Organizer's Inspection Requirements


Please preview this document even if you understand the AWS requirements. Procedures Continue to Improve. Private Inspections are also available after calling the AWS National office.

4-21-10

Overview

AWS Inspection Organizer Guidelines
Organizers are required to submit $100 deposit at the time of booking the Inspection to cover the airline change fee in the event of cancellation. Deposit will be refunded after your successful Inspection.

Thank you for your interest and support of the American Warmblood Society (AWS) Inspection program. The AWS is a non-profit corporation that depends greatly on the Inspections and brandings as a means to support these educational efforts and the Inspection Award program. Without good organizers and volunteers the AWS would not be able to achieve the progress seen over the past years.

The American Warmblood Society conducts the Inspections using a unique open and educational format. The AWS encourages discussion by the participants and exhibitors as to the standards and criteria of the sport horse evaluations. Please inform the participants and owners of this format during your initial contact with them. No one likes surprises. Everyone is encouraged to participate and learn from each other. One of the AWS goals is to educate and encourage American Breeders and Sport Horse owners toward a standard of excellence by developing and improving the American Warmblood as an Internationally renowned sport horse.

MOST IMPORTANT: The AWS is a non-fixed Breed/Performance horse registry; therefore we accept all breeds of horses. There are three types of Registration and three types of Studbooks.

  1. Registration Types
    1. Nominated - Thoroughbreds, Arabians & Drafts.
    2. Recorded - Horses that have been previously registered with another Association.
    3. Registered - All other horses
  2. Stud Book Types
    1. Elite Book - Sport Horses/Ponies that have at least 4 generations of bloodlines proven in the AWS recognized sports and have been DNA tested.
    2. Pony Book - Sport Ponies that are 14.2 and under hands.
    3. Main Book - All other horses

    All horses are expected to satisfy the performance requirements sometime in their lifetime or will receive a Pending Certificate of Registration. The AWS inspection is just one of seven ways to satisfy performance requirements.

    An excellent way for organizers to "spread the word" effectively to their friends about this great opportunity is to understand all of this "Organizers Requirements" brochure and the Registration Requirements. Please call if you have any questions or concerns (see page 6 for contact).

    Thank you for reading this outlined Inspection Requirements guide. The AWS hopes that after reading, you will feel more secure and prepared to organize the best AWS Inspection of the year! Special Awards - A free annual AWS membership will be given to all organizers as a thank you for their efforts after the Inspection. Organizers that achieve the success of 15 newly registered horses or more will also receive one free registration to be used after qualifying. The AWS's advertising & your Outreach for this Inspection will make it a big SUCCESS! The AWS also awards "Organizer of the Year" annually, which is also posted on the internet.

    How to Have a Great Inspection!

    1. Facility Requirements
      1. General
        1. Water must be available for the horses, exhibitors, and spectators, even if it is just a hose!
        2. A restroom facility must be available.
        3. Private facilities should not charge a spectator fee, nor should they charge a trailer-in fee for participating horses only entering the grounds for the day and not stabling.
        4. A suitable, level area with smooth, firm footing no deeper than 4" and that will accommodate setting up a triangle at approximately 90' x 120' x 90' and ENCLOSED with a minimum 5' fence. It is preferred that the same area by used for all evaluations (In-Hand and At Liberty). In-door arenas are recommended.
        5. Spectators and owners should be able to hear the evaluations from a safe protected area.
        6. Any additional fees, which are required at a particular site, must be discussed with and Pre-approved by the AWS prior to booking the inspection.
        7. Inspection sign-up table must be in a safe but close location to the Inspection activities.
      2. Safety
        1. A safe, enclosed arena is necessary for weanlings, yearlings & 2 yr olds to be shown at liberty (as well as in-hand).
        2. Spectators and the AWS tables must be safely separated from horses being shown.
        3. Please do not mark the boundaries of your triangle with pipes or chains. They create a safety hazard and block the view of the horse's foot falls. Flower pots or cones are recommended on each of the three corners of the triangle. One pole may be provided at the apex of the triangle for confirmation judging.
        4. Inform all participants of the host facilities requirements (health certificates and coggins test, etc.) during your initial contact with them.
        5. All horses are expected to behave safely. They must stand, walk, trot and be manageable in the company of other horses and people or may be excused. They may always be re-inspected later when they are better prepared. The AWS will always maintain the highest scores received.
      3. Stabling
        1. Stabling is required.
        2. Facilities need to provide enough stalls to accommodate the incoming horses (usually 40% require overnight stabling). Stallions need special consideration & are not allowed to be tied to trailers & must be safely managed at all times.
        3. Overflow stabling arrangements may be made at off-site stalls, if within a reasonable distance.
        4. Facilities may charge reasonable fees for stabling.
        5. The AWS is not responsible for any stabling fees.
      4. Optional Services Available
        1. Providing the contact numbers for grooming, horse handling, a photographer, a video person or braiding services is appreciated. Please inform all participants of any optional services available & related fees. This info may also be mailed to participants in the AWS provided envelopes.
        2. A Potluck exhibitors' supper may be held prior or after the Inspection, which is a perfect time to view the upcoming AWS video Instructional video that will be available through the AWS in the future.
        3. In some areas, local radio and TV stations have a free announcement feature for Not-for-Profit organization sporting events. Check it out.
        4. Local area horse vendors may be invited to provide displays and/or booths with information, merchandise, free samples, etc.
        5. A Local pony club or a 4-H group can be invited to set-up a food booth, and sell lunches & beverages. Exhibitors appreciate this convenience and can be a good fund raiser for the 4-H or pony club group.
      5. Equipment Requirements
        1. Clippers, extension cords and an electric power source must be available for branding. The brandings may be with the Electric Branding Irons or hot irons heated by coals. Your inspector will let you know.
        2. 2 large tables are needed to serve as the "Inspection Headquarters" for check-in and information. Sales merchandise, awards and handout materials will be available for participants and spectators and supplied by the AWS.
        3. Miscellaneous
          A Public Announcement system is highly desirable, if at all possible, for spectators and owners to hear the evaluations.
    2. Before Inspection Preparation Work and Solicitation Responsibilities
      1. AWS National Office will:
        1. Advertise your Inspection on the AWS website at www.americanwarmblood.org/calendars/inspections.
        2. Mail News releases to all known horsey publications in your state & surrounding states.
        3. Mail Inspection flyers & What To Expect info to all AWS members in your state and surrounding states.
        4. Mail Organizers the "Inspection Organizers Packet" which includes:
          1. Stack of postage paid envelopes containing AWS information to be mailed to all potential participants (organizers may add maps, stabling forms, hotels or other services offered)
          2. Provide "Organizer Potential Entries" form to record all potential participants contact info.
          3. Stack of Inspection flyers for distribution at:
            • local horse facilities
            • shows & clinics
            • feed stores
            • tack stores
          4. Provide a Stack of AWS information packets with forms.
          5. Provide Volunteer Instructions with examples.
          6. Provide a Stack of Inspection & Breeding Guidelines
          7. The AWS will also provide an official banner for display at the Inspection.
      2. Organizer will:
        1. Inform all participants of Inspection fees that include year end inspection awards:
          1. All Inspections - $50
            except: Initial inspection for Horses Registered before 1-1-06 - Free
        2. Provide AWS with your email address and/or fax number (at least one is required).
        3. Provide transportation to pickup & return inspector from/to a major airport within reasonable distance, if required.
        4. Inform prospective participants that all paperwork & fees must be sent directly to the AWS Nat'l office postmarked at least 15 days prior to inspection to avoid rush fees ($50 per horse).
        5. Mail AWS (postage paid) info packets to all prospective participants when requested.
        6. Maintain Participants info
          1. Complete the Organizer Potential Entries Form as you make contact with prospective participants. This will list names, phone numbers, emails, horse names, horse age, and sex, which you will need later on.
          2. Solicit & Provide a minimum of 12 newly-registered horses for a successful Inspection. A maximum of 30 horses can be accommodated in a one-day schedule. All horses are eligible for year-end Inspection awards. A scheduled Inspection with less than 12 newly registered horses may be postponed or cancelled at the discretion of AWS.
        7. Communicate Pre-registration Requirements
          1. Horses must be registered AWS prior to the Inspection or the participants must pay the additional rush fees, no exceptions, including organizers.
          2. All registration & Inspection forms and applicable fees must be postmarked at least 15 days prior to the Inspection date to allow adequate time for processing. Major Credit cards are accepted.
          3. Entries accepted after closing date will be subject to a $50.00 rush fee per horse. Please alert interested parties to this fact and encourage them to register early.
        8. Confirm the schedule with AWS, 7 days prior to the Inspection.
          1. After this confirmation, the organizer may release an order of go (by horses age) to Inspection participants. This is the provided AWS list of entries.
          2. The Inspection start time is determined by the number of entries and the flight & drive times (see signup below ( III - B). ORGANIZERS WILL ONLY USE THE AWS PROVIDED LIST OF ENTRIES FOR ALL SCHEDULING - TIMES WILL NOT BE PROVIDED.
        9. Provide Volunteers ( 1 full day - arriving 30 minutes prior to sign-up for briefing)
        10. A Minimum of three volunteers are required - arriving 30 minutes prior to inspection & remaining for the full day. 4-5 people are the best.
          1. A mandatory Secretary for the entire day. With NO additional responsibility (i.e. stabling reservations, braiding reservations, etc.). The Secretary will check in participants, sometimes collect fees & assist with awards, certificates, etc. This job is required until after all the brandings are completed. Secretary must be a responsible adult.
          2. A mandatory scribe for the judge though out the day (could be split up into AM & PM slots). Highly desirable to be familiar with dressage terms and have legible printing and a good listener.
          3. A mandatory scorer to total and record the individual horse evaluation scores. Must be organized, clear minded with legible printing. Impartial - not Owner or Breeder of horses being inspected! Scorer must be a responsible adult.
          4. For inspections with more than 12 participants a gate person is also required.
          5. For inspections with scorer placed away from arena a runner is also required.
          6. Private inspections must provide at least 2 volunteers for scribing & scoring.
          7. Complete Organizers Volunteer Assignment form and distribute volunteer instructions envelopes. Confirm with AWS Judge the volunteer assignments 1 week prior to Inspection.
    3. During the Inspection
      IMPORTANT PARTICIPANT INFORMATION - Horses that receive less than 62% will be receiving a pending Certificate of Registration. The AWS Inspection is only one of the seven ways to satisfy performance requirements. The horse has their entire lifetime to satisfy the performance requirements. All horses may be re-inspected at another AWS inspection. The AWS will always maintain the highest score received.
      1. Final AWS List of Entries
        1. Final AWS list of entries will be provided for the judge, organizer, scribe, gate person, runner, scorer and posted for participants. If possible, extra copies may be given as handouts to spectators. All participants are expected to audit other horses Inspection evaluations (for educational purposes) until awards are given.
        2. Horses are to be shown in age category order from youngest through mature horses as shown on final list of entries.
          1. Weanlings, yearlings & 2 year olds will be shown in-hand and at liberty in a safe arena to allow the best opportunity of showing the true gaits of these young horses.
          2. Horses 2 years or older must be shown in a bridle with a snaffle type bit. Reins are optional; a lead with a chain may be used, PLEASE INFORM PARTICIPANTS.
          3. Horses 3 years or older will NOT be shown at Liberty, PLEASE INFORM PARTICIPANTS. NO EXCEPTIONS.
        3. Volunteers Training - AWS inspector will spend 30 minutes prior to the sign in with volunteers to review instructions that were provided earlier from Organziers packet.
      2. Sign up & check in time.
        1. 7 am 25-30 horses. 8 am 16-24 horses. 9am 15 or less horses. Check in time is sometimes dependent on flight and/or drive times. Check with inspector 7 days prior to the inspection.
      3. Inspection Process
        1. Please inform participants that only kind, effective and humane aids are to be used. NO Bags or snapping whips.
        2. All horses inspected from youngest to oldest. Remember they will be in the same order as on the final list of entries supplied by AWS ONLY.
        3. Expect that young horses (all horses under 3 yrs) will require a few extra minutes more for evaluation because of the "At Liberty" opportunity.
        4. The time per horse is approximately 10 minutes.
        5. Bloodlines, performance history or ownership are not to be discussed out loud by anyone until after the scores are completed.
    4. After the Inspection
      1. Awards
        At Awards ceremony the presenting of Branding, 5-Star recognition and Breeding Approval certificates will follow the Inspection. Score sheets will also be given to Participants at that time. Score sheets will not be distributed before awards. If owner not present at awards, all awards & score sheets will be mailed to them.
      2. Unofficial 5-Star & unofficial "Approved for Breeding" Certificates Unofficial 5-Star & Unofficial "Approved for Breeding" Certificates will be completed by the Secretary, Scorer or AWS Inspector.
      3. Branding After all awards and certificates are given to participants, The Secretary will sign the participants up for brandings and collect fees, if they haven't already signed up and paid for the branding, during the inspection. Before or after the Awards the horses scoring 67% or higher may sign up for the branding. Branding fee is $95. Supreme horses may receive this branding for free! Branding is optional. The Secretary will collect Branding fees at time of branding sign up.
      4. News Release
        1. Please send a short article and picture taken at your Inspection (if possible) to the National office. The results will be put on the Internet and the AWS newsletter. Members adore seeing their beloved horses names in lights!
    AWS Inspection Booking Form

    MOST IMPORTANT: Questions? Concerns? Contact the AWS National Office at 660-668-3673 or email: aws@AmericanWarmblood.org