Reprinted from Endurance News, September 2008, monthly publication of the American Endurance Ride Conference, www.aerc.org, 866-271-2372
Like me, you’ve probably printed ride entries and information flyers from the AERC website, or had them sent to you. Like me, you’ve probably wondered how some ride managers manage to have a single page entry flyer about their ride, and how others have information flyers so detailed and lengthy that you need to check the stock of paper in your printer.
So I put the question to the Ride Managers’ Committee and members of the AERC Ride Managers’ Yahoo e-mail list (e-mail at procompsvc@earthlink.net if you’d like to join us): what needs to be in writing?
The first thing the responses made me realize is that ride managers put information in written form in different waysÑsome put everything in the ride flyer, others post things on signs where they register riders in ride camp, some send detailed information via e-mail or snail mail, others create a list of important items that they cover in their pre-ride briefing and hand it out to riders as they arrive.
What must be in writing?
One thing every ride manager should know is that there are some things that are required to be in writing for your ride. These include any rules, specific to your ride to provide greater safety to equines and riders, which are more stringent than AERC rules. These must be explained and provided in writing at the pre-ride briefing.
For many rides these rules are about:
— Helmets
— A post-completion requirement of 30 minutes rather than 60 minutes
— Ribbons in the tails of kickers and/or stallions
— Whether or not you allow ties
— How dogs must be restrained
— Whether you require hoof protection for equines
— Other rules to keep ride camp or trail safe.
If you have serious and specific consequences for violation of such rules, you will want to note this clearly as well.
What should be in writing?
Additionally, there are items which are beyond the obvious information, like the date and distances your ride offers, that ride managers and riders agree should be in writing. These include:
Directions. Clear and correct directions to your ride. Which can be followed in the dark. By a stressed out and slightly sleep-deprived rider who is directionally challenged. Based on current highway construction. And road signs which actually exist. Including exit numbers, if possible. With actual mileage from point to point. (“Then, down a ways, you turn at the farm where the dog sits out by the road and barks at the mailmanÉ” is probably going to leave drivers muttering and confused.) Remember, you need to look at your camp location from the perspective of someone who has never been to the area before.
Refund/cancellation policy. Do you have one? What is it? What are the dates involved? Do you have a late fee? Do you refund entries for riders if their horses fail to pass the initial vet-in; do you keep a deposit from that entry? Do you have a limit on entries?
Phone number and directions to local treatment vets. This one is especially important for early-arrivers and late-stayers, even if you have a treatment vet with supplies on site for the duration of your ride.
Extra fees. A rider recently ranted to me (rightfully so) about a ride she attended where there were camping and other fees that she didn’t know about until she arrived at camp. Don’t surprise your riders with fees they don’t know about. It makes them cranky.
Contact information. How can you be reached, if you can be reached, once you leave for the ride site? Many ride managers put a note on their flyer with their cell number, along with the date they anticipate leaving home. Some ride managers put a note on their flyer saying, “Our ride is located off any known cellular grid. If you don’t call us by X date, try sending smoke signals.” Many ride managers change their outgoing answering machine message to indicate that they’ve left for the ride, perhaps some brief directions to the ride camp (as that is what riders are likely calling about) and if/how they can be reached. Personally, I leave my little sister at my house to dog-sit and collect any messages and pass them on.
Liability release(s). Every ride and camp and park has their own “blurb” that they want included in the liability release, and of course you want to be sure that you and AERC and your staff/volunteers are covered as well. And it should go without saying, make sure that everyone signs it!
Facilities. What is available in camp with regard to horse water, potable water, facilities, electrical hook-ups (hey, a girl can dream, right?) and stabling/corrals?
Awards. What are you providing awards for? Top ten? Best condition? First to finish? Weight divisions? In which distances? Some rides don’t offer best condition or first to finish awards for the LD rides. If that’s the case, your ride flyer should make that clear.
Trail description. A description of the trails, including the terrain, footing, length of loops, whether the holds will be in camp or away, and whether on-trail crewing is allowed. If you are going to have on-trail crewing, having those directions printed for crews saves you from explaining how to get to those spots what seems like 200 times. (And make sure those directions are accurate and clear for the gray-matter-depleted-by-exhaustion crew members too.)
Meals. Will a meal(s) be provided? Which day(s)? If I want to buy extra meals for my spouse, family, crew, are they available and how much?
Local attractions for non-horsey family or friends. A nice bonus!
Nearby amenities. The location of the closest groceries, fuel, restaurants.
Organization saves you time
“Putting it in writing” saves, sort of, being pelted by a thousand questions over the course of a weekend. It also forces you to sit down and map out certain facts and important decisions for how you’ll manage your ride. Now if only we could come up with a sure-fire way to get every rider to read the information we provide! You can lead a horse to water . . .
Happy trails and thanks to the Ride Managers Committee and Ride Managers’ Yahoo list members for their contributions to the article.