The document discusses key considerations for managing live horse events, including event planning, risk management, and logistics. It highlights the importance of creating a written plan, establishing a budget, and ensuring participant safety. Additionally, it emphasizes the need for effective communication and evaluation to improve future events.

1. 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

2. Meet our presenter:
Karol Dyson
University of Maryland Extension
Question facilitator: Bonnie Boyden
4-H Program Management Specialist

3. Personal Qualities That Help
• Sense of humor
• Energy
• Thick Skin
• A need to micromanage (sometimes)
• Experience in crisis management
• Flexibility

4. Types of Events
• Clinics
• Trail Rides
• Shows
• Performances

5. Know your Purpose
• Education
• Competition
• Just for fun
• Have a purpose in mind
and a clear expectation as a result.

6. "By failing to prepare,
you are preparing to fail."
--
Benjamin Franklin

7. 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

8. • 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

9. Budget
• Have a written budget
• Include a cushion “just in case”
• Brainstorm with your committee
• Seek donations
• Consider small grants for educational
programs

10. Registration
• Make a plan to include:
– Fees
– Rules
– Deadlines
– Emergency Contact Information
– Allergies/Health Issues
– Remember any required health documents

11. Items to consider for all audiences
– Rest rooms
– Electrical needs
– Location/facility
– Supplies needed
– Awards
– Selecting officials

12. 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

13. Additional Items if 4-H only
– Appropriateness for age
– Special needs of audience
– Number of helpers needed
– Required # of Volunteers
– 4-H paperwork

14. 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

15. 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!)

16. Resources
• Horse Show associations
– Rules and guidelines
• Local horsepersons
– Timers, steward, secretary
• Businesses
– Water, straw bales, tent, ice, coolers

17. 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

18. So Just What is
RISK MANAGEMENT?

19. RISK MANAGEMENT is
• A process used to identify risks of injury and
loss
• Taking appropriate steps to reduce or
eliminate risks

20. 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.

21. WHAT is at Risk?
• People
• Property (including animals)
• Financial status
• Reputation/Public Image

22. 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?

23. Strategies
• AVOID
• TRANSFER
• REDUCE
• ASSUME/ACCEPT

24. 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)

25. 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

26. 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

27. 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.

29. Rewards
At 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? 

30. QUESTIONS?

32. 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

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34. Upcoming Webcasts
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April 24, 2012
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May 1, 2012
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