hookups, you may be charged for two sites. Closing Date: May 20, 2015 Page 11