The BEOA actively supports organisers in a variety of ways, from direct communication with BE on issues ranging from rule changes, entry fees and assisting events in their negotiations with BE on dates and any other areas of concern.
Adele Schardt is also our representative on the Sports Committee and does an excellent job putting forward issues of concern to organisers.
Please contact her direct, or your Regional Representative if you have an issue you would either like the BEOA to help with, or to present to BE.
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Minutes - BEOA Meeting London March 2nd
Knightsbridge Barracks
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BRITISH EVENTING ORGANISERS ASSOCIATION
Minutes of the Committee Meeting
The Household Cavalry Knightsbridge Barracks, London on 2 nd March 2011 at 1100 hrs.
Lady Mowbray, Polly Lochore
Attendees: Adele Schardt, Diana Bown, Jo Carr, Tina Ure, Pete Collins, David Sayer, Paul White.
The BEOA is to change bank accounts as the local branch of our previous bankers has closed.
These had been well attended thus far. It was noted that these were run differently in each region, with the BEOA having varying degrees of invited involvement. Concerns raised at regional meetings were discussed later.
4. BEOA Board Structure
The current structure of British Eventing’s Board of Directors was discussed and concerns were raised that it does not have an Organiser’s Representative. David Sayer had requested a vote at his regional meeting, with all 17 attendees representing 23 events voting that there ought to be Organiser’s Representation on the Board. This vote is to be carried out nationally.
The history was discussed, along with paper work which showed clearly that previously the intention was that there should be Organisers, Riders and Owners representation on the Board. ACTION: ALL REPS ATTENDING MEETINGS
As the BEOA now has no representation on the Board of Directors, it’s any representation to British Eventing should be on a formal and written basis.
5. Event Insurance
Liability of the Organiser was discussed, with particular reference to where a non-competing horse was ridden by a non-member on the event site. The BEOA is to clarify with the insurers through BE whether in such a case where injury/damage were to be caused, whether any liability would be attributed to the Organiser. If that were the case, it was felt background cover for such an eventuality should be added to the BE Policy. ACTION: JO CARR
With reference to the Abandonment Fund, the question was raised as to whether BE could make this a ‘Relief Fund’, where for example an event is forced to cancel owing to reasons beyond their control but is not covered by BE Insurance. Larkhill Horse Trials was used as an example. ACTION: PETE COLLINS. It was felt that if that were to be agreed, then the rule stating that refunds may be retained where an event is cancelled but receives no insurance money could be foregone.
The future of the BEOA moving forwards was discussed at length. A business plan for the future will be drawn up, and relevant and potential individuals approached. It was thought that taking a more corporate approach and therefore being able to provide greater assistance to Events should be investigated, as well as supporting those who we rely on most.
It was felt that all Organisations would benefit from an EHOA/ERA/BEOA meeting possibly three times a year.
The BEOA would like to see more support offered by British Eventing to grassroots events in terms of assisting with gaining sponsorship for events Nationally.
8. Cross Country Controllers
It was noted that there seems to be a shortage of Cross Country Controllers, and that we should encourage others to become involved although that was not always easy for those people who may be keen. It was queried as to whether BE would be holding any more Controller’s courses. AS would ask at the next Sports Committee meeting if BE could compile an up to date list of controllers.
Initiatives from ERA; regional directors, feedback forms, XC course descriptions & ways ERA could help an event were discussed and we felt generally that it was positive that riders were taking on responsibility. Although there might be some teething problems it was felt we should support what they were trying to achieve. It would only lead to a greater understanding with in the sport.
- Date of the next meeting.
The next BEOA Committee meeting will be held at the Knightsbridge Barracks, London on 11th May 2011.
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MINUTES - Organisers Meeting, Tweseldown February 13th
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Minutes
Committee Meeting held at Knightsbridge Barracks
on 19 th January 2011 at 1100 hrs.
John Colson, Pete Collins, Jo Carr, Andrew Spalding, Nell Mowbray, Margret Willetts,
Attendees: Adele Schardt, Diana Bown, Tina Ure, David Sayer, Paul White.
Elections are to be held by email, and in accordance with the new BE regions. We would like to encourage Organisers to step forward & get involved particularly where there are vacancies such as Central West.
It was also discussed that some members had missed several meetings. We are to look at the Constitution to see if a clause can be added where several meetings are missed then this is deemed to be a resignation.
The committee are concerned that the agreed structure of the BE Board has been changed by the new Board. The previous board comprised of three elected directors and three co-opted directors, the representatives of the main stakeholders of the sport being, the BEOA, ERA and EHOA. The board were able to co-opt further directors when needed. Diana Bown the BEOA representative since 2005 has not been co-opted by the new board, even though she could have remained on the board until December 2013.
4. Affiliation Agreements
The Committee discussed the Affiliation Agreements for the 2011 season, with particular reference to Annex 5. Discussions had taken place between BE and the BEOA had taken place but recommendations were not accepted by BE and not agreed. It is felt that there is no representation for Organisers on the de-afilliation process, and that there is no right to appeal. The BEOA is to make strong written representation to the Chief-Executive & the board. A list of events under review is to be requested.
5. 2012 Dates
The first stab is now out for 2012 events, and there may be some alterations on 2011 due to the Olympic Games. It was agreed that this could not be avoided for that year.
The new Refund guidelines have been well publicised, and will be reviewed after 2011 season.
It was thought that with the new Vet guidelines, if an event is to only have one vet, this should be properly documented in a Risk Assessment.
ERA have offered us a page on their website.
They are looking at installing a Regional Rep system, but these will not replace the on the day Rider Reps.
ERA are also looking at gathering feedback on events. Whilst this may cause some concern it is being practiced already on some websites and in magazines.
The ERA ball will take place on 26 th February and Organiser’s are most welcome to attend.
8. Cross Country Controllers
It was noted that there seems to be a shortage of Cross Country Controllers, and that we should encourage others to become involved. It was queried as to whether BE would be holding any more Controller’s courses.
- Date of the next meeting.
The next BEOA Committee meeting will be held at the Knightsbridge Barracks, London on 2 nd March 2011.
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Committee Meeting held at Knightsbridge Barracks
on Wednesday 15th September 2010
Minutes
Apologies: Margaret Willett, Polly Lochore, Janet Plant, Nell Mowbray, Paul White
- Affiliation Agreement /Fixtures Policy Update
At a recent meeting held in London it was proposed that Events should have 3 year Affiliation Agreements which in effect would be 3 year fixed contract. This is in place of the current One year Rolling Agreement. This was proposed on the grounds that it would be more attractive to events. It has since been argued that this would give the executive the ability to cancel or not renew contacts at will. The effect would be to create so many problems that the BEOA representatives felt it was not an acceptable proposal.
At a subsequent meeting the proposal was withdrawn. The Affiliation Agreement will largely be the same for 2011 with minor changes only and there will be a major update for 2012.
At a later meeting with MES, AS and PC went through the main points of the fixtures policy and had no problems with the majority of the proposals amending one or two minor points but made the point that the statements were so general that they could be steered whichever way one wanted.
At the same meeting, BE have said that they retain the right to insert into the calendar a “Feature Event”. It is not known under what circumstances this will take place and procedure to ensure events that are already in the calendar do not suffer as a result.
Concern was raised that, to many events that do not have problems and which are run by experienced organisers, BEOA is irrelevant. It is thought that the BEOA website should have a revamp with a view to make it more interactive for organisers.
The recent case where Adele was able to intervene on behalf of The Bovington event should be used as an example of how we are able to help every level of event whether large or small when they have a problem
Jo Carr agreed to see what could be done for the initial cost of £400-£500. The format of the site should allow a nominated user (a member of the committee) to be able to post items on the site.
Adele & Pete have produced a BEOA report form for organisers to be able to report on BE employees at their event. This has been shown to Mike E-S who had some reservations; in particular the reporting on Stewards who are not employees.
It was decided that we should proceed with the report form in an informal and internal way so that short comings of certain individuals could be identified and then raised with BE.
- Radios at X-country Fences
There has been a recommendation from the Sports Committee that there should be a Radio at every X-country Fence. Although only a recommendation, Stewards are within their rights under the rules to pressurize organisers to carry out the recommendation. This can add considerable cost. John Colson agreed to investigate, based on 2010 data, what the extra cost might be.
Because of the fact that there are elections to the Board this year, BE are insisting that the BE AGM will start at 11.00AM and will continue through with election results etc till after lunch. It was agree that we should have our AGM as follows:
0915 Coffee with something to eat
0930 AGM
1000 Open Discussion perhaps with topics proposed
- Volunteer Incentive Scheme
Jo has received no comments from her paper. It was agreed that she should send it to Renee so that it can link in with her ideas.
Nutwell Court was very short of helpers and Renee was asked to activate her helpers list. This she did with fantastic success. Points like this could be highlighted to organisers via the new website.
- Support from ERA for Events
ERA has offered to give some financial support a few events in the year. The criteria for which events they will be is a yet not decided. However it will be based on quality and the fact that due to circumstances outside their control the event concerned are in need of support to survive. The support will either be the cash to build a fence or to sponsor a section.
- Withdrawals / Entries / Refunds
This was discussed at length. It was agreed that the key issue with competitors was the refunding of entry fees when a withdrawal was replaced at an event. The whole argument as to whether a “Wait List “is run or not only confuses people and obscures the situation. What is required is transparency. It was agreed that the whole subject should be dealt with in a measured way with changes recommended for 2012. In the meantime a simple change to the following rules of 2011 will help to simplify the situation and increase transparency:
2.20 (ii)Line 3 to read Withdrawals by competitors who have been replaced will receive a full refund of the entry fee(plusVAT if applicable) subject to a £10 deduction..
Annex 3 Para 6 Line 5/6 delete from the Wait List
Pete Collins agreed to take these through the Sports Committee ASAP for inclusion for 2011
Date of the next Meeting Wednesday 3rd November
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