Location is crucial: bathrooms, water, electricity, insurance, shade. If at a barn, be sure you understand their expectations & requirements County wide: who is in charge? Is it open? What are the rules? Will come back to these later
Basic budget: facility, judges, other staff, awardsBrainstorm: get people w/ diff. experiences- some things may work from dissimiliar eventsDonations- sponsors? Give recognition, allow to set up area to sell somethingEvent could have educational component that could get grant support even if profit making
Supplies- from basic office stuff: pens, pencils, staplers, staples, staple guns, plastic covers for courses to numbers, rule books, string/pins hand sanitizer- little things make a difference.
People: Members, Families, Volunteers, Staff, CommunityProperty: animals, buildings, equipment, materialsFinances: donations, grants, sales of animalsReputation: good will of community, imageof 4H locally AND in the bigger picture
AVOID: REMOVE MAJOR RISKS BY AVOIDING THEM ENTIRELY– ex.: don’t have animals. Have a clinic using props or Transfer: pass the responsibility to someone else. Can you have the Pork Producers/Fair Bd/Parks Dept. Etc sponsor the event?REDUCE: can you eliminate the most dangerous parts? Or require additional safety precautions? Ex . A Jr must have a SR partner as they learn how to pick hooves the correct way, or don’t do hooves, concentrate on grooming coats.ASSUME: good analysis and decision to accept risks with as much care as possible
Managing Live Horse Events
My Horse University and eXtension’s HorseQuest welcome you to this live Webcast.Managing Live Horse Events Considerations for Sponsoring Programs Using Live Animals Karol Dyson University of Maryland Extension
Meet our presenter: Karol Dyson University of Maryland ExtensionQuestion facilitator: Bonnie Boyden 4-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
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?
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.
RewardsAt 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?
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!• You will receive a survey by email in 1-2 days. Please take a few minutes to give us your feedback on this webcast. It will help us to better serve you!
Upcoming Webcasts• Tractor and Machinery Safety April 24, 2012 7PM EDT• Pasture Rotation May 1, 2012 7PM EDT
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