GUIDE TO BRITISH RACING PROCEDURES For Trainers Based Outside Great Britain The information contained here provides a brief outline only of the major Rules relating to horses trained outside Great Britain and Ireland running in Great Britain. For a full explanation you are strongly recommended to use the online Rules Book at http://rules.britishhorseracing.com. It is also recommended that you make contact with Weatherbys or the British Horseracing Authority ( BHA ) at an early stage if you are in any doubt as to the Rules which apply in Great Britain ( GB ). You should speak to Mr Keith Mason (Weatherbys) or Mr Lyn Williams (BHA), at the telephone numbers listed at the end of this document. 1) Deadlines for Entry and Declaration: Rules (F)69-80 Race Entries and Rules (F)83 114 Processing after Entry. Entries will usually be made via your own Racing Authority, who will pass them on to Weatherbys. Scratchings, Confirmations of Entry and Declarations to Run may be made direct to Weatherbys, on +44 (0)1933 440011. Important note - Entries from Irish trainers which are made direct to Weatherbys and not through Horse Racing Ireland are subject to a handling fee of 77.47 per entry. Entries for most races in GB close at 12 noon, five or six days before the day of running. In such races there are no further declaration stages until the Declaration to Run stage. Declarations close at 10.00am, two days prior to the race for flat racing and for jump racing on Sundays, and on the day before the race for most other jump races (see also table below). A horse will be taken out of the race if it is not declared to run. Please note that the declaration stage may be earlier for races on Boxing Day and for several other major jump races, for example the Grand National. 2) Timetable for Entries and Declarations to Run: A six day entry cycle will apply for all non-early closing races with the exception of those staged on a Saturday, for which a five day cycle will operate. The arrangements for entries and Declarations are summarised in the table below: RACEDAY ENTRIES (AND CONFIRMATION OF ENTRIES/SUPPLEMENTARY ENTRIES FOR EARLY CLOSING RACES) (Noon) CONFIRMED WEIGHTS DECLARATIONS FOR FLAT RACES (10.00 a.m.) DECLARATIONS FOR JUMP RACES *(except for specified races) (10.00 a.m.) Monday Tuesday Wednesday Saturday Sunday Tuesday Wednesday Thursday Sunday Monday Wednesday Thursday Friday Monday Tuesday Thursday Friday Saturday Tuesday Wednesday Friday Saturday Sunday Wednesday Thursday Saturday Monday Tuesday Thursday Friday Sunday Monday Tuesday Friday Friday 1-10
The Scratching deadline for Early Closing races will be fixed at Noon on Tuesdays, unless otherwise specified in the individual race conditions. The deadline for initial Entries for Early Closing races will also be fixed at 12 noon on Tuesdays. Declarations of Riders will be fixed on the day set for Declarations to Run, unless otherwise specified in the individual race conditions. *Declarations to Run and Declarations of Riders for all Grade 1 non Novice Steeple Chases and Hurdle Races will take place two days prior to running. In addition, Grade 3 Steeple Chases and Hurdle Races and such other races as may be permitted by the BHA may have 48 hour Declarations, at the option of the Racecourse Executive. Note: The above arrangements may be subject to variation over the Christmas and New Year periods. Full details of any alterations will be published in advance in The Racing Calendar and on the Racing Administration Internet site (www.racingadmin.co.uk) 3) Re-opening of races (Rule (F)77): If fewer than ten entries are received for a race which closes five or six days before running, the entry deadline will be extended. In such cases, additional entries may be made up until 11.00am on the day after the normal closing date. If a Trainer has made more than two entries for the race by the time of closing, they will be treated as if a maximum of two entries have been made by that Trainer If fewer than eight Declarations to Run are received, the deadline will be extended (in this case, until 10.30am), to allow the original entrants the opportunity to declare if they have not already done so. 4) Procedures for Notification of Non Runners: Trainers are reminded of the requirement to notify the Racing Calendar Office at Weatherbys of any Non Runners in accordance with the procedures set out in Schedule (F)7 of the Rules of Racing. Non Runners may be declared on-line using the Racing Administration Internet site or alternatively via a dedicated telephone number which is available for this purpose on +44 (0)1933 222377. This number will normally be manned from 8.30 a.m. to 5.00 p.m. Monday to Friday, and from 8.30 a.m. to 1.00 p.m. at weekends and Bank Holidays. Once notification of a Non Runner has been has been made, it may not be cancelled and the horse will not be permitted to run. 5) Entries for Major Races: Entries for the major races will generally close some weeks (or months) in advance of the race, always at 12 noon on a Tuesday. In such races there may be one or more Scratching deadline (deadline 12 noon), by which point the horse may be withdrawn. The horse will remain engaged and a further fee will be incurred if the trainer does nothing. Five or six days prior to the race there will be a Confirmation of Entry stage (deadline again 12 noon), at which point the trainer must confirm that the horse is an intended runner. Finally, there is a Declaration to Run stage (see above) either one or two days prior to the race. 2-10
6) Headgear (Schedule (B)4 and Rule (B)42): At the Declaration stage, the trainer must specify any headgear which is to be worn by the horse. In GB, this refers to Hood, Blinkers, Visor, Eyeshield, Eyecover and Sheepskin Cheek Pieces. In addition, if the horse is to run in a tongue strap, this must also be declared at the Declaration to Run stage. When weighing out, the Rider must present to the Clerk of the Scales any headgear which is to be worn by the horse during the race. 7) Elimination: Where there are declared runners in excess of the safety limit for a race (which is shown at the foot of the conditions of each race), the runners will be reduced in accordance with the provisions Schedule (F)8 of the Rules of Racing. Information on the elimination sequence (i.e. the order in which horses will be eliminated) is published on the day after entries have closed or, in the case of races which close early, on the day following the Confirmation stage. In addition to the above provision, the overall number of runners at a meeting is restricted to the number of stables available at each particular racecourse. Once the final number of declared runners is known, additional eliminations may be necessary, beyond the usual safety limit. 8) Qualification for Handicaps: A horse aged three years old or upwards which is trained outside GB and which has run at least three times in flat races under the Rules of Racing of any Recognised Racing Authority will be qualified to run in flat handicaps provided the Handicapper is prepared to allot a rating of 90 or more. If you are thinking of entering a handicap race, you are strongly advised to consult the Weight Adding Department at Weatherbys at the earliest opportunity. 9) Access to information: Trainers licensed outside GB may apply for a password which will give them access to the Racing Administration Internet Site on www.racingadmin.co.uk. This site offers access to lists of Entries and Declarations before the information is available elsewhere and provides information on available jockeys. Contact the Weatherbys Internet Helpdesk on the telephone number listed at the end of this sheet. 10) Liability for entry and other fees (Rules (F)106 (F)113): In races for which entries close five or six days prior to running there is a single entry fee, which becomes due at the time of the race. In races which close earlier than this there is an entry fee, due at the time of entry, and a Confirmation of Entry fee, due if the entry is confirmed five or six days prior to the race (see above). In addition, there may be one or more Scratching deadlines, at the time of which an additional fee becomes due if the horse is not positively withdrawn. An entry handling fee and surcharges are charged in addition to the entry fee. The total amount is currently 32.70 (plus VAT as applicable). 3-10
The Racing Authorities of France, Ireland and Germany have entered into a reciprocal arrangement concerning accounting arrangements. Owners from other countries are required to make separate arrangements with Weatherbys for the payment of entry fees and the receipt of prize money. Such owners should contact Miss Alex Roberts, on the telephone number listed at the end of this sheet. It should be noted that, in the case of arrears, the BHA has the authority to collect any outstanding fees due to it at the racecourse on the day of the race. In such circumstances, the horse will not be permitted to run while the amount remains outstanding. 11) Declaration of Rider (Rules (F)92, (F)93, (B)25): Details of the rider of your horse must be declared to the Entries/Declarations to Run number listed overleaf. The deadline for Declarations of Riders is 1.00pm on the day fixed for overnight declaration (see above). Declarations may be made at any time from the time of entry (or, in early closing races, from the time for Confirmation of Entry). It is usually convenient for the jockey to be declared at the same time as the entry or the Declaration to Run is made. Unless the Jockey is licensed in GB, you must declare the rider s age, details of the number of winners ridden and any rider s allowance that your jockey intends to claim at the time that you declare your jockey. Once the 1.00pm deadline has passed the substitution of a rider will only be permitted under certain circumstances. Should this situation arise, it is recommended that you contact Weatherbys immediately. 12) Vaccinations (Rules (E)18, (E)19, (C)24): All horses are required to be vaccinated against Equine Influenza by a veterinary surgeon. The vaccines administered must either appear on the list of equine influenza vaccinations which is maintained by the Authority or be acceptable to a Veterinary Officer. The horse must have received two primary vaccinations which are given not less than 21 days and not more than 92 days apart. If sufficient time has elapsed, the horse must also have received a booster vaccination which is given not less than 150 days and not more than 215 days after the second component of the primary vaccination, and further booster vaccinations at intervals of not more than a year apart. None of the vaccinations must have been given on the day of a race in which the horse is declared to run or on any of the 6 days before the race. Where the horse has a passport, the vaccination section must have been completed by a veterinary surgeon or a Recognised Racing Authority. Where the horse is trained in a country that does not issue passports, the vaccination records must include a combined identification and vaccination certificate signed by a veterinary surgeon which identifies the horse, states that it has received vaccinations against equine influenza and gives the dates of each vaccination., It is recommended that the full vaccination record is sent to Weatherbys or the British Horseracing Authority for verification at the earliest possible stage. 4-10
13) Racecourse Clearance Notification (Rule (E)21 and (E)24): A Racecourse Clearance Notification must be lodged with Weatherbys the day prior to the Declaration stage, except in the case of horses from countries which are yet to adopt the RCN, where a valid passport endorsement is required in its place. The BHA will impose a fine on the trainer where no RCN has been lodged. 14) Identity Checks - horses from countries where Passports are issued (Rule (E)16): The horse and its passport must be available for inspection, in order that the markings (and vaccination records) can be checked by the Veterinary Officer, no less than 45 minutes before the race. 15) Identity checks - horses from countries where Passports are not issued (Rule (E)2 and (E)16): A Certificate of Pedigree (Exportation Certificate) is required to be lodged at Weatherbys for any foreign runner which does not have a passport. This Certificate will be sent direct to Weatherbys by the Stud Book Authority of the country of origin. A copy of the certificate is sent by Weatherbys to the Veterinary Officer, in order that he can positively identify the horse at the course. In addition, an age and markings certificate for the horse which has been signed by a veterinary surgeon in Great Britain, Ireland or the Channels Islands must be sent to Weatherbys. The horse must be presented to the Veterinary Officer for inspection no less than 45 minutes before the race. 16) Racing Performances (Rule (C)38): Up-to-date lists of performances are required at the final Scratching deadline and at the Confirmation stage. Please ensure that performances submitted identify whether any race won was a Handicap or Maiden Race to avoid the allocation of incorrect weights. In the unlikely event that the horse runs after the Confirmation stage and before the race in question, details must be supplied at the Declaration to Run stage. 17) Trainers (Schedule (B)3 Part 2): A horse is not allowed to start for a race if it is trained outside GB and has been in GB for more than 90 days. This requirement may be waived by the BHA on application by the trainer. Please contact the BHA Licensing Team for further information. 18) Jockey (Rule (A)15, (D)27): A jockey licensed outside GB should produce his licence to the Clerk of the Scales on the racecourse, or if he is from a country which does not issue a formal licence, a letter from the issuing Authority confirming that he holds a licence for the relevant code of racing and sign an Attestation Certificate. Jockeys from those countries which are not listed in Schedule (D)1 of the Rules of Racing must also produce a clearance from their own Racing Authority. If there is any doubt about this, you are strongly advised to contact the BHA's Licensing Team at the earliest opportunity. The rider must also produce their Medical Record Book ( MRB ) if they have one. In the absence of a MRB, they will be examined by the Racecourse Medical Officer before they will be allowed to ride. 5-10
Should you wish to use a rider who is not from the European Economic Area (Non- EEA), they will require a Visa which entitles them to ride in GB. Enquiries regarding the type of Visa required by an individual (https://www.gov.uk/browse/visas-immigration/work-visas) must be made direct to the Home Office. Please note that many Visa applications may require submitting prior to entering the UK. The rider may be required to provide proof of an appropriate to the BHA before being allowed to ride in GB. 19) Shoes (Schedule (B)4): US-style horseshoes with toe-grab plates or those with sharp flanges or protrusions on the ground surface other than calkins or studs on the hind limited to 3/8 in height are not permitted to be used for racing purposes. Horses running in flat races conducted on turf must enter the Parade Ring fully shod, except with the permission of the Authority. Permission must be obtained prior to the time fixed for making declarations under Rule (F)89. National Hunt flat races conducted on turf are excluded. The application process for dispensations can be found at: http://www.britishhorseracing.com/wp-content/uploads/2014/07/procedure-procedure-forgranting-exemptions-11-03-16.pdf The application form can be found at: http://www.britishhorseracing.com/wp-content/uploads/2014/07/form-form-for-evidence-11-03- 16.pdf 20) Racing Colours (Rule (E)82): These may be declared to Weatherbys at the latest by the entry or, in the case of early closing races, by the Confirmation of Entry stage. The Colours registered in the country of origin can usually be used, even if they are of a design which would not normally be allowed in this country. However, this does not extend to Colours which incorporate advertising which has not been approved. Where the Colours are of an unusual design, you may be asked to provide a photograph or illustration of the Colours, so that this can be supplied to the Press. 21) Sponsorship in Great Britain If your horse is sponsored and you wish to display the sponsor s logos when the horse runs in GB then you will need to register the sponsorship with Weatherbys at least five days prior to the race in which you intend your horse to compete. A full copy of the sponsorship guidelines (The Racehorse Owners Sponsorship Code of Conduct), which includes the necessary registration forms, can be found in the Publications section of the Resource Centre at: http://www.britishhorseracing.com/wp-content/uploads/2014/03/ownership-sponsorship-code-of- Conduct.pdf Alternatively, hard copies can be requested from the Sponsorship Desk at Weatherbys. If you do not register your sponsorship at Weatherbys you should not display any sponsorship logos when on the racecourse. If you have any queries regarding this, please contact either Weatherbys directly. 6-10
22) Starting Stalls (Rule C(48)): On the first occasion a horse runs, the trainer of a foreign horse is required to arrange for the Senior Starter of his own Authority to provide to the BHA by the Declaration to Run stage written comments on the horse s behaviour at the start. Should this not be done and the horse subsequently misbehaves, the BHA may refuse further entries for the horse or, in extreme cases, from the trainer. Unless such information is received, no special arrangements at the start will be made. 23) Stable Security: Overseas trainers will be allowed access to the official racecourse stables on production of their travelling passport. Overseas trainers must notify the Clerk of the Course of their intention to enter the stables, and in particular any early access or overnight stabling requests, prior to the arrival of their horse at the racecourse. To gain access to the racecourse stables, racehorse attendants must provide both their passport and a completed letter of authority to the equine welfare integrity officer on duty at the racecourse stables or in advance to: jwillis@britishhorseracing.com. The Template Letter of Authority is attached to this document at Annex A. 24) Official Going and Weather Conditions: The latest going and weather information for all racecourses can be found at http://www.britishhorseracing.com/race-info/fixtures/fixture-updates/#going 25) General Duties of Trainers at the Racecourse (Rules (C)39 46): All runners on a raceday are guaranteed a dedicated stable in the official racecourse stables. Every horse running on the day of racing must be stabled in the official racecourse stables at least 45 minutes before the advertised time of the race for which the horse is declared. Horses which are stabled in the official racecourse stables on a day when they are not due to race will need to be removed by 10.00 am when the Stable Manager indicates that the stable they occupy is needed for a horse running that day. Trainers wishing to use the official racecourse stables overnight must reserve such accommodation by submitting a written application to the racecourse by 1.00 pm on the day before racing. The application must include the name of the horse(s) and the names of any employee(s) requiring use of the hostel. 26) Quarantine: For quarantine regulations you are advised to contact the Animal Health and Veterinary Laboratories Agency (AHVLA), who will provide a copy of the Importer Information Notes for assistance contact details are provided at the end of this document. 7-10
27) Reports on Performance (Rule (C)34, (C)35): Trainers must report to a Stipendiary Steward or a Veterinary Officer on the racecourse anything which might have adversely affected the performance of the horse. Should anything come to the attention of the trainer after the horse has left the racecourse, it must be reported to the BHA Disciplinary Department, a Stipendiary Steward or a Veterinary Officer. 28) Use of Prohibited Substances and Methods (Manual (G), Schedule (B)3) On 2 March 2015 the BHA introduced a zero tolerance policy on the use of prohibited at all times substances (including anabolic-androgenic steroids). Unless the horse is domiciled in Ireland, France, Germany, Norway, Sweden or Hong Kong, the horse must be present in Great Britain for a minimum of 10 business days before the race in which it is entered, or intended to be entered, unless otherwise approved by the Authority. Prior to the horse being eligible to race the BHA will collect a sample which must be reported as negative. Details of the horse s location must be submitted on the online International Runner whereabouts form https://britishhorseracing.wufoo.eu/forms/whereabouts-information-international-runner/ no later than 14 business days before the first race in which the horse is entered or intended to be entered. For horses where approval to arrive in Great Britain within 10 business days has been given the trainer should usually contact the BHA (anti-doping@britishhorseracing.com) at least 30 days prior to the intended race for further guidance. A Trainer of any horse trained outside Great Britain which is entered for a race must, when requested by the Authority, sign a declaration confirming that the horse has not been administered any prohibited substance or prohibited method that is listed as prohibited at all times in Schedule (G)1 and/or setting out the details of the administration of any prohibited substance or prohibited method listed as prohibited at all times in Schedule (G)1. A horse may not run if no declaration has been made, or if the declaration confirms that the horse has been administered a prohibited substance or method prohibited at all times in Schedule (G)1, unless the circumstances surrounding the administration of a prohibited substance or a prohibited method are acceptable to the BHA. A full copy of the Equine Anti-doping guidelines can be found in the Anti-doping and Medication Control section of the Resource Centre at: http://www.britishhorseracing.com/resource-centre/anti-doping-medication-control/equine-anti-dopingrules-and-guidance/ 8-10
Contact Details Weatherbys Ltd Sanders Road Wellingborough Northants NN8 4BX Tel: 01933 440011 (Entries/Declarations) 01933 440077 (Main Switchboard) 01933 304828 (Internet HelpDesk) Fax: 01933 276151 Email: ihelp@weatherbys.co.uk www.weatherbys.co.uk British Horseracing Authority Ltd 75 High Holborn London WC1V 6LS Tel: 020 7152 0000 Fax: 020 7152 0001 Email: info@britishhorseracing.com www.britishhorseracing.com National Trainers Federation 9 High Street Lambourn Hungerford Berks RG17 8XN Tel: 01488 71719 Fax: 01488 73005 Email: info@racehorsetrainers.org www.racehorsetrainers.org The Professional Jockeys Association 39 Kingfisher Court Hambridge Road Newbury Berks RG14 5SJ Tel: 01635 44102 Fax: 01635 37932 E-mail: info@thepja.co.uk Animal Health and Veterinary Laboratories Agency (AHVLA) Centre for International Trade - Carlisle Hadrian House Wavell Drive Rosehill Industrial Estate Carlisle CA1 2TB Tel: 01228 403 600 (option 3) Fax: 01228 591900 Email: imports@ahvla.gsi.gov.uk www.defra.gov.uk/ahvla-en/importsexports/international-trade/ Home Office Level 5, Vulcan House Steel Sheffield S3 8NU Tel: 0870 60677660 Website: www.gov.uk/contact-ukvi-outside-uk Revised: March 2017 9-10
OVERSEAS TRAINER RACEHORSE ATTENDANT S LETTER OF AUTHORITY ANNEX A TO GAIN ACCESS TO RACECOURSE STABLES, RACEHORSE ATTENDANT S MUST PROVIDE BOTH THEIR PASSPORT AND A COMPLETED COPY OF THIS FORM TO THE EQUINE WELFARE INTEGRITY OFFICER ON DUTY AT THE RACECOURSE STABLES OR IN ADVANCE TO JWILLIS@BRITISHHORSERACING.COM. Trainer Name: Date: Horse(s) Name(s): Employee Name: Racecourse: Fixture Date: Trainer s Declaration of Employment (TO BE COMPLETED BY THE TRAINER) I, ( the Trainer ), declare that the above named person is employed by me, and I give authority for them to enter the racecourse stables to care for the above named horse(s), which may include accompanying any horse should it be selected to have a sample taken from it. I acknowledge that on production of this letter and a valid passport, the above named person will be given access to the Racecourse Stables. I acknowledge that I am responsible for compliance with the BHA s Rules of Racing (available online at: http://rules.britishhorseracing.com), to which I am subject through the entry of the named horse(s), even where I delegate compliance to my employee. Trainer Signature: Contact Telephone Number: Employee s Agreement to be bound by the Rules (TO BE COMPLETED BY THE ATTENDANT) I, ( the Employee ) agree to be bound by the BHA s Rules of Racing (available online at: http://rules.britishhorseracing.com) in force from time to time and confirm that I am not a Disqualified or Excluded person under the said Rules of Racing or under the Rules of a Recognised Racing Authority. Employee Signature: Contact Telephone Number: As part of its role as the governing body and regulator of the sport of horseracing in Great Britain, and in particular in order to properly and effectively carry out its role as a fraud-prevention organisation, the BHA holds and processes personal data (including sensitive personal data (e.g. data relating to an individual's racial or ethnic origin, political opinions, religious or similar beliefs, trade union membership, physica l or mental health, or criminal record)) about those Persons bound by the Rules of Racing and members of the wider public. This information (which may be received from a number of different sources, including, without limitation, persons bound by t he Rules of Racing or others within the industry, third party organisations, complainants or their representatives, individuals whom the BHA contacts when carrying out an enquiry into a complaint, journalists and the media, consultants and advisers) is used to (i) manage and administer the sport ; and (ii) identify and deter breaches of the Rules of Racing and malpractice in horseracing, ensuring that the sport is, and is seen to be, clean and fair. Where necessary, the BHA may disclose such information to relevant third parties (including, but not limited to training prov iders and awarding bodies, other organisations involved in British Racing, the Police or other law enforcement bodies, the Gambling Commission a nd other regulators such as the RSPCA and UK Anti-Doping). Where relevant, the BHA may also transfer data to bodies responsible for the regulation of horseracing in countries in and outside the EEA. A person who is not a party to this application has no right under the Contracts (Rights to Third Parties) Act 1999 to enforc e any term of the agreement resulting from the application.