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Have
a Plan
Planning even the simplest of events can be a logistical
challenge. Wise event hosts plan far in advance and set out
every important milestone in a written timeline. For example,
what is your deadline for securing a place to have the event?
What is your deadline for ordering ribbons? Keeping track of
these milestones can help you stay on track and avoid
down-to-the-wire panic.
Check
Your Insurance Coverage
Unlike many other states, California does not have an equine
activity statute limiting the liability of equine business
owners and event hosts for horse-related accidents that could
not have been avoided. Therefore, California event hosts must
take extra steps to limit their own liability. (Non-California
event hosts should be mindful of the fact that equine activity
statutes are NOT meant to limit liability for accidents that
could have been prevented, which means that you can still be
sued under many circumstances.) Even with the most careful
event planning, something will
probably go wrong during your event. Don’t wait for someone
to sue you – BEFORE the event, evaluate your insurance
policies and decide whether you need additional coverage. See
our equine insurance buying
guide.
Deputize
and Delegate
DO NOT try to do everything yourself – call in those favors
and offers of help and assign responsibilities to others!
Create a detailed list of roles and responsibilities for all
parties involved in hosting the event. For example, who will
hire the judge? Who will handle participants’ questions and
complaints? Who will pay the caterer? Having all of these
details written down can help reduce your stress level.
Have
a Backup Plan
What if the judge for your show doesn’t show up? What if the
roach coach doesn’t arrive on time? What if there is a
thunderstorm? Write up detailed contingency plans and
distribute them to all of your key personnel so that they know
what to do on the day of the event if something unexpected
happens. These contingency plans should include all
safety-related issues, e.g., what to do if someone is injured,
if a horse gets loose, if someone backs their trailer into the
side of a barn or if a child gets lost.
Get
It In Writing
You
should have a written agreement that clearly outlines all of
the material terms, especially fees. ELS offers downloadable training
and lesson contracts.
Additional Information:
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