DRESSAGE SOUTHLAND
Minutes of Meeting
Wednesday 18th January 2017
Present – Sharon Muirhead, Kerrie Morrison, Agnes Irwin, Nolene Keen, Meredith McEwan, Brendon Cleaver, Sandra Cleaver, Liz Ferns, Helen Boyd, Allie Harper
Apologies – Marlene Parkinson
GENERAL – South Islands
Dinner Tickets – Agnes to print 120
BBQ – Pay when riders packs have been collected Give raffle ticket type thing Maybe should have charged more than $5 48 confirmed as of today
Riders Meeting – Friday at 6 pm Regional Ford Wine and Food
Pre-dinner drinks for Super 5 prize giving. Allie to ask MLT for sponsorship
Surface – Thursday 12 noonClosed 2pm Arena’s to go up 5.45-6pm Surface familiarisation 6 – 6.15pm Oval familiarisation Friday 7.45-8am Surface familiarisation 8-8.20am Oval familiarisation
Yes we have enough pipes for 6 arenas
Arena letters are on their way. The quote for freight was $250 but Lucy has found away via the freight company thru her work to get them down cheaper.
Map – Highlight the entrance area.
Programme– Welcome from Helen Welcome from Harper Horse floats Sponsorship – Allie has drafted a letter to go out to sponsors, with the timetable of events and inviting them to dinner etc Marlene and Allie had a meeting with Tracie. Tracie’s name is to also go on the letter as she has done a lot of the groundwork with these sponsors. All sponsors have paid Top 10 sponsors invited to dinner with 2 tickets supplied
Trade Stands – 10 so far Need to setup by 9am Friday and stay till Sunday at 12 noon. Nolene to do Health and Safety with Trades Allie has/is in contact with them
Facebook – Talk to Rachel about doing the sponsor’s on FB. Sponsor to supply logo’s and blurbs.
First Aid – We must have a medic on the grounds at all times St Johns is $2500.00 for 3 days Pro Med is $1300 for 3 days Pro Med has been booked Meredith may know of someone who could possibility do this as well. She will enquire and get back to us. Have them based out of announcing caravan
Health and Safety – Nolene has to have her crisis management team in place Crisis team manager is chief steward - Jane …. Chief medical provider Pro-med Press Office Helen Boyd Event Secretary Sharon Muirhead Photographer Meredith McEwan Stable Manager Helen Boyd Radio Chanel To be advised Horse Ambo Sharon Muirhead’s float. Parked in the Hospital Paddock beside No 8 committee stables Crisis Meeting Scoring office Catering Robyn Butt Trade & Public area Nolene Keen Security overnight None Arena Team Kristen
No Smoking Signs by the stables – A & P Society was meant to do this. Allie will make up some signs
Motorbike helmet to worn at all times
H & S Briefing – 6pm Thursday 9th February
At the BBQ Helen to mention that helicopters may come in during the night. They give us 20 minutes notice during the day.
Judges Briefing/Greeting – 9.15 am Friday 10th February. Nolene to ask Kristen to let judges know. Remind judges to return car keys every night. Car to be parked at the pavilion
Judges – Kristen sent an email – Linda Clark – there is no budget so no to dinner ticket.
Clinic – Helen to bump it on FB again 35 for Clinic 20 for Lunch We will pay Heartlands for lunches and then bill Dressage NZ Vouchers for riders $50 – Dressage NZ to reimburse Starts at 9.30 am at Croydon Lodge
Marlene to ask Norma about the $3000.00 that we can get from the other areas. Accounts need to be sent out to these areas.
Zilco – is supplying the bags for the rider packs. Sponsor’s that want brochures/samples to go into these packs are to have them to Allie by the 3rd February.
Programs – 130 riders, 20 judges etc. So an extra 20 programs to sell.
Hire Tables – 6 tables that seat 6-8 and 50 chairs is $225.00. 20 table cloths are booked but still trying to find Dressage Southland ones. We need someone to pick these up. Put on the job list
PD are cleaning the arenas but will not get the sawdust done due to the timing.
Jobs List
Hosting JudgeSue Scoreboard Ann and Kimberley Clearwater Toilets Julia and Kerry (bin liners) Soap and flowers Lucy & Fiona Judges pickup Sue & Julia Harrowing Nigel Arena Poo Marlene Redo Numbers (?) Helen Music for Presentation Jenny Judges Kristen and Mary 4WD ` Aaron Dixon (maybe) Radio Rachel Collect Dinner tickets Someone (Maybe Brooklyn and Hannah) Silent Auction Allie and Kerry Papers for Silent Auction Tracie
Pre Purchase Feed – Allie Ryal Bush has Lucerne at $15.00 a bale (to go on FB)
1st Aid Kits to be on display to buy but also 2 kits to go in the silent auction
Regional Ford – Allie to send a letter inviting them to dinner
Judges gifts – Glasses to be decorated with cellophane etc by Allie and Kerrie. Order 30
Glasses – Engrave withDressage Southland South Island Champs 2017 Pre-order them at $25.00 each. To go on FB
Next Meeting – Wednesday 1st February at 7 pm Gore Showgrounds – scoring office
Meeting Closed – 9.27 pm
South Islands
Pre-Tournament Job List
Job / Name / DoneSource Rider Bags / Marlene
Packs for judges cars
Signs for lunging area etc / Allie
Blurb for Paper / Meredith
Showcase Sponsors on FB / Allie, Marlene, Rachel
Print dinner tickets / Agnes
Table hire etc / Kerrie
Dropbox – sponsor requirements / Allie and Marlene
Judges Clinic / Nolene
Lanyards for Judges
Gift for Judges / Cleaver to organise glasses. Kerrie and Allie to decorate
Silent Auction / Kerrie, Allie & Marlene
Job list for tournament / Helen
Sean Pope saddle fitter / Kerrie to ring
BBQ notification on FB / Helen
Trade Stands / Nolene to do H & S. Allie to co-ordinate
No Smoking Signs / Allie
JOBS ON THE DAY
Background music / BrendonDinner Ticket door collector / Brooklyn and Hannah (if still needed)
Check names off list for BBQ
Judges Briefing / Nolene
Silent Auction setup / Kerrie, Allie and Tracie
Judges Pickup / Julia and Sue
Cones and signs out / Brendon
Stables person / Meredith
H & S Briefing / Nolene?
Hire Tables/chairs pickup and drop off
Arena Poo co-ordinator / Marlene
Harrowing / Nigel
Scoreboard / Ann and Kimberley Clearwater
Toilets / Julia and Kerrie
Soap and Flowers for Toilet / Lucy and Fiona
Music for Presentation / Jenny