Facilities Checklist
FACILITIES CHECKLIST

Note: this is set up for Nationals but should be helpful for other events. Remember that anything that is not listed in the AVA Rulebook as a REQUIREMENT is only a suggestion. If you know of a facility which would be appropriate for Nationals, please fill out as much information as possible and send it to Linda Bibbler.

Name of Facility:


Address:
Contact Name:
Phone:
Fax:
Email:
Website:

LOCATION

_____ miles to _______________________ (major airport)
_____ miles to _______________________ (major city)
in or near ___________________________ (town)


SCHEDULE
One weekend plus three weekdays for competition plus 4 days preparation - consecutive

Weekends Available:
  • Second to last weekend of July
  • Last weekend of July
  • First weekend in August
  • Second weekend in August
$ _______ Deposit required by _______________ (date)


FACILITY TYPE
  • Fairgrounds
  • Campus
  • Horse facility
  • Other:
  • Open to public
  • Private facility
  • Entry fees required
  • Parking fees required
  • Exclusive Use If no, state other activity(s) _________________________
  • Cost $____________________

    Comments



ARENAS (Level, audience access, clear of distracting activities)

Blue Competition Arena (Two 80'+ circles required, 3 preferred)
Actual size circles available _______________________________
  • Covered
  • Uncovered
Arena surround:
  • Solid fencing
  • Pipe rails
  • Other
    Existing footing other than hard dirt (describe):



Red Competition Arena (Two 80'+ circles required)
Actual size circles available: ______________________________
  • Covered
  • Uncovered
Arena surround:
  • Solid fencing
  • Pipe rails
  • Other
    Existing footing other than hard dirt (describe):



White Competition Arena (Barrel arena 15' circle minimum)
  • Covered
  • Uncovered
Arena surround:
  • Solid fencing
  • Pipe rails
  • Other
    Existing footing other than hard dirt (describe):


    Comments:


    Any extra costs:

FOOTING:

Name & phone number of local or other vendor for sand and shavings:


  • Delivery to site available
  • Arena grooming by Facilities staff - Cost: _______________
  • Grooming by AVA workers - Tractor/equipment rental cost: ________________
  • Watering _____ times per day - Truck rental cost: _______________
  • Sprinklers - Cost: ______________
Comments:



BARNS/STABLING (including tack rooms)
  • Automatic waterers
  • Night lighting
  • Fans
  • Electrical outlets
  • Shaded stalls
  • Enclosed stalls
    ______ Box stalls with canvas doors
    ______ Box stalls with wood doors
    ______ Pens (describe sizes _____________________________
    ______ Other (describe) ________________________________
    Cost per stall $ ____
    Bedding included (describe) __________________________
    ______Wash racks
    Extra cost per stall for manure removal or stable clean up $ ___________
Comments:



SET UP

Judges Stands (2 each for each competition arena - minimum 18 inches high)
  • Permanent
  • Portable
  • Shaded
  • Secure against wind
  • Stage
  • Risers/Platforms
  • Hay bales
  • Other: ______________________________________
  • Public/Participants away from judges
    Size (minimum one table, 4 chairs) ________________
USAE Steward Station
  • Seating
  • Shaded
  • View of Blue Arena
Medic/First Aide Stations (must have quick access to all competition sites
  • Clear view of competition and warm-up arenas
  • Quick access to arenas
  • Clean, level surface
  • Shade
  • Room for one table,, 4 chairs equipment and 2 patients
  • Locable, secure storage area for equipment when not in use
Day Manager/Information booth/volunteer coordinator
  • View of competition
  • Enclosed
  • Shaded
Announcers Stations (one for each competition arena)
  • Clear view of competition, warm-up arena and judges
  • Enclosed
  • Shaded
Lighting Available
  • At night in competition arenas
  • In barns/stable area
  • In parking areas
Audience seating
  • 100 min for blue arena
  • 50 minimum for red arena
  • 30 minimum for white arena)
  • Bleachers
  • Chairs
  • Shaded
  • Other: ______________________________
Fest Office (for check-in, changes, questions, etc)
  • Minimum 2 tables, 4 chairs
  • Close to blue arena
  • View of arena
Scoring Office (quiet, enclosed space required)
  • Minimum 4 tables, 8 chairs
  • Close to blue arena
  • View of arena ______
  • Electrical outlets
  • Air conditioned
  • Fans
  • Windows
  • Locable/secure
    Comments:



Parking for _______ cars available
  • Passes required
Parking for ____ horse trailers available
  • Passes required
  • Parking lots close to arenas
Commercial vendors
  • Secure Storage space available
    Cost per booth $_________
    Club vendors (non profit) cost per booth $ _____________
COSTS:
    Cost per table: ___
    Cost per chair $_______
    Cost per stages/risers/stations $ _______
    Additioinal shade required cost: $ Sound system mechanic and equipment cost $______
    Electrician/equipment cost $ _____
    Extra janitorial service cost $ _____
    Porta-potty cost $ _______
    Grounds clean-up cost $______
    Dumpster cost $__________
    Security cost $__________
    Any addtiional costs (describe)
Comments:



COMMUNICATIONS

_______Hand held or earphone radio sets provided by:____________
Should link Announcers, Judges Aides, Medics, Officee, Fest Chair or Day Manager
Land line communication between ________
P.A. System (including tape deck) for Blue Arena (describe):
P.A. System (including tape deck) for Red Arena (describe):
P.A. System (including tape deck) for White Arena (describe):
P.A. System for barn area (describe):


HOUSING

_______ RV spaces on site for $________ per space
  • Water
  • Electricity
  • Sewer
_______ Camping spaces on site for $________ per space
  • Showers
  • Bathrooms
  • BBQs
_______ Dorm beds on site for $________ per person
  • Bedding included
  • Showers
  • Air conditioned
    Comments:
Official Event Hotel:
    Name:
    Phone:_______________ Contact Name: _____________________
    Website: ____________________ Rates:_____________________
    Meeting Room Rate:_______________________
    List various priced nearby Motels/Hotels. Include Phone and pricing:



FOOD

Daily meals on site
  • Breakfast
  • Lunch
  • Dinner
  • Snacks
  • Public cafeteria
  • Private caterer On Site Vendor
  • Other:
All Team BBQ
  • Caterer
  • On Site Vendor Cost per person including set up, etc. $____________
  • Secure and clean location with water/sinks for hospitality food preparation and handling.
  • Quiet place for judges/V.I.P. luncheons
AMENITIES

Please list any interesting things about the site. List any interesting things to do in the area. Include websites if available.