NEW ZEALAND PONY CLUBS ASSOCIATION INC.
NZPCA MOUNTED GAMES
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 NZPCA Mounted Games Regulations updated August
2015 - copy available from the NZPCA website
If you require further information, please contact the
NZPCA General Manager – Ph (06) 845 9336 ext 720 or
email: [email protected]
2016 NZPCA Mounted Games Handbook – Updated December 2015
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CONTENTS
Item #
Description
Page #
Title Page and cover note ..........................................................................….1
Contents ......................................................................................................…2
Mission Statement .....................................................................................…. 3
Zone Games
1
Form of the Competition ..............................................................................….4
2
Zone Games Organising Committee (OC)...............................…………....…...4
3
Responsibilities of the Organising Committee..............................................….4
4
Appointment and Roles of the Appointed Officials ................................……....9
5
Responsibilities of Events and Activities Committee (EAC)…….……………...11
6
List of Appendices available for Zone Games……………...…….……………...11
National Championship
1
Form of the Competition .............................................................................….12
2
National Championship Organising Committee (OC)................................…...12
3
Responsibilities of the Organising Committee.............................................….13
4
Appointment and Roles of the Appointed Officials ...............................……....19
5
Trophy and Awards...............................…………………………………………..20
6
Responsibilities of Events and Activities Committee (EAC)…………………….20
7
List of Appendices available for National Championship.....…….……………...20
Appendices for Both Events
…................................……………………………………….21
The following databases are available from the General Manager.
·
·
·
NZPCA Board
NZPCA Events and Activities Committee
Area Secretaries
2016 NZPCA Mounted Games Handbook – Updated December 2015
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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.
2016 NZPCA Mounted Games Handbook – Updated December 2015
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SECTION ONE: ZONE GAMES
1. FORM OF THE COMPETITION
1. The host zones are responsible for setting the date of competition and informing
The Events and Activities Committee (E&A)
2. The number of Pairs and Teams from Branches and/or Clubs (with no Branches)
per Area will be confirmed and announced annually at conference by NZPCA.
3. Six pair games and eight team games will be played at the Zone Finals.
4. The Host Area will choose the best format to suit the competition days available.
Refer Chapter 2 Regulation 6; Format for Zones Games Finals.
The Zone Games Finals are held in 6 Zones throughout New Zealand.
Zone 1 - Northland, Franklin Thames Valley, Waitemata Rodney, Auckland.
Zone 2 - Waikato, Bay of Plenty, King Country.
Zone 3 - Taranaki, Hawkes Bay, Wairarapa Wellington, Manawatu West Coast.
Zone 4 - Marlborough Nelson West Coast.
Zone 5 - Canterbury, Ashburton South Canterbury North Otago.
Zone 6 - Otago Southland.
In 2014 the NZPCA introduced the inclusion of a Pairs competition as part of the Zone Games
Finals.
The finals are rotated to Areas in each Zone except for Zones 4 and 6 (where the finals are
rotated within the Area).
2. ZONE GAMES ORGANISING COMMITTEE
a) The detailed organisation of the Zone Games will be undertaken by a Zone Games
Organising Committee (OC) appointed by the Area who is to host the event. The competition
will be known as the “(year, sponsor’s name) Mounted Games Zone # Finals” e.g. 2015
Quality Presentation Mounted Games Zone 2 Final. All documentation must refer to the
sponsor and display their logo.
The Roles of the OC include (roles may be combined):
1. Chairperson
2. Secretary
3. Treasurer, Fundraising and Sponsorship Convenor
4. Equipment and Grounds Convenor
5. Publicity and Marketing Convenor, if required
6. Team Accommodation Convenor, if required
7. Horse Accommodation Convenor, if required
8. Parade and Presentation Convenor
9. Hospitality and Catering Convenor
10. Health and Safety Officer
3. RESPONSIBILITIES OF THE ORGANISING COMMITTEE
All persons associated with the running of the NZPCA Mounted Games Zone Final
MUST be fully conversant with the current NZPCA Mounted Games Regulations.
CHAIRPERSON
● Chair OC meetings
● Ensure committee communicates regularly through monthly reports at meetings.
● Ensure Appointment of arena officials (Refer to NZPCA Mounted Games
Regulations Chapter 1 Regulation 3.2)
● Chairperson to delegate:
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■ Hireage of Grounds, including rubbish bins
■ Hireage of Halls, Marques
■ Announcing system
■ Parking plan including signs for marked site boundaries, if necessary
■ Radio Transmitters(RT’s) and High Visibility Vests for officials
NOTE: Host OC 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.
● Communicate closely with the The Referee to ensure smooth running and clear
communication with all parties.
SECRETARY
General Duties
● Minutes of Meetings - Record minutes of all OC meetings.
Communication
● Entry forms will be available on the NZPCA website by end of October, and
NZPCA will notify all areas. (Refer to NZPCA Mounted Games Regulations
Chapter 2 rule 5)
● Liaise with Areas/Clubs within your Zone at least three months before the
competition with the following information:
○ Date and Venue
○ Additional charges/levy
○ The number of Pairs and Teams from Branches and/or Clubs (with no
Branches) per Area entitled to enter in line with announcement from E&A
○ Format of the final i.e. one or two day competition
○ Accommodation, if required, i.e. is it camping, billeting? Do parents need to
book motels?
○ Host Areas should include this information on their Area website.
The closing date for entries is no later than 20 working days before the Zone Final.
Entries are made directly to NZPCA head office.
● A copy of all entry forms for your zone competition will be forwarded from NZPCA
head office immediately after the close of entries. This will include information on
the participating teams (riders, horses, team managers and helpers name and
address)
● Information after the closing date for the Zone Games (if applicable) must go to
Team Managers, including:
○ Billeting arrangements (address, name and phone number)
○ Horse accommodation arrangements, including contact details for convenor
○ Food requirements
○ Map of how to get to the Games venue
○ Draw for Zone Heats
○ Timetable
○ A list of helpers and the jobs they have been allocated
● Ribbons/Rosettes required:
○ TEAMS: Placed ribbons/rosettes 1st - 6th (30 ribbon/rosettes - six placings
of 5 ribbons/rosettes) Participation ribbons/rosettes are presented to all
other team members for the teams competition (70 ribbon/rosettes – up to a
maximum of 14 teams of 5 riders).
○ Placegetters 1st – 6th do not receive participation rosettes.
○ PAIRS: Placed ribbons/rosettes 1st - 6th in each age group.
● Rosettes and Ribbons currently provided by NZPCA due to sponsorship. Liaise
with NZPCA to arrange delivery.
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Format of Draw and Timetable
● The number of competition days available and / or the number of entries
determines the format for the Zone Games Finals. (Refer to NZPCA Mounted
Games Regulations Chapter 2 Regulation 6)
● If at the closing of entries, the maximum number of entries have not been received
(Areas unable to fulfill their team quota), E&A will, in consultation with the host
Areas invite further entries from Areas with reserve teams. Those teams must
have fulfilled the criteria for Zone Games.
● The timetable needs to include Gear Safety Inspection and Team
Managers/Coaches briefing and prize giving.
● A draw for heats will be created by the organising committee who will allocate
teams to heats and will endeavor to ensure teams meet other teams as equally as
possible. The draw needs to reflect the rotation of teams so they do not compete
in the same lane too often. (Refer to NZPCA Mounted Games Regulations
Appendix B) for how to organise teams into heats.
● If heats are run followed by finals the order of the finals should be the C Final, B
Final, and A Final. The number of finals run will be determined by the total number
of teams entered and the time available. The decision of the format should be
made in consultation with the Referee after entries have been received and prior
to the timetable being confirmed.
● The number of teams in each final must equal the maximum number of lanes
available.
● Teams representing each final will be announced and allocated to lanes as
follows; the highest placed team after the heats begin at lane 1, the second
highest placed team begins at lane 2 and so on. Teams rotate to the next lane
after each game, eg Lane 1 moves to lane 2 and so on. (Refer to NZPCA
Mounted Games Regulations Chapter 2 Regulation 7)
● Practise sessions with equipment are not necessary, however team managers,
coaches and team members MUST have an opportunity to view the equipment
prior to commencement of the competition.
● If the competition is held over two days, host areas may wish to organise an
evening BBQ and include team skits.
Programme
● We recommend that a programme be produced which should include: The Teams
- names of members, mounts, manager and helpers, format, draw, officials and
local contacts for vet, farrier and medical. It does not have to be extravagant.
● Provide at least two programmes and copies of the draw for heats to each team
on arrival.
For the Event
● Provide a suitable area with a scoreboard for progress results from the
competition to be displayed.
● Print the NZPCA master score sheets and gear check sheets for teams and pairs.
(Refer to NZPCA Mounted Games Handbook Appendix C (Zone Games))
● Times and placings must be posted on the scoreboard as soon as possible after
each game. N.B. 30 minutes should be allowed between the posting of the last
score and the Presentation; time to allow teams to check their results and to object
if appropriate.
● If teams are eliminated in a game, it is desirable that this is included on the score
sheet.
After the Event
● Within 5 working days of the event, please send to the NZPCA General Manager
the following:
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■ Results of the event on the NZPCA scoresheet
■ Photos
■ Accident record report form/s, if used
● Within 5 weeks, please send to the NZPCA General Manager the following:
■ The Referee's report
■ A Zone Finals Balance Sheet
■ OC Review and Feedback Form for E&A (Refer to NZPCA
Mounted Games Handbook Appendix D)
TREASURER, FUNDRAISING AND SPONSORSHIP CONVENOR
● Create budget showing all foreseen costs, this may include: venue hire, catering,
First Aid, P.A. system, administration, hire of games equipment, entertainment
activities, portable loos, tents, etc.
● Entry fees are the income of the NZPCA. The host OC will receive 60% of the
entry fees on the 20th of the month following the competition.
● Fees or levies set by the Host Area and charged over and above the NZPCA entry
fee are to be kept to a minimum and should be paid directly to the Host Area.
These levies are to cover actual costs not for financial benefit of the OC.
● The OC is encouraged to obtain local sponsorship, this could be for each game or
the whole event.
● The OC is encouraged to apply for grants.
● Contact NZPCA General Manager to discuss if National Sponsors exist and if
there will be any conflict of interest between Local and National sponsors.
● 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.
● Prepare the Final Balance Sheet for NZPCA.
EQUIPMENT AND GROUNDS CONVENOR
● Establish the venue and layout of the facilities and if necessary organise for
improvements to be carried out.
● Organise the games equipment and ensure the equipment meets the
specifications for each game. (Refer to NZPCA Mounted Games Regulations
Chapter 4)
● Often the equipment is borrowed from Branches or Clubs within the area and, on
occasion, from other areas. Your local MGA branch may also assist you with
equipment. MGA contacts can be found on their website.
● It is essential that the equipment is the same for each lane at any one Zone Final.
Other equipment required
● Hat bands (refer NZPCA Mounted Games Regulations Chapter 1 Rule 2.6)
● Identifying Uniforms for Officials eg. fluro vests
● Flags for Assistance Referees
● Ipad positioned at Start/Finish line
● Stop watches for Zone Games
ARENA and MARKINGs:
● There should be two gateways, signed IN and OUT, for competitors: to be shut
when games are in play.
● Set up the arena (Refer to NZPCA Mounted Games Regulations Chapter 1
Regulation 8 and Appendix A)
● Square the arena as per setting up a dressage arena.
● The start/finish, centre, changeover and penalty lines may be mown. The start and
changeover lines must be spray painted to ensure their visibility to riders.
● It is recommended that bending poles are left in place to define the lane and to
save time changing equipment.
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● Place equipment at a point closest to the location where it will be needed, e.g. at
either side of the start/finish, centre and changeover lines, or at the top of the
arena, outside the rope.
● The Referee should stand outside the arena, in line with the first row of bending
poles, visible to competitors on the start line.
● The Timekeepers and Judge should be positioned in line with the start line. A truck
or curtain sider just outside the arena rope is ideal as their position would then be
elevated and sheltered.
● The Commentator should be located in a position which enables communication
with the Referee and the Judge.
PUBLICITY AND MARKETING CONVENOR (if required)
● 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.
● Ensure all sponsorship banners and signage, national and local, are displayed
appropriately.
TEAM ACCOMMODATION CONVENOR (if required)
● Supply information re motels, hotels, a location map in relation to the venue and
supply to Secretary to include in the information for areas.
● Liaise with the visiting Team Managers re their travel arrangements at least five
weeks before the event.
HORSE ACCOMMODATION CONVENOR (if required)
● Supply information re horse accommodation options, a location map in relation to
the venue and supply to Secretary to include in the information for areas.
● You could expect up to 100 horses (20 teams of five riders).
● If horses cannot be satisfactorily accommodated at the venue, billeting at nearby
farms may need to be organised.
● Temporary pens. The use of unstable, flimsy penning for horses such as
electrified tape, string, rope, chains are banned at all Pony Club events and
activities. (Refer General Regulations 27 b)
● Liaise with the visiting Team Managers re their horse accommodation
arrangements at least five weeks before the event.
PARADE & PRESENTATION CONVENOR
● Ensure the presentation is no longer than 30 minutes.
● Provide a suitable area with a table or trestle to display prizes and awards,
including sponsors banners.
● Unless the weather does not permit, the Presentation should be mounted.
● Allow teams time to tidy up, get their mascots and banners.
● Prior to the Presentation, have invited guests and officials ready to present the
ribbons/rosettes (NZPCA President, Area Chairperson, Sponsors, local dignitaries
and Area personnel).
● Teams could parade prior to prize giving, making one circuit of the arena.
● Commentator to announce winners – could start at 6th place.
● The remaining teams to receive their participation rosettes.
● Teams lining up in a semi-circle works well, they can either move forward to
receive the ribbons/rosettes or the presenters can go to them. The first 6 placed
teams should move forward.
● Some Areas have included turnout and Fair Play Awards.
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HOSPITALITY AND CATERING CONVENOR
● Provision should be made to supply all arena personnel and official guests with
lunch and refreshments.
● Canteens, sausage sizzles are good fundraisers.
● BBQ’s have been organised for teams camping on the Saturday night. Either with
the host area supplying everything and charging, or with teams bringing their own
meats and salads for BYO.
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 a games event. The plan is to be prepared in consultation with the
referee and signed off by the OC prior to the commencement of the event.
● Other roles include:
○ 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.
● Arrange appropriate medical, vet and farrier cover for the event (Refer to NZPCA
General Regulations 24.1).
● Provision should be made for the treatment of injured ponies, including a
designated float and screens.
● 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.
4. APPOINTMENT AND ROLES OF APPOINTED OFFICIALS
● Appointment of Officials (Refer to NZPCA Mounted Games Regulations
Chapter 1 Regulation 3 and NZPCA Mounted Games Handbook
Appendix A (Zone Games))
● Appointment of E&A/NZPCA personnel is the responsibility of the board.
● For travel and accommodation costs/arrangements and who is responsible,
either the OC or E&A. (Refer NZPCA Mounted Games Handbook
Appendix B (Zone Games))
● Ensure all officials are duly notified of the following prior to their leaving home:
○ Competition format
○ Accommodation arrangements if required
○ 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, if required. (Note: Key
personnel are to be appropriately acknowledged if in attendance.)
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● Referee (1 per event) (Refer to NZPCA Mounted Games Regulations Chapter
1 Rule 3.3) The briefing is conducted by the referee (Refer to NZPCA Mounted
Games Regulations Appendix C)
● Assistant Referee up to 8 required – Can be from the list of team helpers (Refer
to NZPCA Mounted Games Regulations Chapter 1 Rule 3.7)
● Judge (1 per event) (Refer to NZPCA Mounted Games Regulations Chapter 1
Rule 3.4)
● Judge’s Writer (1 per event) (Refer to NZPCA Mounted Games Regulations
Chapter 1 Rule 3.4)
● Time keepers (1 per lane) (Refer to NZPCA Mounted Games Regulations
Chapter 1 Rule 3.6)
● Scorer and Assistant scorer (1 each per event) (Refer to NZPCA Mounted
Games Regulations Chapter 1 Regulation 3.8)
○ How to score for Zone Games (Refer to NZPCA Mounted Games
Regulations Chapter 2 Regulation 7)
● Commentator (1 per event) (Refer to NZPCA Mounted Games Regulations
Chapter 1 Rule 3.9)
● Chief Gear Safety Inspector (1 per event)(Refer to NZPCA Mounted Games
Regulations Chapter 1 Rule 3.5) and Gear inspection sheet
● Assistant gear inspectors (4 per event) (Refer to NZPCA Mounted Games
Regulations Chapter 1 Rule 3.5)
Gear Safety Inspectors - it takes 30 – 45 minutes to check the riders and horses
this will be timetabled by the secretary. The gear check on the first day should pick
up necessary changes; repairs etc. and therefore the re-check on the second day
should be much quicker (if a 2 day competition). Using writers for the inspectors
helps to speed the inspection along.
● Equipment Arena Party – (Refer to NZPCA Mounted Games Regulations
Chapter 1 Rule 3.10) efficient changes of equipment will assist to run to schedule.
The Timekeepers, Equipment Arena Party and Assistant Referees can be
allocated from the Helpers each team supplies.
● Farrier on call. Contact Details listed in programme and available at the
Secretary’s Office.
● Medical Appointed Person is someone appointed to take sole charge of
communications in the event of an accident. (Refer General Regulations 23.6).
● 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 Rider's
Information sheet and available at The Secretary’s Office.
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5. RESPONSIBILITIES OF THE EVENTS AND ACTIVITIES COMMITTEE (E&A)
The E&A will confirm the following:
● Games for teams and pairs at the NZPCA conference prior to the competition
● The number of Pairs and Teams from Branches and/or Clubs (with no Branches)
per Area at the conference prior to competition
6. APPENDICES (can be found at back of this handbook)
●
●
●
●
●
Appendix A (Zone Games) - Appointment of Organising Committee and Officials
Appendix B (Zone Games) - Responsibility for Travel & Accommodation Costs
Appendix C (Zone Games) - Example Master Score Sheet
Appendix D - OC Review and Feedback Form for E&A
Appendix H - Gear Inspection Sheet
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SECTION TWO: NATIONAL TEAMS MOUNTED GAMES
CHAMPIONSHIP
1. FORM OF THE COMPETITION
1. The NZPCA Board, through the Events and Activities Committee (E&A), and the
Championship Organising Committee (OC) is one of a partnership working together
‘to run a successful and enjoyable championship’. This handbook is to be read in
conjunction with the latest NZPCA Mounted Games Regulations.
2. The OC will set and confirm date and venue of Championship in consultation with
the Events and Activities Committee (E&A)
3. The competition is a National Area Team Mounted Games Championship hosted by an
Area over two days.
4. The Championship is held every two years.
5. All team games will be played over the two days. The format will be 3 qualifying sessions
followed by finals.
6. Each Area team will comprise of 5 riders. A reserve/sixth rider may be nominated.
2. NATIONAL 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 Team Mounted Games Championships
Organising Committee’. (Refer to NZPCA Mounted Games Regulations Rule 2.1)
Application by an area to host the biannual National Teams Mounted Games
Championships needs to be in writing to NZPCA E&A Committee by the 1st May in the
same year as the preceding National Teams Mounted Games Championship. The host
area will decide in consultation with E&A on the Date and Venue.
The Roles of the OC include (roles may be combined):
1. Chairperson
2. Secretary
3. Treasurer
4. Fundraising and Sponsorship Convenor
5. Equipment and Grounds Convenor
6. Publicity and Marketing Convenor
7. Team Accommodation Convenor
8. Horse Accommodation Convenor
9. Loan Ponies Convenor (if required)
10. Parade and Presentation Convenor
11. Hospitality and Catering Convenor
12. Health and Safety Officer
● The E&A chairperson, or their appointee, will become the liaison person between
NZPCA and the Organising Committee and may attend meetings.
● 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.
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3. RESPONSIBILITIES OF THE ORGANISING COMMITTEE
All persons associated with the running of the NZPCA National Area Team Mounted
Games Championship MUST be fully conversant with the current NZPCA Mounted
Games Regulations.
CHAIRPERSON
● Chair OC meetings
● Ensure committee communicates regularly through monthly reports at meetings.
● Ensure Appointment of arena officials (Refer to NZPCA Mounted Games
Regulations Chapter 1 Rule 3.2)
● Chairperson to delegate:
■ Hireage of Grounds, including rubbish bins
■ Hireage of Halls, Marques
■ Announcing system
■ Parking plan including signs for marked site boundaries, if necessary
■ Radio Transmitters(RT’s) and High Visibility Vests for officials
NOTE: Host OC 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.
● Communicate closely with the Referee to ensure smooth running and clear
communication with all parties.
SECRETARY
General Duties
● Minutes of Meetings - Record minutes of all OC meetings.
Communication
● A newsletter is to be sent to NZPCA General Manager for the NZPCA website and
sent directly to Area or Club Secretaries/Presidents at least five months prior to
the Championship, including:
○ Date and Venue
○ Additional charges/levy
○ Closing date for entry form and payment
○ Tentative programme
○ Horse accommodation details
○ Accommodation for teams members & supporters, if required, i.e. is it
camping, billeting? Do parents need to book motels?
○ State that the games will consist of all team games listed in the NZPCA
Mounted Games Regulations
The closing date for entries is no later than 20 working days before the National
Championships and entries are made directly to NZPCA head office.
● 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.
○ 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.
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●
●
●
●
●
○ Team Managers to be advised of the confirmed timetable for arrival,
competition, meetings and functions at least one month prior to the
championships.
○ Additional information after the closing date must go to Team Manager,
including: Map of how to get to venue, draw for first session heats, and list
of team helpers and jobs they have been allocated.
A copy of all entry forms received will be forwarded from NZPCA head office
immediately after the close of entries. This will include information on participating
teams (riders, horses, Team Managers, Coaches and Helpers names and
addresses)
Liaise with NZPCA to arrange delivery of the Trophy.
Ribbons/Rosettes required:
○ The maximum number of lanes available and number of teams entered
determines the placings for ribbons/rosettes eg;
8 lanes - placed ribbons/rosettes 1st to 8th in A Final and 1st to 7th
in B Final.
7 lanes - placed ribbons/rosettes 1st to 7th in A Final and 1st to 7th
in B Final.
6 lanes - placed ribbons/rosettes 1st to 6th in A Final and 1st to 6th
in B Final.
○ Each placing consists of 5 Ribbons/Rosettes
○ “A Final” rosettes should be 2-3 tier while “B Final” rosettes 1-2 tier.
○ Unused rosettes to be returned to NZPCA General Manager.
○ The Host Area is responsible for any additional awards it may wish to
make.
Check with NZPCA early to see if Rosettes and Ribbons will be provided as part of
a sponsorship agreement.
Liaise with NZPCA to arrange delivery.
Format of Draw and Timetable
● The timetable needs to include Gear Safety Inspection, Team Managers/Coaches
briefing and prize giving.
● Practise sessions with equipment are not necessary, however team managers,
coaches and team members MUST have an opportunity to view the equipment
prior to commencement of the competition.
● Three qualifying sessions will be run and each session will run 2 to 3 heats
depending on the number of entries and lanes available. (Refer to NZPCA
Mounted Games Regulations Chapter 3 rule 5)
● Two qualifying sessions must be completed on the first day, if time allows the third
session should also be run, leaving only the finals to be run on the Sunday.
● If the third session is to run on the Sunday, it is advised to start early to ensure the
finals can be run and prizegiving completed early on Sunday afternoon to ensure
an appropriate finishing time to allow teams to travel home Sunday afternoon.
● A draw for the first qualifying session will be created by the organising committee
who will allocate teams to heats and the lane in which they will start. Teams rotate
to the next lane after each game, eg Lane 1 moves to lane 2 and so on.
● The draw for the 2nd and 3rd qualifying sessions to be determined following each
session (Refer to NZPCA Mounted Games Handbook Appendix F)
● Teams in each heat will complete all games of the session before leaving the
arena.
● Teams representing each final will be announced and allocated to lanes as
follows; the highest placed team after the 3 qualifying sessions begins at lane 1,
the second highest placed team begins at lane 2 and so on. Teams rotate to the
2016 NZPCA Mounted Games Handbook – Updated December 2015
Page 14 of 33
next lane after each game, eg Lane 1 moves to lane 2 and so on. (Refer to
NZPCA Mounted Games Regulations Chapter 3 rule 5.2)
● For an example timetable (based on 2 heats per session) (Refer to NZPCA
Mounted Games Handbook Appendix G) Breaks should be scheduled to allow
riders and ponies to rest between sessions when riding consecutively.
● A BBQ or catered meal should be organised for Saturday night which can include
the Team skits. An inside venue or marquee may be needed especially if the
National Championships is held late in the season.
Programme
● A programme must be produced to include:
○ Officials
○ The Teams - names of members, mounts, manager and helpers
○ Format of competition/timetable
○ Draw for session 1 (shows which heat and lane teams begin with)
○ Order of games
○ Local contacts for vet, farrier and medical.
○ Invited guests and sponsors
● Provide at least two programmes to each team on arrival.
For the Event
● Provide a suitable area with a scoreboard for progress results from the
competition to be displayed.
● Print the NZPCA master score sheets and gear check sheets. (Refer to NZPCA
Mounted Games Handbook Appendix C and H)
● Results must be posted on the scoreboard as soon as possible after each game.
N.B. 30 minutes should be allowed between the posting of the last score and the
Presentation; time to allow teams to check their results and to object if
appropriate.
● If teams are eliminated in a game, it is desirable that this is included on the score
sheet.
After the Event
● Within 5 working days of the event, please send to the NZPCA General Manager
the following:
■ Results of the event on the NZPCA template
■ Photos
■ Accident record report form/s, if used
● Within 5 weeks, please send to the NZPCA General Manager the following:
■ The Referee’s report
■ National Games Championship Balance Sheet
■ OC Review and Feedback Form for E&A (Refer to NZPCA
Mounted Games Handbook Appendix D)
TREASURER, FUNDRAISING AND SPONSORSHIP CONVENOR
● Create budget showing all foreseen costs, this may include: venue hire, catering,
First Aid, P.A. system, administration, hire of games equipment, entertainment
activities, portable loos, tents, etc.
● Entry fees are the income of the NZPCA. The host OC will receive 60% of the
entry fees on the 20th of the month following the competition.
● Fees or levies set by the Host Area and charged over and above the NZPCA entry
fee are to be kept to a minimum and should be paid directly to the Host Area.
These levies are to cover actual costs not for financial benefit of the OC.
● The OC is encouraged to obtain local sponsorship, this could be for each game or
the whole event.
2016 NZPCA Mounted Games Handbook – Updated December 2015
Page 15 of 33
● The OC is encouraged to apply for grants.
● Contact NZPCA General Manager to discuss if National Sponsors exist and if
there will be any conflict of interest between Local and National sponsors.
● 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.
● Prepare the Final Balance Sheet for NZPCA.
EQUIPMENT AND GROUNDS CONVENOR
● Establish the venue and layout of the facilities and if necessary organise for
improvements to be carried out.
● Organise the games equipment and ensure the equipment meets the
specifications for each game. (Refer to NZPCA Mounted Games Regulations
Chapter 4). All team games listed in the NZPCA Mounted Games Regulations are
likely be played so be prepared for all of them. E&A will notify the OC 3 months
prior to the event of games and order to be played.
● Often the equipment is borrowed from branches or clubs within the area and, on
occasion, from other areas. Your local MGA branch may also assist you with
equipment. MGA contacts can be found on their website.
● It is essential that the equipment is the same for each lane.
Other equipment required
● Hat bands (refer NZPCA Mounted Games Regulations Chapter 1 Rule 2.6)
● Identifying Uniforms for Officials eg. fluro vests
● Flags for Assistance Referees
● Ipad positioned at Start/Finish line
● Stop watches for Zone Games
ARENA and MARKINGs:
● The gateway into the arena to be shut when games are in play.
● Set up the arena (Refer to NZPCA Mounted Games Regulations Chapter 1
Rule 8 and Appendix A)
● Square the arena as per setting up a dressage arena.
● The start/finish, centre, changeover and penalty lines may be mown. The start and
changeover lines must be spray painted to ensure their visibility to riders.
● It is recommended that bending poles are left in place to define the lane and to
save time changing equipment.
● Place equipment at a point closest to the location where it will be needed, e.g. at
either side of the start/finish, centre and changeover lines, or at the top of the
arena, outside the rope.
● The Referee should stand outside the arena, in line with the first row of bending
poles, visible to competitors on the start line.
● The Judge should be positioned in line with the start line. A truck or curtain sider
just outside the arena rope is ideal as their position would then be elevated and
sheltered. The judge should have an assistant to help with spotting the orders of
final riders of each team as they cross the line.
● The Commentator should be located in a position which enables communication
with the Referee and the Judge.
LOAN PONY CONVENOR (IF REQUIRED)
● Teams traveling from the other Island may request loan ponies to ride at the
competition. They must coordinate this with the OC prior to entries closing. (Refer
NZPCA Mounted Games Regulations Chapter 3 Rule 4.7)
● If a team requires loan ponies for all riders, seven ponies are required per team.
Each group of ponies should be evenly matched.
2016 NZPCA Mounted Games Handbook – Updated December 2015
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● Ponies should be experienced games ponies, a brief profile of each pony is
required in order to group each team of ponies and to hand on to the team
coaches.
● Borrowed ponies should be turned out in saddlery appropriate to the event.
● Teams requiring loan ponies will be assigned a group of ponies from which each
rider will select a mount.
● Ponies should not be swapped between groups and/or teams.
● Once a rider has selected his/her mount, he must remain on the same mount
throughout the two days of competition.
● A lame pony may be replaced by one of the extra ponies.
● NZPCA will insure with AON, mounts aged under 16 years which are not already
insured. Insurance covers death only and to a maximum of $5,000. The forms
must be forwarded to the General Manager, 3 working days prior to the
Championship commencing.
● It is preferable that each team of ponies is accommodated together where their
riders are staying.
● Coordinate arrival times of teams and loan ponies to the venue to allow sufficient
time for teams to get use to their allocated pony prior to the start of competition. It
is preferred that pony owners are present. The session must be monitored and the
ponies must not be over ridden.
● The Loan Pony Convenor should assume the role for the weekend and look out
for the ponies’ welfare during that time.
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.
● Arrange for a photographer to attend the Championship.
● Make use of your local community radio station – give them information about the
Event. Give them results as soon as possible after the Event.
● Ensure all sponsorship banners and signage, national and local, are displayed
appropriately.
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 for areas.
● Liaise 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 for areas.
● You could expect up to 75 horses (or up to 90 horses if reserve ponies attend).
● If horses cannot be satisfactorily accommodated at the venue, billeting at nearby
farms may need to be organised.
● Temporary pens. The use of unstable, flimsy penning for horses such as
electrified tape, string, rope, chains are banned at all Pony Club events and
activities. (Refer General Regulations Rule 27 b)
● Liaise with the visiting area Team Managers re their horse accommodation
arrangements at least five weeks before the event.
PARADE & PRIZE GIVING CONVENOR
● Ensure the presentation is no longer than 45 minutes.
2016 NZPCA Mounted Games Handbook – Updated December 2015
Page 17 of 33
● Parade and presentation to be planned in consultation with the NZPCA
President and E&A Chairperson prior to the commencement of the finals.
This includes order of speakers, it is appropriate that a NZPCA representative
and the President speak. If the championships have a named sponsor, a
representative should also be given the opportunity to speak. All guest
speakers are to be given an allocated time limit.
● Provide a suitable area with a table or trestle to display prizes and awards,
including sponsors banners.
● Unless the weather does not permit, the Presentation should be mounted.
● Allow teams time to tidy up, get their mascots and banners.
● Prior to the Presentation, have invited guests and officials ready to present the
ribbons/rosettes (NZPCA President, Area Chairperson, Sponsors, local dignitaries
and Area personnel).
● Teams could parade prior to prize giving, making one circuit of the arena.
● Commentator to announce winners – could start at 6th place.
● The remaining teams to receive their participation rosettes.
● Teams lining up in a semi-circle works well, they can either move forward to
receive the ribbons/rosettes or the presenters can go to them. The first 6 placed
teams should move forward.
● Some Areas have included turnout and Fair Play Awards.
HOSPITALITY AND CATERING CONVENOR
● Provision should be made to supply all arena personnel and official guests with
lunch and refreshments.
● Canteens, sausage sizzles are good fundraisers.
● BBQ’s have been organised for teams camping on the Saturday night. Either with
the host area supplying everything and charging, or with teams bringing their own
meats and salads for BYO.
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 plan is to be prepared in consultation with
the referee and signed off by the OC prior to the commencement of the
Championship.
● Other roles include:
○ 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.
● Arrange appropriate medical, vet and farrier cover for the event (Refer to NZPCA
General Regulations 24.1).
● Provision should be made for the treatment of injured ponies, including a
designated float and screens.
● Refer to the NZPCA website for 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.
2016 NZPCA Mounted Games Handbook – Updated December 2015
Page 18 of 33
● Ensure Accident forms are at the Secretary’s Office.
4. APPOINTMENT AND ROLES OF APPOINTED OFFICIALS
● Appointment of Officials (Refer to NZPCA Mounted Games Regulations
Chapter 1 Regulation 3 and NZPCA Mounted Games Handbook
Appendix A (National Championship))
● Appointment of E&A/NZPCA personnel is the responsibility of the board.
● For travel and accommodation costs/arrangements and who is responsible,
either the OC or E&A. (Refer NZPCA Mounted Games Handbook
Appendix B (National Championship))
● Ensure all officials are duly notified of the following prior to their leaving home:
○ Competition format
○ Accommodation arrangements if required
○ 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, if required. (Note: Key
personnel are to be appropriately acknowledged if in attendance.)
● Referee (1 per event) (Refer to NZPCA Mounted Games Regulations Chapter
1 Rule 3.3) The briefing is conducted by the referee (Refer to NZPCA Mounted
Games Regulations Appendix C)
● Assistant Referee up to 8 required – Can be from the list of team helpers (Refer
to NZPCA Mounted Games Regulations Chapter 1 Rule 3.7)
● Judge & assistant Judge (1 per event) (Refer to NZPCA Mounted Games
Regulations Chapter 1 Rule 3.4)
● Judge’s Writer (1 per event) (Refer to NZPCA Mounted Games Regulations
Chapter 1 Rule 3.4)
● Scorer and Assistant scorer (1 each per event) (Refer to NZPCA Mounted
Games Regulations Chapter 1 Rule 3.8)
● Commentator (1 per event) (Refer to NZPCA Mounted Games Regulations
Chapter 1 Rule 3.9)
● Chief Gear Safety Inspector (1 per event)(Refer to NZPCA Mounted Games
Regulations Chapter 1 Rule 3.5)
● Assistant Gear Inspectors (4 per event) (Refer to NZPCA Mounted Games
Regulations Chapter 1 Rule 3.5)
Gear Inspectors - it takes 30 – 45 minutes to check the riders and horses this will
be timetabled by the secretary. The gear check on the first day should pick up
necessary changes; repairs etc. and therefore the re-check on the second day
should be much quicker. Using writers for the inspectors helps to speed the
inspection along.
● Equipment Arena Party – (Refer to NZPCA Mounted Games Regulations
Chapter 1 Rule 3.10) efficient changes of equipment will assist to run to schedule.
2016 NZPCA Mounted Games Handbook – Updated December 2015
Page 19 of 33
Equipment Arena Party and Assistant Referees can be allocated from the helpers
each team supplies.
● Farrier on call. Contact details listed in programme and available at the
Secretary’s Office.
● Medical Appointed Person is someone appointed to take sole charge of
communications in the event of an accident. (Refer General Regulations 23.6).
● 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 Rider's
Information sheet and available at The Secretary’s Office.
5. TROPHY AND AWARDS
● The NZPCA Team Games Championship Trophy donated by Ciaran Hanlon will
be awarded to the winning area team.
● Liaise with NZPCA to arrange delivery of the Trophy.
● The Host Area can arrange additional awards.
6. RESPONSIBILITIES OF THE EVENTS AND ACTIVITIES COMMITTEE (E&A)
The E&A will confirm the following:
● Games to be played and the order to be played, for the three qualifying sessions
and finals. OC’s will be notified 3 months prior to the National Event.
● The Board has a ‘behind the scenes’ role rather than an ‘up front’ role and
has delegated any day to day issues to the Events & Activities and Technical
& Rules Committees to answer and/or resolve.
● The Events & Activities Chairperson or their appointee may attend OC
meetings the year leading up to the Championships. Any matters which need
clarification are to be directed either to the Events & Activities Chairperson,
Technical & Rules Chairperson or the NZPCA General Manager. A list of the
OC meeting dates are to be sent to the GM as soon as they are known.
● Create and publish on NZPCA website official teams championship entry form 2
months prior to Championship event and notify OC via email when it is online.
7. APPENDICES (can be found at back of this handbook)
● Appendix A (National Championship) - Appointment of Organising Committee
and Officials
● Appendix B (National Championship) - Responsibility for Travel &
Accommodation Costs
● Appendix C (National Championship) - Master Score Sheet
● Appendix D - OC Review and Feedback Form for E&A
● Appendix E - Secretary Checklist
● Appendix F - Example Draw (National Championship)
● Appendix G - Example Timetable (National Championship)
● Appendix H - Gear Inspection Sheet
● Appendix I - Timeline for Organising Committee
2016 NZPCA Mounted Games Handbook – Updated December 2015
Page 20 of 33
New Zealand Pony Clubs Association Inc. Appendix A (Zone Games)
Appointment of Organising Committee & Officials Appointed by
Committee
Personnel
Chairperson
Secretary
Treasurer/Fundraising/Sponsorship
Equipment & Grounds
Publicity & Marketing
Area
Team Accommodation
Horse Accommodation
Parade & Presentation
Hospitality & Catering
Health & Safety Officer
OC
OC
Referee
Assistant referee – 1
Assistant referee – 2
Assistant referee – 3
Assistant referee – 4
Assistant referee – 5
Assistant referee – 6
Assistant referee – 7
Assistant referee - 8
OC
Chief Gear Safety Inspector
OC
Assistant Gear Safety Inspectors
OC
Assistant Gear Safety Inspectors
OC
Time Keepers (Zone Games Only)
1 per lane
1
8
Selected from named Team Helpers
1
1
1
1
OC
1
OC
1
OC
Equipment Marshal
1
OC
Arena Party
6
OC
Scorer(s)
OC
Commentator
1
OC
St John/Medical
1
OC
Judge
1
OC
Judge’s Writer
1
Selected from named Team Helpers
1-2
Key: OC = Organising Committee 2016 NZPCA Mounted Games Handbook – Updated December 2015
E&A = Events & Activities Committee
Page 21 of 33
New Zealand Pony Clubs Association Inc. Appendix A (National Championship)
Appointment of Organising Committee & Officials Appointed by
Committee
Personnel
Chairperson
Secretary
Treasurer/Fundraising/Sponsorship
Equipment & Grounds
Publicity & Marketing
Area
Team Accommodation
Horse Accommodation
Parade & Presentation
Hospitality & Catering
Health & Safety Officer
E&A/OC
Referee
Assistant referee – 1
Assistant referee – 2
Assistant referee – 3
Assistant referee – 4
OC
Assistant referee – 5
8
Selected from named Team Helpers
Assistant referee – 6
Assistant referee – 7
Assistant referee - 8
OC
Chief Gear Safety Inspector
1
OC
Assistant Gear Safety Inspectors
1
OC
Assistant Gear Safety Inspectors
1
OC
Equipment Marshal
1
OC
Arena Party
6
OC
Scorer(s)
OC
Commentator
1
OC
St John/Medical
1
OC
Judge
1
OC
Judge’s Assistant/Spotter
1
OC
Judge’s Writer
1
Selected from named Team Helpers
1-2
Key: OC = Organising Committee 2016 NZPCA Mounted Games Handbook – Updated December 2015
E&A = Events & Activities Committee
Page 22 of 33
New Zealand Pony Clubs Association Inc. Appendix B (Zone Games)
Responsibility for Travel and Accommodation Costs: Key: OC = Organising Committee E&A = Events & Activities Committee
These arrangements and costs are only a guide if required
NZPCA Officials
Accommodation
Arrange
Accom
Travel
# of nights pp
Accom
Costs
Arrange
Travel
Travel Costs
Thank
You
President of NZPCA
E&A
2
E&A
E&A
E&A
E&A
NZPCA Sponsors (If required)
E&A
1
E&A
E&A
E&A
E&A
Zone Games Officials
Accommodation
Travel
Arrange
Accom
Max # of nights pp
OC
2
OC
OC
OC
OC
Medical Cover/St John
OC
Referee
Accom
Costs
Arrange
Travel
Travel Costs
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.
2016 NZPCA Mounted Games Handbook – Updated December 2015
Page 23 of 33
New Zealand Pony Clubs Association Inc. Appendix B (National Championship)
Responsibility for Travel and Accommodation Costs: Key: OC = Organising Committee E&A = Events & Activities Committee
These arrangements and costs are only a guide if required
Accommodation
NZPCA Officials
Arrange
Accom
Max # of nights pp
Travel
Accom
Costs
Arrange
Travel
Travel Costs
Thank
You
President of NZPCA
E&A
2
NZPCA
E&A
E&A
Chairman of NZPCA Board or Appointee
E&A
2
E&A
E&A
E&A
Chairperson E&A or Appointee
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
Accommodation
Championship Officials
Travel
Arrange
Accom
Max # of nights pp
Accom
Costs
Arrange
Travel
Travel Costs
Thank
You
Referee
OC
2
OC
OC
OC
OC
Chief Gear Safety Inspector
OC
2
OC
OC
OC
OC
Assistant Gear Safety Inspectors
OC
2
OC
OC
OC
OC
Assistant Gear Safety Inspectors
OC
2
OC
OC
OC
OC
Arena Party
OC
2
OC
OC
OC
OC
Judge
OC
2
OC
OC
OC
OC
Judge’s Writer
OC
2
OC
OC
OC
OC
Chief Gear Safety Inspector
OC
2
OC
OC
OC
OC
Assistant Gear Safety Inspector
OC
2
OC
OC
OC
OC
Assistant Gear Safety Inspector
OC
2
OC
OC
OC
OC
Scorer/s
OC
2
OC
OC
OC
OC
Commentator
OC
2
OC
OC
OC
OC
Health & Safety Officer
OC
OC
Medical Cover/St John
OC
OC
Veterinary Cover
OC
OC
Drug Testing
E&A
E&A
E&A
E&A
E&A
Publicity Officer
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.
2016 NZPCA Mounted Games Handbook – Updated December 2015
Page 24 of 33
New Zealand Pony Clubs Association Inc. Appendix C (Zone Games)
Example of Master Score Sheet An excel editable version of this document can be emailed on request from NZPCA TWO FLAG
HI LO
BOTTLE RACE PONY PAIRS AGILITY ACES
BANG A
BALLOON
Team Name
Time
Pts
Time
Pts
Time
Pts
Time
Pts
Time
Pts
Time
Pts
Time
Pts
Time
Pts
0
0
0
0
0
0
0
0
0
2016 NZPCA Mounted Games Handbook – Updated December 2015
Page 25 of 33
OVERALL PLACING
MUG SHUFFLE HULA HOOP
TOTAL POINTS
ZONE GAMES MASTER SCORESHEET (TEAMS)
New Zealand Pony Clubs Association Inc. Appendix C (National Championship)
Example of Master Score Sheet
An excel editable version of this document can be emailed on request from NZPCA
Ref:………………..
Class
NZPCA TEAM MOUNTED GAMES NATIONAL CHAMPIONSHIP - SCORE SHEETS
Session
Heat
Signed
(Scorer)
Games
Total
Points
Team Name
Scorer's Comments:
2016 NZPCA Mounted Games Handbook – Updated December 2015
Page 26 of 33
Placing
New Zealand Pony Clubs Association Inc. Appendix D
OC Review and Feedback Form for E&A
Event: Host Area: Date:
Venue: OC Chairperson: OC Secretary:
Major Sponsors: Minor Sponsors: Number of teams: Number of Pairs: Total number of riders Outline the highlighhts and successes of the event. Outline an issues that occurred. 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 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
2016 NZPCA Mounted Games Handbook – Updated December 2015
Page 27 of 33
New Zealand Pony Clubs Association Inc. Appendix E
SECRETARIES CHECKLIST
● Programmes, including a list of the team members/copies of the draw for the heats.
● Score/result sheets. Have them enlarged for the score board and laminating is a good
idea (use a vivid marker).
● Gear check sheets (provided by NZPCA).
● Computer printouts of results, if possible.
● The Scorer requires:
○ Extra score sheets
○ Recording sheets for each game.
○ Paper to write results for the commentator.
● The Judge & Assistant judge requires:
○ Spot Sheets to record the order teams cross the finish line.
● The Gear Safety Inspector require:
○ Gear check sheets and diagram of permitted snaffle bits
○ List of Team and members names.
○ Supply of pens and pencils.
● Assistant referees require:
○ A copy of the Team Mounted Games rules. (advice to bring their own)
● The Commentator requires:
○ A copy of the programme
○ A copy of the draw
○ A list of teams and their colours
● The Referee requires:
○ A list of all officials
○ The programme
○ The draw
○ A list of teams, assistant referees and timekeepers (zone games)
2016 NZPCA Mounted Games Handbook – Updated December 2015
Page 28 of 33
New Zealand Pony Clubs Association Inc. Appendix F (National Championship)
Example Draw
Draw Session 1
HEAT 1
Draw put
together by
the OC
HEAT 2
Draw put
together by
the OC
Draw Session 2
(placings after session 1)
Draw Session 3
(placings after session 2)
HEAT 1
HEAT 2
HEAT 1
HEAT 2
1st
2nd
1st
2nd
3rd
4th
3rd
4th
5th
6th
5th
6th
7th
8th
7th
8th
9th
10th
9th
10th
11th
12th
11th
12th
13th
14th
13th
14th
15th
16th
15th
16th
2016 NZPCA Mounted Games Handbook – Updated December 2015
Page 29 of 33
New Zealand Pony Clubs Association Inc. Appendix G (National Championship)
Example Timetable for National Championships
Breaks should be scheduled to allow riders and ponies to rest between sessions when
riding consecutively.
Evening prior
Competition Day 1
Coaches & Managers Meeting
8am
Riders/manager briefing unmounted followed by
Assistant referee & helpers briefing.
9am
Gear Safety Inspection - Heat 1 followed by Heat 2
9:45am
Session 1 - Heat 1 (8 games)
Session 1 - Heat 2 (8 games)
Session 2 - Heat 1 (8 games)
Session 2 - Heat 2 (8 games)
Session 3 can be run on day 1 if time allows.
Evening programme
Competition Day 2
Team Dinner, Skits
8am
Gear Safety Inspection - Heat 1 followed by Heat 2
8:45am
Session 3 - Heat 1 (8 games) if not run on day 1
Session 3 - Heat 2 (8 games) if not run on day 1
B Final (10 games)
A Final (10 games)
1:30pm
approx
Prizegiving
2016 NZPCA Mounted Games Handbook – Updated December 2015
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New Zealand Pony Clubs Association Inc. Appendix H
MOUNTED GAMES GEAR SAFETY INSPECTION CHECKLIST
COMPETITION_____________________________________________________________________________
VENUE___________________________________________________ DATE_______________________
Team Name:
Team #
Team Name:
Helmet
Dress
Saddlery
Team #
Rider 1
Rider 1
Rider 2
Rider 2
Rider 3
Rider 3
Rider 4
Rider 4
Rider 5
Rider 5
Team Name:
Team Name:
Team #
Helmet
Dress
Saddlery
Team #
Rider 1
Rider 1
Rider 2
Rider 2
Rider 3
Rider 3
Rider 4
Rider 4
Rider 5
Rider 5
Team Name:
Team #
Helmet
Dress
Saddlery
Team #
Rider 1
Rider 2
Rider 2
Rider 3
Rider 3
Rider 4
Rider 4
Rider 5
Rider 5
Team Name:
Helmet
Dress
Dress
Saddlery
Helmet
Dress
Saddlery
Team Name:
Rider 1
Team #
Helmet
Helmet
Dress
Saddlery
Team Name:
Saddlery
Team #
Rider 1
Rider 1
Rider 2
Rider 2
Rider 3
Rider 3
Rider 4
Rider 4
Rider 5
Rider 5
2016 NZPCA Mounted Games Handbook – Updated December 2015
Helmet
Dress
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Saddlery
NOTES TO THE MOUNTED GAMES GEAR SAFETY INSPECTOR
MUST be read in conjunction with the current NZPCA Mounted Games Regulations
It is the overall responsibility of the rider to ensure that they have been inspected to the satisfaction of the Gear Safety Inspector
prior to competing. Failure to do so may entail elimination.
GEAR ALLOWED
SAFETY
Helmet correctly fitted and maintained
Sound stitching; buckles, reins, leathers, girth straps
Stirrup leathers not worn or torn
Stirrups sound, correct size and stirrup bars down
All gear and equipment correctly fitted
DRESS
Branch / Club / Area uniform; arm bands if two or more teams
in same colours
Jodhpurs of any solid colour
Long sleeves
GEAR NOT ALLOWED
Any equipment not used for its intended purpose
Any gear and equipment not fitted correctly
Multi coloured jodphurs
Short sleeves
FOOTWEAR
Jodhpur or long riding boots or matching leather gaiters and
boots
Gaiters made of cloth or suede
Boots without heel or with excessive tread
JEWELLERY
None – if not removed MUST be taped
Tongue studs
Any exposed jewellery
HELMET
Tagged helmet with one of the following standards PAS 015, BSEN 1384, EN 1384, AS/NZ 3838, ASTM F1163
Ill fitting and/or not properly maintained helmet
Helmet not tagged
Incorrect helmet standard
SADDLE
Full saddle only; min length 40.6cms & 2.8kg
Stirrup safety bar DOWN
Girth with at least 2 buckles
Stirrup iron and stirrup leathers must hang free from the bar
of the saddle and outside the flap
Racing, or half tree, or treeless saddle
Stirrup safety bar UP
Girth with only 1 buckle
Stirrup leathers under the flap
Surcingle over skirt
STIRRUP IRONS
Irons must allow for a 20mm clearance when the foot is
moved to one side of stirrup iron
Stirrup irons and leathers must hang free from the bar and
outside the flap
Toe stoppers
BRIDLE / BITS
Knotted reins with buckle undone
One noseband only – cavesson, drop, grackle or flash
Martingale; running or standing
Bits – see Mounted Games Regulations 7.3
EQUIPMENT
Bandages correctly stitched
Buckled or velcro boots (stitching not required)
Studs – refer to - TMG Regulations 7.4.6
Ear covers
2016 NZPCA Mounted Games Handbook – Updated December 2015
Stirrups too big allowing foot to slip through
Stirrups with less than 2 cms clearance
Separated reins
More than 1 noseband or sheepskin and kineton nosebands
Tie downs
Incorrectly fitted martingale. More than 1.
Any bit not listed in the Mounted Games Regulations 7.3
Unstitched bandages
Bandages and boots incorrectly fitted
Blinkers
WHIPS AND SPURS
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New Zealand Pony Clubs Association Inc. Appendix I (National Championship)
Suggested Timeline for OC
Months before Championship
Task
Completed
At least 15 Months prior, (ideally NZPCA would like to announce next host at each championship, this could be 24 months prior)
Establish a committee to formulate a bid to host the National Mounted Games Championship; refer to Mounted Games Handbook
Select a tentative date
Provisionally book grounds and catering facilities
12 Months
Submit application to NZPCA by 1st May
11 Months
NZPCA will announce the successful bid following the annual Conference in June/July 10 Months
Establish an organising committee and appoint key personnel
Confirm grounds and catering bookings
9 Months
Assemble quotes and finalise draft budget
Key committee members continue convening, especially sponsorship
6 Months
Issue Newsletter #1 outlining events, venue, catering and accommodation arrangements
5 Months
Finalise accomodation/billeting arrangements for teams from other island
Meet to establish progress with sponsors, personnel and loan ponies NZPCA sends out Entry forms 4 Months
Issue Newsletter #2 with all formal arrangements and local entry forms
2 Months Double check all arrangments 1 Month After receipt of entries from NZPCA, do the draw, finalise programme and teams 3 Days Set up venue Meet visiting teams 2 Days Check details with Official Sreward, Chief Gear Inspector and catering staff 1 Day Inspect arena and equipment with Official Steward In the 2 weeks following the event have a debrief meeting and complete Appendix D Send final balance sheet 4 weeks following the event The use of zone games or area selection trials (if being used by your area) can be a beneficial way to train officials and test processes. 2016 NZPCA Mounted Games Handbook – Updated December 2015
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