NEW ZEALAND PONY CLUBS ASSOCIATION INC. NZPCA TEAMS DRESSAGE CHAMPIONSHIPS Handbook NOTES: 1. This handbook is the property of the New Zealand Pony Clubs Association Inc. 2. The material contained in this handbook is the property of the New Zealand Pony Clubs Association Inc. 3. This handbook is to be read in conjunction with the Rules and Regulations for New Zealand Pony Clubs Dressage Championships copy available from the NZPCA website www.nzpca.org If you require further information, please contact the NZPCA General Manager Ph (06) 845 9336 ext 720 or email: info@nzpca.org NZPCA Teams Dressage Championships Handbook updated December 2015 Page 1 of 14
CONTENTS Item # Description Page # Title Page and cover note....1 Contents... 2 Mission Statement.... 3 1 Rules and Form of the Competition....4 2 Dressage Championship Organising Committee (OC).....4 3 Responsibilities of the Organising Committee....5 4 Appointment and Roles of the Appointed Officials......8 5 Trophies and Awards....10 6 Responsibilities of Events and Activities Committee (E&C)...10 7 Appendices....11 The following databases are available from the General Manager. NZPCA Board NZPCA Events and Activities Committee Area Secretaries NZPCA Teams Dressage Championships Handbook updated December 2015 Page 2 of 14
New Zealand Pony Clubs Association Inc. Mission Statement To promote and improve the quality of riding and horse management coaching for young riders and their coaches throughout New Zealand OBJECTIVES: In pursuing this mission, our objectives are: * To promote and encourage the Pony Club's Fair Play Charter cultivating respect, loyalty and a strength of character and self-discipline in all members along with the proper care and welfare of their horse. * To foster a pleasant learning environment for young people to expand their equestrian knowledge and skills by providing regular coaching of all levels in riding and horse management, encouraging enjoyment in all pursuits and activities related to their horse. * To provide a Training Programme of integrated levels to encourage Coaches to improve their teaching ability and knowledge, and gain a recognised coaching qualification. * To provide and promote healthy competition. * To provide a platform from where levels of achievement will ensure young people can move forward to achieve national and international recognition. NZPCA Teams Dressage Championships Handbook updated December 2015 Page 3 of 14
1. RULES AND FORM OF COMPETITION 1. The Events and Activities Committee (E&A) is responsible setting the date of competition, 2. The competition is a teams event in Dressage, one team competing from each of the Association Areas and comprising a maximum of six riders. 3. There are two divisions Junior and Senior with a maximum of three riders in each division.(refer to NZPCA Dressage Championship Regulations rule 1.2) 4. There will be competition for individual titles in each division. 5. The Championships are held at two venues (one North Island and one South Island) over two consecutive weekends with the dressage judges travelling to each of the venues in turn; unless NZPCA call a National championship event in one island. 6. The same judges will officiate throughout the championships each year. 7. Each year, where possible, both the Island Championship arenas should be on similar surfaces i.e. either both on grass or both on sand. 8. The E&A is responsible for the entry form, draw and the order in which the Riders compete in the Championships. If a Rider is withdrawn from the competition, the team s reserve rider must compete in that place. The following Areas make up each of the championships. North Island: Northland, Waitemata Rodney, Auckland, Franklin Thames Valley Waikato, Bay of Plenty, King Country Hawke s Bay, Wairarapa Wellington, Manawatu West Coast, Taranaki South Island Marlborough Nelson West Coast, Canterbury, Ashburton South Canterbury North Otago, Otago Southland 2. DRESSAGE CHAMPIONSHIP ORGANISING COMMITTEE The detailed organisation of the Championships will be undertaken by a Championship Organising Committee (OC) appointed by the Area who is to host the event. The Committee will be known as the 20?? NZPCA Dressage Championships Organising Committee. (Refer to NZPCA Dressage Championship Rules rule 5&6) The OC shall be made up of the following: 1. Chairperson 2. Secretary 3. Treasurer 4. Fundraising and Sponsorship Convenor 5. Equipment and Grounds Convenor 6. Publicity and Marketing Convenor 7. Event Secretary 8. Team Accommodation Convenor 9. Horse Accommodation Convenor 10. Parade and Presentation Convenor 11. Hospitality and Catering Convenor 12. Health and Safety Officer The Board will appoint a person to be the liaison between Board and the Organising Committee. Monthly Minutes are to be forwarded to this appointee. A list of your committee personnel with addresses, positions, ph/fax numbers and email addresses are to be sent to the General Manager, NZPCA, P.O. Box 7537, TARADALE 4141 as soon as the OC is established. Include with the Secretary s address, a physical delivery address for courier delivery. NZPCA Teams Dressage Championships Handbook updated December 2015 Page 4 of 14
3. RESPONSIBILITIES OF THE ORGANISING COMMITTEE All persons associated with the running of the NZPCA Dressage Championships MUST be fully conversant with the current Rules and Regulations for the NZPCA Dressage Championships. Some OC s have chosen to use Equestrian Entries for online entry and scoring. This decision needs to be made at least 5 months prior to the event and NZPCA E&A need to be informed. This needs to be factored in to planning and entry forms for both NZPCA and the OC. CHAIRPERSON Chair OC meetings Ensure committee communicates regularly through monthly reports at meetings. Ensure Appointment of Judges, writers, runners and all personnel required for all extra classes is carried out. Chairperson to delegate: Hireage of Grounds Hireage of Halls, Marquees Announcing system NOTE: Host Areas are responsible for organising the above and for covering the costs involved. Ensure all Personnel know where they are and what they are required to do on the day of competition. Communicating closely with the TD and Steward to ensure smooth running and clear communication with all parties. SECRETARY Minutes of Meetings - Record minutes of all OC meetings. Administration - Two important items that need to be budgeted for when setting up the administration office during the champs Championship Office - a photocopier/scanner/printer apart from normal photocopying, it is required to copy each dressage test prior to the dressage tests being handed out to each competitor and providing copies of results after each days competition. NZPCA Website the championship organising committee is to arrange with their Publicity and Marketing Convenor to use the NZPCA website www.nzpca.org to promote their championships before, during and after the event including the putting on results from day 1 and day 2 within 3 hours after the posting of the official results each day. Liaison with Areas An information folder should be sent directly to Area Secretaries and Chairpersons, via post or email, at least 6 month prior to the championships, including a tentative programme, estimated costs, horse accommodation details and a list of accommodation for team members and supporters close to the venue. Bookings for team and supporter accommodation is the responsibility of each Area and not the OC. News updates to be sent directly to Area Chairpersons and Area Secretaries. Team Managers to receive updates once the entries have closed and Managers appointed/confirmed. The OC should advise Areas/Team Managers of the names and contact details of the horse and team accommodation convenors. NZPCA Teams Dressage Championships Handbook updated December 2015 Page 5 of 14
Areas/Team Managers should be notified of any ticket costs for dinner, teams reception etc. for which they are liable at least one month prior to the championships. Team Managers to be advised of the confirmed timetable for arrival, competition, meetings and functions at least one month prior to the championships. Allocate 8 programmes to each Area for Team Managers and Competitors. Receive via post Score sheets for championship classes Liase with NZPCA to receive a copy of each area/rider entry form, the championship printed programme and all Championship Ribbons, Trophies and awards Within 30 days of the event, please send to the NZPCA General Manager the following: (b) a report for your event which is to include the following: venue, arena etc. teams reception competition - how the day ran etc. extra classes held and their support by other riders catering discussion points - any suggestions for improvements. (c) T.D. Report a copy of the Statement of Income and Expenditure for your event TREASURER Financial Reporting - A financial statement showing revenue and expenditure against budget including a reconciliation of each bank account is to be presented and confirmed at each meeting of the OC. (Refer to NZPCA Dressage Championship Regulations rule 6.4) FUNDRAISING AND SPONSORSHIP CONVENOR The Organising Committee may obtain local sponsorship for the extra classes, contact NZPCA General Manager to discuss any conflict of interest with National sponsors. EQUIPMENT AND GROUNDS CONVENOR Establish the venue and layout of the grounds including the positioning of the championship arena/s and if necessary organise for improvements to be carried out on the arena surface. Organise plastic pipe or picket or plastic chain arenas, NOT a combination of any of the above; letters; pot plants or other suitable decoration material as appropriate for the occasion. Championship arenas must be in place the day prior to the competition. Appoint a Gatekeeper and test collectors for Championship arenas. Arrange Judges cars for all arenas. PUBLICITY AND MARKETING CONVENOR Write a preview for your local paper and invite a reporter to come to the event. If a reporter does not come, send in a report of the results to the paper as soon as possible. A good photo often helps. Make use of your local community radio station give them information about the Event. Give them results as soon as possible after the Event. A copy of the results is to be sent by email to the General Manager for the NZPCA Website within 24 hours of each event finishing. NZPCA Teams Dressage Championships Handbook updated December 2015 Page 6 of 14
Ensure all sponsorship banners and signage, national and local, are display appropriately. EVENT SECRETARY It is the responsibility of the Organising Committee to draw up their own programme for the extra classes. The printed Championship programme is the responsibility of NZPCA. All extra classes are open to any Pony Club riders, not just those in the Area Teams. Over 21 s may be added at the discretion of the OC. Extra Classes could include Age Classes Dressage NZ Level Classes i.e. Level one, Level two etc. Separate Classes for Hacks and Ponies Freestyles Pairs, quadrilles Prix Caprilli Points prizes for non-champ riders Points prizes for Hacks Points prizes for Ponies P.C. Team of Four points prize Start times will be allocated when entries have been received (Riders should have at least half an hour between tests.) The Entry form for the extra classes allows Championship Team Riders to state whether or not they wish to ride a test BEFORE their Championship Test. The Organising Committee will adjust the draw for these extra classes to accommodate team members. Entry fees for classes, (other than the Team Championship) are the income of the Organising Committee. This includes entry fees for the extra classes by Team Championship riders. Championship Class: The demonstration/test rider must ride fifteen minutes before the first competitor, (refer to NZPCA Dressage Championship Regulations rule 25) Provide a suitable area with a scoreboard for progress results from the competition to be shown Dressage Marking Sheets for additional classes Arrange rosettes/ribbons for additional classes Photocopy Championship Test papers once scorer is finished with them. A duplicate copy of test papers is to be made before the test papers are given out to the riders (original copy to be retained by the organising committee). At least 3 weeks before the event, send to the General Manager: Name, address and phone number of the person meeting the Judges and E&A/NZPCA Personnel. Name, address and phone number of where the Judges are staying. (This information is needed so as it can be sent to the Judges beforehand. Contact is necessary in case of family emergency). TEAM ACCOMMODATION CONVENOR Supply information re motels, hotels, a location map in relation to the venue and supply to Secretary to include in the information folder for areas. Liase with the visiting area team Managers re their travel arrangements at least five weeks before the event. HORSE ACCOMMODATION CONVENOR Supply information re horse accommodation options, a location map in relation to the venue and supply to Secretary to include in the information folder for areas. NZPCA Teams Dressage Championships Handbook updated December 2015 Page 7 of 14
Liase with the visiting area team Managers re their horse accommodation arrangements at least five weeks before the event. PRIZE GIVING CONVENOR Provide a suitable area with a table or trestle to display trophies, medals, sponsors awards etc. HOSPITALITY AND CATERING CONVENOR Teams Reception - It is recommended that a team s reception be held on the night preceding the event, and that it be open to parents and supporters (Teams introduce themselves, have a chat and perhaps team skits/games. Ideally the evening should finish by 8.30pm). Host Areas should provide lunch for officials and all helpers. Catering or Food Stalls should be available for riders, supporters, etc. (BBQ lunches have proved extremely popular, and when the championships are held over two days, an evening barbeque or social function could be held). HEALTH AND SAFETY OFFICER It is important that your Health and Safety Officer is familiar with, and completes all documentation in accordance with, the NZPCA Health and Safety Manual. This includes assessing and identifying risks associated with running the Championships. The documents are to be prepared in consultation with the TD s and signed off by the OC prior to the commencement of the Championship. Other roles include: Complete a briefing with each team as the teams arrive at the venue. Provide adequate ground and spectator services, i.e. car parking, crowd and traffic control and public conveniences. Early consideration should be given to the provision of litter bins, adequate toilet and washroom facilities. Arrangements should be made for disabled spectator access. Food stall and selling agents need to be positioned in such a manner that they do not cause a hazard for pedestrians, i.e. tent pegs and ropes should be clearly marked and should not be directly in front of high pedestrian access ways, e.g. toilets and first aid areas. 4. APPOINTMENT AND ROLES OF APPOINTED OFFICIALS Appointment of Officials (Refer to NZPCA Dressage Championship Regulations rule 7.2) Appointment of E&C/NZPCA personnel is the responsibility of the board. (Refer to NZPCA Dressage Championship Handbook Appendix A and B) for travel and accommodation costs/arrangements and who is responsible, either the OC or EAC. Ensure all officials are duly notified of the following prior to their leaving home: Championship format Accommodation arrangements and if arriving/departing by air, travel arrangements to and from the airport When and where they can collect their printed programme, tickets, passes etc Where, when and what time they are to meet on the morning of the day they are officiating The venue and time of the team s reception. (Note: Key personnel are to be appropriately acknowledged if in attendance.) Technical Delegate s Duties: Consult with the Organising Committee re the Arena ground/surface being used one week prior to the Competition. If necessary check before arenas are erected. Final check the night before when arenas are up. NZPCA Teams Dressage Championships Handbook updated December 2015 Page 8 of 14
Refer to Guidelines for Dressage Technical Delegates (TDs) DR8.02 Chief Steward s Duties: (Refer to NZPCA Dressage Championship Regulations Appendix D) Will consult with Organising Committee. Officiate at stables/yards and schooling areas. Ensure that the common principles of behaviour, fairness and accepted standard of sportsmanship are adhered to at all times by riders, owners, coaches and other involved persons. Report when necessary to the Organising Committee. Will also be in charge of gear inspection (Refer to NZPCA Dressage Championship Regulations Appendix C) Ground Jury (3 people) and Appeal Committee (3 people) The Organising Committee in consultation with the EAC Chairperson will ensure that the Ground Jury and Appeal Committee are appointed in accordance with (NZPCA Dressage Championship Regulations: Rule 10 and 11). Scorer(s) Scoring is completed by (Referring to NZPCA Dressage Championship Regulations rule 18). This should be in a quiet place where access is restricted to official personnel only. Please ensure that the Scorers requirements have been arranged and finalised well before the event commences. Requirements for scoring are as follows: A computerised scoring system with the ability to get results out promptly is essential. A freestanding notice board for posting the results is to be available to spectators and easily accessible to the Scorer. Updated individual and team results/scores should be made available to the Announcer(s) on a regular basis. Photocopying Marking Sheets. Please check that any alterations to any marks are correct on the photocopied sheet. One copy of the test goes to the competitor. These are to be given to team managers as soon as possible on completion of both sections. Organising Committee to retain the 2 nd copy of each riders test. Announcer(s) It is imperative that a good quality sound system is provided with ample amplification. The OC is to ensure that the Announcer continually updates individual and team scores throughout the competitions. Note: Public address announcements should not be made in the vicinity of occupied dressage arenas. Officials - Judges, writers, runners, etc. for all extra classes: Self explanatory. Medical Appointed Person is someone appointed to take sole charge of communications in the event of an accident. Refer The Summary Table & Definition of NZPCA Minimum Standard of Medical Cover Ensure that telephone access is available and appropriate emergency numbers are listed at the Secretary s Office. Ensure Accident forms are at the Secretary s Office. Drug Testing - This is the responsibility of NZPCA Board. NZPCA Teams Dressage Championships Handbook updated December 2015 Page 9 of 14
If required The OC must will provide a facility for drug testing and check when the Vet will arrive. Vet The Organising Committee will also ensure a Local Vet/Vet Club know when the Event is being held. Telephone number(s) should be listed on the Riders Information sheet and available at The Secretary s Office. 5. TROPHIES AND AWARDS (Refer to NZPCA Dressage Championship Regulations, Rule 4) NZPCA will award team rosettes to 4th place in the South Island and to 6th place in the North Island. All other Teams will receive participation rosettes/ribbons. The Aitchison Silver Salver will be awarded to the team with the highest aggregate score from the championships. The overall winning team will also receive Champion gold medals. The runners-up to the winning team will receive Reserve Champion silver medals. The team placed 3 rd overall will receive bronze medals. The Blue Legend Rosebowl donated by the Holmes Family will be awarded to the individual senior winner. The Barbara Harvey Rosebowl donated by the Taranaki Area, will be awarded to the individual junior winner. Individual senior and junior winner will receive a gold medal. The Lynley Price Award for highest placed pony in the team championships. National Coaches Rosettes will be awarded to: Highest placed junior team of three riders with a minimum of C Certificate Highest placed senior team of three riders with a minimum of C Certificate Other prizes may be awarded as negotiated with National Sponsors. In 2016 show covers - supplied by NZPCA. Awarded to the overall winning team. NZPCA commitments to the National Coaches are: 1. Invite a National Coach to attend and present the rosettes. 2. Ensure the Organising Committee provides lunch tickets etc. NZPCA supply the following material: 6 show covers for the winning team Rosettes/ribbons for each competitor 14 Medals (8 gold, 6 silver) 6. RESPONSIBILITIES OF THE EVENTS AND ACTIVITIES COMMITTEE (E&A) The E&A will appoint/confirm the following: The Official Judges for the championship classes The Technical Delegate and Chief Steward The Ground Jury and Appeal Committee and Create and publish on NZPCA website official teams championship entry form, (Refer to NZPCA Dressage Championship Regulations, Rule 14) however for 2016 entries will close early December due to time restraints with printing and the use of Equestrian Entries Send Championship Tests to Areas 6 weeks prior to event or with entry form if earlier Send Championship Tests and Dressage Rule Book to Judges and T.D. NZPCA Teams Dressage Championships Handbook updated December 2015 Page 10 of 14
7. APPENDICES Appendix A Responsibility for Appointing Officials and Committees Appendix B Responsibility for Travel and Accommodation Costs Appendix C - OC Review and Feedback Form for E&A NZPCA Teams Dressage Championships Handbook updated December 2015 Page 11 of 14
New Zealand Pony Clubs Association Inc. Appointment of Officials Appendix A 20?? NZPCA Dressage Championships Appointed by Committee Personnel OC Chief TD 1 OC Steward (Chief) 1 OC Assistant Steward #1 2 OC Assistant Steward #2 3 OC Appeal Committee (Convenor) 1 OC 2 OC 3 OC Ground Jury (Convenor 1 OC 2 OC 3 E&A Drug Testing (Convenor) 1 OC OC OC OC Scorer(s) Safety Officer Printed Programme Announcer/s E&A Dressage Judge #1 E&A Dressage Judge #2 E&A Dressage Judge #3 E&A Dressage Judge #4 E&A Dressage Reserve Judge NZPCA Teams Dressage Championships Handbook updated December 2015 Page 12 of 14
New Zealand Pony Clubs Association Inc. Appendix B Responsibility for Travel and Accommodation Costs: Dressage Championships Key: E&A - NZPCA Events & Activities Committee OC Organising Committee NZPCA Officials Arrange Accom Accommodation # of nights pp Accom Costs Arrange Travel Travel Travel Costs Patron E&A 2 E&A E&A E&A President of NZPCA E&A 2 E&A E&A E&A Chairman of NZPCA Board E&A 2 E&A E&A E&A Chairperson Events & Activities Committee E&A 2 E&A E&A E&A General Manager E&A 2 E&A E&A E&A NZPCA Sponsors (If required) E&A 1 E&A E&A E&A E&A Championship Officials Arrange Accom Accommodation # of nights pp Accom Costs Arrange Travel Travel Travel Costs Chief TD OC 2 OC OC OC OC Dressage Judge #1 OC 2 OC E&A E&A E&A Dressage Judge #2 OC 2 OC E&A E&A E&A Dressage Judge #3 OC 2 OC E&A E&A E&A Dressage Judge #4 OC 2 OC E&A E&A E&A Dressage Reserve Judge OC OC OC OC OC Scorer/s OC 2 OC OC OC OC Announcer/s OC 2 OC OC OC OC Chief Steward OC 2 OC OC OC OC Assistant Chief Steward / Gear Inspection OC 2 OC OC OC OC Appeal Committee x 3 OC OC OC OC OC Ground Jury x 3 OC OC OC OC OC Drug Testing OC 1 E&A E&A E&A E&A Thank You Thank You Accommodation Costs: E&A and OC will each have the responsibility for meeting accommodation costs for the respective Officials as listed above based on a twin share basis of up to 2 nights. Travel Costs: E&A and OC will each have the responsibility for meeting return travel costs for the respective Officials as listed above. Arranging Travel: E&A will inform the OC of their travel details as soon as they have been confirmed. NZPCA Teams Dressage Championships Handbook updated December 2015 Page 13 of 14
New Zealand Pony Clubs Association Inc. Appendix C OC Review and Feedback Form for E&A Event: Host Area: Date: Venue: OC Chairperson: Major Sponsors: OC Secretary: Minor Sponsors: Number of teams: Outline the highlighhts and successes of the event. Outline an issues that occurred. Number of Riders In Champs classes: Number of Riders In extra classes: Is the NZPCA Handbook relevant and did it reflect how to run this event? What changes to the handbook would you suggest? Do any NZPCA rules and regulations need reviewing? Why? How else could NZPCA assist the OC with this event? Please also complete and attach a NZPCA Event report Appendix E this report is attached in draft form at present, please check the NZPCA website for the final version which will be confirmed before the 2016 Eventing Championships. Please also attach a copy of the official programme for the event and print out of final results. An word editable version of this document can be emailed on request from NZPCA NZPCA Teams Dressage Championships Handbook updated December 2015 Page 14 of 14