Managing Live Horse Events

My Horse University and eXtension’s HorseQuest welcome you to this live Webcast.

Managing Live Horse EventsConsiderations for Sponsoring Programs Using Live Animals

Karol DysonUniversity of Maryland Extension

Meet our presenter:Karol DysonUniversity of Maryland Extension

Question facilitator: Bonnie Boyden4-H Program Management Specialist

Personal Qualities That Help

• Sense of humor• Energy• Thick Skin• A need to micromanage (sometimes)• Experience in crisis management• Flexibility

Types of Events

• Clinics• Trail Rides• Shows• Performances

Know your Purpose

• Education• Competition• Just for fun• Have a purpose in mind

and a clear expectation as a result.

"By failing to prepare, you are preparing to fail."

-- Benjamin Franklin

Make a Written Plan

• Start early• Select a site• Develop a budget• Put together a committee• Make lists and USE them• Plan your work and work your plan

• Check things off as you go• Delegate• Know what you delegate & to whom• Set a timeline with due dates • Check your list at least 2 times a week

Budget

• Have a written budget• Include a cushion “just in case”• Brainstorm with your committee• Seek donations• Consider small grants for educational

programs

Registration

• Make a plan to include:– Fees– Rules– Deadlines– Emergency Contact Information– Allergies/Health Issues– Remember any required health documents

Items to consider for all audiences

– Rest rooms– Electrical needs– Location/facility– Supplies needed– Awards– Selecting officials

Publicity

• The press loves kids and animals. Take advantage of this.– Prepare a press release or/and flyer– Invite a photographer. If they can’t make it, send a

picture to the source later– Put information on your web site– Social media: FB, Twitter

Additional Items if 4-H only

– Appropriateness for age– Special needs of audience– Number of helpers needed– Required # of Volunteers– 4-H paperwork

Event Personnel

• Paid or Volunteer?– If volunteer, what are their qualifications?– If instructors, what are their credentials?

• Technical skills• Certifications/carding• Experience with children

– Do they have insurance?• Request proof

More Personnel Issues

• Have a written contract, agreement, or position description with judges, instructors, or other experts, whether paid or volunteer

• Include:– Expectation of Time required– Pay– Expenses Covered– Expectations of behavior (theirs!)

Resources

• Horse Show associations– Rules and guidelines

• Local horsepersons– Timers, steward, secretary

• Businesses– Water, straw bales, tent, ice, coolers

Insurance

• Expect the unexpected!– Find out what the site requirements are– Know what is offered through your organization – Consider a separate liability policy– Take out your own health insurance to cover

participants, staff, and volunteers

So Just What is

RISK MANAGEMENT?

RISK MANAGEMENT is

• A process used to identify risks of injury and loss

• Taking appropriate steps to reduce or eliminate risks

RISK MANAGEMENT is:

• Pro-active rather than Re-active

• Taking charge rather than just “letting things happen”

• Planning for the worst so that it will never happen– but IF it does, you will be ready.

WHAT is at Risk?

• People

• Property (including animals)

• Financial status

• Reputation/Public Image

Analysis

• Review possible hazards• Clarify the likelihood of the risk

– Severity – Frequency

• Can the risk be reduced or eliminated?• SHOULD THE EVENT BE HELD? Do the benefits

outweigh the risk?

Strategies

• AVOID

• TRANSFER

• REDUCE

• ASSUME/ACCEPT

Create A Plan

• Recognition of risks: obvious & unrecognized• Release forms to include specific known risks

and unknown “others”• Knowledge of nearest emergency response

team• Rules to be sent out ahead• Health form (if parent present not required)

Risk Management Planning cont.

• Be wary of weather• Maintain a basic First Aid Kit• EMT on grounds if possible• Vet on call (farrier if possible)• Ratio of adults to children

Safety First

• Your #1 job is to keep participants, audience and animals SAFE

• Go OVERBOARD in requiring adherence to all accepted guidelines for safe practices including equipment, tack, and rules

• Event staff, whether volunteer or paid, should follow same policies

Evaluate

• Did the event meet your objectives?• Did people enjoy themselves and/or learn

something?• Were you prepared for any crises that didn’t

happen? • Make notes to improve your next event.

Rewards

At the end of the day:• Was it safe?• Did people learn? • Did it fill a need?• Was it worth the time and energy?

•Was it fun?

QUESTIONS?

RESOURCES

• A Common Sense Approach to Risk Management for Adults Working with Children. Bowman, Debra. UME, April, 2001.

• Risk Management for 4-H Youth Development Work, Pracht,Dale, Butterfield, Judy, Hink, Jean. University of Florida.

• http://www.maryland4h.org/4HFiles/RiskManagementChecklist09.pdf

Give us your feedback!

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