BEOA Meeting London 14th January 2010
Click Here for Agenda

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BEOA AGM 29th November 2009 Click here for agenda

Minutes of the BEOA Meeting 7th October

19th October

BEOA Open Meeting
Held at Blenheim International Horse Trials
On 11th September 2009
Meeting Summary

11th October

Dear Organiser

BEOA COMMITTEE

The BEOA is now established as the voice piece for Organisers of British Eventing Horse Trials.  We act on your behalf on all the topics that concern you.  Examples of the work we have undertaken over the last twelve months are as follows:

a)      Negotiation of new entry fees

b)     Acting on behalf of organisers  over Abandonment Insurance

c)      Acting as arbitrator where there are clashes in the calendar

d)      Input into the viability debate

e)      Ongoing input on all manner of subjects through our representation on the Sports Committee.

f)       Most significant changes on anything that affects organisers are run past the BEOA at some stage.

g)      The new Health and Safety Guidelines have been considerably reduced in impact since the initial proposals were received.

As you know BEOA is run by a Committee of fellow organisers acting as representatives of each region.  The list of regions, and the events that are within each region, is attached to this mail.   There are now vacancies on the Committee caused by the annual requirement for one member from each region to either stand down or offer themselves for re-election against any other nominations for that area  and therefore we are looking for organisers who believe they can contribute to the role that the BEOA play  to come forward.  A list of those who have come forward will be circulated.     In the event of more than one name being put forward there will be a vote carried out within that region. 

So if you want a hand in how your sport moves forward and if you want a say into what happens within Eventing please volunteer to become a regional representative on the BEOA Committee.  Please respond by 18^th October.  I look forward to hearing from you 

Best regards

John Colson

Tel No: 01404 841331

FAX No: 01404 841119

Email: jcolson@longleathorsetrials.com

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Blenheim Organisers Meeting

Friday 11th September 2009

The  meeting at Blenheim is at 11.00am, in the Anthony Nolan Tent and is an open discussion meeting.

The AGM will be later in the year, details to be announced at a later date.

There will be a cross-country course walk at approx. 2.30pm with Eric Winter.

Best wishes

Adele Schardt

(01425 461744)

Next BEOA meetings
Tuesday 2nd June and 1st July

The minutes of the meeting 29th April 2009

Balancing the Books
Four BEOA committee members opened their books to help inform the eventing community on the cost and complexity of running an event.

CLICK HERE to open a pdf of the article which has been reproduced by kind permission of Eventing magazine. If you have enjoyed reading this feature and would like to read others like it, why not take out a subscription. Call (0845) 123 1231 for details and save over 30% off the cover price.


February 2009

January 14th 2009 BEOA Meeting in London
Click here for Minutes

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December 5th

Minutes from the AGM.

Limited time to take up the offer of free Badminton tickets for one of your sponsors!

November 3rd

Letter from the new BEOA Chair, Adele
Attached Note on Insurance from Pete Collins

Adele Schardt, The Elèda Stables, Somerley,
Ringwood, Hampshire BH24 3PL.
Telephone: 01425 461744
Mobile: 07785 251720
Email: adele.schardt@btconnect.com

Dear Organiser

I am writing to introduce myself as the new chairman of our Association, a post I took up after the BEOA AGM. For those of you who do not know me, I run Somerley Park International and train horses and riders at the lower levels through to 3*.

I would like to thank Diana Bown for all her hard work over the last six years, and I am taking on the chairmanship of a healthy organisation which is working hard and effectively on behalf of organisers. Diana is staying on the committee to represent her region, and will remain the BEOA representative on the BE board until the end of her term. I am pleased to report that Pete Collins is also continuing as our highly effective and hard working representative on the Sports Committee.

In the last few months, by presenting BE with clear evidence of our cost increases, the BEOA has successfully negotiated a 6% increase on entry fees. This is good news for all of us. We have also argued in support of maintaining cover for events that have to abandon, and we are pleased to report that the Abandonment Fund (now insurance) will effectively stay in place. For most organisers and for the overall sport I consider it a good thing that we remain covered. I attach a short note on the subject from Pete Collins.

Both of these results were partly achieved by presenting BE with concrete information. So, going forward I would ask that you communicate your concerns and ideas for improvement to us so that we can present that information collectively from a position of strength on your behalf.

You may also be aware that the BE Articles of Association did not receive a sufficient majority to be passed at the BE AGM. It was clear on the day that one concern was that the proposed changes would make the board less democratic. Part of the argument at the AGM was that the board should not be able to co opt people of their own choice but should ensure that members and representative elected groups are fully represented. The BEOA committee firmly believe that there should be a representative on the board from each of the bodies involved with eventing ie organiser, owner and rider.

There are not easy times ahead and we must work together to ensure our events remain viable and our sport remains healthy and successful, and the BEOA will certainly continue to work hard on behalf of event organisers.

I look forward to meeting you soon.

Best wishes Adèle Schardt

From Pete Collins

Dear All,

There were some items that arose at yesterdays meeting (AGM) on insurance which I think require further clarification. We had a number of people offering information on insurances which I believe maybe, not comparing like with like, if those people would be good enough to look at the affiliation agreement clause 5.1, compare this with your insurance quotation, if your insurances have the same cover perhaps you would be good enough to let us have the details in order that we can investigate.

There were a number of people who were suggesting self cover, might I suggest that for the events that have a good track record, that may be a possibility, but consider what your insurance would cost you if you cancelled 2 days and had a £30,000 claim in one year , it would be very expensive the following year, if you had a second claim in a five year period you would probably be uninsurable as the premium would not be affordable. Your options at that stage would be very limited.

In the past the events that were at the extremes of our season were those most at risk, last year I looked at the claims over the previous 5 years , the event with the worst cancellation record three times took place in august. If you look at the last 2 years all times in the season seem to be equally at risk, none of us can afford to be complacent. I personally have never cancelled but I have come very close  a couple of times and we run in June, August  and September.

The benefits of a collective policy are clear in that the risk is spread over the whole allowing us all to pay a little towards the overall risk for a reasonable sum, allowing us to maintain the length of season that we do.

I am firmly of the opinion that the benefits of the collective policy are imperative to the continuation of the sport as we know it, if you have a different view I would welcome hearing it, with detailed figures of any alternatives.

Regards

Pete Collins

October 15th

BEOA Accounts 24th November 2007

BEOA AGM Minutes Nov 2007

Minutes Committee Meeting October 8th 2008

June 6th 2008

The New Draft Fixtures Protocol for Comment

Please contact your committee member if you have comments to make on these amendments.

June 6th

Dear All,

Could we ask that any member who goes for and receives any insurance clarification from Terry Bailey or James Denley of Heath Lambert that they firstly get it in writing and secondly that they copy it to P.Collins email oxenleaze@westwilts.com  we can then ensure we keep a file on these clarifications which can be used for the benefit and peace of mind of other members.
Pete Collins

June 6th Sports Committee Minutes

Dear All,

The following is a copy of relevant information from the most recent sports committee meeting.

sports committee meeting 20^th May 08

SJ Collecting Ring

Nick Gauntlett  said that the SJ collecting ring is once again causing a lot of problems, as suggested before it would greatly help if events provided a blackboard, it was agreed that although this would not necessarily solve the problems it may help to alleviate the situation. A note will be added to the next Organiser & Officials mailing.

Entry Forms

PC  asked if it would be possible to amend the entry forms for 2009 to include an additional box where the competitor can provide their sort code and account number.  Therefore in the unfortunate circumstances that an event cancels the organisers refund the competitor via bank transfer which would make the whole process quicker for cheque refunds.  Debbie Marfell to find out if refunds have to be legally carried out in the same manner as which they were received by the organiser.

Iain Graham asked that the BEOA should advise their members to think carefully when providing an abandonment telephone number in their schedule and to ensure that the relevant number is manned when appropriate, carries the correct event status message and if it is a mobile number, has reception at the event site. ACTION PC/DB

PC requested a simple laid down procedure for the use and distribution of abandonment information, currently members are unsure where to ring to get last minute information, the site number or the hotline.

Withdrawals & Refunds

MES reminded the BEOA that if they wish to submit a proposal for inclusion in the 2009 rule book it must be submitted at the next meeting. ACTION PC/DB (If any organisers have any ideas for rule changes could they please contact their area representative).

Rider Volunteers

It was agreed that riders should be encouraged to volunteer by the introduction of some form of reward system however it was agreed that it would be very difficult to enforce a mandatory rider volunteer system.  However it was agreed that perhaps rider education may make riders aware of how much effort and preparation it takes to put on an event and that offering assistance at events may assist their chances of getting an entry at an event.

Chris Shaw said that this will be looked at later in the year as part of a larger volunteer strategy meeting which will also look at how other sports attract and maintain their volunteers and how BE can reward those that do give up a great deal of voluntary unpaid time to put something back into the sport. CJS to report back on the outcome of this meeting.

BEF – Facilities, welfare, child protection & participation

Child Protection

IG said that there is no requirement for Organisers to ensure that their volunteers have undergone child protection training as they will never be in a one to one situation with a competitor.

ATVS

IG said that following the Safety meeting he is introducing a clarification document in conjunction with Harry Verney and notification will be issued to Organisers ASAP.  This will include a template document that organisers will be able to issue to anyone who is likely to be using vehicles on the event site.

Hat Tagging

It was agreed that a reminder should be included in the next Organisers & Officials Newsletter stating that all hats must be tagged for SJ & XC.

Fixtures Protocal

A few amendments have been made to the protocol for 2009. The BEOA website will have a copy of the document, please take a look and contact your committee member if you have comments to make on these amendments.

Insurances.

Terry Bailey confirmed that the revised summary which was still being drawn up was WIP but would be available by the end of the month, he also confirmed that there was no excess applicable to claims by events, on the all risks cover to the £25,000 PA cover that was being incorporated(the excess being generously covered by BE).

BE front page on Web event calendar

TB   confirmed it was WIP to incorporate the ballot date and opening date on the front page and would be one as soon as possible, other things had been priority and had taken its original slot.

Frangible pins.

Any requirement for additional pins and sleeves should currently be submitted to your TA or if unavailable your RD.

Regards

Pete Collins

Organisers representative on the sports committee

May 9th 2008
Letter from Diana Bowen

BRITISH EVENTING ORGANISERS ASSOCIATION

 

May 2008

Dear Organiser

I thought it would be useful to bring you up to date. Chris Gillespie warned BE members at last year’s AGM that there would be changes to the Abandonment Fund for 2009. As we all know, the start of the 2008 season has seen the loss of numerous days of competition ; BE has already received claims of around £150K from cancelled events from a fund already exhausted in 2007.

The BE Board and Sports Director have been advised that changes in regulations may impact on the present structure and as a result they are reviewing our present arrangements for the provision of compensation to members and organisers in the event of cancellation.

We are all aware of the need to have a policy in place and for members to be reassured. The BEOA will work closely with the Sports Committee to ensure there is an acceptable policy for 2009. Several suggestions and ideas have already been made, I am sure we have not heard them all, if you have any please let us have them

Let us hope that the weather will be kind for the rest of the season and we have lots of wonderful events and happy competitors.

Kind regards

Diana

Diana Bown, Chairman BEOA

February 26th 2008

Minutes from the 12th February 2008 Meeting

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August 17th 2007
Memo from MES on the role of Regional Directors

27th April 2007
Notes from the Sport Committee Meeting

4th February 2007
Minutes of the AGM
2006 Accounts