Zone 16 makes equipment available for Clubs to borrow if needed. This equipment is not intended to replace a Club’s own equipment, however Zone 16 does recognise that not all clubs are in a position to purchase or maintain the wide range of equipment called upon by the wide variety of pony club activities. Zone 16 equipment is divided into two categories:
- General Loan Stores and
- Games Equipment
All Zone 16 Loan Equipment is stored at the Zone’s facilities on the Bungendore Showground.
General Loan Stores are available for Clubs to borrow from the Zone Pool for specific events or where it is not feasible for Clubs to hold excess stocks of their own. Stores available are detailed in the attached Zone 16 Equipment Loan Request.
- Note that Zone 16 owns a number of show jumps – however availability of these off site from the Bungendore Showgrounds requires separate transport (a very large truck) and needs to be negotiated separately and well in advance of any intended event. Generally Zone 16 will only approve the loan of the SJ poles and back-wings with breakaways. This is mainly due to the fact that none of the Zone trailers are registered for road use.
Games Equipment is available to supplement Club holdings or where new games are introduced and it is not feasible to make excess complex items at a club level.
- Note that the bending race bases and poles are shared with Bungendore Pony Club (BPC) so they may only be available for major events and through mutual agreement. This has always been appreciated by Zone 16 and managed on a cooperative basis, however all clubs should note that other organisations (outside of pony club) also borrow the BPC gear at different times.
- BPC also owns the specific sporting equipment (barrels, flags etc) – often a misconception that it is all Zone 16’s. The Zone Equipment Officer can assist in requests where there may be a crossover of equipment between Zone 16 and BPC.
- Note that Zone Games Equipment will not be available 14 days before a major event such as a Zone or State championships. This is to ensure all games equipment is available and in good repair for the major event.
The Zone 16 Equipment Officer is always willing to advise on how to make your own gear and dimensions as the Blue Book can be a bit vague at times. Please do not hesitate to contact Mark for advice in this regard.
Zone events take precedence over all others.
How to Organise an Equipment Loan
- Contact the Zone’s Equipment Officer (ZEO) in the first instance well in advance of your event (recommended at least two months’ notice). Please do not assume that no one else will be using the Zone equipment. The ZEO will be able to assist in sorting out what you actually need for your event or in the event of an existing loan of the same equipment you are seeking, the ZEO may be able to suggest alternative sources for your event. Double ups can and do occur – the zone equipment is shared across 14 clubs as well as some non-pony club users who generously add their equipment to the loan pool from time to time. Best Plan – get organised early!
- Complete a request using the attached Zone 16 Equipment Loan Request at least two (2) weeks prior to your event. Please calculate what is needed for your event, as there is a chance another club will be seeking to use the same equipment over the same period. Note that you may be issued with more than requested of some items to allow for failures (e.g. radios / stopwatches) or to offset any breakages on the day.
- Arrange a suitable collection date. The ZEO may arrange transfer of smaller items in Canberra – larger and bulky items will require delivery needs to be arranged through Club resources and will usually only occur at the Bungendore facility. Note that none of the Zone trailers are registered for road use.
- Arrange a suitable return date. Gear is to be returned in a clean and dry condition for storage. In the case of inclement weather, stores return may need to be delayed to allow for drying. In particular the back numbers and bunting must be dry before return to avoid rotting and deterioration.
- Ensure all stores are accounted for, breakages noted and advised. Things will break as the equipment does not last forever and horse riding can be full on! We need to know what is missing or broken so it can be replaced. For the most part Zone 16 will incur the cost of replacement of broken or damaged equipment. In the event of loss of equipment (including stolen equipment) the ZEO will make a report to the Zone 16 Committee on the circumstances and seek approval for replacement.
ALL CLUBS PLEASE NOTE:
- Activities such as an ODE where many attractive items are provided, and where returns occur over different time periods at the event, can often result in items being forgotten in pockets or bags or being dropped off on the day at “any old table”. Having a dedicated returns person on your list of volunteers at your event can help avoid these occurrences and help ensure that all “attractive items” (read radios in particular) are properly accounted for on the day at your event and therefore properly returned to the Zone.
- In returning borrowed First Aid Gear, you must advise where first aid gear has been used to help in maintaining stocks – make sure you get the “cold packs” out of your freezer after your event as many do forget this particular item.
- Make sure you have back up batteries if borrowing the radios. Zone 16 will supply the equipment in working order, but the Zone is not responsible for the maintenance of the equipment in working order during YOUR event.