Protocol for Fixtures being Called Off

Traditionally 5-20 point to points a year are called off. Some are abandoned others postponed.

In the past these were often late calls, even though it was fairly obvious earlier, but the effect was relatively minimal as most attendees were local. Nowadays, in the winter months, when fixtures are most likely to be called off, we have fewer fixtures and people are travelling long distances. Fixtures understand it is therefore vital that everyone is kept informed as quickly and as fully as possible, recognising that social media will paint an alternative picture, however inaccurate, if allowed.

There was a lot of debate following the various abandonments last week, some of it well meaning, driven by personal frustrations in the main. It follows commentaries on other occasions about fixtures cancelling too early and the costs incurred by everyone. The following I hope provides some context and also explains the new procedures that have been put in place to ensure the least damage or inconvenience. We have made huge strides in recent years to get announcements out as early as is reasonable given the situation. However, I am afraid that we will remain at the mercy of the vagaries of the weather, which will not always do as forecast, as happened last weekend which was I think the first time for several years. NB The stress on the Fixture Secretary and their team is far greater than for anyone else – I know, I have been there.

Firstly, it takes a lot of time and money to put on a fixture. No-one or no organisation calls one off lightly, particularly as the key people will have invested a lot of their time for free and are therefore emotionally attached. For those who are unaware, there are various key points at which decisions are preferable or have to be made:

• Before entries open and/or well before entries close. Contrary to some comments, this is monitored exceptionally carefully.
• Before immediate costs start building. In the final few days fixtures have to start paying for printing race cards, marquees, deposits on professional staff, food etc etc. This is normally very high – certainly more than the horse entry charges which some fixtures have decided to retain if they get to this stage to try to defray some of the costs. NB In many cases the organisations behind them would be unwilling to take the risk otherwise.
• Before the weekend. This allows both officials and participants to change their plans well in advance, and indeed hopefully postponement dates to be sorted before entries open on the Monday. NB this can upset fixtures onto whose dates these fixtures are moving but in reality the horses would have run in any case if fixtures had gone as originally planned so the effect is less than thought.
• At the weekend. No-one wants to call a meeting off at the last moment but sometimes it’s not clear and won’t be until very late. Equally the later the decision the more it affects participants and the general public, so the key is ensuring people are well informed about the situation and what is going on even if it is not clear.

To that end we have established a protocol to add to the many others – you would be amazed how many our volunteer teams have to act upon. In the case where the situation is questionable:

• The day before. The Clerk of Course and Senior Steward, plus preferably the local inspector, must carry out an inspection and provide the following information for all:
  • Is the course raceable at time of reporting
  • Provide information on going
  • Any action being taken to take out parts which are not raceable (fences, parts of track etc). This will hopefully explain to any walking the course etc.
  • What they are doing going forward. EG Inspection or precautionary inspection
• On the Day. There should be at least a precautionary inspection first thing in the morning (as announced the night before). From this the fixture can then announce its safe to race or that a further inspection will be required at whatever o’clock.

NB Individual fixtures may get confused re nomenclature so check if you are concerned but officially:

• Precautionary Inspections. If the course is felt to be safe for racing, yet the conditions, forecast and/or weather, or other influencing element, indicate any doubt that it will remain so, a precautionary inspection must
  be announced. This is not optional and should involve at least CoC and Chief Steward and will normally be first thing raceday morning. This tells everyone there may be a problem and to check/monitor.
• Inspections. If at the time of announcing any Inspection it is felt that the course, or any associated part of it, is or may be unsafe/unfit for racing then it is a full INSPECTION. In other words, they are checking to see if it has improved enough to race or any problem areas can be safely avoided.
• Timing of Inspection. The time of the Inspection is the time at which the result of the Inspection will be announced, not when those tasked with carrying out the Inspection walk out to do so.

All-Informed Net. No point in doing something if no-one knows about it, so the fixture will try to report fully on findings as they happen, although this is not easy on some courses. Therefore, if you have seen the official findings, please do pass them on to others.

Postponements. There is a standing protocol which works well in finding best dates with least disruption for all (NB entries stand for 15 days – if postponed fixture runs after that they are refunded).

In terms of events last weekend my heart goes out to Chipley. The course was inspected Saturday and was deemed raceable providing some actions were taken which had been identified (eg part of the straight was going to be hurdled off). The forecast looked good and so no problem was expected. Unfortunately, temperatures dipped lower than forecasted. As it happens, most of the course was still deemed raceable but without the sun there was no chance that the areas of concern would thaw in time for racing.

NB What is raceable along with going reports are decided by several experienced people. There will always be differences of opinion which is why owners make their decisions on the day. However, may I end this rather long article on a recruiting drive – BHA is always looking for more local Inspectors and I know many fixtures would also like more volunteers. Opportunity beckons.

P H D WRIGHT

CEO PPA