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Running of Zone Finals

ZONE FINALS is run each year to find our best teams to represent our Zone at the State Championships & Gymkhana.

The team events consist of Teams on the Flat, SADA Cup (Elementary, Novice and Preliminary dressage), Mounted Games and Show Jumping.

Also there is one representative from each Zone in Pony Club Horse and Rider of the Year and the Junior Horse and Rider of the Year. Individual Show Jumping is also run within the gymkhana. Each year the State Championships is held at a different location.

Our Zone also holds a B Competition for those riders just learning and/or require more experience to compete in A Teams.

They are known as B Team on the Flat, B Mounted Games, Monarto Horse and Rider of the Year (Grade 4 dressage test and D grade show jumping height).

Each club within the Zone will be allocated a job and they in turn are required to appoint a coordinator for that job and they are responsible for the smooth running of that area. Jobs are as follows.

  • OVERALL COORDINATOR
  • SECRETARY SHED
  • CATERING
  • COMPUTING
  • TEAMS ON THE FLAT
  • DRESSAGE (also responsible for the Horse & Rider dressage)
  • HORSE AND RIDER OF THE YEAR (Novelty phase)
  • SHOW JUMPING (also responsible for Horse & Rider show jumping)
  • GAMES

OVERALL COORDINATOR:

One club is appointed as the overall coordinator of the event and is ultimately in charge of running the event. This club is responsible for making sure that all the other clubs are aware of and understand their duties. The club should appoint a representative who should be available the whole weekend to sort out any problems that may occur. This club is also responsible for sending out the schedule, collecting entries and doing the draw.

DRAW: Entries are submitted through the Club secretaries and are required the Monday prior to the event. This coincides with the August rally and allows the club secretaries to collect entries and money from club members. The draw should be completed as soon as possible and sent to the Club secretaries so they can forward it onto their members. The program is dependant on the number of entries but traditionally the Teams on the Flat are first on the Sunday. Horse and Rider dressage should also be early on in the day in order to schedule their show jumping. Any riders competing in dressage and show jumping should also be put early in the draw.

If body number holders are required make sure that this is mentioned both in the schedule and on the draw.

ENSURE THERE ARE AMPLE COPIES OF THE DRAWS FOR ALL THE PERSONNEL INVOLVED IN RUNNING THE COMPETITION. Secretary shed, computing, dressage judges, show jumping judges, marshalls, gear checkers etc etc.

The club appointed as the overall coordinator should also be in charge of the secretary’s shed.

SECRETARY SHED:

Persons required: At least one person or preferably two people are required in the busier periods especially at the start of the day.

Clubs may choose to roster people on in 2 –3 hour shifts.

Responsibilities: To follow any instructions that have been issued by the event coordinator and to help both riders and parents with any queries.

Duties: To have knowledge of how the Zone Finals run and who to contact if need be. Be aware of where St. John’s are, should

you need to contact them. A vet is not usually in attendance at the Zone Finals, but always check with the Coordinator to see if one will be on the grounds.

  • Hand out body numbers to riders
  • Take attendance cards and check cards for financial status qualifications and gradings for show jumping. Notify the Secretary if a card does not appear to be correct.
  • Advise riders of the whereabouts of their stables/yards etc.
  • Put out announcements as requested by various people.
  • All place getters in show jumping need points added to their
    cards, so do not allow these people to take their cards until the
    Secretary has pointed and signed them.
  • Keep a list contact details of riders who are interested in going to the State competition for the person who is completing those entries

CATERING:

There will be one possibly two clubs allocated to catering. The clubs need to be aware of what competitions are held on each day and organize the catering accordingly. Morning tea, lunch and afternoon tea need to be supplied to Dressage judges and show jumping judges and course builders but it is up to the coordinators of that discipline to collect and distribute the meals. Be aware that breakfast and lunch on the Sunday will be the busiest periods

COMPUTING:

This is a very important job and great care should be taken. Errors in the scoring can lead to unnecessary delays and frustration among organizers and competitors. The club responsible for the scoring will be required to know all the rules for the competition held and have experience in scoring the various competitions. They will need the following personnel.

  • Data entry person who is in charge of the scoring
  • Score runners for the dressage and the Horse & Rider show jumping
    SCORING THE HORSE AND RIDER OF THE YEAR

All graded show jumping is scored by the Judge and ribbons can either be given out at the conclusion of each competition or at a presentation at the end of the day.

Mounted Games is scored on a running score sheet by the club organizing the games.

The computer person will collate all score sheets for all phases for the whole of the weekend, including the score sheets for the show jumping to give to person responsible for submitting the zone entries for the State Championships.

TEAMS ON THE FLAT:

Is a dressage test ridden by four riders together. It comprises of a dressage test and a turn out test (“B” teams do no have

turn out).

Official score sheets must be used and they are contained in “PCASA Dressage Pack – Teams on the Flat” which is available from the PCASA Office, as well as your club should have a set.

IT IS YOUR RESPONSIBILITY TO HAVE THE CORRECT PAPERWORK FOR THE JUDGES.

The test used is determined at the State AGM held in October each year.

On the day meet your judges and show them to their appropriate locations. Provide morning tea at the conclusion of the competition which you will have organized with the Catering.

Personal Required: Teams on the flat Coordinator to liaise with the Overall Coordinator and to delegate jobs to their club as required.

Judges: You will require 3 dressage judges who are familiar with judging Teams on the Flat, ie. 2 end judges and a side judge and a Turn Out judge for the “A” Teams.

The Turn out is performed on the lawn area by the Common Room, and the test down on the flat area.

Marshall : to call up teams and make sure that they are running on time. Also to keep an eye on spectators so that they do not get to close to arenas and/or the turn out team while being judged.

Gearcheck: For :”A” teams, generally after the Turn Out, however, this is very controversial, check with the Co-ordinator as to which order they require it to be done. No rider, after Turn Out, may change their gear or equipment, to do so will eliminate the whole of the team.

Pencillors : each judge will require a pencillor, including the Turn Out judge.

Gate Opener: the Team on the Flat dressage must have a gate opener

Arena erectors/dismantlers: the arena is a 60 x 30m arena and can be put up the weekend before the event or if both “A” and “B” Teams are being run on the Sunday, then the arena can be put up on the Saturday (need to check with your co-ordinator). All letters and cones (if required) need to be spaced out correctly as per diagram.

SADA DRESSAGE: (South Australian Dressage Association)

There are three levels of dressage (Elementary, Novice and Preliminary) run at zone and State Championships and the tests are set by the State at the annual AGM. The competitions are run under the rules for pure dressage and are run in a 60 x 20 metre arenas.

There are two judges and the top four place getters will represent the Zone at the State Championships.

This test is incorporated with the Pony Club Horse and Rider and Junior Horse and Rider Dressage Phase.

THE CLUB/S RESPONSIBLE FOR THE DRESSAGE PHASE ARE ALSO RESPONSIBLE FOR THE DRESSAGE PHASE OF THE THREE HORSE & RIDER OF THE YEAR COMPETITIONS.

MONARTO HORSE & RIDER:

Dressage is a Grade 4 test and run in a 40x20m arena.

The club/s organizing the dressage are responsible for:-

  • setting up/dismantling the arenas
  • sourcing personnel including the judges
  • organizing the payments for the judges
  • having the correct paperwork

Personnel required:

Appoint a dressage Coordinator whose job is to oversee the following

personnel to ensure this phase runs smoothly, and to liaise with the Chairperson.

Judges: two judges are required who are familiar and qualified in judging the appropriate tests. Each judge will require a pencillor.

Arena Erectors/dismantlers: People will be required to set up the arenas which is a 60 x 20 m arena for the SADA dressage and a 40 x 20m arena for the Monarto Horse & Rider, (usually the weekend before). The letters need to be put out on the morning of the test and to check that all arenas are standing properly.

People will also be required to dismantle arenas on completion of the dressage and return the equipment to the appropriate place.

Marshall: A marshall is required to keep riders moving efficiently through to the judges (this may be the same person as for all Horse and Rider dressage phases) please check with the overall coordinator.

Gear check: A gear checker is required to check all competitor before they enter the dressage arena, this is usually done and the riders then go into the marshall/warm up area. (once again this may be incorporated with the Horse and Rider phases)

Commentator: To announce riders entering arenas as well as to inform competitors of the “goings on” around them.

Runner: To pick up dressage tests and deliver to computing.

HORSE AND RIDER OF THE YEAR:

There are three levels of Horse & Rider of the year run at Zone finals. Pony Club H& R and Junior H & R are selection competitions for the State Championships and the Monarto H & Rider is for up and coming riders who are aspiring to a higher level.

Pony Club Horse and Rider of the Year: This event consists of a dressage test (decided by the State AGM), handy horse course (one attempt only) and a show jumping phase.

There are two rounds of Show jumping, first round is judged on closest to an optimum time of 350m per minute (above or below) with the least amount of penalties. The time limit is double the time allowed and if a rider takes longer than the time limit they are eliminated. The second round is over the same course (not heightened) against the clock and 1 time penalty is applied for every commenced second over the Time Allowed. Maximum height will be 1:00m.

For rules of this event, please refer to your PCASA general rules.

Junior Horse and Rider of the Year is also a selection and is a junior version of the Horse and Rider of the Year. Show jumping height is 80cm maximum and the optimum time is 330mpm. The dressage test will be different, but the handy horse course will be as for Horse and Rider of the Year.

Monarto Horse and Rider of the Year is not a selection event and is run as the Horse and Rider of the Year. Show jumping height is 65cm maximum and an optimum time of 330mpm. There is only ONE round which is judged closest to optimum time. The dressage test will be different, but the handy horse course will be as for Horse and Rider of the Year. RUN AT MITTON MEMORIAL GYMKHANA

DRESSAGE: Usually is incorporated with the SADA dressage and the same club who’s job it is to run the SADA dressage will also be organizing the Horse and Rider arenas.

Judges: Two judges are required per arena, Junior Horse and Rider is run in a 60 x 20 m arena and the Monarto Horse and Rider is run in a 40 x 20 m arena. Each judge will require a pencillor.

Gate Steward: may be required for the Southern Zone Horse and Rider.

Gear check, Marshall, commentator and arena erectors/dismantlers as for SADA dressage above.

HANDY HORSE COURSE: Will be organized and run by a nominated club.

The Course is selected at the State AGM and the rules and Information are in the PCASA rule book/

Personnel required:

Co-ordinator: To liaise with the Event Chairperson/Secretary with regards to when and where they would like the course placed. Also to decide how long the course will be opened for (depending upon numbers for the events) Usually opened for 4 hours, from 10:00am – 2:00pm.

All score sheets, pens, dots, boards, vests etc. are the responsibility of the club organizing this phase.

You may wish to organize a box with tea, coffee etc in it for the Judge and other personnel to take with them.

A map of the course needs to be mounted for riders to lookat, should they forget the how the course runs.

Judge: The judge may be from the organizing club or a person from which the organizing club has nominated. TheJudge must have knowledge of how the course is run and the rules governing this test.

Pencillor: A pencillor is required to write times down on the score sheet and record any other information that the Judge may wish to add. (ie. why elimination has occurred).

Time keeper: The timekeeper may be the same person as the pencillor. Their job is to correctly start and stop the stop watch and advise the pencillor of the time for recording.

Equipment Persons: This may require two persons to replace equipment as it is moved on the course

Gear Checker: will be required to check all horse and riders prior to the start of this phase. Whips and spurs are not allowed to be used in the Handy Horse Course.

Equipment Required: Equipment required will change according to which course you are using. Please ensure there are enough people to set up the course well before it is ready to start. A line marker is used to mark out the

area which is 60 x 16 m.

HORSE AND RIDER SHOW JUMPING:

The show jumping phase for the Horse and Rider of the Year is run by the coordinators of the show jumping for the whole weekend.

SHOW JUMPING:

The show jumping can be run in two rings, depending on the number of entries, if two rings are required, then often two clubs are involved. If two clubs are involved, then you will need to liaise with each other as well as the Chairperson.

ENSURE THAT THE JUDGE IS FULLY AWARE OF THE RULES OF DIFFERENT COMPETITIONS. THEY HAVE TO SUPPLY OPTIMUM TIME AND TIME LIMITS FOR ALL “OPTIMUM TIME’ CLASSES

Personnel required:

Co-ordinator: to liaise with Chairperson/Secretary on what start times will be and what numbers in each grade. To organize a judge and a course builder.

The club coordinating the show jumping is responsible for supplying score books, vests, coloured dots, bells, stop watches, pens etc.

Course Designer/Builder: Course Designer/builder or the “A” & “B” grade should be a person who is qualified to build at Pony Club “A” grade and or Novice/Intermediate eventing height.

For the “C” grade, a builder with knowledge of Show jumping heights and distances is acceptable.

For the Junior and Monarto Horse and Rider, a builder with knowledge of Show jumping heights and distances is acceptable.

Several people will be required to help build the course and dismantle it. (before dismantling, check to see if the course is required for the next days showjumping).

Judge/s: Will be organized by the coordinator, and need to have show jump judge experience.

Pencillors: Each Judge will require a pencillor. Their job is to write down the information as the Judge announces it.

Time keepers: Usually two time keepers are required per ring. Sometimes the Judge will be the second time keeper. The time keepers are required to use a stop watch.

Marshall: The marshall is required to keep riders flowing into the ring to present to the Judge, as well as police the practice fences so as only two - three riders are in the practice area at once. As one rider leaves to enter the ring, another rider may enter the practice area.

Gear Check: A gear checker is required to check all riders and horses, prior to entering the practice area. A list of competitors will be supplied for the gear checker to “mark” off as well as coloured dots to be placed on bridles/saddles.

Rail Stewards: Rail stewards will be required to replace any rails knocked down by either horse or rider. Usually two people is enough.

Commentator: Not usually required, but if desired and there is a spare PA system, then one can be appointed.

PHARAOH, SUNSMART, PRIDHAM AND HEINE CUP SHOW JUMPING:

Descriptions of all of the above named show jumping is available in your Zone handbook.

The Pharaoh (“A” grade) and Sunsmart (“A” grade) cups are selections for the Sate Championships and are often run together at Zone Finals as there is not normally a large amount of entries.

Maximum heights for the first round is 1.15m.

The Pridham (“B” grade) and Heine (“C” grade) cups is not a selection, but a competition run at the State Championships and the Zone Finals is a practice for this. The “C” grade is usually a large number of entries and therefore is often run in a ring of it’s own.

The “B” grade, Pharaoh and Sunsmart are usually run in the one ring.

MOUNTED GAMES:

At Zone finals we run both an “A” and a “B” mounted games Competition. The “A” games is for selection to compete at the State Championships and the “B” games is for younger or inexperienced riders to learn.

Each year at the State AGM the groups of games will be decided. “A” teams will compete with two groups (ie. 10 games) and the “B” teams will compete with 1 group (ie. 5 games). All rules and equipment is available in the “Mounted Games” pack from Pony Club Head Office, or available on the website.

This is usually run by one club.

Personnel required:

Co-ordinator: The co-ordinator will be responsible to organize the following personnel as well as to liaise with the Chairperson/Secretary in regards to how many teams, what time to start and where the “set up” will be.

  • To appoint a Judge (it would be best if the judge is a person from outside our Zone and must have experience and knowledge of how the games are run and the rules that govern them).
  • To check the required equipment well before the Zone finals, so if equipment needs to be purchased/made, there is plenty of time to do so.
  • To advise the Chairperson/Secretary and computer person of which will be they most efficient order of which the games will be run in. (to make setting up equipment easier)

Judge: The Judge will be a person organized by the co-ordinator (see above). The Judge is usually the person who will start each race and will be equipped with a red flag to do so.

Briefing Person: Often this is the Judge, (it is best to ask the Judge if he could do this job for you). At a nominated time (approx. 1 hour before games start) there is a briefing to advise all lane stewards of the rules and how and when to use their flags, including change overs and infringements. This is often done close to where the games are run. The Briefing person also will brief the team captains to ensure they are aware of all the rules.

Scorer: The scorer will be the computing person and will provide the score sheets themselves. A second person is required to help score, and the scorer will organize this as well. The scorer/s are the people watching the finishers and will place them accordingly. The Judge will advise if there are any disqualifications or eliminations.

Set up and equipment: 3 – 4 people will be required to set up the course. The course will also need to be marked out with a line marker. Each lane must be 8 m wide and a total length of 60m (including the 6m starting box). A diagram is in the General Rules under “Mounted Games”. It is best to have

the same amount of lanes as there are teams.

All lanes must have identical equipment. It is also necessary to have several (depending on how many lanes are being used) people to change equipment over after each game has finished. This needs to be done as quickly as possible. It is also advisable to set up in an area where spectators can

be kept at a distance from the “play area” (for safety reasons) and horses, when changing over, are not mingling with spectators. You need to ensure that the Judge/s have a

clear line of sight and not have spectators in the way. Bunting

is the best way to keep all of this in hand.

Lane Stewards: three lane stewards are required from each competing club, they must not be a team captain, they must attend the briefing so they are aware of all the rules and any other relevant information. Lane stewards will also be equipped with a red flag.

Commentator: to update scores and keep both riders and spectators informed of other relevant information.

Gear Check: It is best to use two gear checkers. This way you can ask all competitors (both “A” and “B” teams) to line up in their teams. One gear checker starts at each end, and all competitors are checked only the once. This is best to be done approx half an hour before the start of the games.

Please remember that spurs and whips are not allowed.

Marshall: The Marshall is responsible for swapping teams over after the game has finished. Also to ensure that riders do not go racing around in an unorderly fashion which may course danger to another rider, horse, official or spectator.

CHECK LIST

  1. Order ribbons.
  2. Organize St Johns
  3. Organize money for the dressage judges and show jumping judges and course builder.
  4. Ensure there is plenty of sawdust for the “A” Teams on the Flat horses

PRESENTATIONS

Protests

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