INTERNATIONAL EXCHANGES

GENERAL INFORMATION – June 2011

From time to time, Pony Club Australia receives invitations from other countries to participate in a youth exchange program. After Australia accepts the invitation, states that are eligible to nominate a representative will undergo their own selection process. Each state will do this differently.

It is now a requirement that ALL PRE-TRAVEL DOCUMENTATION is required to be completed as part of the selection process. Therefore, when a nomination is provided to Pony Club Australia, the nominee is accompanied by electronic copies of all required information. The Pre-travel documentation kit is found on the Pony Club Australia website.

Domestic Flights: From the nearest regional airport to the city of departure from Australia. These tickets to and from the tour are purchased as part of the total package

International Flights: Purchased as a team package, along with any transfers, hotels or related travel requirements not covered by the host country.

Travel Insurance: A basic package is purchased through the PCA national insurer, AON. If your state Pony Club is not a member of the scheme, then it is the responsibility of that State Association to negotiate any additional cover required. If any team member wishes to purchase additional cover, this is done through their own arrangements and at their own expense.

Parents & Friends: Part of the selection criteria is that whilst away, the team members will be managed by a Team Manager and Team Coach on behalf of Pony Club Australia. Parents or friends visiting the vent at the same time cannot be involved in any aspect of the tour. Supporters can visit the team after the competition.

Costs of Tours: Pony Club Australia pays upfront for for airfares, land fees (host country tour expenses- usually $650) accommodation, uniforms and related expenses. Team members are invoiced prior to tour commencement via their state office and will need to pay before leaving. Allow $5000 as a higher figure.

Recommended reading:

A series of Power Point presentations and pre-travel information has been uploaded onto the Pony Club Australia website, under International Exchanges. It is recommended that this information is read prior to applying for a team position through your state office.

Team Managers may also request that components of the online training provided by the “Play by the Rules” http://www.playbytherules.net.au/ is undertaken.

International Exchange Nomination Kit

Step 1: Read the Power Points and other information found on the Pony Club Australia website under International Exchanges

Step 2: If you wish to nominate for an upcoming tour, contact your State Pony Club Office to find out if there are any qualifying events or other requirements. The nomination kit is to be lodged with the State. If the application is successful, the documentation will be forwarded onto the national office.

Step 3: Complete all forms, including supply of a jpeg photograph and a signed medical form. All forms are to be provided in electronic format to your state office. Please use the file name with tour, year and name e.g. IMG_2010_ SURNAME_FIRST NAME

Each state will have a different closing date for applications and selection procedure.

Once a touring team is announced, including the Team Manager and Team Coach, further documentation will be required. This will include

·  Signed forms to indicate you have read Pony Club Australia Member Protection Policy

·  Letters of Indemnity & release

·  Entry forms, profiles and activity release forms associated with the host country

International Team Rider Nomination Form

Name of Competition: ______Date of Event______

State Association ______Rider’s Club______

Riders name:______

Postal Address:______Post Code:______

Age at 1st Jan: ______Date of Birth:______

Contact details: E-mail( essential)______Mobile:______

Phone (Day):______Night:______Parent’s Mobile:______

Efficiency Tests Achieved:______

Other Competencies:______

Year First joined Pony Club: ______

Experiences in pony club over past 2 years; include competencies, results (description, event, number of competitors, standard/grade/or class of event)

______

______

Prince Philip Games Experience: State /National/International:______

Any other information that may support your application: ______

RIDER PROFILE

PERSONAL
Name
Club
Residence
Birthplace
SPORT
Name of Coach
Preferred discipline
When did you start riding?
Why this sport?
DEBUT
What was your first national/International event? (year/event name)
GENERAL
Ambitions
Awards/honours
PC Efficiency level
Hero/Idol
Horses
Hobbies
INTERNATIONAL RESULTS
Year / Event / Discipline / Result / Country
AUSTRALIAN RESULTS
Year / Event / Discipline / Result / Horse

INTERNATIONAL TEAMS UNIFORM

UNIFORM REQUIREMENTS

Pony Club Australia will work with the Team Manager to purchase basic uniform items for each team. These will be bulk purchased and embroidered before being distributed prior to leaving on the tour. Each team may select their specific design according to what is in stock and available from suppliers. Green and gold are the base colours.

The team uniform items consist of

Acknowledging the support of the Australian Sports commission

·  Tie and/or Ladies Scarf

·  Polo tops

·  Rugby style top (long sleeve)

·  Cap

·  Track suit

·  1 blazer (IPE teams only)

·  Saddlecloth with competition name on it (optional)

Acknowledging the support of the Australian Sports commission

Working with the Team Manager, the team will need to also provide

Acknowledging the support of the Australian Sports commission

·  Moleskins and/or skirts (these come in lots of shades, so important to match as closely as possible)

·  Long sleeve white shirt

·  Mid length fawn/beige shorts

·  1 pr blue jeans

·  1 pr brown/black shoes for “walking out” uniform

·  1 pr short brown riding boots (pack shoe polish)

·  Socks and sneakers/runners

·  Underclothing

·  Sleeping apparel

·  A good causal outfit

Acknowledging the support of the Australian Sports commission

·  Waterproof jacket

“Walking out” Uniform (e.g. host airport arrival) is negotiated with the Team Manager, but must be neat and tidy. An example is provided in the photograph above.

UNIFORM MEASURING GUIDE

‘A Triple Check” system to aid in purchasing uniforms that fit the first time, using three different measuring methods. Please note some information may have already been provided elsewhere, however, this form is separated out for use by clothing suppliers.

Name:______Team Name______

Age: ______Gender:______Height:______Weight (KG)______

Polo Tops:

1.  Do you have a favourite polo top that you wear, that fits well? Record the size and brand.______

2.  Lay out your favourite top flat on the table. Measure from one side to the other under the arms (i.e. at chest level) Just measure one side only: ______cm

3.  Measure completely around your own chest:______cm

Track Suit Tops:

1.  Do you have a favourite track suit (or similar loose top) that you wear, that fits well? Record the size and brand.______

2.  Lay out your favourite track suit top flat on the table. Measure from one side to the other under the arms (i.e. at chest level) Measure one side only: ______cm

Track Suit Pants:

1.  Do you have a favourite track suit pants (or similar loose pant) that you wear, that fits well? Record the size/ brand.______

2.  Lay out the track suit pant flat.. Measure from one side to the other at the waist with no stretching :______cm Measure down inner leg from crutch______cm

3.  Measure around your waist ______cm and hips ______cm

Google Aussie Disposals and use their Australian Sizing Chart. www.aussiedisposals.com.au/sizechart

Circle your size for polo tops: XS S M L XL XXL XXXL XXXXL

8 10 12 14 16 18 20 22

Circle your size for track tops: XS S M L XL XXL XXXL XXXXL

8 10 12 14 16 18 20 22

Circle your size for track pants: XS S M L XL XXL XXXL XXXXL

PASSPORT INFORMATION

Scan a copy of your passport and email to the Team Manager along with this form. Save the file with the tour, year and name e.g. IMG_2010_ SURNAME_FIRST NAME

Do not send the file without this form:

Full name on Passport (essential for purchasing international ticketing)

Passport Number ______

Date of Issue ______Place of Issue ______

MEDICAL EXAMINATION

All team members are required to undergo a medical examination prior to being accepted onto the team.

The purpose of the examination is to determine if the applicant is fit to participate in the exchange both mentally and physically. The tour may include

·  International flights

·  Equestrian sports

·  Host nation activities, which may include outdoor sports such as canoeing, white water rafting, ballooning or other group activities.

Please request the Doctor to complete the form below:

______

Name of Team Member: ______Dates of Travel______

  1. I have examined the team member (name above) and found him/her to be medically fit to undertake the Pony Club Australia exchange tour.

2.  List any medical conditions for the Team Manager to be aware of e.g. allergies ______

3.  List any prescribed or other medication which will accompany the team member on tour. These medications may need to be proclaimed at airports and for other purposes. ______

4.  Any other information that the Team Manager should be notified of ______

Doctors Name ______

Date of Examination ______

Acknowledging the support of the Australian Sports commission