To Manage Paperwork for a Madrone Equestrian Guild Practice

by Mistress Kerij-e and Sir Rapheal

This article covers the required paperwork for a Madrone Equestrian Guild (MEG) practice.  In 2005, our practices are held monthly at Carousel Ranch in Woodinville, WA. See the calendar for exact dates and the Frequently Asked Questions for more information.

The Kingdom Equestrian Officer (KEO) asked that practice be treated like mini-events with all the related paperwork.  To help manage the paperwork required (SCA event roster and waivers, equestrian roster and waivers, etc. etc.) here's a little worksheet. This does not cover the Equestrian Marshal in Charge (EMIC) duties other than the paperwork.  See the An Tir Book of Horse and EMIC Checklist for specifics. This is an unofficial worksheet. Please see the reference section for official information.

NOTE: Although this was written for practices, the same paperwork is required for events and this worksheet can be used to manage that paperwork too.

What has already been done for 2005 practices

Inform the KEO that the practice is occurring.  In 2005, we have notified the KEO of the first three practice and who the EMIC would be. The next 9 specific dates and EMIC's are to be determined at the February Guild meeting.

Confirmed the Equestrian Insurance Certificate had been ordered. In 2005, we submitted the insurance for every Sunday and Thursday from 10 a.m. to 9 p.m. at Carousel Ranch with the intention of being able to select specific dates for practices as things grew closer. If a practice is held at other times or at another location, a new insurance certificate will be required.  The certificate has been received by the site owner and a copy will be faxed to the KEO before the next pratice.

For each upcoming practice

These are the tasks to be accomplished for each upcoming practice.

BEFORE practice blanks
1) Gate Sheet
2) Non-member waiver roster
3) Minor waivers (multiple forms)
4) Equestrian Event report
5) Washington Equestrian Waiver Roster
6) Waiver submission cover sheet
7) MEG Rider and Groundcrew Authorization form (for new and upgraded rides/groundscrew)
8) Equestrian Accident Report
9) Carousel Ranch waivers (multiple forms in tack room).

At the practice
1) Gate Sheet - everyone signs
2) Non-member waiver roster - sign if no white card
3) Minor waiver - sign if minor
4) Equestrian Event Report  - EMIC fills out. (It turned out to be easier to have the EMIC do this at the end of practice.)
5) Equestrian Waiver Roster - Everyone signs ( There is no minor waiver, parents must sign for minors.)
6) Waiver submission form - not needed yet
7) MEG Rider and Groundcrew Authorization form (EMs fill out with the info about the authorizee)
8) Equestrian Accident Report - only if needed
9) Carousel Ranch waivers (only need to sign upon first visit, yearly)

Complete the forms and make sure the EMIC signs where appropriate.

Within 10 days after practice, the number of copies to make
1) Gate Sheet (2)
2) Non-member waiver roster(1)
3) Minor waivers (multiple forms) (1)
4) Equestrian Event report (1)
5) Equestrian Waiver Roster(2)
6) Waiver submission cover sheet (1)
7) MEG rider and groundcrew authorization report form (1)
8) Equestrian Accident Report (4)
9) Not needed

Within 10 days after practice, send filled copies to: Madrone Seneschal
1) Gate Sheet (1)
2) Non-member waiver roster (1)
3) Minor waivers (multiple forms) (1)
4) Equestrian Event report (none)
5) Equestrian Waiver Roster (1)
6) Waiver submission cover sheet (1)
7) Not needed
8) Equestrian Accident Report (1)
9) Not needed

Within 10 days after practice, send filled copies to: Waiver Secretary (via Seneschal)
1) Gate Sheet (original)
2) Non-member waiver roster (original)
3) Minor waivers (multiple forms) (originals)
4) Not needed
5) Equestrian Waiver Roster (original)
6) Waiver submission cover sheet (original+1)
7) Not needed
7-9) Not needed

Within 10 days after practice, send filled copies to KEO  unless an accident occurred, then 72 hours
1-3) Not needed
4) Equestrian Event report (original)
5) Equestrian Waiver Roster (1)
7) MEG rider and groundcrew authorization report form (1)
8) Equestrian Accident Report (original)
Note: Until we hear differently, send a copy of the insurance certificate (even if it has multiple dates and you've already sent it once.)

Send filled copies to the Kingdom Chirurgeon (only if accident occurs)
1-6, 9) Not needed
8) Equestrian Accident Report (1)
9) Not needed

Send filled copies to: Kingdom Marshal (only if accident occurs)
1-6, 9) Not needed
8) Equestrian Accident Report (1)
9) Not needed

Send Filled copies to: Guild Records
1) Gate Sheet (1)
2) Non-member waiver roster (1)
3) Minor waivers (multiple forms) (1)
4) Equestrian Event report (1)
5) Equestrian Waiver Roster (1)
6) Waiver submission cover sheet (1)
7) MEG rider and groundcrew authorization report form (1)
8) Equestrian Accident Report, if needed (1)

Send filled copies to Carousel Ranch office (leave in tack room)
1-8) Not needed
9) All completed Carousel waivers


References

An Tir Equestrian Rules
An Tir Equestrian Marshal in Charge Checklist (unofficial copy pending revision and publication on An Tir Kingdom Equestrian web site.
http://groups.yahoo.com/group/Madrone_Equestrian_Guild/message/120
An Tir Kingdom Equestrian Rules page http://www.antir.sca.org/Offices/Marshallate/Equestrian/eq-rules.php

Articles regarding Waivers and Insurance
Waivers Explained http://www.currentmiddleages.org/autocrats/forms.php
Waiver Matrix http://www.currentmiddleages.org/autocrats/waiver_matrix.php
The Official How to Send in Event/Demo & Fighter Practice Waivers  http://www.currentmiddleages.org/autocrats/waivers.php
The SCA Equestrian Marhsal's Guide to Adult Liability waivers and Signage in the 50 States http://www.antir.sca.org/Pubs/forms/35_EQ_AccidentReport.pdf
Insurance Certificate Ordering Instructions http://www.sca.org/docs/insurancecert.pdf

Forms and Reports
Gate Sheet http://www.currentmiddleages.org/autocrats/docs/26_Gate_Sheet_1.pdf
Non-member waiver roster http://www.currentmiddleages.org/autocrats/docs/26_Gate_Sheet_1.pdf
Minor waivers (multiple forms) http://www.antir.sca.org/Pubs/forms/05_Minor_Consent.pdf
Equestrian Event report http://www.antir.sca.org/Pubs/forms/36_EQ_EventReport.pdf
Washington Equestrian Waiver Roster http://www.antir.sca.org/Pubs/forms/31_Equest_Waiver_WA.pdf
Waiver submission cover sheet http://www.antir.sca.org/Pubs/forms/24_Waiver_Submission.pdf
Madrone Equestrian Guild Authorization Report Form Barony of Madrone Equestrian Guild Authorization Report Form.htm
Equestrian Accident Report http://www.antir.sca.org/Pubs/forms/35_EQ_AccidentReport.pdf

This page was last updated on 04/15/2005


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