Selections for preliminary site locations are based on the number of horses entered the previous year and the geographic location. Final site selection and confirmation will be made after the inspection deadline. Sites with inadiquate entries may be dropped.
FHANA will provide
- Tentative and final itineraries for the judges, as soon as they become available;
- A data base with the entered horses and owner information.
- Programs listing classes and horses to be judged.
- Halter numbers for entered horses.
- A micro-chip reader.
- Ribbons will be Supplied by FHANA sent to each site host. Any extra ribbons should be returned to the FHANA office.
Responsibilities of the Coordinator
1. Immediately after receiving from FHANA the tentative itinerary and list of participating owners, each participant should be contacted with the following information:
- Tentative judging time.
- Directions to the judging site.
- Motel and stabling information, if required.
- Charges for each horse including stabling fees, facility fees, and any other fees required by the site host to cover the cost of the inspection.
- Reminder: foal owners must bring the Birth Acknowledgment; owners of all other horses must bring the Registration Certificate.
- Other details such as pot-luck or catered food service, entertainment or club meetings in conjunction with the judging.
2. Arrange for the judge’s ground transportation and lodging. This will be reimbursed by the FHANA office once receipts are submitted.
3. Site hosts are responsible for the cost of meals and beverages for the Judges these expenses may be shared with other participating owners.
4. Establish communication with Judging Coordinator of the previous and next judging sites to ensure that the judges’ travel arrangements are clear to everyone involved and that calls will be made to the appropriate persons if problems arise.
5. Review the judging site and select locations for:
- Judging arena ( ideal conditions would have it outdoors for natural light and large enough to contain a track on the outside of a triangle 148’x131’x148’); it must be on level ground with safe footing free of potholes and bumps; some type of safe enclosure should be provided so foals can be turned loose.
- Gate area, with adequate space for several horses
- Level area for horses to be measured
- Parking area for horse trailers
- Observation area for spectators
- Stabling if needed
- Rest room facilities
6. Prepare halter numbers for all participating horses.
7. Arrange to have a veterinarian available on site or on call nearby.
8. Notify the FHANA office with names and addresses of parties requiring insurance. FHANA will provide liability insurance to protect the organizers and property owners.
9. Arrange other aspects of the event, which might be appropriate, for example: regional club meeting, local newspaper coverage, buffet or pot-luck, beverages and snacks, spectator entertainment, or advertising to encourage local spectators.
10. On judging day, give halter numbers to owners, review the judging schedule with them, and collect local judging fee if it has not already been paid.
11. Confirm with the judges the order in which horses should be presented, and which classes, if any, will need to return for class placement. Then review the judging sequence with the gate person, who is responsible for having the next horse(s) ready at the gate. Be certain owners know if they must return for class placement following individual judging.
12. After the event, email or send results entered on data base supplied by FHANA to the FHANA office.
A Site representative will have the option to submit an article in the FHANA Newsletter following their inspection.