Annex 1 to

British Eventing Affiliation Agreement

Dated ……..2008     RED= changes

 

British Eventing Fixtures Protocol

 

1.                   Introduction.  These protocols have been produced to provide a clear explanation of the steps that the Fixtures Team and British Eventing intend to follow relating to matters involving the fixtures and the best interest of British Eventing. It embodies many of the previous guidelines with additions and amendments to reflect the current growth of the sport.  In general the Fixtures Protocol will reflect the needs of the Members of British Eventing as interpreted by the BE Board.

In regulating the Fixtures Process on behalf of the National Governing Body, the Fixtures Team and Sport Committee will endeavour to act consistently and in the best interest of British Eventing Members and the development of the sport.

 

2.                   Fixture Lists.  Fixture Lists will be produced for the following year and provisionally for the year after.  Under normal circumstances the aim will be to produce the Fixture Lists by the end of July for the following year and the end of November for the year after. Where ever and whenever possible existing events will be allocated an equivalent date for the following year, taking into account the movement of such variables as Easter and the positioning of FEI and Championship events in relation to other events. At the beginning of the fixtures process the Performance Manager will advise the Fixtures Team in relation to the proposed programme of CCI/CIC events, in conjunction with the suggested calendar of National Classes.  Priority may be given to higher level classes if it is in the best interests of the Sport.

 

 

3.                   Consultation.  During the fixtures process it will be necessary to communicate the proposed Fixtures list to ensure that Organisers are consulted with regard to the positioning of their own events in the calendar. The Consultation process will include the following:-

 

a.        Publication of a draft fixtures list through an official British Eventing communication which will normally be via e-mail.

 

b.       Publication of the fixtures list on the British Eventing website.

 

c.        If required by this protocol, individual communications from the Regional Director to the organiser(s).

 

4.        Submission of Fixtures Requests. All Fixtures Requests must be made in writing to the relevant Regional Director

 

5          Fixtures Protocols.  The Protocols will provide the procedures to facilitate the decision making process.  The Protocols will be adhered to by all representatives of British Eventing.  The Protocols will be used in the following instances:

 

            a.         Existing events requesting a change of date, extension to the duration of                 their event or to change the composition of their schedule (ie: addition of a                  new class).

           

b.          The introduction of a new event.

 

c.          Additional days being requested by an individual event (or British Eventing)              AFTER the calendar has been confirmed.

 

 

6.         Assessment of Requests.  When a request is made to the Fixtures Team decisions will be judged against the key criteria of Event Viability, Value to the Membership and Opportunities to Compete. The framework for the assessment of requests for all protocols will be as follows:

a.         The Fixtures Team will consider each individual request against predicted demand.  The Fixtures Team will analyse the levels of entries, balloting and    available statistics of those events over previous years (where applicable).

 

b.         Consideration of Requests

The anticipated effect of each individual request on all relevant events holding classes of a similar level, within seven days of the first and last day of cross country of the event for which the request will be considered, and in the case of all Intro, Pre-Novice and Novice/CIC* One Day Competitions for each event that lies within a minimum of 75 miles travel by road (travel distances will be calculated using Microsoft Auto-route software). In the case  of Intermediate/CIC**  and Advanced/CIC***  requests will be considered on a National basis.  Appropriate consultation will be made at this stage.

 

c.          The Fixtures Team will consider all of the available information prior to making a decision regarding each request, including any objections that may have been received from Events consulted in accordance with the parameters defined above.  Once a decision has been made the individual events involved will be informed in writing.  A written record of all decisions made by the Fixtures Team will be held at Stoneleigh and made available on request to British Eventing Members.  The framework for the assessment of requests will be applied in the case of all requests.

 

d.         The Decision of the Fixtures Team in conjunction with the Sport Director will be considered to be final.  Appeals or objections will be dealt with at the discretion of the Sport Director.

 

 

7.         The Fixtures Team.  The Fixtures Team will maintain accurate Fixtures Documents, and widely publish those documents in varying formats to agreed deadlines.  They will operate fairly and equitably in all cases and, as far as is reasonably possible, act in the best interests of the Members of British Eventing.  All members of the Fixtures Team will declare to the Sport Director where a possible conflict of interest may arise in their dealings with a fixtures matter or matters, or where any personal interest may exist.

 

8.         Conclusion.  The Fixture Protocols are working documents that will evolve as the sport develops.  The Fixtures Team and Sport Committee will validate the Protocols at the end of each season to ensure that they meet the requirements of the membership.  The issuing of a new Fixtures Protocol extinguishes and supersedes all other previously published Fixtures Protocol, agreement or understanding, whether set out in writing or not.

 

 

 

 

 

Annexes

 

Annex A:           Protocol for Requests from Existing Events.

Annex B:           Protocol for the Introduction of New Events.

Annex C:           Protocol for Inclusion of an Additional Day After Confirmation of the                                    Calendar.

 

 

 

Annex A to

BE Fixtures Protocol

Dated ………2008

 

 

PROTOCOL FOR REQUESTS FROM EXISTING EVENTS

 

 

The Fixtures Team will assume that there are no changes required by an event unless a written request has been communicated to the relevant Regional Director. However, if alterations are required then the following steps will be followed:

 

           

 

1.  The Event Organiser contacts the Regional Director in writing outlining the request.

 

 

2.  The Fixtures Team follow the framework for the assessment of requests.

(see para 6 above)

 

 

3.  The Regional Director concerned will contact the Organiser to inform them of the            decisions made by the Fixtures Team.

 

  

 

 

 

 

 

 

 

4.                   Any resultant decision is translated to the next draft of the Fixtures List

as part of the consultation process.

 

 

 

IF AT ANY TIME THE EVENT FORESEES PROBLEMS WITH THEIR CURRENT DATE OR WISHES TO MAKE ANY CHANGES WHATSOEVER THEY MUST LIAISE WITH THEIR REGIONAL DIRECTOR AT THE EARLIEST POSSIBLE MOMENT WHO WILL CIRCULATE THEIR REQUEST TO THE FIXTURES TEAM.

 

Annex B to

BE Fixtures Protocol

Dated ………2008

 

 

 

PROTOCOL FOR THE INTRODUCTION OF NEW EVENTS

 

 

Once a site has been confirmed as suitable to host an event, the Fixtures Team will allocate a provisional date(s). In normal circumstances, all requests for the introduction of a new event into the calendar must be received by 1st May of the previous year. Where the event has a new and inexperienced organising team it will not be permitted to run above Novice classes in the first year unless under exceptional circumstances

 In assessing a date for the new event the following steps will be followed:

 

1.  The Fixtures Team follow the framework for the assessment of requests.

                        (see para 6 above)

 

 

 

 

 

 

 

 


2. The Regional Director concerned will contact the Organiser to inform them of the             decisions made by the Fixtures Team.

 

 

 

 

 

 

 

 


3.  Any resultant decision is translated to the next draft of the Fixtures List

 

 

                        As part of the consultation process.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Annex C to

BE Fixtures Protocol

Dated ………2008

 

 

PROTOCOL FOR INCLUSION OF AN ADDITIONAL DAY AFTER CONFIRMATION OF THE CALENDAR

 

This Protocol will be used to react to situations that arise within the season.

 

The request for Additional Days will be generated as a result of one of two sets of circumstances and through one of two sources;

·        Event requesting to run additional days as a result of high entries.

·        BE recognising an unsatisfied demand requirement within in a specific period (resultant of cancellations or an emerging pattern of high ballot numbers).

 

The circumstances that will generate the need for additional days will have a high degree of urgency.  Therefore, the Fixtures Team will aim to complete the process within 72 hours of receiving the initial request.

 

 

ADDITIONAL DAYS REQUESTED BY AN EVENT

 

Where an event is receiving a level of entries that indicates they will have to ballot a significant number of competitors, sufficient to warrant extending the event by a day or major part of a day the following steps will be followed:

 

1.  Event indicates a high level of entries being received and request to run an additional cross country day.

 

 

 

 

 

 

 

 


2.  Regional Director confirms that the Event has sufficient resources to put on an extra day.

 

 

 

 

 

 

 

 

 


3.  The Fixtures Team consults with events seven days either side within 75 miles for Novice, Pre Novice and Intro of that event to establish the current level of their entries; at Intermediate and Advanced the level of entries are reviewed nationally.

 

 

 

 

 

 

 


Annex C to

BE Fixtures Protocol

Dated ………2008

 

 

 

 

 

4.  Regional Directors confirm with the Event that an extra day is to be added.

 

 

 

 

 

 

 


5.  Fixtures Team notify Organisers and Membership via Website and Hotline.

 

 

 

ADDITIONAL DAYS REQUESTED BY BE.

 

The driving force for BE requesting an event to run an additional day will be the emergence of a pattern of balloting or instances of event cancellations.  Under these circumstances BE may wish to act to ensure the membership is being offered sufficient opportunities to compete over and above those originally planned.

 

In these circumstances the Fixtures Team will contact events that may be able to include an additional day of competition, at the required level.  Once a suitable event has been identified the process will follow steps 2 – 5 above.