Event Planning and Management
The Branches and Management Councils of the Society host many events and activities for Members around Australia. These events are organised by the innumerable and invaluable volunteers who are enormously generous with their time. The dates for these events are listed on our Coming Events page.
The following information and forms will assist Branches and Management Councils with event planning and notification of upcoming events.
To have your Branches and Management Council event listed on the Coming Events page – complete the Event Notification form. This must have the basic details for your event including date, location and type of event. Further details, to complete the sanctioning process, can be completed on our new Event Management Plan. This document will help you with planning the event and for the potential risks.
All events planned by the Branch or Management Council must be advised to the Society, through Head Office, on an Event Notification form prior to advertising anywhere. This allows the Society to begin the sanctioning process and ensure that it is covered by the Society’s Public Liability Insurance Policy. Sanctioning will not be finalised until all required documents have been received and approved by the Society.
Events (for completion and submission to Head Office)
- Event Notification Form
- Event Management Plan
- Site Inspection Checklist
- Cattle Cover Lodgement Form
- Post Event Checklist
- Incident Report Form
- Livestock Mortality Claim Form
Must be accompanied by the weekly market report for your local saleyard or equivalent.
- Youth Development Programme Funding Application Form
Funding Application (for completion and submission to Head Office)
Event Results (for completion and submission to Head Office)
Planning your Event
Branches, Management Councils and Event Committees should keep the following elements in mind when developing an event concept:
- Purpose of the event - why are we conducting this event?
- Venue for the event - planning implications of using a certain venue (amenities, campdrafting arena, stabling etc)
- Event competitors/participants/spectators - the needs of all stakeholders must be considered.
- Financial considerations - will the event be financially viable?
- Timing of the event - it is often linked to the season such as the 'campdrafting season'. (Consider when Members will have their horses in work)
- Committee/Event team and other stakeholders - skills required to run the event.
- Regulations - what regulations and laws have an impact on the event? (Consult your Local Government)
- Community Impact - impact on the local and wider community.
Refer to the Events Rules and Regulations for all the rules concerning running an event under the Society’s banner.Refer to the Branch Handbook for further information and tools to assist with event organising.
ASHS Horse Welfare Policies
Horse welfare is related to the general care and well-being of horses and is not limited to extreme cases of neglect. Event organisers need to be aware of the wider community expectations in relation to how horses are generally cared for and treated. It is important that event organisers consider the general well-being of horses when attending Australian Stock Horse events. With increased digital technology and electronic media, an unfortunate accident involving a horse could make global headlines for all the wrong reasons. As a result, it is important that event organisers have a response plan for any situation, as well as the general welfare of any horse attending the event.
All Branches and Management Councils need to appoint a person or persons to officiate at their ASH event or activity as a Horse Welfare Officer. The Society’s Horse Welfare Officer policy will assist organising committees in being prepared for situations and it outlines situations that should NOT be considered humane or good horsemanship and should not be tolerated. It also gives advice on what items to have available in the case of an emergency
Visit the ASHS Horse Welfare Policies page for more information and to read the Policies and Protocol.
ASHS Child Protection National Policy
The Child Protection Policy guides volunteers, committees, paid personnel and officials on how to behave with children and young people in our organisation. The policy focuses on how we can promote children’s participation in our organisation and make it a safe and secure environment for them. If you are involved with Youth in anyway within the Society you should ensure you are conversant with this Policy. In particular, all Branch Executive’s should ensure they are conversant with the Child Protection Policy and involve youth in making decisions about matters that will directly affect them.
Please ensure your Branch takes the necessary time to identify and appoint a Child Welfare Officer who will be responsible for managing Working with Children Checks (WWCC) and the first point of contact in the event of an incident.
Visit the ASHS Child Protection Policy page for more information and to read the Policy.