PCAWA Club Event Organiser Information Package 2011
CONTENTS Steward/ Technical Delegate Claim Form 2 Eventing Rules Notice 3 General Rules 4 Organisers Check Prior to Event 7 Eventing Series Information 9 Declaration of Qualification 10 Advice for on course Veterinarians 11 Fatality at a Equestrian Event 12 Cross Country Briefing Prompts 13 Instruction for Cross Country Fence Judges 15 Dressage Tests 19 Jumping Courses for PCAWA Eventing 20 Crisis Management 21 Accident Checklist 22 Fall Report Form 23 Levies Checklist 24 Medical Armband Template 25 P a g e 1
PCAWA Eventing Steward/TD Payment Claim Form The STANDARD Payment for a Steward/TD to Officiate at an Event is $250.00 it MUST be paid by the event organisers prior to the conclusion of the Event. Any costs for Meals, Accommodation, Fuel and other costs incurred by the Steward/TD is extra to the STANDARD $250.00 fee. These extra costs must be discussed with the event organiser prior to attending the event. Organisers are entitled to request receipts for the costs in excess of the $250.00 minimum payment. Name of Claimant:... Home Address:... Phone Number:... Dates Attending & Purpose of Attendance: Name of Event Organiser: Organiser s Contact Details: Venue Address: Claim Details: Steward/TD Minimum Fee: $250.00 Fuel: Accommodation: Meals: Other: Less any Agreed Discount TOTAL OWING Steward/TD Signature Date Event Organiser Signature Date P a g e 2
Pony Club Association of Western Australia Club Event Organisers PCAWA Eventing Rules, 2011 are to be used for all Eventing Competitions as from March 2011. Copies of the rules are available from the PCAWA office or can be downloaded from the respective web-sites. www.pcawa.com It is also a requirement that clubs obtain a copy of the PCAWA s most current Gear Checking manual. Dressage Tests 2010 Equestrian Australia www.equestrian.org.au P a g e 3
PONY CLUB ASSOCIATION OF WESTERN AUSTRALIA. FOR SPECIAL RULES RELATING TO STATE EVENTING CHAMPIONSHIPS AND INTER ZONE COMPETITION. SEE APPENDIX I in PCAWA EVENTING RULES MARCH 2011 SCHEDULES GENERAL RULES. A schedule of the competition should be published by the Organiser and approved by the Steward/Technical Delegate not less than six weeks before the event. Schedules need not report the rules contained in the Rule Books but should include: Statement that this Event is held under the PCAWA Eventing Rules March 2011. Riders entered in Pony Club classes must be current financial members of a Pony Club affiliated with the PCAWA and horsed must be four (4) years of age or more. MEDICAL POLICY All active participants (riders, competitors, officials etc.) at PCAWA events are strongly advised to carry on them or have with an accompanying adult, up to date information regarding current or previous medical conditions which could require treatment in the future (e.g. Epilepsy, Asthma, Diabetes) or affect the emergency treatment of serious accidents (eg. Allergies, previous head trauma, etc.) To this end the wearing of a Medical Armband on the upper left arm is compulsory for ALL riders in the Cross Country phase of a One Day Event. Place and date of event, with classes to be held and the grades of horses admitted. Name and addresses of the Organiser and Secretary. Name of PCAWA Steward/Technical Delegate The approximate timetable for the day for each class. Awards to be presented Dressage Tests for classes. Posting and closing dates, feed, conditions for entries and declarations. Times at which cross-country course is open for inspection by the competitors. Brief instructions as to how to reach the place of competition. Place, time and telephone number at which provisional starting times will be available and withdrawals made. (Scratchings will alter the starting times). P a g e 4
Administrative arrangements, such as stabling and accommodation. Disclaimer of liability. Organiser s reservation of right. Mounts (refer Rules for Pony Club mounts and shall only be permitted at Pony Club activities for demonstrations or exhibition purposes, with the express permission of the Club Committee. Stallions, Colts and Rigs. Mounts which in the opinion of the Club Coach Coordinator or Their nominee are considered unsafe or unsuitable. Any mount, which is known to kick, should wear a red ribbon in its tail. PROGRAMMES. All programmes must include the following: Statement that the Event is held under the PCAWA Eventing Rules March 2011 Timetable of classes, tests and presentation, Awards to be Presented List of entries with score- sheet. List of officials including Organiser, PCAWA Steward/Technical Delegate, Judges, Veterinary and Medical Officers and the nominated Jury of Appeal. Disclaimer of Liability. Organiser s reservation of right. Plan of cross-country courses, however simple. Rule 26 (b) Examination after a fall - Medical Fitness: If there is any doubt in regard to fitness to compete the Steward/Technical Delegate may eliminate the rider at their discretion. A veterinarian or Official Medical Officer as appropriate MUST examine all horses and riders that have a fall during training or competition before they either take part in another test, event or leave the competition site. Rule 25 (a) Numbers For purposes of easy identification after a rider has been separated from his horse, a horse must also carry its number either on the saddle cloth or the bridle. (All three phases) The following additional items should be included if possible: Brief rules and system of scoring. The Dressage Tests. Rules on unauthorised assistance. Statement that: Dogs must be restrained at all times or disallowed. Advertisements. P a g e 5
DISCLAIMER OF LIABILITY. The following disclaimer MUST be printed on all entry forms, schedules and programs: Neither the Organising Committee of any event to which these Rules apply, nor the PCAWA accepts any liability for any accident, damage, injury, or illness to horses, owners, riders, ground, spectators or any other person or property whatsoever." RESERVATION OF RIGHT: The following reservation must be printed on all schedules and programs: The Organisers reserve the right:- To cancel any class or event. To divide any class. To transfer competitors between sections of a class. To alter the advertised times. To refuse any entry, with or without stating the reason. P a g e 6
ORGANISERS CHECK PRIOR TO EVENT Steward/TD The Steward/TD is responsible for the event from the time they have been advised of their appointment. Contact the Steward/TD prior to the event to discuss costs and if accommodation required. Make arrangements for first inspection by Steward/TD and provide contact details for crosscountry course designer/builder. The STANDARD cost is $250.00 per event. Anything over the $ 250.00 you are entitles to request copy of receipts. Program/Schedules Ideally the schedule should be available six weeks prior the event and approved by the Steward/TD before the distribution takes placed. Entry form must have place to record Non-members annual insurance number. Officials The organiser appoints all officials with the exception of the Steward/TD. Medical A first aid service must be in attendance during all phases of the event. This includes the Dressage. Accident forms must be forward to the office with result sheets. A procedure must be in place to deal with a serious accident to rider or horse if two way radios are being used should have a go to channel or alternately use mobile phones to communicate with necessary officials. In the case of a human fatality refer to form in organisers pack for details. Advise medical personal all riders wear a medical armband upper left arm. Veterinarian A veterinary Doctor should be present though out the competition. If not should be available during the cross-country and jumping tests. Should the veterinarian not be in attendance competitors must be advised to have the opportunity of withdrawing. This is particularly important when a veterinarian has been in attendance and has had to leave the venue. Vet on call means arrangements have been made with local vet in case their services are required. If veterinarian on course refer to Advice for on Course Veterinarian. Horse Ambulance Vehicle and float must be available with designated driver. Crash crews must have necessary equipment ready. Screens and ropes ETC. Gear Checking All gear checkers should have copies of the relevant pages from the gear-checking manual for each phase. Gear checking report forms and a list of competitors. Marshalls All Marshalls require a list of competitors. P a g e 7
Judges Dressage, Cross-country Judges & Jumping Judge all require a competitor list with scratchings. Chief cross-country judge; responsibility to supervise the cross-country jump-judges, timekeepers & scorers. Cross-Country controller; responsibility to control the dispatch of competitors on the crosscountry and take appropriate action in the event of an accident to rider, horse or damage to an obstacle. Jump judge Folders Information - Competitor list with scratchings - Minor accident forms. - Accident checklist. - Instructions for cross-country obstacle judges. - Diagrams of circles. Check on a regular basis that information in them is current in particular instruction to Jump judges. Scorers Require a list of all officials, competitors and cross-country maps. Forward the Following Documents to PCAWA. 1. Eventing Falls Form 2. Cross-country Master Score Sheet 3. Master results Sheet 4. Levies Checklist P a g e 8
PCAWA EVENTING SERIES INFORMATION Each year for riders will have the opportunity to gain points for the Eventing Series. Prizes will be awarded to those who accrue the most points in the current season at a ceremony to be held at State Eventing Championships. Points are awarded on the basis of: Age - so we need you to record the rider s age on your result forms, Grade we need ALL your results to make sure that riders are in the appropriate grade and have not earned more bonus points for upgrading, Travelling we need you to record the rider s Club as distance travelled is calculated from their club grounds, Placing we need you to record these on your results sheet so that a sliding scale of points can be awarded. Disqualification Riders may be disqualified from the series or from the event in the case of severe breach of rules or Pony Club code of conduct at the steward s discretion. All the necessary additions have been made to your result sheets to help you to help us make this series a successful for those riders who support PCAWA run events. A leader board of results will be available on the PCAWA website and your results will be published there should you chose to participate YOUR event in the series. To participate you will need to collect $2.50 from each PCAWA rider at your event and forward this with your results, etc to PCAWA within 14 days of the event. Any further inquiries on the Series should be directed to: office@pcawa.com P a g e 9
DECLARATION OF QUALIFICATION Name of Rider: Name of Horse: Previous Names by which this Horse has competed: (1)... (2)... (3)..... Name of Event:... Period of Qualification: to.... Grade Entered: I,., do herby declare that I have NOT completed two events in the twelve month period proceeding this event, riding the horse I have entered in the event above, at a grade HIGHER (either PCAWA or EA or FEI) than the one for which I have entered, and that I am, therefore eligible to compete for any prize award at this event. Signed (Rider): Parent or Guardian:. (if under 18 years) It is the responsibility of the rider to understand the rules of qualification and to enter only classes for which they are qualified. In the case of a rider found to be competing in a Grade for which they are not qualified, they will be asked to return any prizes awarded for that event and forfeit their right to any cumulative recognition of that event as a future qualifier. P a g e 10
Pony Club Association of Western Australia ADVICE FOR ON COURSE VETERINARIANS Thank you for agreeing to assist the Organisers with the running of a Pony Club of Western Australia One-Day Event. This is just a simple set of Guidelines to assist you in your task as On-Course Veterinary adviser. Should you feel any horse is not in good enough general health to compete in the event please contact the Organiser or the Steward/TD who will assist you in your assessment of the animal. Should you be asked to inspect a horse which is considered to be unfit, we request that you conduct a general inspection, without prejudice, and if you feel that the horse may need further assessment, contact the Organiser or the Steward/TD who will assist you in this task. If the horses unfitness is obvious to you please notify the owner / rider that the horse has been vetted out of the event. If the person responsible for the horse s welfare wishes to dispute your findings the Organiser will make a suitable area available to you to conduct a more thorough examination. Your decisions are NOT to be overturned by ANY person. This applies to other Veterinarians who may be present and feel that they wish to discuss with you your decision. YOU ARE THE ONLY PERSON NOMINATED TO MAKE ALL DECISIONS ON THE COMPETITION FITNESS OF HORSES ENTERED IN THE EVENT. (refer to FEI Veterinary Regulations) Should you choose to seek advice or consultation from any other person, you are free to do so. Should you be asked by an owner or their nominated representative to treat or assess any horse you should make arrangements with that person for payment of any fees thus incurred. PLEASE NOTIFY THE ORGANISER and the Steward/TD OF ANY HORSE YOU WISH WTHDRAWN FROM THE COMPETITION SO THAT ALL OFFICIALS CAN BE INFORMED AND AWARE. Any such withdrawal should be noted on the master score sheets within ten minutes of your decision on the authority of the Steward/TD. Should further investigation cause you to reverse your findings the scoreboard can be adjusted accordingly. For your convenience and for the smooth running of the event you should be provided with a radio to facilitate rapid response time in the case of a severely injured horse. Radio Frequencies : General Veterinarian Event Organiser s name The Steward/TD Name Emgergencies Mob Mob Mob P a g e 11
NB: For use of the Organiser or their nominated representative only NOT FOR GENERAL CIRCULATION FATALITY AT AN EQUESTRIAN EVENT IN WESTERN AUSTRALIA The following facts are set to help Clubs and Organisations affiliated with the Equestrian Western Australia. There is very little that is required for the organising body to do in the event of a rider, spectator or official having been involved in a fatal accident. 1) Notify the local Police Station immediately after the incident. 2) The Steward/TD, Judge or person in charge should be called to attend the scene as they may be required to give evidence should there be an inquiry into the fatality. 3) A notation to be made of the time of the incident. 4) Take down the names of any known witnesses. 5) The body should be screened from the view of the public as soon as possible. 6) Any equipment that may have contributed to the accident retained for examination by the Police. 7) If it is suspected that a fault or break in saddlery contributed to the incident it should be retained for examination by the Police. 8) Advise the Police Officer who attends of the details of the Doctor or First Aid attendant at the event. 9) Have details of the competitor or a person who knows the competitor available for the Police. 10) These are very basic things that are required and if in the event that a fatality occurs at an event the above will help the process and cause least interruption to the event. If you are a witness to a fatality try not to discuss the incident with anyone as sometimes this only clouds what you have seen yourself. It sometimes helps to take down notes so if the Police ask you can use them as a reference. NOT FOR GENERAL CIRCULATION P a g e 12
Cross-country Prompts for Jump Judge Briefing Thanks for being a Judge. Introduce Officials Your job is to record the performance at your obstacle so it is clear to scorers Marking the Score Sheet Print your name, mobile phone number, Obstacle number and Grade/Class on the top of each sheet. Start a new sheet for each Grade/Class. (Check for Scratchings) Number the sheets consecutively for the whole competition. As the rider approaches your obstacle record their number not before. Clear Jump: Tick appropriate column. Faults: Place X in the appropriate column. Write Notes Draw diagrams of any incidences at obstacle. Site the obstacle before and after yours. (Make notes if you see anything-odd happening eg. rider missing jump.) Fall of Horse or Rider is Elimination. (Any where on Cross-country course) Fall of Rider protect by stopping on coming riders. Call for assistance. Can ask if rider can move but do not move him/her. Complete minor accident form. If Medical not involved at scene advise rider to report to Medical for assessment this is compulsory. Refusal: Cessation of forward movement. (Exception is 30cm rule) Third refusal at obstacle Elimination (Tell Rider to leave course.) Fourth on course is Elimination. Please Read: Notes in Folder for detail description of other faults. If sheets not being collected advise an official. P a g e 13
Information contain in Folder: Score Sheets Competitor List Instruction to Jump Judges Minor Accident Forms (Must complete for any accident) Accident Check List Diagrams of Obstacles. Inspect your Jump: Flags White left & Red Right. (Black Stripes Indicate an Option.) Numbers & Class/Grade indicators. A Plus Yellow C White A Pink D Orange B Red E Blue Maintain in same condition for all riders. (Any problems call for crash crew) Maintain clear access to your jump. Control spectators in particular water. Position yourself so you can see take off and landing side. If at a multiple obstacle with options be aware of different tracks rider can take. Cruelty Abuse of Horse Whip: - Used more than three times is excessive. - Must not be used overhand. - Must not be used on neck or head. - If Horse marked is excessive. - Must not be used as punishment. Bit: - Must not be used as punishment. Any instances of cruelty write notes with names of any witness. Dangerous Riding Excessive Speed, on Cross-country. Time wasting on course. Rider in Difficulty Tell them to move aside for any on coming riders. (Make sure they don t take lead from on coming rider) P a g e 14
PONY CLUB OF WESTERN AUSTRALIA INSTRUCTIONS FOR CROSS COUNTRY FENCE JUDGES: (To be included in each Cross-Country Jumps Judge s File). JUMP JUDGES: Judges must be appointed for all obstacles on the course but one judge may take charge of more than one obstacle, provided they are all clearly visible and they are in a position to maintain adequate control. PRELIMINARIES: Please report to the Chief Judge for briefing at the stipulated time. Be at your assigned obstacle at least 15 minutes ahead of the scheduled start. The Cross Country Judge will then be able to run through his required pre-competition checks in an orderly fashion. Jump Judges MUST remain on the grounds for at least 30 minutes after the results have been posted on the results board, in case of a protest or dispute. Study your jump carefully, noting how it may be quickly dismantled in case of a horse in difficulty. If you have any query, call the Chief Judge or PCAWA Steward/Technical Delegate. MARKING THE JUMP JUDGE SHEET: Print your name, the Obstacle Number and Class at the top of each sheet, Starting a new sheet for each Class. Number the Sheets consecutively for the whole competition. As a rider approaches your jump, fill in his/her number. Clear Jump. Tick in Appropriate Column The jump is marked with a RED FLAG on the right and a WHITE FLAG on the left. Horses must cross the obstacles between the flags. This constitutes a clear jump and the Jump Judge Sheet should be ticked in the appropriate column. Faults. Place X in Appropriate Column Mark the appropriate column as instructed at the briefing. FALL OF HORSE OR RIDER IS ELIMINATION. (ANY WHERE ON THE CROSS-COUNTRY) Fall Rider A competitor is considered to have fallen when he is separated from his horse in such a way as to necessitate remounting or vaulting into the saddle. Fall Horse A horse is considered to have fallen when at the same time both its shoulder and quarters have touched either the ground or the obstacle and the ground or when it is trapped in a fence, in such a way, that it is unable to proceed without assistance or is liable to injure itself. P a g e 15
OTHER OCCURRENCES If doubts arise, write or draw a description on reverse of judging sheet. FAULTS AT OBSTACLES Faults (Refusals, Run-outs, & Circles. will be penalised if, in the opinion of the Jump Judge, they are incurred as a result of negotiating a numbered obstacle or part/s thereof. REFUSALS DEFINITION OF FAULTS: At obstacles or elements with height (exceeding 30cm), a horse is considered to have refused it stops in front of the obstacle to be jumped. At all other obstacles (i.e. 30 cm or less in height) a stop followed immediately by a standing jump is not however penalised, but if the halt is sustained or in any way prolonged, this constitutes a refusal. The horse may step sideways but if it steps back, this is a refusal. After a refusal, if a competitor redouble or changes his efforts without success, or if the horse is represented at the obstacle after stepping back and stops or steps back again, this is a second refusal and so on. Run-out. A horse is considered to have run out if, having been presented at an element or obstacle on the course, it avoids it in such a way that the head and neck of the horse and the head of the rider when mounted fail to pass between the extremities of the element or obstacle as flagged. A competitor will also be penalised 20 penalties if the horse disobediently avoids that part of the fence at which it has been presented, but succeeds in negotiating the obstacle at some other part, between the flags. However a rider is permitted to change his mind as to where he jumps an obstacle or element at any time, without penalty, including as a result of a mistake at a previous obstacle or element. If, however, the horse avoids part of the obstacle at which it has been presented, 20 penalties are incurred. Circles. At an obstacle composed of several elements (A, B, C, etc ) a horse will be penalised if it passes around any element or circles between elements at any time between first being presented at the obstacle and finally completing the element. (See diagrams in possible exception at black flagged alternatives (Steward/Technical delegate will advise on rule.) After being penalised for a refusal, run-out, circle or fall, a competitor is permitted to cross his original track without penalty in order to make another attempt and may also circle one or more times without penalty, until he again presents his horse at the obstacle. At separately numbered obstacles, a competitor may circle between or around them without penalty (provided he has not presented his horse at the second or subsequent obstacle). P a g e 16
UNAUTHORISED ASSISTANCE Any intervention by a third party, whether solicited or not, with the object of facilitating the task of the competitor or of helping his horse, is considered unauthorised assistance and the competitor is liable to be eliminated. All cases of unauthorised assistance will be decided by the Steward/TD. In particular, the following are forbidden: Intentionally to take a lead from another competitor. To be followed, preceded or accompanied, on any part of the course, by any vehicle, bicycle, pedestrian, or horseman not in the competition: To post friends at certain points to call directions or make signals in passing: To have someone at an obstacle to encourage the horse by any means whatsoever: To tamper with the obstacles or any part of the course, including, for instance, flags, indicators, markers, notices, ropes, trees, branches, wire or fences, whether temporary or permanent. OBSTACLE COMPOSED OF SEVERAL ELEMENTS At an obstacle composed of several elements, a competitor may refuse, run out and/or circle only twice in all without incurring elimination. If he refuses, runs out or circles at any element, he is permitted to retake any elements already jumped, although he is liable to be penalised to any fault even if he has previously jumped an element successfully. If after a refusal, run-out or circle, he wishes to pass through flags in the wrong direction in order to retake an element, he may do so without penalty. INSTRUCTION TO OFFICIALS Where there is any doubt as to the correct interpretation of the rules of judging any element, obstacle or combination of obstacles, it is recommended that the PCAWA Steward/Technical Delegate should approve the instructions to the Officials, providing a rough sketch if necessary and all competitors will be informed. COMPETITOR IN DIFFICULTY AT AN OBSTACLE If in attempting to negotiate an obstacle a horse should be trapped in any such way that it is liable to injure itself or be unable to proceed without assistance, the judge shall decide if parts of the obstacle shall be dismantled or if any other assistance shall be given to extricate the horse. In such case, the judge will first instruct the competitor to dismount and he will be penalised as for a fall. If the competitor and horse have not passed between the flags, the competitor will be penalised for both a refusal and a fall. The competitor will be eliminated for a Fall. STOPPING COMPETITORS P a g e 17
If any part of an obstacle is obstructed by a competitor in difficulty or if an obstacle has been dismantled to release a fallen horse, or if an obstacle has been broken and is not yet rebuilt, or in any other similar circumstances, subsequent competitors must be halted. In such a case an official should be posted in the path of an oncoming competitor indicating that the competitor must stop. Failure to stop is penalised by elimination at the discretion of the PCAWA Steward/TD The time, during which the competitor was stopped, from the moment he passed the stopping point, until he re-passed that same point. After being given the order to restart, will be recorded, passed to the official timekeepers, and deducted from the total time taken by the competitor to complete the course. It is clearly intended that the time shall be taken as the competitor gallops past the Stopping Point, neither after he halts nor after a start from the halt. OVERTAKING Any competitor who is about to be overtaken by a following competitor must quickly clear the way. Any competitor overtaking another competitor may do so only at a safe suitable place. When the leading competitor is before an obstacle and about to be overtaken, he must follow the directions of the officials. When the leading competitor is committed to jumping an obstacle a following competitor may jump that obstacle only in such a way that will cause no inconvenience or danger to either. The penalty for wilful obstruction of an overtaking competitor, failure to follow the instructions of the officials or causing danger to another competitor is elimination at the discretion of the PCAWA Steward/TD AFTER ELIMINATION OR RETIRING Competitors eliminated or retiring from any part of the course for any reason whatsoever shall do so at a walk either mounted or on foot, and shall take every precaution to avoid disturbing other competitors. They shall not jump any fences after elimination/retiring and must obey directional flags. No competitor s horse may return to the Cross Country Course after completing, or failing to complete the course, on the day of competition. CROWD CONTROL It is your responsibility to keep spectators (many of whom may not understand what is happening) off the line of the course and completely clear of the jumping area. A whistle is useful in gaining their attention. Most spectators will welcome directions as to where they should stand to view your obstacle. As the obstacle judge, you have full responsibility and authority to clear all spectators and officials from the jump area while a competitor is negotiating the obstacle. However, please do so in as pleasant a manner as possible, since many spectators are new to One Day Events. P a g e 18
Pony Club Association of Western Australia Eventing Dressage Tests Effective January 2010 Pony Club or Zone ODE s (These are suggested Tests Only) Grade A Plus Grade A Grade B Grade C Grade D Grade E FEI 2009 CCI* A or B 2A & Eventing specific test 1C & 1D 1B 1A 3&4 Preparatory Tests State Eventing Championships Grade A Plus Grade A Grade B Grade C Copies of these tests can be downloaded from the EA documents page. www.equestrian.org.au P a g e 19
Jumping Courses for PCAWA Eventing It is recommended the course is simple and straightforward, with easy intervals between obstacles. No acrobatic feats of jumping or turning will be demanded. The start and finish must be marked with Red and White Flags. Practice Jumps must be marked with a Red and White Flag on each jump. The stride of the horse in this competition is normally longer than that of the show jumping horse in particular the higher grades, Therefore the distance of combinations and also between related obstacles should be a little longer than normal. The degree of difficulty of the jumping course is always related to that of the cross-country course. When the cross-country is more elementary the degree of difficulty of the jumping course should be reduced in order to maintain the correct relevant influence. Reference should be made the PCAWA Steward/Technical Delegate for advice on the degree of difficulty required. Distances between individual numbered obstacles. One Stride 7.20m Two Strides 10.50m 10.80m Three Strides 14.40m Four Strides 18.00m Five Strides 21.60m Six Strides 25.20m The distance is the inner measurement between the obstacles. Jumping obstacles are measured vertically. For dimensions refer to Appendix IV in PCAWA Addendum. P a g e 20
PCAWA Eventing Crisis Management Plan One Day Events This procedure to be follow in the event of serious injury or death of horse and/or rider. 1. An appointed and experienced Crisis Team Manager (CTM) to take charge of and coordinate incident. 2. Steward/TD to call for CTM to come to incident scene and advise on the situation with course Doctor/St. Johns/Paramedic/Veterinarian. 3. Crisis Management Team (CMT) to be activated by Course Doctor/St. Johns/Paramedic/ Veterinarian. 4. All two-way radio communication from the CMT will be on a separate channel called the GO TO channel or by mobile phone. This channel will be agreed upon prior to the event. 5. A suitable and enclosed area/room is to put aside as a Crisis Management office. In the event of a serious incident, the Crisis Management Office will be utilised. Chairs and writing material are to be available for the taking of statements, interviewing and de-briefing. This area is to be kept available and not used for any other purpose for the duration of the competition. Action at the Incident 1. Secure the scene and hold all on coming riders. 2. Incident scene to be screened from view. Crash Crew Must carry screens. 3. All those not involved i.e not CMT must leave scene. 4. Take photographs. These are to provide any evidence required for Police if there is a death or for insurance if required. 5. ASAP rider removed by ambulance. 6. ASAP horse removed by appropriate equipment for the task is available prior to the incident. 7. Steward/TD Chief Judge to install New Fence Judge/s. 8. Crash Crew effect repairs as required. 9. Steward/TD and Organiser confer recommencement of competition. Action after the Incident 1. Fence judge and any witnesses to be transported to the Crisis Management Office and statements taken. The witnesses to be supervised by Organiser/Event Secretary and assisted as required through this process. 2. CTM and Doctor/St. Johns/Paramedic/Veterinarian liase with appropriate/responsible persons regarding condition of rider and/or responsible persons/owners/representative regarding the appropriate transport of injured horse or disposal of deceased horse. 3. Organiser/Event Secretary to provide the CMT with relevant rider/horse information i.e. entry details. 4. Notify Police (If Required) 5. CTM and Doctor to liase with /St. Johns/Paramedics and hospital regarding rider s condition. 6. CTM and Doctor/St. Johns/Paramedics to inform next of kin regarding rider s condition. (If Known) 7. Full de-brief CMT and Steward/TD at end of day s competition. 8. Prepare statement for general release. 9. It is critical no information is released and then only the prepared statement by Event Organiser/Secretary once all affected people have been fully briefed. Crisis Management Team Title Name Phone Incident Controller (CMT) Steward/TD Doctor St. Johns/Paramedic Veterinarian Event Secretary/Organiser XC Course Designer Photographer Police P a g e 21
1. Tell the competitor that you are taking the time. 2. Stop the next competitor and alert control 3. Protect the injured from approaching vehicles ACCIDENT CHECKLIST 4. DO NOT move the conscious rider complaining of pain (particularly in neck or back) 5. If unconscious check the airway 6. If unconscious and breathing adequately turn on their side to avoid danger of choking. Head, neck, back and limbs must turn together. 7. If unconscious and having difficulty breathing, improve the airway and assist breathing if necessary. 8. If there is brisk bleeding, then apply direct firm pressure to the site of injury with finger or padding, and if bleeding is controlled, maintain this pressure. 9. It may be necessary to loosen tight clothing around the neck and chest, but without moving the rider. Avoid pressure from sharp objects. 10. DO NOT allow a rider who appears confused or in severe pain to remount. If in doubt send for the Steward/Technical Delegate and Medical Personal. Fall any where on cross-country Elimination 11. Do not give food or fluid 12. It may be necessary to protect from sun, wind or rain. 13. If in doubt as the First Aid Person for a demonstration of clearing the airway or turning the rider whilst controlling the head and neck. Do this before taking up your position at the fence. P a g e 22
WHO FELL? (please circle) Rider / Horse & Rider FOR INCLUSION IN JUMP JUDGES FILES RIDER NUMBER & Name Horse Name (Organiser to complete before forwarding to PCAWA) WHAT APPEARED TO CAUSE THE FALL? (Please circle ONE or MORE) HORSE STOPPED RUNOUT OR SWERVED HIT FRONT LEGS LANDED ON or IN JUMP HORSE SLIPPED TRIPPED on LANDING TAKE OFF TOO CLOSE TAKE OFF TOO EARLY RIDER LOST BALANCE WHAT WAS THE SPEED NEARING THE FENCE? Too Fast / Fast / Medium / Slow Any other details (please use back of form if needed): Fence Type. (If necessary circle more than one or use back of form) LOG SIMPLE RAILS PARALLEL RAILS (oxer) TABLE ARROWHEAD WALL WATER DITCH TRAKENER BRUSH OTHER (Please Describe) Is it a combination fence? YES/NO How many elements? Which Element was the fall? Slope of front face (ground line to highest part): UPRIGHT / MODERATE / more than 45 o DID THE RIDER APPEAR TO BE INJURED? (please circle) YES / NO Did the rider s head/shoulders come in to contact with the ground or fence? YES/NO Was it apparent that an ambulance was required to attend the Rider? YES / NO NATURE OF INJURY: WAS THE HORSE INJURED? YES / NO VET REQUIRED? YES / NO NATURE OF INJURY: P a g e 23
COMMENT BY STEWARD: Signed: PLEASE HAND THIS FORM TO THE PERSON COLLECTING THE XC JUMP SHEETS Any Further Comments: P a g e 24
Pony Club of Western Australia LEVIES CHECKLIST FOR CLUB ODE ORGANISERS Event Name Date Club Organizer Contact Numbers Mandatory PCAWA Stewarding Levy Number of Riders in all Classes: X $0.50 = $ -------------------- PCAWA Eventing Series Levy Number of Riders in PCAWA classes X $2.50 = $-------------------- Day Membership Fee for Non-PCAWA riders Number of Non-PCAWA riders in all Classes X $10.00 = $----------------- Mandatory Supplementary PCAWA Stewarding Levy Number of Riders in all Classes: X $1.00 = $------------------- Total Levies to be forwarded to PCAWA $ RETURN TO PCAWA WITHIN A WEEK OR YOUR EVENT. Please remember to include Result sheets, clearly showing Age of rider, Club represented, Grade competed and result achieved with your remittance as calculated above. Also include any Accident / Incident forms and Gear checking report forms as well as any Reports of Rider Misconduct P a g e 25
CONTACT DETAILS Pony Club Association of Western Australia 4. PERSONAL DETAILS Next of Kin: Relationship: Address: Telephone: Mobile: VEHICLE INFORMATION Make: Model: Colour: Registration: Name of usual Doctor: Address: Telephone RIDER INFORMATION Name: Date of Birth: Address: Telephone No: Mobile: Pony Club Association of Western Australia PREVIOUS MEDICAL HISTORY YES NO Head Injury Neck Injury Eye Injury Diabetes Epilepsy Hypertension Asthma Heart Disease Lung Disease OTHER DO YOU HAVE ANY ALLERGIES? DO YOU WEAR EYE GLASSES? DO YOU WEAR CONTACT LENSES? Are you currently taking any medication? If so Please list below P a g e 26