Equestrian Events for Autocrats and Event Organizers

This article was written and published in the Æstel and the Æthelmearc Gazette in an abbreviated form. I taught a class on this subject based on the information for the article  at Æthelmearc War Practice in 2010.

This article is specifically tailored towards those persons interested in adding equestrian activities to their event. Equestrian activities add pageantry and interest to any event, but require additional procedures with Corporate and marshallate staff. This article will explain these requirements and make the process easy to understand for event organizers and Autocrats.

Clearance with Marshallate Staff 

Before announcing that you are having equestrian activities at your event, you should contact Equestrian Marshallate staff. Anytime a horse is present at an SCA event, that event is considered to be an Equestrian event, and special considerations apply (such as the requirement that an Equestrian Marshal in Charge be present throughout the time that horses are on site, and special insurance be activated). The good news is that most special procedures will be handled by your friendly and helpful Æthelmearc Equestrian Marshal Staff.  

Marshallate staff will advise you if an Equestrian Marshal is available the weekend of your event.  Marshals are riders too and often travel out-of-Kingdom to participate in other events. Plan on contacting  the Kingdom Equestrian Officer (KEO), their Deputy or your local Euestrian Marshal at least 6 months before the event. Staff will also assist you in getting your event on the Æthelmearc Equestrian Calendar. Because the costs of transportation are considerably higher for equestrians, the number of back-to-back events are minimized to ensure maximum participation. A general rule of thumb is that two equestrians events will not be scheduled on the same side of the Kingdom within the same calendar month. This does not apply to practices and demos.

Site Issues

Prior to adding equestrian activities to your event, several questions must be answered. These include:

1) Is this potential site suitable for equestrians? This involves looking at the site to determine if there is an adequate space for an arena to conduct activities. Some marshals prefer a site that has a covered arena in the event of inclement weather. Some marshals require a regular ring fence, while others are content with a temporary ring set-up. Options include snow fence and temporary arenas. Most marshals are flexible, but may require a specific level of experience in order to participate based on the fencing available. For example, due to the unique situation at Æthelmearc 10th Anniversary a few years ago, the marshallate staff required that participants be only experienced riders who had participated in events prior to this event. It was important to completely minimize the chances for any mishap due to the fact we were bringing horses back to Cooper's Campground following years of prohibition of this activity at this site. 

Nice arena with good footing

Suitability questions also include safe footing for the horses. Hard concrete or rocky surfaces are not appropriate for equestrian activities. A Marshal will inspect the site to determine suitability prior to adding the event to the equestrian schedule. The Marshal will also look for other issues (e.g., wet conditions or unusual concerns such as nearby traffic or mundane features) to ensure the site is safe for the horses and riders.

2) Does the property owner approve of horses on the site and give permission for such activities?  Contact the property owner and secure this permission. An Equestrian Marshal will be happy to assist with this phase, answering specific questions that the property owner may have.

3) Is there a space for stabling or "storage" of horses when the activities are not going on? Stables with large box stalls are ideal, but tie stalls are acceptable. Many sites don't have stabling, so horse owners practice "horse camping."  This is a common equestrian activity in the mundane world.   Horse trailers are often fitted with "living quarters," or an attached human camping space attached to the horse compartment. Other equestrians simply pitch a tent near their trailers. The horses can be kept inside the trailer, or kept in temporary fencing which is electrified. These fencers which generate a low charge that is not harmful to the horse or humans, is powered by DC current, battery, or solar power.

SCA Equestrian Insurance

A special insurance policy must be activated in order to have equestrian activities at your event. This includes any equestrian activity, even if the horses are used only for processions. It is important that you know there are strict time deadlines for this activation. This insurance must be ordered 30 days prior to the event, or a late fee of $175 will be added to the normal $50 fee. This additional fee can make adding equestrian activities cost prohibitive and perhaps eliminate the feasibility of having horses at your event. Ordinarily, the Equestrian Marshal in Charge (EqMiC) will order this insurance. In Æthelmearc, only he/she or the Autocrat are authorized to order this insurance. This insurance provides additional liability insurance for the SCA. If the event site owners want to be covered under this policy, an additional fee of $50 is required for each individual or entity.

Local Services and Emergency Planning

Author's local veterinarian office

The EqMiC or the Autocrat should check the local area to determine what equine services are available. As participants are usually not from the local area, their familiarity with these resources is not readily known to them. The name of a local veterinarian must be obtained and made available to the equestrian participants or horse owners in the event of an emergency while on the site. Contact information for farrier (horse shoeing) services and local stabling options should also be available.

 Equestrian activities have a whole set of unique emergency planning requirements.  Unlike most SCA participants, equestrians have another creature to worry about that cannot help itself in the event the owner is incapacitated. If a rider is severely injured or sick and is removed from the site to a local facility for treatment, its not just a matter of getting their stuff packed into a car and arrange to get it to them at a later date.  Someone has to be designated beforehand to take care of his/her horse.   Generally, the EqMiC will ensure that all horse owners complete a form designating who is responsible for their horse in these types of cases. Or they will authorize the event staff to arrange for temporary placement of the horse in a local boarding facility.

Signage and Waivers

Equestrian activity is general recognized to be an inherently hazardous activity by most states.   Additionally, most states have passed Equine Liability Laws which limit a facility or property owner's liability in the event an equestrian is injured while participating in equestrian activities. But these laws require the posting of specific signage detailing this liability limitation. The SCA requires that two signs be posted at all events where equestrian activities are conducted. This applies to any event where horses are present, even if only for use in processions. Usually the EqMiC will provide and ensure these signs are posted.   

PA Equine Liability sign

In addition to the regular wavier requirements, a special equestrian wavier must be completed by all attendees at the event, regardless of whether or not they will be participating in equestrian activities or not. Persons claiming they will not go near the horses are still required to sign this wavier. Failure to do so requires the troll staff to refuse entrance to that person. The only exception to this requirement is in the case where a demo or parade is held on public grounds, and then, only equestrians must sign a wavier. Generally this wavier is made available for signing at Troll. Copies of this wavier will be forwarded to the Æthelmearc Wavier Clerk by the EqMiC or Autocrat. 

Despite the fact equestrian activities require these additional steps, it is worthwhile to consider adding equestrian activities to your event. It adds a special effect and pageantry to the event. The additional activity also promises to add to your attendance numbers as well. Most of the extra steps required will be completed by the EqMiC, but the Autocrat needs to be familiar with these requirements, especially those with time limits.