2017 Request for Proposal

Transcription

1 2017 Request for Proposal

2 IEA/USHJA Partner Clinic Series REQUEST FOR PROPOSAL 1 OVERVIEW: The Interscholastic Equestrian Association (IEA) has joined in partnership with the United States Hunter Jumper Association (USHJA) to create a new clinic series that will offer enhanced opportunities to educate students in grades 6-12 about horsemanship and riding in a draw-based (catch-ride) format. The IEA is seeking proposals for hosting two (2) clinics in calendar year Each clinic will be based on a model that is similar to the USHJA Emerging Athletes Program (EAP), and will include instruction and testing in stable management and equine care as well as mounted riding instruction. Mounted instruction will emphasize draw-based/catch-riding techniques as well as general instruction on equitation and riding skills. HALF (1/2) of the riding spots for the clinic will be allocated to USHJA active members (and/or Intercollegiate members) and the other HALF (1/2) of the riding spots to USHJA Scholastic Members (members of IEA AND USHJA) who compete in the IEA at the Intermediate or Open level. Auditing will be free to any IEA or USHJA members, but must be reserved in advance with the host site. Non-members may be charged a fee for auditing. Clinics will potentially be web-cast for IEA/USHJA member auditing purposes as well. USHJA will collaborate with IEA in the selection of host clinic sites, and in the establishment of guidelines for the clinic format. USHJA will also facilitate obtaining USHJA Trainer Certified Program (TCP) certified trainers to serve as lead clinicians. IEA will engage in the marketing and promotion of the clinics including advertising to acquire participants, coverage via social media and post-event summary articles and press releases. Ideally, one clinic will be held on the East coast and one on the West coast with an overall intent of drawing from geographically different pools of participants. Additional clinics may be approved and offered within the 2017 year at the discretion of the IEA and USHJA, based on the receipt of additional, viable proposals. IMPORTANT: Please review the included list of clinic requirements to ensure you are able to provide the necessary facilities, resources, equipment and documentation to conduct the event. We encourage you to include descriptions and/or photos of your facilities, horses, and available personnel in your proposal. Also, please include your financial requirements in the proposal. Clinics should be priced so as to encourage participation through affordability, but should also be profitable for the organizers. *continued on page 2

3 IEA/USHJA Partner Clinic Series (continued) REQUEST FOR PROPOSAL 2 The application deadline is March 1, Applications can be submitted as follows with the heading of CORE Host Application. Any of the noted methods of submitting the application are acceptable. Via kathryn@rideiea.org Or Mail: IEA Membership Office 467 Main Street Melrose, MA Or Fax to Attention Kathryn: Questions regarding the host application can be directed to the IEA Membership Office at 877-RIDE-IEA ( ). Thank you for your interest in the CORE CLINIC SERIES! GENERAL CLINIC FORMAT: Two (2) or Three (3) day format Four (4) Groups with Four to Six (4-6) riding participants/group Intermediate and Open Level Riders (See IEA Rule 3301) Four (4) Rotating Sessions: 1. Riding 2. Audit and Assist in the ring with the Primary Clinician 3. Classroom 4. Barn/Stable Management Riding participants will pay a fee to participate (Fee will be determined within the host proposal.) Participants can lease a horse from the clinic host for use, or can supply their own horse with the understanding that the format of the clinic will necessitate that other participants may potentially ride participating horses because of the draw-base/catchride format. FACILITY REQUIREMENTS: Indoor or Covered Arena Minimum ring size: 100 x 150 Perimeter seating for a minimum of Fifty (50) people Stabling to accommodate up to Twenty-four (24) horses and Six (6) tack stalls Covered or Enclosed Seating areas for class room sessions and/or meals + tables and chairs to accommodate minimum of Fifty (50) people Dependable access to or ownership of suitable horses that can be made available for participants to lease for clinic use (minimum of 10/maximum of needs will vary depending on registrant ability levels and riders that may provide their own mounts) Water and Drag System/Machinery Bathroom Facilities (Permanent or Temporary) to accommodate a minimum of 50 people Food must be available for purchase on site either through a concession stand or food truck(s) that will be available at all times during mounted clinic sessions EQUIPMENT REQUIREMENTS: Hand held and/or headset microphone and sound system Show quality jump equipment to build 6-10 fences for coursework and additional rails for flatwork exercises as needed 100 foot tape to measure distances *continued on page 3

4 IEA/USHJA Partner Clinic Series (continued) REQUEST FOR PROPOSAL 3 6 foot tape to measure jump heights Four or more metal rakes Stall cleaning supplies so that participants can clean their stalls (pitchfork, broom, wheelbarrow) Water cooler and cups or bottled water provided at ringside for riders/clinicians Extra tack and supplies for Stable Management training/use GENERAL PERSONNEL: The following personnel must be available during the event: Host facility representative present during all clinic sessions and on-call overnight for emergencies. Experienced water/drag maintenance person (minimum drag of twice a day) Veterinarian and farrier on-call (must be posted in barn area) INSTRUCTIONAL PERSONNEL: All instructional personnel must be active members in good standing of the USHJA. Experience with IEA and/or IHSA (draw-based formats) is encouraged. Primary Clinician - Must be at least 21 years old and has successfully completed the USHJA TCP. The Primary Clinician will provide the mounted instruction throughout the weekend and will direct course and/or exercise set-up and changes with assistance from participants. Recommended clinicians to be provided by the USHJA at the following link: Classroom Clinician - Must be at least 21 years old and have a minimum of three years experience as a professional in equine instruction OR 21 years old with a college degree in Equestrian Studies. Barn/Stable Management - Must be at least 21 years old and have a minimum of three years experience as a professional Stable Management or 21 years old with a college degree in Equine Stable Management. INSURANCE REQUIREMENTS: The Host Facility must acquire IEA Event Insurance through Equisure that meets all the requirements of other IEA Events. (See Rules 4108 & ) IEA and USHJA will be named as Additional Insured on the policy, and must include coverage for set-up and take-down days. A copy of the insurance certificate must be submitted to the IEA and USHJA in a minimum of Thirty (30) days prior to the Event. Standard competition insurance through Equisure covers the following: Each occurance: $1,000,000 Damage to Rented Premises (each occurance): $50,000 Med Expenses (any one person): $5,000 Personal & Advertising Injury: $1,000,000 General Aggregate: $1,000,000 Products and Completed Operations Aggregate: $1,000,000 ***IEA/USHJA CORE Clinic Proposal application is attached.***

5 IEA/USHJA CORE CLINIC PROPOSAL The application deadline is March 1, Applications can be submitted as follows with the heading of CORE Host Application. Any of the noted methods of submitting the application are acceptable. Or Mail: IEA Membership Office 467 Main Street Melrose, MA Or Fax to the attention of Kathryn: Questions regarding the host applications can be directed to Kathryn Quinlan or to the IEA Membership Office at 877-RIDE-IEA ( ). General: Facility Name: Facility Owner: Facility Address: City: State Zip Code Contact Name: Contact Phone: Alternate Phone: Contact Facility Website: *continued on page 2

6 2 Proposed Dates & Clinician 1. Please include a minimum of two proposed dates, in order of preference: (IEA recommends dates between June 1 and November 1 for optimal attendance) Date (Option 1): Date (Option 2): Date (Option 3): 2. What TCP certfied trainer will be your main clinician? Please refer to the USHJA link for potentials: Option 1: Option 2: Option 3: Riding Facility 1. Is this a permanent equestrian facility? Yes No 2. Does this facility host horse shows? Yes No Please list any/all shows and event at this facility in the past year: 3. Arena size: Is the Arena COVERED or FULLY ENCLOSED? (Circle one) Describe Footing:

7 3 Is there an alternate or second arena that could be used if necessary? Please describe. 4. Please describe the available auditor/attendee seating area: Is there a physical barrier between the seating area and the riding arena? Yes No Are there permanent bleaches or seats? Yes No Please describe: 5. How many auditors could you accommodate? What will you charge for auditors to attend? (Note: Members of IEA and USHJA should be allowed to audit the arena sessions without a fee.) Will you offer any discount for groups of five or more? Define: 6. Do you have any experience with web-casting events at your facility? Yes No Please describe: *continued on page 4

8 7. Please describe the intended classroom area: 4 8. Do you have staff/instructors that could assist with classroom instruction and/or stable management? Please describe: Stabling/Horses: 1. What health documents does your facility require for a horse s arrival? Coggins: Health Certificate : Other: 2.. How many stalls do you have available for clinic use? 3. Are the stalls for this clinic use Permanent or Temporary? 4. What size are the stalls that will be available for clinic use? Describe stall flooring (mats/dirt/other) and available bedding: 5. Is the event stabling separate from your main barn area? Yes No 6. Please describe any grooming areas, cross ties, or bathing areas that will be accessible to clinic participants: *continued on page 5

9 5 6. Do you or your facility own horses that can be used in this clinic? Yes No 7. Do you have access to a minimum of 10, maximum of 28 horses that could be used for this clinic? Yes No 8. Please list the names and brief descriptions of at least 10 horses that would be available for use if needed: Food Service 1. Do you have a permanent concession facility/service on site? Yes No 2. Are you planning to use food truck(s) to provide meals for this event? Yes No Please describe: *continued on page 6

10 6 3. Please list retaurants in your area, and include their distance from your facility, and whether or not they will deliver to your facility. Additional Facilities: 1. How many bathrooms are available for participant and auditor use? Permanent Temporary Approximate proximity to Clinic Area 2. Please describe parking area(s) for participants and auditors: 3. Please describe parking area(s) for horse trailers/vans: Local Area: 1. What is the closest major airport? *continued on page 7

11 7 2. Please list the hotels in your area, and include their distance from your facility: Financial Structure: 1. What will you charge for clinic participants? 2. What will you charge for stall use if a participant brings their own horse? 3. What will you charge to lease a horse if a participant cannot bring their own horse? 4. Any additional fees/charges? (shavings, feed, meal plans, other) 5. Are you able to pay set up costs for clinic? Yes No If NO, please provide details of your requirements: 6. Are you willing to share a portion of the profits with IEA and/or USHJA? Please describe: *continued on page 8

12 8 7. Do you agree to obtain the required event insurance as defined in IEA Rule 4108 & at least 30 days prior to this event? Yes No Other: Please feel free to include any additional details that will help us better understand your vision, layout, and facilities for this event. Photos, website links, or any other information are encouraged with your submission. Terms: I, the undersigned, present this proposal with the intent of hosting an IEA/USHJA CORE Clinic. I acknowledge that all information presented is accurate. I understand that the IEA will review my proposal and will review other proposals with the same intent, and that the IEA will approve or deny my proposal and will communicate their decision to me or any cause for delay on this decision by April 5, Signature of Host Facility Representative: Printed Name: Date: Phone Number: - -