Event Checklist

The below is a checklist for event organiser’s before, during and after their event.

Before Event

  1. Invoice issued when Hire Booking form has been completed. Payment due immediately upon receipt. Booking is not confirmed until payment is receipted.

  2. Consider biosecurity measures required including Horse Health Declarations. Determine if Horse Health Declarations will be captured at point of entry via Nominate or will be manually collected during the event.

  3. (At least 14 days’ prior to event): All coaches to have registered via ‘Register to Coach’ . Failure to register to coach prior to the clinic will risk cancellation of the booking and forfeit of the bond.  

  4. (At least 7 days’ prior to event): All riders EA membership to have been sent to EQ for validation. Organiser’s can either use Nominate to take entries which will confirm that riders hold a valid EA membership OR rider names and EA numbers must be sent to Equestrian QLD (admin@equestrianqld.com.au) & FTPEC (info@ftpequestrianclub.com) via email at least 7 days’ prior to event. EQ is required to confirm that all rider’s hold valid EA memberships prior to the event.  

  5. (At least 3 days’ prior to event): If Nominate not used, all riders EA membership to have been confirmed by EQ and sent to FTPEC at info@ftpequestrianclub.com.

During Event

  1. Set Up: Arrive early to set up necessary equipment including dressage arena/s and/ or jumping equipment. Contact FTPEC for gate code in advance.

  2. Behaviour: Ensure attendees adhere to code of conduct.

  3. Safety: Ensure riders are wearing a yellow-tagged compliant helmet and back protectors if on cross country course.

  4. Arena: Ensure take-off and landing areas around show jumps are raked regularly. Ensure manure is removed, bagged and left at the base of the light pole at arena entrance.

  5. Parking: Ensure attendees remove manure, hay and rubbish prior to departing.

  6. Contact FTPEC: Email in the event of any - rider falls, equipment damage or MIM clips on cross country course being activated.

  7. Pack down: Return all equipment to their storage locations prior to departing the grounds. Ensure all rubbish has been placed in the correct bins. Ensure all manure & hay has been removed from arena, yards and parking areas. Ensure toilets/ showers have been left in a reasonable condition.

After Event

  1. Complete the Bond Refund Request form.