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Equestrian Tournament Head of Delegation Information

Sept. 30 – Oct. 2, 2016

Equestrian athletes and Unified partners will compete in showmanship, dressage, gymkhana races, equitation and working trails on Sept. 30 – Oct. 2, 2016 at the James B. Hunt Horse Complex in Raleigh.

Learn more about the sport of equestrian.

Pay close attention the schedule as things are getting started earlier on Friday than in previous years.

Delegation 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 Ceremonies. Athletes and coaches should be seated in their assigned sections at 6:30pm and they will be recognized there.

There will be no gaming classes competition on Friday night after Opening Ceremonies.  This will be held later in the weekend.

This is a very popular weekend for the area around the Hunt Horse Complex. Friday, the Carolina Hurricanes hockey team will have a preseason home game at 7pm.  Saturday, NC State University will have a home football game against Wake Forest University (time TBD). 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 are working on securing food vendors for families to take advantage of at the Hunt Horse Complex, but be advised that due to the number of events taking place this weekend, many food trucks are already scheduled to be at other venues.  Additionally Hunt Horse Complex has recently ended their contract for a food vendor so that is also not available.  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.  Some of the nearby hotels include:

Fairfield Inn and Suites Crabtree Valley

Courtyard Raleigh Crabtree Valley

Hampton Inn and Suites Raleigh/Cary I-40

Comfort Inn Suites Arena

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 23 in order for arrangements to be made.

Fri. 9/30
4:00-6 p.m.   Dinner provided by Area 5 Civitans – Roasted chicken, green beans, boiled potatoes, roll and dessert
Sat. 10/1
6 a.m.   Breakfast at hotel
11 a.m.  Lunch provided by Wake Forest Civitans – Hotdogs, sauerkraut, chips, applesauce and cookie
4:30-6 p.m.   Dinner provided by South Raleigh Civitans – Pizza, salad, and cupcakes
Sun. 10/2
6 a.m.    Breakfast at hotel
11 a.m. Lunch provided by Creative Civitans – Ham or turkey sandwich, chips, fruit, & cookie

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.

Please remember the Friday schedule will begin earlier again this year to ensure that all divisioning is completed in a timely manner.  Delegations can begin checking in at 12pm and the first coaches’ meeting will be at 1:30pm.

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

Equestrian Coach/Leader/Sidewalker verification – 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. This includes concussion training that is a new requirement. For a list of links to online trainings, go to the coaches education page.  Equestrian sport re-certification must be done at a training school. If this certification is expired, then unfortunately that person will not be able to enter the covered arena or the show ring. Notify Andrea Stamm (astamm@sonc.net) to update certifications and practicum hours by Thursday, September 22 in order for folks to be credentialed properly. Wristbands will continue to be used to designate those allowed in limited access areas.

Barn and stall assignments – these are the barns and stalls to which your delegation has been assigned for the weekend.

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

Delegations should be in their designated seating area by 6:30, with Opening Ceremonies starting at 7pm. This year’s entertainment will include vaulters.

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

Opening Ceremonies Reminders

Dance – Saturday @ 6:30-9pm – 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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