Equestrian Tournament Head of Delegation Information

September 28 – 30, 2018

This webpage provides a comprehensive summary of the Equestrian Tournament.  There are several links to more detailed documents.  You need to read all of this information even if you are already familiar with it because you are responsible for knowing it!

If you have questions about this info, if you need help during the event, if you get lost, if you are running late, whatever it might be – call us!

You can call your community services director or
Andrea Stamm, SONC Staff, 919-818-4520 or
Nancy Rivers, Volunteer Venue Manager 919-618-1156

Pay close attention to the schedule as things are getting started earlier on Friday  like last year.

Delegations will be staying in either the Hyatt which is located just around the corner from Hunt Horse Complex, or the Courtyard Raleigh Crabtree Hotel or Fairfield Inn & Suites Raleigh Crabtree Hotel, both of which are located less than 5 miles away from Hunt Horse Complex.  Hotel assignments will be sent to Heads of Delegation next week.

There will be no march-in for Opening Ceremony. Athletes and coaches should be in their assigned seating area by 6:50pm so Opening Ceremony can begin promptly at 7:00pm.

Dr. Leslie Jarrett of Pineview Veterinary Hospital in Bolton has volunteered to be our on call vet. Leslie has been around Special Olympics North Carolina Equestrian Tournament for more than 10 years, and started out as a volunteer youth coach.

This is a very popular weekend for the area around the Hunt Horse Complex. The NCHJA show will once again be happening at the Hunt Horse Complex all weekend.  Saturday, NC State University will have a home football game against Virginia, with kickoff time 12:20pm. Sunday, the Carolina Hurricanes hockey team will have a preseason home game at 1:30pm. We will have to monitor the parking lot so it is essential that you use the provided parking pass all weekend!

In addition to the events around the Hunt Horse Complex, Raleigh is also hosting the International Bluegrass Festival, and the SONC Over the Edge fundraiser will be taking place at the Wells Fargo Capitol Center. All of these events may impact traffic around the Hunt Horse Complex and all of Raleigh so please plan accordingly for travel time.

We will once again have a dance party complete with a DJ, refreshments, and games on Saturday night.  It will be held at the Hyatt this year.

James B. Hunt Horse Complex, 4601 Trinity Rd., Raleigh, NC
Overall Event Schedule
Driving Directions – directions to the Hunt Horse Complex and to/from hotels.

There is no formal family registration process although we will ask them to sign-in at the information table so we can acknowledge their joining us.  We will have Sisters II Ice Cream out with us on Friday and Sunday to serve delicious treats, and Gabi’s Grounds will be on site Saturday and Sunday to fulfill your coffee needs.  A list of nearby restaurants can be found at information services.

There are several options for families looking to stay in the area for the duration of the Equestrian Tournament. Please note that room rates are higher than normal due to all of the events in town.  Two nearby hotels that we have set up room blocks at for families are:

Holiday Inn Crabtree Valley  – (919) 782-8600

Best Western Plus Cary  – (919) 481-1200

Make sure to reference Special Olympics NC Equestrian Tournament to receive the best rates!

SONC will provide all meals for delegations (registered athletes, coaches, chaperones, etc.) beginning with Friday dinner and ending with Sunday lunch.  Family members are not included in these meals.

If you have requests for vegetarian or gluten-free meals, email those requests to Julianna Pratt, including the name(s) of the people needing the special lunches. A list of known dietary requests can be found here. All requests must be received by Friday, September 21 in order for arrangements to be made.

Fri. 9/28
4:00-6 p.m.   Dinner provided by Area 5 Civitans – Chicken sandwich, chips, fruit, & a cookie
Sat. 9/29
6 a.m.   Breakfast at hotel
11 a.m.  Lunch provided by Wake Forest Civitans – Hotdogs, sauerkraut, chips, applesauce & a cookie
4:00-6 p.m.   Dinner provided by South Raleigh Civitans – Menu TBD
Sun. 9/30
6 a.m.    Breakfast at hotel
11 a.m. Lunch provided by Creative Civitans – Ham or turkey sandwich, chips, fruit, & a cookie

Hotel assignments will be sent out at the start of next week.

Hotel Reminders/Facts:

  • RV Hook-ups are available at the horse complex.  The cost is approximately $35 per night and on-site security collects this money. Please be prepared to make this payment directly to the NC Fairgrounds, as SONC will not pay for this arrangement.
  • Delegations will be staying at the Hyatt Place Raleigh West, Courtyard Raleigh Crabtree Hotel, or Fairfield Inn & Suites Raleigh Crabtree Hotel.
  • For those delegations staying in the Courtyard or Fairfield Inn and Suites, please be aware that due to other events in the area, you may experience a high volume of traffic on your way to the Hunt Horse Complex. Please plan accordingly to arrive on time for competition.
  • Any time after 3 p.m., the head of delegation can go to the hotel to receive all of the room keys which will be grouped by delegation.
  • If you have any problems with housing during the event, please contact Julianna Pratt at 408-506-1547.
  • Your specific room arrangements will be sent to you next week for you to review.
  • All delegates should be respectful of others by remaining in their rooms after 11 p.m. each evening.  Music and loud talking should not be heard outside the room from which it originates.
  • All delegates should respect all facility property and regulations.  Theft or intentional damage of property will not be tolerated.

Delegation check-in will take place at Hunt Horse Complex on Friday 12- 4 p.m.  The process will be as follows:

  • Only the Head of Delegation or head coach should come to the check-in area to prevent congestion.
  • Confirm possession of all athlete participation forms.
  • Record scratches/no-show’s.
  • Pick up arrival envelope containing welcome information and all credentials for the delegation.
  • Confirm that you have all credentials at that time.  Also check to make sure wristbands for all certified coaches are received.
  • Receive final information on getting hotel keys upon arrival at the hotel.
  • Be prepared for Coggins tests to be checked once horses are stalled.

We are once again going to have a full schedule so we must keep the schedule moving in order to fit all competition into the weekend.  It is of utmost importance that you listen for gate calls.  A maximum of three gate calls will be made for an athlete to come to the arena.  An athlete will be scratched if they have yet to respond by the third gate call.

Additionally, all gaming classes (pole bending, barrel racing, figure 8) will take place on Saturday after trails competition. Relay classes will take place on Sunday after equitation classes. *If time allows on Saturday, 2 person relays will be run after gaming classes.

Please remember the Friday schedule will begin early again to ensure all divisioning is completed in a timely manner. Delegations can begin checking in at 12pm and the first coaches’ meeting will held in the dining room at 1:30pm.

Event Program and Class List – This program contains all classes for athletes and Unified Partners for the Equestrian Tournament.

Barn and Stall Assignments – These are the barns and stalls to which your delegation has been assigned for the weekend. Please only use your assigned stalls. These assignments include your tack stalls.

Athlete events by delegation – This is a comprehensive list of your athletes and the events they are competing in.

Equestrian Coach/Leader/Sidewalker Verification List –  This is a list of all delegation personnel that have gone through an equestrian training school. Items highlighted in red are missing trainings or certifications that will prevent that individual from entering limited access areas. Please check this list to see if you are up to date on your certification. For a list of links to online trainings please visit the coaches education page.  Equestrian sport re-certification must be done at a training school. If this certification is expired, unfortunately that person will not be able to enter the covered arena or the show ring. Please send all updated certifications and practicum hours to by Thursday, September 20 in order for folks to be credentialed properly. Wristbands will continue to be used to designate those allowed in limited access areas.

Opening Ceremony – Friday @ 7 p.m. – Hunt Horse Complex

Delegations should be seated in their designated area by 6:45 p.m., with Opening Ceremony starting at 7 p.m. This year’s entertainment will include polocrosse competition. Out of respect for other delegations, please remain for the duration of the program. Medical personnel will be on premises during Opening Ceremony and water will be made available throughout the evening.

Opening Ceremony is the time where your entire delegation is recognized for its hard work leading up to this event. Please make your group look sharp by tucking in shirts and tying shoes. The entire delegation should dress similarly. A good way to do this is wear a t-shirt identifying the local program.  As always, make sure everyone is dressed appropriately for the weather. Please also make sure your programs’ attire is adhering to Section 5.08 of the Special Olympics General Rules for the Display of Commercial Messages at Games and Prohibition of the Display of National Flags as well as the SONC logo guidelines. If you have any questions, please contact your community resources director.

Ice cream will once again be served by the NC State University Dairy Science Club before the entertainment portion begins.  Lucky us!

Dance Party – Saturday @ 6:30-9 p.m. – Hyatt Place Raleigh West

There is a lot planned for Saturday night with DJ Tom Palieri, games, souvenir sales and refreshments provided by High Riders 4-H Club. Don’t miss it!


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