What Event Organisers can/should expect from:

1. What Event Organisers can/should expect from: TECHNICAL DELEGATE COURSE DESIGNER INTERNATIONAL GROUND JURY / NATIONAL DRESSAGE JUDGE Tina Stafford

2. The three main things that organisers look for are:- • Co-operation • Approachability • Rules & paperwork • Technical Delegates (TD) and Course Designers (CD) need to be co-operative with all officials, organisers and riders. • We don’t mean that you need to take any nonsense from irate riders who dogmatically believe they are right. Hopefully with co-operation these situations don’t arise. However the TD needs to stand by their decisions and not be swayed by a smooth talker or overbearing parent. • Co-operation is needed with the organisers in that the TD & CD needs to be available to check X/C and jumping courses.

3. Co-operation • The TD & CD may need to be available to answer questions and offer advice to the organisers or riders on points relating to the X/C or any other relevant aspects. • The TD should attempt to maintain a good rapport with riders by listening to what they have to say if there is a protest. If matters get to this point it usually means that all other avenues have been checked, e.g. in the collation of scores etc human error can occur. • The TD & CD need to support and be willing to assist the OC resolve problems which may arise with a rider, rider rep (or parent). • The TD is often called on to diffuse a situation which is fast getting out of hand.

4. Approachability • The TD needs to be seen as friendly and approachable to all riders especially the grass roots guys. • The CD needs to work with the TD to ensure all XC courses are within the technical specifications and be approachable about changes. • Riders need to feel that if they need to see the TD with a question or a protest they can have their two minutes worth without being intimidated by an “Official”. • If the matter is of a disciplinary matter then yes, they should feel a little meek/mild and accept generally what is being pointed out to them. Clubs need this officialdom from the TD in this area. • Also the club itself should be able to discuss issues with the TD & the CD so that both parties are happy enough with the outcome.

5. Paperwork • TD’s & CD’s need to be aware of all rules & guidelines - both EA and FEI. • You may only be officiating at a low level event but to be an effective TD and/or CD it is necessary to continually update your knowledge. • OC’s and Riders need to be assured that Officials are working with all the latest rules and guidelines. • Both Riders & OC’s will appreciate maps, flow sheets, final results & reports etc being available in a timely manner.

6. TD - Prior to the Event • Check your email in the weeks leading up to the event. The Event Secretary will notify you of any travel and accommodation arrangements. Make sure the OC has your contact telephone numbers. • The Event Secretary should email you a copy of the draw and block times, so you are familiar with the program for the weekend. If aspects of the draw appear confusing, raise this with the OC. Remember, the riders will be trying to work with the same draws. • Check that all riders’ and horses’ qualifications have been checked. • If possible visit the venue to inspect the X/C on the week prior to the Event.

7. Prior to the event cont. • This would enable any changes that you require to be made prior to the event commencing. However, bear in mind it may not be possible to carry out any major or difficult changes on the weekend of the event. • New events and events where there have been major changes will definitely require prior consultation. • Check dressage and jumping areas. • Dressage and jumping may not be set up but it would not hurt to familiarise yourself with the areas to be used.

8. On the Weekend • Arrive as early as possible. If you can’t get there until a particular time, make sure the Event Secretary knows. • The Secretary/organiser should endeavour to introduce you to the key members of the organising committee. • Confer with the OC regarding Riders Representatives and ensure that they are agreeable and that their mobile numbers are displayed at the office. • Collect a radio, mobile contact list & your name badge - most important. • Make sure you are on the right channel and your radio is working. There’s nothing more frustrating for the OC than not being able to raise the TD on the radio. •  DRESSAGE • Checking the letters is basic requirement of a dressage judge rather than a TD – but it is good to check the footing, warm-up areas etc • Check that the Judges are aware of the differences in judging Eventing dressage to straight dressage. • There should be a note telling them about current rules in the folder. Make sure they are aware of this. Particularly check that the judges are clear on the “whip” rule and what constitutes leaving the arena

9. On the weekend cont. • Obtain X/C course maps and inspect the course: • Check that the flagging is correct, e.g. options etc. • Check that the numbering is correct. • Check that there are the correct number of jumping efforts. • Check that the speed and time calculations are correct. • Ensure that the correct maps are made available to the riders. • Where possible, check as many of the measured distances as possible. • Remember that the X/C cannot be officially declared open until you have given the all clear. • The jumping course may or may not be built on your arrival • If built, try to inspect it before you carry out your X/C inspection. • If not built you will be contacted via the radio to come and inspect the track prior to it being opened for walking.

10. Cross Country Jump Judges Briefing • Check on the day prior to x/c as to what time jump judges will be assembled. • Before the briefing, speak to the scorer to see if he/she has a particular way they like sheets completed, i.e., no pre-filling of riders’ nos. Familiarise yourself with the jump sheets to be used. • X/C Day you may or may not be asked to carry out the x/c jump judges’ briefing, if not, you should be present, to be introduced to the jump judges so they know who they can call for assistance. • Jump Judges should also be introduced to the person running control. • If you are asked to carry out the briefing, keep it as simple as possible. • It is an idea as you are doing your briefing to glance around the group to see who is paying attention.

11. You need to cover the following in the briefing • Make the point in the beginning of your briefing that any questions will be answered at the end. • The Jump Judge’s job is to observe, note, report. • Radio usage (What information you wish to be radioed through). • Stop Watch usage • Marking of the jump sheets • Filling out fall report forms • Calling for assistance and full reporting on jump sheets of abnormal occurrences. • Interpretation of a refusal • Interpretation of a run out • Definition of a fall • What to do in the case of a fall of horse/rider • Any other information you feel is relevant • Remind the judges to stay at their fences until the final jump sheet is collected.

12. Briefing…cont. • Ensure that the briefing is carried out in a time frame that allows the X/C to commence on time. • When all jump judges are in place x/c control will check via radio that all are in position, but it is a good idea that you drive around the track to make sure that everyone is in the most appropriate place to judge the fence and brief any judge with a complex fence. • Remember some volunteers may be new to the sport and will need encouragement and/or help

13. During the Cross Country • It is an idea to have a good vantage point which enables you to view as much of the course as possible. • You may be called to help complete fall report forms - fall reports for FEI events and incident reports for falls at CNC events. • In the classes with larger numbers of competitors eg Introductory and Preliminary it is suggested that you move around the course. • Usually in these classes there may be a fence that causes the majority of problems (e.g. the water) you will know which obstacle this is if the jump judges report refusals via radio. If this is the case it would be a good idea to watch this fence to see what happens. • Keep in contact with ‘control’ and ensure that riders who have had 3 (1* & above) or 4 (EvA105 & below) are advised to walk home. Riders need to be reminded about the rules. At FEI competitions a Yellow Card may be issued for continuing.

14. Finishing up • It is most important that the TD checks all results before final posting of results. Please make sure you attend to this promptly when asked by the scorers, as this can hold up the prize giving at the end of the day. • At the completion of the event you will need to obtain the following. • A full set of class results • X/C analysis • Set of X/C maps • Names of Judges in each dressage class • Details of all Rider Falls & Horse Falls • Any other information you need to complete your report. • This will usually be emailed to you the next day by the OC or scorer, but it’s a good idea to ask. • Be aware of the information you will need to complete your TD report. • Complete your TD report as soon as possible following the Event. Reports are in Excel and all information needs to be included. TD’s who don’t forward reports may be removed from the National Officials list.

15. TD - Conclusion • A good TD will allow the club to go about its business of running their event, always ready to assist the OC regarding questions about courses, jumps, and tracks, etc. • Some queries can usually be sorted out verbally by the OC. And the OC will maintain a copy of queries sorted for your information. • All clubs need that one Official who is impartial or has no vested interest in the club to be there, to support the decisions of the OC. • These are only some suggestions and I am sure that as you gain more experience you will be able to add to the smooth running of the Event. • Remember that parties working together make for a smooth enjoyable time for all concerned, you the TD, CD’s, OC’s and most importantly the competitors who are after all, one of the main reasons we run the sport. We are all working as a team to make the sport as professional, but friendly as possible.

16. What do we need from a Course Designer? • Maps – as accurate as possible, at least one week out from the event so that a draft map can be included in the program. The CD is responsible for the layout, measurement and marking of the route. • Distances and speeds worked out (and double checked) for each class. • For FEI events, in consultation with the TD, complete fence description forms. • Fence Judge Flow Sheets. This is an important file and the CD should have the information to complete it accurately. (annex attached) • Maps should be marked draft until the TD has completed a check. Ensure that only final maps are distributed to the riders. • Endeavour to have final maps ready for an early opening of the XC course for riders to walk.

17. On the weekend. • The Course Designer (or a suitably qualified substitute CD) must be present on the day of the cross-country. • Collect a radio, mobile contact list & your name badge - most important. • Meet with the Jumping Designer – the CD is responsible for ensuring that the Jumping course complies with all current Eventing rules and guidelines. • Meet with the TD (and GJ for a FEI event) and be available for consultation. • At FEI competitions, walk the Course with the GJ. • Be aware who the Riders Reps are and be available for any discussions with Riders Reps & the TD. • Ensure that you have consulted with the Fence Repair Teams (Crash Crews) and that you have contact with them at all times during the Cross-Country phase. • If there is a problem with a jump and you and/or the crash crew are having problems repairing it you must quickly contact control if the course needs to be stopped.

18. CD Conclusion Conclusion: • A good CD will allow the club to go about its business of running their event, while supporting the OC & TD regarding questions about courses, jumps, and tracks etc. • Remember, all parties working together make for a smooth, enjoyable time for all concerned, including the TD, CD’s, OC’s and most importantly the competitors. We must all work as a team to make the sport as professional, but friendly, as possible.

19. What do we need from a FEI Ground Juror or National Judge? • Make it your business to know where the venue is, how to get there and what time the first horse is scheduled to start. • Arrive in plenty of time. • Report to the Dressage Co-ordinator or Secretary (as directed). • CIC/CCI or CNC/ CCN– The Event Secretary should advise in plenty of time: • Travel and accommodation arrangements. • When the cross country course inspection will be. (FEI only) • When and where the horse inspection will be. (FEI only) • You will be required to do two (CCI’s) or one (CIC’s) horse inspections. Make sure you are aware where and when these are being held. • You will also be sent a copy of the FEI schedule or the National schedule or program. Check which dressage test is being used and the names of the officials you’ll be working with. Ensure you know who the TD is. • Under FEI rules, a ground jury can be asked to judge 50 horses per day, with flexibility to add another 10%.

20. Judge & GJ Cont. • For National events a Judge may be asked to Judge up to 40 horses per day. • The OC must ensure when they are doing the draw that sufficient breaks are given. A 2 horse break is given every 10-12 horses, with a longer break for lunch. • Pick up a radio…all officials must take responsibility to ensure they can be contacted at all times. • Remember, you are judging Eventing dressage – their are different rules from “straight” dressage. There should be a note in your folder explaining these. If you’re not sure, check with the dressage co-ordinator or the TD. • Don’t forget to sign your sheets, double check that all scores are inserted, and make sure every sheet is collected by the sheet collector – especially the last one. You’ll be surprised how many go home in the judge’s car. • FEI events: • Make sure you are on hand for jumping course walks, when required. • Make sure you have a radio and can be contacted during the cross country, work out with the TD where you will be stationed on course.

21. Conclusion • REMEMBER, WE ARE ALL VOLUNTEERS AND WE MUST WORK AS A TEAM TO MAKE THE EVENTS BOTH PROFESSIONALLY RUN AND A PLEASANT EXPERIENCE FOR OFFICIALS, RIDERS AND VOLUNTEERS.