General Rules & Information (East)
Entries
All entries must be submitted by 11:59PM July 1st, 2021 EST via CompWeb (vaulting.swcp.com) including digital submission of all waivers and payment. Each club must complete the entry form including all numbers and signatures. Late entries allowed up to July 20th. $200 additional post entry fee per entry. If you have issues, please email:
Membership
All participating vaulters, lungers, and coaches must be AVA members in good standing by the close of entries or pay the AVA Non-Member fee of $25. All vaulters, lungers, coaches, horse owners, and trainers participating in USEF recognized events must be USEF members in good standing or pay the $45 Show Pass Fee. Vaulters not in compliance with current USEF/AVA requirements will forfeit any awards.
Payment
No paper checks will be accepted. Full payment must be submitted using Paypal. See CompWeb and Prize List
Waivers
All vaulters, lungers, coaches, horse owners, and trainers must sign the electronic waiver. Both parent/guardian and competitor must sign for minors. All release forms MUST be electronically signed using the Smartwaiver link listed in the Prize List Section (no login required) area of CompWeb.
Refunds
After close of entries the registration fees and class fees for vaulters and lungers are non-refundable. In case of injury to a participant or a horse before the start of the competition, refunds will be provided less the applicable Registration Fee, only if show management is notified in writing of the scratch before the competition starts and the appropriate medical documentation is provided. If a vaulter cannot compete due to COVID-19 restrictions, refunds will be issued. Show management reserves the right to decide all issues related to potential refunds whether due to documented changes in entries or incorrect assessment of fees. All refunds will be processed after the close of the competition and provided to participating clubs if appropriate. All requests for refunds must be made using the East Festival Refund Request Google Form. All requests for refunds must include a submitted Refund Form and a note from a doctor or veterinarian and must be received by eastreg@americanvaulting.org no later than August 9th, 2021, then the case may be reviewed. Refund checks will be mailed to clubs only (not individuals) no later than September 30, 2021.
Class Schedule
Classes may be canceled or added at show management discretion. Classes may be split per Club participation for COVID-19 safety.
Covid-19
All national, state, and local guidelines for COVID-19 will be followed. We ask that anyone who has had any sickness or symptoms related to COVID-19 not come to the competition facility. Please read the USEF COVID-19 protocols for vaulting. It is the responsibility of participants, coaches, and parents to ensure vaulters are aware of all protocol.
https://www.usef.org/forms-pubs/XhKGVYiiwTA/usef-covid-19-action-plan-for-operating
Office
The show office will be staffed on Thursday, July 29th at 9am. The office will be open from the start of competition until 15 minutes after the close of competition daily. A list of staff members and their positions will be posted. Please direct your questions to the appropriate person. The Scoring Office is off limits to ALL but assigned workers, management, and judges.
Check-in
Check In will be Thursday, July 29th, 2021 between 9am and 6pm. All paperwork must be completed and on file before the check-in. No horses are allowed on site before 12pm Wednesday, July 28th, 2021. At check-in each club/independent is required to designate who will be allowed to sign change forms for that club.
Composite Teams
AVA Composite Team Forms for recognized classes must be submitted with your entry. The organizing coach listed on the form is responsible for ensuring each vaulter’s participation on the composite team is authorized by his or her coach.
Order of Go
Will be posted on CompWeb. The draw for Order of Go for all classes will be performed by computer at 7pm on July 6th, 2021. Please review and email conflicts/changes to directorcompetitions@americanvaulting.org as soon as possible. All changes made after July 23rd, 2021 will incur a $25 per change fee; changes made on or after July 28th, 2021 will incur a $50 per change fee.
Volunteers
When you register your club for the competition, you MUST provide a name, email, and cell phone number for a Volunteer Coordinator from your club. Until this information is provided, your club is not fully registered for the competition. Jobs will be posted after the Order of Go is released. Anemail will be sent to each club coordinator when jobs are posted. Every competing club is required to provide an equitable number of volunteer hours to match their number of vaulters. (i.e., a club with 15% of the vaulters competing is required to fill 15% of the volunteer jobs). NO EXCEPTIONS! Clubs are not allowed to sign up for practice time at the competition until the required number of jobs for their club are filled. We strongly recommend that each club bring enough ADULT non-vaulters to fill their requirements for job credits. All jobs must be filled by July 23rd, 2021. A $30 fee will be enforced for each job that a club does not fulfill.
​
VOLUNTEER ATTIRE: All workers/volunteers entering the competition arena (Clerks, timers, gate managers, gate assistants, music staff, runners, day managers, arena scorers, etc.) should be neatly attired in Khaki or Black bottoms with a Blue Shirt. Closed toe shoes are required for volunteers working in or near the arena or barn. Let’s all look sharp! Contact the Volunteer Coordinator, Kim Beisecker at eastvol@americanvaulting.org
Medic EMT
A ‘Qualified Medical Person’ will be on site during competition and warm-up schedule times. No vaulting on horses allowed unless an EMT is on site.
Warmup
Only those competitors on-deck or warming up (as directed by gate steward) are allowed in the warm-up arena and on deck arenas. There will be designated riding warm-up. All riders must wear an approved helmet that meets the requirements of USEF GR801 when mounted.
Arenas and Footing
The competition arena is 100’ x 230’ with GGT footing. Horse warm up arena is 110’ x 70’ with synthetic footing. Competition arenas are more than 16.6’ in height.
Gate Times
Please plan to attend both days. Gate times will be adhered to, with the exception of medical emergencies. Competitors are responsible for being at the appropriate gate at least 10 minutes before the assigned time. Keep an eye on the competition as classes may be running early. Any competitor not ready to enter the competition arena at the assigned time may be eliminated from the class.
Numbers
Individual, Pas de Deux vaulters and lungers must wear their AVA number in accordance with current AVA and USEF rules. Horses must wear their AVA number on their bridle. Squad members must wear numbers per AVA rules. Paying Non-Members will be assigned a temporary number.
T-Shirts
AVA East/West Fest T-Shirt Order
​
Please order all t-shirts for your club at once via this order form. All participants (vaulters &
lungers) that pay a registration fee will receive a free t-shirt (you must provide sizes for all registered
participants on this order form. If no size is noted, the default size will be adult medium). You may
order additional t-shirts for $20 on the second section of this order form. Payment must be included
with your event registration payment.
NO ADDITIONAL T-SHIRTS WILL BE AVAILABLE TO PURCHASE AT THE FESTS!
Barrels
Club camps and barrels will be allowed ONLY in designated areas. Barrels must have mats. Barrel practice must be supervised by club coaches at all times. No unsupervised barrel use is permitted. Only registered participants may use the barrels. Current COVID guidelines at time of event must be followed.
Food
Due to COVID restrictions food and drinks may not be available on site grounds for purchase. Several restaurants are located nearby. Please plan accordingly.
Dogs
All dogs must be on a leash at all times. Owners must clean up after their dogs. No dogs in the arenas.
Disqualification
-
Any act of discourtesy or disobedience to the judges, steward or officials by a coach, lunger, vaulter, parent, or club affiliate shall disqualify those individuals from further competition and the individual and/or club shall forfeit their entire entry and related fees.
-
Inhumane treatment of a horse on the grounds is forbidden and will result in disqualification of the offender(s) from competition.
-
Judges have the right to dismiss from competition any horse which is uneven, unlevel, in bad condition, which shows signs of discomfort or fatigue, or which endangers the safety of participants.
-
Failure to be on time to classes will result in disqualification, except in case of a conflict of schedule which has been approved by show management.
Awards
Unrecognized classes will be awarded ribbons to 20th place. AVA recognized classes Trot and Copper to 20th place. Bronze and above to 15th place. Award ceremonies will be held after the close of the arena on the day the class is completed (If COVID allows) . All placed vaulters are expected to attend the Awards Ceremonies in team attire. The gate manager will not admit unsuitably attired participants into the arena for awards. Participation ribbons will be available in the office. There are separate divisions for Men and Women in Individual 1* Preliminary Trot, 1* Trot, 1* Copper, 2* Bronze, 2* Silver, 2* Young Vaulter/Gold, and 3* levels.
AVA/USEF National Championship Qualifications
Prior to the start of competition, vaulters must pay an additional $15 fee for their overall score to be considered for Nationals. The top 15 qualifiers in each division (men and women combined) - 3*, 2* Young Vaulter/Gold, 2* Silver, and 2* Bronze as well as the top 20 qualifiers in each division (men and women combined) - 1* Copper and 1* Trot will receive an invitation to compete at Nationals based on the National Ranking List composed of a combination of qualifying scores from the East & West Festival events. All vaulters must have received an overall qualifying score as follows to be included on the ranking list for Nationals.
3* and 2* Young Vaulter/Gold - 7.00 Overall Score
2* Silver - 6.20 Overall Score
2* Bronze - 5.50 Overall Score
1* Copper - 5.70 Overall Score
1* Trot - 5.50 Overall Score
All AVA/USEF Recognized 2-Phase Teams, Squads, and Pas de Deux’s that participate in either East or West Festivals are automatically invited to Nationals.
For this unique pandemic year, the decision has been made to invite the Individuals, PDDs and Squads that are representing the USA in the Jr & Sr Championships (qualifying score must have been achieved during selection).
The following forms will be available in the Show Office:
USEF Membership Form
USEF Competition Evaluation Form
USEF Competition Footing Evaluation Form
USEF Member’s Confidential Evaluation of USEF Officials