Items marked with a *** are things REQUIRED for every ride. Other items may or may not apply to your situation.
Ambulance
Volunteer to notify local ambulance of ride date – include number in list (911?)
Awards
Volunteer in charge
Which awards to give, prizes for each award
Solicit prizes – Xerox business cards of donors for ride packets
Order completion (start) ribbon, patches, mugs, etc.
Breed awards.
***Briefings
General –
Vet -
Trail –
Newbie -
Camp
Get reservations or permission to use base camp area.
Checks
Secretary keeps checks or turns over to?
Do not cash until after the event or cash right away and issue separate check for refund. Establish Refund Policy, but review individual situations.
Clean up crew – best if separate from others at event
Volunteer # 1
Volunteer # 2
Clinic
Decide whether to have a clinic
Volunteer in charge
Communications
Two way radios
Phones: Who needs a phone on ride day
Make and distribute list of phone numbers
Get info to riders on numbers they can call the day of the ride if problems
Drag riders
Volunteer # 1
Volunteer # 2
ECTRA representative – should be at camp, not riding
Volunteer
Electricity
Volunteer to bring portable generator (or 2)
Emergency trailer for horses
Volunteer
Truck & Trailer
***Entries
Design form
Include volunteers, desserts, etc. welcome
Post form on ECTRA website
Include notice of ride in ECTRA newsletter
Post locally on bulletin boards: Agway, etc
Other advertising?
Extra things to have on hand
Fence posts, yellow caution tape
Hammer and other tools
Chairs
Trail Marking Supplies
Farrier
Will one be at ride? Announce either way
Food
Volunteer in charge
General equipment: Stove (propane or electric), coffee pot, coolers
General supplies: Salt, pepper
Breakfast
Volunteer to bring breakfast food
Volunteer to set up and tend the food
Food: Donuts etc
Drink: Coffee, tea, orange juice, milk, sugar, sweetener
Utensils: Cups, plates, spoons, napkins
Volunteer to clean up
Snacks
Volunteer to bring snacks
Food: Granola bars etc
Drinks: Gatorade, water
Utensils: Small cups
Volunteer to give out snacks to riders and clean up
# 1 at water stop
# 2 at midpoint
Dinner
Decide whether to buy or solicit donations
Decide on menu
Utensils: Bowls, plates, spoons, glasses, napkins
Volunteer to make soup
Volunteer to make chili
Volunteer to make salad
Volunteer to bring rolls, butter
Volunteer to arrange dessert
Lunch for volunteers
Volunteer to bring or buy sandwich ingredients or make sandwiches
Volunteer to clean up
***Judges
Vet judge
Lay judge
Volunteer responsible for financial arrangements
4 H club or Pony Club, Scouts
Volunteer to solicit helpers
What do they want in return
Horse holders
For portapotties, snacks, etc
Volunteer # 1
Volunteer # 2
Volunteer # 3
Horse/rider ID
Volunteer in charge
If using grease/livestock markers, decide number and color, obtain
If using pinnies, check and clean if necessary
Horse snacks
Volunteer to bring: Apples and/or carrots
Insurance
-If non-ECTRA insurance is being used, complete paperwork and submit with sanctioning forms.
-If insurance certificates required for using trail, request with sanctioning paperwork.
Lay out of ride camp
Check in
Vetting area
Trot outs
P & R
Food
PortaPotties
Parking for participants
Parking for helpers
Parking for judges
Water for horses
Midpoint cool down area
Fly by area
Lessons Learned
A week or so after the ride, conduct a lessons learned session. Write down both good and opportunities for improvement. Review in next year’s kickoff meeting.
Megaphone – PA System
Volunteer to bring megaphone and electricity etc
Set up early, make sure it works and is loud enough
Is permission required to use it?
Newbee’s
If newbee’s at ride, need briefing and handouts. See sample 25 mile ride at end.
Order of finish
Volunteer to bring supplies: Grease or poster board and markers
Volunteer to record order of finish (timer)
Packets to give to riders
Contents: map, garbage bag, TB magazine, catalogs, judging forms, ride eval forms, park rules
Who and when put together - Party
Supplies: envelopes, garbage bags, printed material, markers.
Park - Donation
Parking
Decide lay out of parking, see Lay Out above: Rigs, helpers, vet
Decide number of volunteers needed
Who’s in charge, when should they be there
Volunteer # 1
Volunteer # 2
Photographer
Professional or Amateur
Advertise if Professional
Need photos for ECTRA web site.
Point riders
Decide how far ahead of participants point riders should go out
Make sure they were involved in trail marking/know trail
Provide with trail marking supplies
Point rider # 1
Point rider # 2
Be sure point rider has phone that can call ride camp phone numbers if problems
***Pulse and Respiration
Decide how many helpers are needed
Volunteer in charge:
Get helpers
Brief helpers
Oversee P & R
Volunteer # 1 Volunteer # 4
Volunteer # 2 Volunteer # 5
Volunteer # 3 Volunteer # 6
Rain gear
Umbrellas
Plastic bags
Awnings
***Recorders
Volunteer # 1
Volunteer # 2
Back ups
Equipment: Pens and pencils, clip boards
***Rider packets
Decide what goes in packets
ECTRA ride evaluation
ECTRA judge evaluation
ECTRA mail in evaluation
Garbage bag, map, TB magazine, catalogs, park rules
Xerox of business cards of prize donors
Acquire envelopes or something else to hold packet material
Volunteers to stuff packets
Who and when put together - Party
Get Supplies: envelopes, garbage bags, printed material, markers.
Road crossings
Signs to alert oncoming traffic
Cones at crossings
Flags for crossing helpers – no, some horses have problems – use vests
Remind helpers to bring themselves a chair etc
Decide number crossing helpers needed
Volunteer to get road crossing helpers, manage breaks, etc the day of
Volunteer # 1
Volunteer # 2
Volunteer # 3
Volunteer # 4
***Sanctioning – paperwork must be submitted to ECTRA 2 months before the ride!
Signs
Decide what signs are needed
Note, new horse liability laws, need signs to comply
Road crossings
Parking
Start
Finish
Volunteers to make signs
Volunteer # 1
Volunteer # 2
Start
Preliminary start order – provided by Ride Secretary
Decide start intervals
Finalize start order – Ride management and timer
Store your Stuff
Document who has what so you can find it next year
***Tabulators
Vet – If needed to break ties
Volunteer # 1
Volunteer # 2
***Timers
Decide number needed
Timer # 1
Timer # 2
Thank you’s
Have cards there with pens
For Park
Corporate
Personal
***Trail
Volunteer to oversee trail
Select course
Measure distances
Remove obstacles close to ride day
Mark trail
Decide what to use: Lime, colored chalk, clothes pins, ribbons, plastic
plates, markers
Decide scheme – e.g. different color for turns, in/out
Acquire marking materials
Volunteer # 1
Volunteer # 2
Volunteer # 3
Volunteer # 4
Large map for preview and briefing
Individual maps for riders?
Remove markers after ride
Trash Boxes
How many, where
Treatment vet
Decide if on call or on site is needed
Volunteer to arrange
Give treatment vet our entry form
Remind treatment vet close to ride date
Volunteers – 4H or Pony Club, Scouts
Volunteer to coordinate with clubs
What club wants in return
Volunteer Briefing
Separate day of briefing
Hand out Job definition sheets
Water
Decide where water will be available
Get containers for start/midpoint/finish
Get water wagon and truck
Locate source of water, backup source for before and day of
Volunteer to drive and fill
Weight
Decide if weight divisions will be used
Decide if riders will be weighed