Equestrian Event Cancellation & Postponement
Hurricane Florence has been causing havoc at the World Equestrian Games, being held in Tyron, North Carolina. The grand prix freestyle and endurance events were cancelled and the final eventing phase was postponed to ensure the safety of both horse and rider in light of the dangerous weather conditions. It has led me to think about local equestrian events and sponsored rides where volunteers are spending months preparing for an event, for it to then be cancelled due to adverse weather or hard ground.
Cancellation and abandonment insurance (if taken out) may cover any lost revenue that the organised might stand to lose if the vent is cancelled, abandoned or postponed for unforeseeable circumstances. Although, this doesn’t compensate for the vast amount of time and effort the organisers (often volunteers) have spent preparing the ground, flagging the course, setting up the arenas etc.
However, it is extremely important that the terms and conditions contained within the event information and entry form clearly state the procedure, in the event of a cancellation or postponement. Otherwise, event organisers are exposing themselves to uncertainty, in this regard.
In the majority of cases, the following regulations apply:
In the event of a cancellation, entry fees will be returned to the participant. An admin fee is generally retained by the organiser.
In the event of a postponement, a new date will be set and the riders entry will automatically be transferred. The event then generally refund the entry fee (minus an admin fee) if they are informed, within a set time period, that the rider is unable to attend the new date.
If the above isn’t clearly documented in the terms and conditions, the event organisers could incur significant financial loss as, often, the admin fee retained is enough to keep the event afloat.
We also take this opportunity to remind you that the terms of conditions should include details on withdrawals, event relocation, refunds, health and safety notices, personal injury and insurance information, privacy policies and GDPR considerations. If you have any queries or concerns regarding the terms and conditions for your event, please do not hesitate to contact us and we will happily assist.
For further assistance you can contact us here.