Monarto Equestrian Centre

Subtitle

ONE DAY EVENTS

One Day Events are made up of three phases, Dressage, Cross Country and Show Jumping. They are run over two days, Saturday and Sunday. There is a lot to be done before an event as well as on the weekend of the event. Below are guidelines on how to help you run your event smoothly.


PRIOR TO EVENT: People may be required to help with course building on the cross country course (you will be asked by the Chairperson or course designer if needed) The grounds need to be made safe ie. any rubbish laying around needs to be removed, cross country course may need to be slashed around jumps, dressage arenas need to be put up and may need mowing. Toilets need to be cleaned as well as the dormitories. The kitchen also needs to be cleaned. It is the responsibility of the catering/Monarto Management Committee to buy the food for the catering. Stables, yards etc need to be checked.


CHAIRPERSON: The Chairperson is the person whom you need to speak to should you have any difficulties with your club, other clubs or understanding your duties. The Chairperson is ultimately in charge of running the entire event.


TRAFFIC MANAGEMENT:

See above attachments


SECRETARY SHED:

The Event Secretary is the person who is ultimately in charge in the Secretary Shed.

Clubs need to respect that the Secretary has already put in many hours of work prior to the event, and that you are there to assist in any way you can.

Persons required : 1 person from 3pm – 7pm on Friday

2 people Sat. morning 1 person Sat. afternoon (7am – 4pm)

1 person Sun. morning 2 people Sun. afternoon (7am – 5pm)

Clubs may choose to roster people on in 2 –3 hour shifts.

Responsibilities: The Secretary’s Shed is the main point of contact between The Chairperson, Secretary, riders, parents, emergency personnel, other officials and P.A. Commentators. It is the first point of call for most people and therefore is very important that the club on duty have a list of all personnel for the event. A copy of the current rule book is essential. Queries regarding rule interpretation should be referred to either the Pony Club Steward, Event Chairperson or the Secretary.

A list will be left from the Secretary of any persons who owe money for either entry fee or stabling/camping. Entry fees must be paid before a rider can compete. You will also be supplied with a list of all competitors. You need to “tick off” competitors as they arrive. Put a line through any scratchings and make sure you notify computing of all changes. (otherwise they get very grumpy!!!)

On many occasions, riders will tell you they have forgotten their performance card. Always check with the Pony Club Steward first, but usually If they can prove they are financial then they may be allowed to ride HC only until their card is produced and before their jumping phases.

2 way radios will be supplied, please do not use these as a chat line, as they are on one channel only and many other people may need to contact you. If you have to leave the shed unattended, then please take the radio with you.


Duties: At all times endeavour to have a positive attitude and smile.

 Most important of all, you are the first port of call for everyone that comes through the door, please put on your best PR, smile and remember what an important part of the Southern Zone and the Monarto Equestrian Centre you are.

Enjoy your time in the Secretary Shed.

 To have knowledge of all aspects of the event and to knowwho to contact in relation to different problems/queries.

If you are unsure, ask for help.

 If anyone requires medical attention, either call on the 2 way for St. John’s, or if they are not on the grounds, and it is not an emergency, there is a first aid kit in the sick room in the house.

If a horse is ill or injured, contact the vet via the 2 way, if the vet is not on the grounds, it is the responsibility of the owner to contact (you can ring for them) and pay for the service.

 Hand out body numbers and programmes.

 Take attendance/performance cards, check cards for financial status and qualifications. (riders must have 4 qualies within a 12 month period to ride competitively) If OK, cards can be filed. If you have a query with a card, advise the Pony Club Steward, who will chase the matter up with the competitor.

 All stabling, yarding and undercover yards will be placed on the board in the Sec. Shed with names of those who have booked them. If all stables etc are booked, do not allocate stables to people who have not booked without checking with the Secretary. Do not swap people around as some people request certain stables/yards etc.

 Be aware of the general surroundings and where different phases are being held. Directions to toilets, dorms, catering etc. as for some people it will be there first time to Monarto.

 Any disputes in relation to scoring needs in the first instanceto be referred to the Chairperson, if unavailable then the Pony Club Steward is to notified. Scoring disputes need to be attended to immediately.

 You will be the person asked to put announcements over the PA system, (it’s easy) you must announce when the cross country course is open for walking. Riders are not permitted to walk the course until this time. (only under special circumstances, the Chairperson or the Pony Club Steward may allow a rider to walk the course at their own risk.)

 It is a very busy time at the conclusion of an event. As final scores are completed (without protests) all placing Pony Club and Adult cards must be signed and points allocated before they can take their cards. It is very much appreciated by the Secretary if you can have these cards out for the Secretary to fill out.

 Before you leave (as often you are nearly last), please check to see if there has been anything left behind ie. cards etc.

Also a clean up of the Shed should be done.


CATERING: Catering is provided to the public by the Management Committee when events are held at the Monarto Equestrian Centre. The club which has been delegated to catering, needs to contact the Chairperson of the Monarto Management Committee, as he/she is the person who will advise you of what times you will be required to serve. You will also be told of other duties you may be required to perform, such as cooking, making sandwiches etc. You will also be required to cut cake and have tea/coffee ready for the dressage personnel to collect for the judges.

Generally the kitchen is open from 7:00am until approx 4:00pm both days.

It becomes very busy around lunch time, so please  with the cooks and offer any support you can.


COMPUTING: The Event Secretary will have organised for someone to do the computing. The Club which has been assigned to assist this person has various jobs. This is a very

important job, and it can get quite tense, so it is advisable not to have children working in the computing room or running in and out to see Mum or Day all day.

People required are:

Saturday – Dressage : 2 persons from 9:00am until finish.

1 or 2 persons to collect scores

from the dressage arenas.

Sunday – S/J & C.C.: 2-3 persons from 9:00am until finish.

(this is the busiest day)


MANUAL SCORING: If the unforeseen should ever happen, (God forbid) and there is not a computer available to be used for scoring (or if the power is out etc.) The following is how to score manually. You will need a calculator to 3 decimal places.

Dressage :

Using a Prelim 1D as an example.

Add up all good scores (making sure you multiple by 2 were the test requires). Good scores are the scores the judge writes in.

Add both good scores together ie. 1 judge gave 100, the other gave 109. 100 + 109 = 209. Divide by 2 = 104.5.

Divide 104.5 into 250 (this is the total possible amount on the 1D test).

104.5  250 = .418. Multiply by 100 (or move 2 decimal places)

Your percentage is 41.8% (this poor rider had a bad hair day!)

The above is for pure dressage. (if there are any errors of course they must be deducted before dividing into 250. (making sure you only deduct one judges errors).

The following is how to convert to a penalty point for event scoring.

Total possible score minus average (250 – 104.5 = 145.5)

Then multiply the answer by .6 (145.5 x .6 = 87.3)

87.3 is the penalty point. If there were any errors of course add them to the final penalty point (making sure you only add one judges errors).

Cross Country:

As these penalties change regularly, please check your PCASA Eventing rules for Cross Country for time penalties and jumping penalties.

Showjumping:

As these penalties change regularly, please check your PCASA Eventing rules for Showjumping.


DRESSAGE: Personnel required and their duties:

Co-ordinator – to liaise with the Clubs responsible for this phase and the Chairperson/Secretary. It is the co-ordinators job to contact the Secretary prior to the event to find out how many arenas and what size arenas are required.

Also to arrange the date and time for the persons who will be erecting the arenas to meet at Monarto.

Either the Co-ordinator or an elected person from either club is to arrange all judges and pencillers (usually one club will arrange judges and the other arranges pencillers, do what ever suits your clubs). Judges need to be booked at least 4 weeks before the event. Do not leave it until the last minute. A list of judges is attached. For the lower grades, you may use persons from your club who have had experience in judging. Make sure you do not have a parent judging their own child.

Confirmation letters need to be sent to all dressage judges the week before the event, advising them of their start time, arena number, where to meet you, etc.

(You can obtain this information from the Secretary).

You need to fill out the following dressage form and send a copy to the Chairperson. This form also helps you know who is doing what.

On the day of the event, please be at the Secretary Shed at least an hour before the designated start time to collect the dressage boards (which will have been set up by the Secretary, including all tests, scratchings and notes for judges.) Your box of goodies should include judges boards, gear check board, dots and vest, marshall/s board/s and vests, whistles, bells, pens, 2 way radio (to communicate with Secretary Shed) and spare programmes.

Take your ‘goodie box’ down to the dressage where you have asked the judges and pencillers to meet you.

Supervise to make sure the day runs as smooth as possible.

You may also be the dressage announcer to let riders know who is in what arenas.

Gear checker: If possible it is best to have a qualified gear checker. Two gear checkers are preferable as it’s a tiring job. They will need a copy of the up to date gear check rules and it is best to have a copy of the PCASA general rules.

The Dressage Co-ordinator will supply you with a copy of the draw, dots and an orange vest.

Marshalls/Stewards: Depending on how many arenas there are, it is best to have two marshall/stewards. Your duty is to ensure that riders are moving to their correct arenas, that riders and horses are not crowding areas they are not supposed to be in, and that all is going well with judges, riders etc.

All marshalls/stewards will be provided with an orange vest, a copy of the draw and a pen (and usually a radio). These items

will be available from the dressage shed by your coordinator.

Gate Stewards: Gate Stewards must be supplied for Pony Club grade 5, all other grades are optional (except for

State Championships ODE’s). This can be a shared job (usually by kids), but please make sure the people doing this job are aware on when to open the gate and when to close the gate without interfering with the competitor.

Morning Teas: Morning tea will be ready for some-one to collect from the kitchen, (arrange this by 9am so they know what time it will be collected.) You will be required to take the tea/coffee around to the Judge’s cars, also feed stewards, gearcheckers, PA announcer, coordinator, and most of all St. John’s. You will need to be down at the arenas al least 5-10 minutes before the scheduled break.

Arena Erectors/Dismantlers: Arenas will need to be erected the weekend before the event.

You will need 5 – 6 people and it will take approx. 4 hours to put up 6 arenas. Diagrams of arenas are at the back of this section. You will also need a tape measure (100 m is the best), good heavy hammers and lots of energy (for all the walking).

Arenas must have 10m between them and they must be 15 m from any fences or solid objects. Your coordinator will have spoken to the Event Secretary and will have a diagram of where the arenas should be placed.

Ropes must be no lower than 25 cm and no higher than 50 cm.

When all arenas are up and roped you will need to place the yellow/white caps on top of each peg. You will also need to put up bunting for warm-up areas (usually 2) and anywhere else your coordinator has instructed you to.

Dressage letters are not put out until Friday night or Saturday morning of the event. These need to be placed no more than

50 cm from the edge of the arena. (The letters are kept in the Secretary Shed) “A” is 10m from the center of the gate. Put up arena numbers as well.

When the dressage phase has finished, the allocated persons can dismantle the arenas. Do not dismantle arenas that are finished if the arena next to it still has competitors riding in it.

Dressage ropes must be rolled back up neatly on the rolls. Letters are to go back to the Secretary Shed, pegs, caps and droppers will go back in the dressage shed. Before taking down the warm up area, check with the Show jumping coordinator, as they may wish to keep this area bunted for their warm up area. Stuff bunting back into bags, do not roll, leave one end out of the bag.


DRESSAGE PHASE

CO-ORDINATING CLUB/S………………………………………………………..........

PERSON TO CONTACT: …………………………………………………………..........

GRADE

ARENA

JUDGE

PENCILLER

ARENA ERECTORS/ DISMANTLERS………………………………………………….

…………………………………………………………………………………………….

PUT OUT DRESSAGE LETTERS (EARLY SAT AM) ………………………………..

…………………………………………………………………………………………….

MORNING TEA …………………………………….......................................................

GEAR CHECKER/S ……………………………………..................................................

STEWARD/S ………………………………………………………….............................

P.A. ANNOUNCER ………………………………………………...................................

PC GRADE 5 GATE OPENERS ……………………………………………………......

Any other relevant information: .........................................................................................

.............................................................................................................................................

.............................................................................................................................................

Please ensure a copy of this information is passed onto the Chairperson


CROSS COUNTRY: The Cross Country phase is run on the Sunday of the event. Most of the work for the CC phase is completed

the weekend before the event.

This consists of flagging and numbering the course, putting up start and finish flags, cleaning up around jumps setting up a practice fence at the start and dressing the course.

All of the above work will have been referred to your coordinator from the Chairperson/Course Designer. The Course Designer is the person who is responsible for designing all of the courses and will either build jumps him/herself or allocate this job to persons who have knowledge in this area.

All maps will be placed on the window of the Secretary Shed when the course is announced for walking.

Coordinator

The coordinator is the person who will do the liasing with the Event Chairperson and the Course Designer/builder.

It is also the coordinator’s responsibility to make sure that all of the personnel required for this phase have been contacted and are aware of their commitments. There is a check sheet attached to this section for you to fill out (make sure you give a copy to the Chairperson) . Please note: The Event Chairperson will have the list of all jump judges.

The following personnel will be required and this is their responsibilities.

Start & Finish (timers)

You will need 2 people on the start and 2 people on the finish.

All of these persons will have a stopwatch. The stopwatches need to be synchronised before the start of the cross country phase. One of the Starters and one of the Finishers will also be the penciller. Updated sheets will be supplied with all starting competitors on them from computing. Your responsibility is to make sure the correct time is written on the start/finish sheets.

The Start will be advised of what time intervals each class will be running at.

Runner

If possible it is best to have two runners and preferably on motorbikes. The responsibility of the runner/s is to collect the jump score sheets from the jump judges and take them to the computing personnel. It is very important to pick up sheets at regular intervals so as the computing personnel can chase up any queries as soon as possible. It is also handy for the Runner to carry spare Score sheets in case a jump judge runs out. You will also be supplied with a copy of all maps.

Gear Checker

The Gear Checker is responsible for checking all Pony Club

and Adult members before they go on the cross country course. You need to have a copy of the latest Gear Check rules and a copy of the PCASA General rules.

You will be supplied with an orange vest, dots, a copy of the draw (with up to date scratchings) and pen.

Marshall/steward

The marshall/steward will be responsible to ensure riders are ready to compete on time and in the correct order (some riders will have permission to ride out of order) to keep this phase moving as smooth as possible.

Jump Judge Marshall

The Jump Judge marshall is more often the coordinator and is responsible to check on all jump judges to make sure they are at their correct jumps and to answer any queries they may have in regard to their jump. Ie options, flagging etc. This must be done every time there is a change in height classes.

PA Announcer

The cross country should have a PA announcer. This person’s job is to commentate on the riders as they go around the course and can often put out important announcements if required. The announcer will be provided with commentary details (including maps) from the computing personnel

Fence Repair Crew

It is best to have 3 crews, their job is to keep an eye on the courses as the riders go around. If at any stage a jump has to be repaired, the crew responsible will radio the co-ordinator and/or the start to advise of the damage and how long it will take to repair. All fence repair crew will be given radios and maps and will be told in which order the riders will be run.


Jump Judges.


ALL CLUBS MUST SUPPLY 2 JUMP JUDGES.

These names are to be given to the Chairperson and the Chairperson will allocate jumps to either these people or the clubs. A Jump Judges briefing will be held approx. 1 hour before the start of the cross country. it is very important for Jump Judges to attend the briefing, just in case there have been any rule changes that you are unaware of.

Jump Judges Boards

2 people will be required on Saturday afternoon to assist the Chairperson put together the cross country boards. This consists of names of judges, number of jumps, bags with score sheets, whistles, programmes etc in them. Also included will be to set up the start/finish, boards. This may take 1-2 hours.

Briefing Person

This can be the Chairperson, an experienced cross country person or the Pony Club Steward (need to be asked). They will run through the rules and definitions of faults etc. This must be done before cross country.

Road Crossing

As well as jump judges, there must be two people used at each end of the (near water jump and the stone wall) road crossings.

This is only applicable when the road crossing jumps are included in the courses. It is also advisable to use signage (can be obtained from the Murray Bridge Council)

End of Cross Country

At the completion of the cross country, it is also the responsibility of the co-ordinating club/s to collect all the flags and numbers from the cross country course. These need to be put back in the shed from where they came in a neat orderly fashion.


CROSS COUNTRY PHASE

CO-ORINATOR/S: …………………………………………………………………………

CONTACT PERSON:……………………………………………………………………..

COURSE DESIGNER:……………………………………………………………………

COURSE BUILDER/S:……………………………………………………………………

BRIEFING PERSON:………………………………………………………………………

MARSHALL/S:……………………………………………………………………………..

GEAR CHECKER/S:………………………………………………………………………

START X 2:…………………………………………………………………………………

FINISH X 2: …………………………………………………………………………………

RUNNERS: …………………………………………………………………………………

COMMENTATOR:………………………………………………………………………….

FENCE REPAIR CREWS: …………………………………………………………………

…………………………………………………………………………………………………

ROAD CROSSING X 2: …………………………………………………………………….

COURSE FLAGGING & NUMBERING: …………………………………………………..

………………………………………………………………………………………………….

…………………………………………………………………………………………………..

CLEANING UP COURSE/DRESSING: …………………………………………………….

…………………………………………………………………………………………………...

BOARD COLLATORS:………………………………………………………………………..

…………………………………………………………………………………………………..

OTHER COMMENTS:…………………………………………………………………………

……………………………………………………………………………………………………

Please ensure a copy of this information is passed onto the Chairperson

SHOWJUMPING: The Showjumping phase is usually run after the cross country phase, depending on the number of entries. The Event

Secretary will advise the Chairperson of entry numbers and If the showjumping requires one or two arenas or if some classes can be run on the Saturday after the dressage.

Co-ordinator

The co-ordinator’s responsibility is to organise a judge, course builder and other following personnel. Book judge and builder at least 4 weeks prior to the event.Also to be available to ensure the smooth running of this phase.

All your score books, bells, stopwatches etc. and gearcheck, marshall boards will be made up and ready for you to collect from the Secretary’s Shed. You will be supplied with a radio so as to keep in touch with the Secretary.

As each course is ready to be walked, you must notify the Secretary to announce it, and make sure the Pony Club Steward has checked the course.

It is also advisable to take down to the showjumping area, thermos’ with tea, coffee, biscuits, cakes etc. as you will not have a lot of time to come back to collect these for the Judges and other personnel. Organise lunch arrangements with the Chairperson prior to the event.

A map of the course needs to be posted at the showjumping area for the competitors to see.

Course Erectors

The Co-ordinator will advise who the course builder is, then you will require 5-6 people to help build the course.

In the warm up area (this area must be bunted) you will also need to build two practice fences, these need to be flagged.

One must be a cross bar and the other a parallel. These fences must not be higher than the course maximum.

The showjump arena must be bunted off and have a gate.

Packup


All equipment must be packed away.

Gearchecker

Will be required to check all riders prior to this phase. Your information will be provided by the Co-ordinator. It is advisable that you have an updated copy of the rules.

Marshall/Steward

To keep the riders coming in quickly and in order (bearing in mind there will be competitors that need to ride out of order due to other rides in different classes.) Making sure that the riders jump the practice fences correctly and not too often. You will also be provided with all relevant information by the co-ordinator.

Rail Stewards

It is best to have 2-3 rail stewards. Their job is to replace rails that have been knocked down and to help the Course Designer/builder to put up the course when required.

Score Runner

A person is required to collect the scores as soon as the class has finished and take them up to the computing personnel.

It is very important that these scores are computed as soon as possible.


Time Keepers

You will be required to use a stopwatch, and stop and start the watch as a horse goes through the start/finish flags and if at any time the Judge requests you to stop the watch.

Then tell the Judge’s penciller of the time to be recorded.

Penciller

The penciller is required to sit by the Judge and he/she will tell the penciller if the rider is clear or has faults. It is the pencillers job to record this information correctly as well as record the time from the time keepers.

The Score sheet must also have the optimum time on it.

PA Commentator

It is not imperative, but is nice to have a PA Commentator to keep things lively and keep spectators informed of who, what

and why is going on.


SHOWJUMPING PHASE

CO-ORDINATOR/S: …………………………………………………………………………

COURSE BUILDER: …………………………………………………………………………

JUDGE: ………………………………………………………………………………………..

CONTACT PERSON:………………………………………………………………………..

MARSHALL/S:………………………………………………………………………………..

GEAR CHECKER/S:………………………………………………………………………….

PA COMMENTATOR:………………………………………………………………………..

PENCILLER: …………………………………………………………………………………..

TIME KEEPERS :………………………………………………………………………………

RAIL STEWARDS: ……………………………………………………………………………

……………………………………………………………………………………………………

COURSE ERECTORS: ………………………………………………………………………

……………………………………………………………………………………………………

……………………………………………………………………………………………………

SCORE SHEET RUNNER: …………………………………………………………………..

TEAS/LUNCHES ETC. (if applicable) ………………………………………………………..

OTHER COMMENTS : …………………………………………………………………………

……………………………………………………………………………………………………

……………………………………………………………………………………………………

……………………………………………………………………………………………………

Please ensure a copy of this information is passed onto the Chairperson