To Finish Is To Win

American Endurance
Ride Conference

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Ride Managers - Forms

Endurance riding would not exist without ride managers! You are to be commended for making it possible for riders to participate in the sport.

If you are a first-time ride manager, please consider contacting a member of the Ride Managers Committee to help guide you through the process and answer any questions you may have. These dedicated ride managers are happy to share their knowledge with you and help make your ride as successful as possible.

Here are the materials necessary to get you started, to put on a ride, and to report your results to the AERC office. Once your sanction has been approved by your regional sanctioning director and entered into the database at the AERC office, you will receive a confirmation email. Check it over to be sure all information is complete. The email will also include an order form for you to request forms for ride results, etc. (If it's your first time, check the "send me the full packet" box.) If you have any questions, please contact the office by phone: 866-271-2372.

Ride Sanctioning
Getting Started
Insurance
Control Judge/Veterinarian Information
Forms for Your Ride
Ride Management Software
Post-Ride: Report Results
Other Post-Ride Forms
National Championships Forms

Ride Sanctioning

Ride sanction forms, whether done by mail or online, go first to your Regional Sanctioning Director for approval and then onto the AERC office. Sanction fees are explained on the forms.

Ride sanctions must be received for approval by your Regional Sanctioning Director at least 90 days before the actual ride date, and received by the AERC administrative office at least 60 days before the ride. Other rules regarding sanctioning may be found under Rule 16 in the AERC rule book.

Online sanctioning: Go to the AERC ride sanction form, fill in the form, and it will be sent to both the AERC office and your regional sanctioning director. Sanction payment is required at the time you sanction the ride.

Ride Sanctioning request form (to be mailed or faxed to your Regional Sanctioning Director)

Special Event or Special Qualification Ride Sanction Requests: If you wish to sanction a ride which is a Special Event or Special Qualification Ride (please see AERC Rule 16) you must contact the AERC office with your request. You may use the online sanction form, but be sure to inform the AERC office that this is a Special Event or Special Qualification Ride request.

Getting Started

AERC Ride Managers Handbook: This is a useful manual for all ride managers. To receive a printed booklet by mail, phone the office (866-271-2372).

Ride Entry Form: Feel free to check out other ride entry forms in the ride calendar for ideas, or view this Sample Ride Entry form

Ride Flyer/Entry: Send your ride flyer/entry in MS Word or PDF format to endurancenews@aerc.org and it will be linked to the popular AERC online calendar

You will receive an order form with your ride confirmation email. You may email, fax (530-823-2260), mail or call in your order for AERC rule books, ride result and BC forms, etc. If you wish, you may download a Ride Manager Order Form

California Ride Managers: California's Equine Medication Monitoring Program (EMMP) is online. Please click for California Department of Food & Agriculture drug testing program information.

Publicity: A little work on your part can go a long way! Send out notices and stories about your upcoming ride to your local newspaper, regional horse publications, and maybe even local radio and TV stations. A sample press release follows, but use your imagination! You can focus on one or more riders and their past accomplishments, cover trail information or the historic nature of your ride. Steph Teeter has put together a list of publications and their contact information -- use this to find the best place to get the word out. If you have any other publications to add to the list, write to Steph at steph@endurance.net. Here's the list!

Sample Press Release in Word file or a PDF document -- Send an article about your ride to local newspapers or regional horse publications. Here's a sample press release to help you get started.

Ride Change Request Use this form if a change is needed to your ride date, location, distance, etc.

Member and Equine AERC Numbers: Look up a member or equine to find their AERC number.

Current Member List: Use your member login, then to go Services and Member Directory to print or save a list of all current AERC members. You may search by region and/or state.

Insurance

To request a Certificate of Insurance please fill out the Request for Certificate of Insurance form. Fax or mail the form to Equisure, Inc. (information at bottom of form).

You can fill out the PDF on your computer and then print it (or save as a PDF) to send to Equisure -- click for the computer-entry PDF insurance form.

Be sure to choose whether you will need Proof of Insurance or Additional Insured:

Proof of insurance: the landowner/facility will receive a certificate showing that AERC has insurance. A copy of the same certificate will also be sent to the ride manager and a copy to AERC.

Additional Insured: the landowner/facility will be added as additional insured and if a loss should occur AERC would share their insurance limit with the landowner/facility designated.


Control Judge/Veterinarian Information

Certified AERC Control Judges (Note: These are veterinarians who have passed the AERC examination, but may not be current members.)

Regional Control Judge list is available by logging in, then going to the Ride Management tab and then the Regional Vet list. (Note: This list will include veterinarians who do not do control judging.

Guidelines for Judging AERC Endurance Competitions (vet handbook), updated 2016

The Control Veterinarian DVD: This informative DVD is a great review for current control judges, a teaching tool for new control judges, and helpful for ride managers and riders to learn what to expect at control checks. The DVD is available by request from the AERC office.

Forms for Your Ride

AERC Rider Cards (updated for 2015 with body condition scoring for the pre-ride exam, and space for recording four quadrants of gut sounds):

Rider Card 1. A one-sided form with room for two vet checks as well as the pre-ride and post-finish exams.

Rider Card 2. This 2-sided form is most like the previous rider card. It can be copied and cut into a square shape. Includes room for six ride checks.

Rider Card 3. A one-sided form with room for six vet checks as well as the pre-ride and post-finish exams.>


Timer Sheet for use on ride day

Finish Line Form


Membership Registration form so riders can join/renew at the ride (and avoid paying the $15 day member fee).

Online Equine Registration Form

New Rider Briefing outline

Day Member contact information form


Ride Management Software

Ride management software for use at your ride on a laptop running Windows is now available. This software will provide:

Periodic updates of the AERC member and equine database for accurate reporting
Automatic entry number assignment
All time calculations done within the program
All placings calculated by the program
Best condition calculations
Easily output results reports (including First Weight Division, Top Ten, Turtle and Middle of the Pack)
Extract of results in AERC format for uploading results to AERC
Email of entry confirmation
Financial reporting

The software can be downloaded per these instructions.

Post-Ride: Report Results

There are a variety of ways to send word on your ride results: on paper via mail or fax, online, or with one of the alternate programs given here. Contact the AERC office if you have any questions about reporting your ride results.

Ride Results Reporting Form - Page 1

Ride Results Reporting Form - Page 2

BC Reporting Form - Instructions

BC Reporting Form


Enter Ride Results online

Excel Spreadsheet for ride scoring and management, contributed by Linda and Bo Parrish.

Other Post-Ride Forms

Equine Ride Injury/Treatment Report (for Control Judges) -- previously known as the Post-Ride Statistical Report

Post-Ride Rider Survey to be completed by riders if their equine experienced lameness or metabolic problems related to the ride

Online Ride Evaluation form - for riders to share their feedback on rides


National Championships Forms

Interested in hosting an AERC National Championships ride? Fill out one of these application forms and send it to the National Championship Committee chair. Prefer to fill out the form on computer? Select the first one, which is a Word document that you can fill in on your computer, then send via email. If you want to print out the form and mail it in, click on the PDF form.

National Championship Application (PDF)


If you would like other forms or information on this web page, please contact office@aerc.org or phone the AERC office at 866-271-2372.

 

 

Updated 7/25/18