INTERNATIONAL EXCHANGES GENERAL INFORMATION & NOMINATION FORMS June 2012 From time to time, Pony Club Australia receives invitations from other countries to participate in a youth exchange program. After Australia accepts the invitation, states that are eligible to nominate a representative will undergo their own selection process. Each state will do this differently. It is a requirement that all of the nomination form components are required to be completed as part of the selection process. Therefore, when a nomination is provided to Pony Club Australia, the final nominee is accompanied by electronic copies of all required information which consists of this set of forms making up the nomination kit and the relevant signed pages of the PCA Member Protection Policy available on the PCA website. General Information: Domestic Flights: PCA will purchase tickets from the nearest regional airport to the city of departure from Australia. These tickets are purchased up front by PCA. International Flights: Purchased as a team package, along with any transfers, hotels or related travel requirements not covered by the host country. Travel Insurance: A basic package is purchased through the PCA national insurer, AON. If your state Pony Club is not a member of the scheme, then it is the responsibility of that State Association to negotiate any additional cover required. If any team member wishes to purchase additional cover, this is done through their own arrangements and at their own expense. Parents & Friends: Part of the selection criteria is that whilst away, the team members will be managed by a Team Manager and Team Coach on behalf of Pony Club Australia. Parents or friends visiting the vent at the same time cannot be involved in any aspect of the tour. Supporters can visit the team after the competition. Costs of Tours: Pony Club Australia pays upfront for for airfares, land fees (host country tour expenses- usually $800) accommodation, uniforms and related expenses. Team members are invoiced prior to tour commencement via their state office and will need to pay before leaving. Allow $6500 for this tour.
Recommended reading: A series of Power Point presentations and pre-travel information has been uploaded onto the Pony Club Australia website, under International Exchanges. It is recommended that this information is read prior to applying for a team position through your state office. Team Managers may also request that components of the online training provided by the Play by the Rules http://www.playbytherules.net.au/ is undertaken. International Exchange Nomination Kit Step 1: Read the Power Points and other information found on the Pony Club Australia website under International Exchanges & the Member Protection Policy. Step 2: If you wish to nominate for an upcoming tour, contact your State Pony Club Office to find out if there are any qualifying events or other requirements. This nomination kit is to be lodged with the State. If the application is successful, the documentation will be forwarded onto the national office. Step 3: Complete all forms, including supply of a jpeg photograph and a signed medical form. All forms are to be provided in electronic format to your state office. Please use the file name with tour, year and name e.g. IMG_2010_ SURNAME_FIRST NAME Each state will have a different closing date for applications and selection procedure. Once a touring team is announced, including the Team Manager and Team Coach, further documentation will be required. This will include Entry forms, profiles and activity release forms associated with the host country
International Team Rider Nomination Form Name of Competition: Date of Event State Association Rider s Club Riders name: Postal Address: Post Code: Age at 1 st Jan: Date of Birth: Phone (Day): Night: Contact details: Nominee s E-mail( essential) Parent s email Nominees Mobile Parent s Mobile: Efficiency Tests Achieved: Other Competencies:
DEBUT What was your first national/international event? (year/event name) GENERAL Ambitions Awards/honours PC Efficiency level Hero/Idol Horses RIDER PROFILE Profiles to be accompanied by passport style photo emailed as jpeg format. File name to with the tour, year and name e.g. IMG_2010_ SURNAME_FIRST NAME PERSONAL Name Club Residence Birthplace SPORT Name of Coach Preferred discipline When did you start at Pony Club? Name of Pony Club? Hobbies INTERNATIONAL RESULTS Year Event Discipline Result Country AUSTRALIAN RESULTS Year Event Discipline Result Horse
INTERNATIONAL TEAMS UNIFORM UNIFORM REQUIREMENTS Pony Club Australia will work with the Team Manager to purchase basic uniform items for each team. These will be bulk purchased and embroidered before being distributed prior to leaving on the tour. Green and gold are the base colours. The team uniform items consist of Tie and/or Ladies Scarf Polo tops Rugby style top (long sleeve) Cap Track suit 1 blazer (IPE teams only) Saddlecloth with competition name on it (optional) Working with the Team Manager, each team member will need to also provide Moleskins and/or skirts (these come in lots of shades, so important to match as closely as possible) Long sleeve white shirt Mid length fawn/beige shorts 1 pr blue jeans 1 pr brown/black shoes for walking out uniform Waterproof jacket 1 pr short brown riding boots (pack shoe polish) Socks and sneakers/runners Underclothing Sleeping apparel A good causal outfit Walking out Uniform (e.g. host airport arrival) is negotiated with the Team Manager, but must be neat and tidy. An example is provided in the photograph above.
UNIFORM MEASURING GUIDE A Triple Check system to aid in purchasing uniforms that fit the first time, using three different measuring methods. Please note some information may have already been provided elsewhere, however, this form is separated out for use by clothing suppliers. Name: Team Name Age: Gender: Height: Weight (KG) Polo Tops: 1. Do you have a favourite polo top that you wear, that fits well? Record the size and brand. 2. Lay out your favourite top flat on the table. Measure from one side to the other under the arms (i.e. at chest level) Just measure one side only: cm 3. Measure completely around your own chest: cm Track Suit Tops: 1. Do you have a favourite track suit (or similar loose top) that you wear, that fits well? Record the size and brand. 2. Lay out your favourite track suit top flat on the table. Measure from one side to the other under the arms (i.e. at chest level) Measure one side only: cm Track Suit Pants: 1. Do you have a favourite track suit pants (or similar loose pant) that you wear, that fits well? Record the size/ brand. 2. Lay out the track suit pant flat.. Measure from one side to the other at the waist with no stretching : cm Measure down inner leg from crutch cm 3. Measure around your waist cm and hips cm Google Aussie Disposals and use their Australian Sizing Chart. www.aussiedisposals.com.au/sizechart Circle your size for polo tops: XS S M L XL XXL XXXL XXXXL 8 10 12 14 16 18 20 22 Circle your size for track tops: XS S M L XL XXL XXXL XXXXL 8 10 12 14 16 18 20 22 Circle your size for track pants: XS S M L XL XXL XXXL XXXXL
PASSPORT INFORMATION Scan a copy of your passport and email to the Team Manager along with this form. Save the file with the tour, year and name e.g. IMG_2010_ SURNAME_FIRST NAME Do not send the file without this form: Full name on Passport (essential for purchasing international ticketing) Passport Number Date of Issue Place of Issue
MEDICAL EXAMINATION All team members are required to undergo a medical examination prior to being accepted onto the team. The purpose of the examination is to determine if the applicant is fit to participate in the exchange both mentally and physically. The tour may include International flights Equestrian sports Host nation activities, which may include outdoor sports such as canoeing, white water rafting, ballooning or other group activities. Please request the Doctor to complete the form below: Name of Team Member: Dates of Travel 1. I have examined the team member (name above) and found him/her to be medically fit to undertake the Pony Club Australia exchange tour. 2. List any medical conditions for the Team Manager to be aware of e.g. allergies 3. List any prescribed or other medication which will accompany the team member on tour. These medications may need to be proclaimed at airports and for other purposes. 4. Any other information that the Team Manager should be notified of Doctors Name Surgery Stamp Date of Examination