For Event Managers – Ontario Competitive Trail Riding Association

Event Managers Handbook

OCTRA Event Managers Handbook 2024

This handbook is intended as a guide for new Event Managers and as a reference for veteran Mangers. As much detail as possible has been covered, however, some conditions may have inadvertently been missed. If there is additional material you would like to see included in this Handbook, please contact the Sanctioning Chair.

Equine Herpes Virus Protocol

OCTRA Extraordinary Rules and Procedures Related to Equine Herpes Virus (PDF 115 KB)

Canadian Equine Vaccines Containing EHV 4/1 (PDF 41 KB)

Equine Health Self-certification Form (PDF 223 KB)

Rule Book, Policies, Other Handbooks & Standard Entry Form

OCTRA Rule Book
- Includes all appendices
OCTRA Bylaws
Stormont Ride Bible (PDF)
This document was created by the 2014 Stormont Organizing Committee and is a comprehensive guide on various components of hosting rides for all OCTRA disciplines and may be of assistance to new Ride Managers.
Standard Ride Entry Form (PDF)
All OCTRA Entry Forms must be accompanied by a negative EIA Test (a.k.a. Coggins Test), the appropriate equine insurance and the correct entry fee.
Ontario Equestrian Federation Consussion Policy Guidelines
NEW! OCTRA Accident Incident Report

Trail Marking Articles

Reprinting with permission from Endurance News, monthly publication of the nonprofit American Endurance Ride Conference, AERC.org, 866-271-2372.

Certificate of Insurance

These forms cover the association insurance, i.e. OCTRA insurance, for OCTRA and its rides.

2024-2025 OCTRA Insurance Declaration Pages

Please note: Our insurance company is no longer able to add additional landowners’ names to our policy. ALL LANDOWNERS are covered by this insurance – their specific name DOES NOT have to be listed – the new forms stress this. The list of names that have been added to date is included on page 4 but no additional names will be added in the future.

Ride Sanctioning

SANCTIONING CHAIR
Jennifer Lake sanctioning@octra.on.ca 416-725-2900

Ride Sanction Application (fill-able PDF version 2021-11-16 )
Application must be received by the Sanctioning Chair 90 days prior to the proposed event date. To use: 1) Save the form to your computer; 2) open it in Acrobat Reader; 3) complete the form; 4) SAVE THE COMPLETED FORM; 5) Send via email attachment to the sanctioning chair.
Ride Sanctioning Instructions (PDF)
Everything you need to know and do and when!
Championship Ride Sanction Application (PDF)
Applications must be received by the Sanctioning Chair 12 months prior to the proposed Championship date. This enables members to participate in rides in the current season in order to qualify for the Championship.

List of Vets & Lay Judges

Veterinarian Cards

Timers

Competitive Ride Timer Instructions (PDF)
Competitive Trail Ride Starting Time (PDF)
Competitive Trail Ride Starting Time (Exel)
Additional Timer Sheets & Guidelines (PDF)
Including: Ride Chits (in lieu of riders carrying their own Ride/Vet Cards); Spotters Sheet; Timers Info/Sheets (Loop Sheets, Finish Sheets, Endurance Ride Standings, Timing “Cheat” Sheet”) as well as Roles & Responsibilities of Spotters, Timers & Scribes

Timing Sheets

Post-Ride Reports

Ride Summary Report
An updated Ride Secretary Spread Sheet will be forwarded by the Points Chair to Ride Management for inputting all ride data. Please remit complete, accurate report to Points Chair within two weeks of ride.
NOTE: List of Day Members at Event Report is now consolidate with the Items Payable report.
Items Payable to OCTRA Report (PDF)
Please remit to Treasurer within two weeks of ride.
Worker Credit Report
This information is included in the Ride Secretary Spread Sheet.

Financial Forms

Request for Ride/Event Advance (PDF)
Ride Managers, Committee Chairs and event organizers may approach the OCTRA Board of Directors for an advance on future expected revenues from the upcoming ride/event. Monies must be returned to OCTRA at the end of the event using the Expense Report.
Special Funding Request (PDF)
Ride Managers, Committee Chairs, event organizers and OCTRA members may approach the OCTRA Board of Directors to request funding for a specific idea/activity/event. Request should fall under one of the following categories: Non-Recurring Program, Trail Maintenance, Ride Hosting Incentives or Other (please explain in detail). Please use the Expense Report to remit expenditures that have been previously approved by the Board.
Expense Report (PDF)
Ride Managers, Committee Chairs and event organizers should use this form to report back any expenses (include all receipts) previously approved by the Board of Directors.