Welcome to our Clinic Host Portal!
As a clinic host, you are partnered with Phil Haugen Horsemanship to produce a premium clinic experience. Your primary role is to act as our local liaison to attract participants to the clinic, as well as to help us coordinate facility rentals, meals, and participant check in. Please review the hosting responsibilities below and refer back to this page often as you prepare for your clinic!
Questions? Call or text Stacey at 580-554-8047
FAQs for Clinic Hosts
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Clinic hosts are responsible for securing facility rentals for the dates approved by Phil Haugen Horsemanship. Phil will cover facility rental fees (i.e. arena, lights tractor). Participants will be responsible for any fees associated with stalls and electrical hookups. If any deposits, contracts or proof of insurance are required upon booking, please email info@philhaugenhorsemanship.com, and we will forward the required information to the facility.
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Phil Haugen Horsemanship will handle all clinic registrations, deposits, and transfers through our online registration portal. Once registration has been activated for your clinic, we will provide you with a link to the online registration page for your event that may be shared with prospective participants. Registrations are taken on a first come first served basis, so if you have specific people in mind to ride in the clinic, we recommend sharing the link privately with them first.
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Riding spots in each clinic are limited to give each student optimal time for both group and one-on-one instruction with Phil. As a host, you work alongside Phil Haugen Horsemanship to attract a minimum of 15 riders to your event. This minimum must be met in order for Phil to travel to your location. We accept no more than 18 riders in each clinic to preserve the quality of the group clinic experience and provide adequate time for all riders to receive personalized instruction.
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Yes! Once the 15 rider limit is reached, we will convert the online registration page to a waitlist format. If any riding spots become available, we will manage all waitlist transfers and upgrades through our online Clinic Portal. If you have any individuals who would like to join the waitlist, please refer them to your original registration link.
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While many of our clinics fill within days or weeks of opening registration, there is always the possibility that the clinic does not fill as quickly as we’d like it to. If we are within 60 days of your clinic date and your clinic has not met the minimum number of riding students (15), we will contact you to discuss options moving forward. Each clinic is unique, so options will be determined on a case-by-case basis.
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With the registration link, we will also send you a link to a Google Spreadsheet that will act as a running list of participants for the clinic. You can view this list at any time to see who has registered for the clinic. Once your clinic fills, we will notify you that we are shifting registration to a waitlist format. Auditing registration will remain open after the riding spots have filled.
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Clinic hosts are responsible for making lunch arrangements for all participants, auditors and instructor(s). A final head count will be given to you approximately 1-2 weeks prior to the clinic so you can plan accordingly. Some hosts also choose to have coffee, donuts, drinks, and snacks available throughout the day; however, this is not required.
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We reserve one riding spot for our hosts in exchange for coordinating the event, so there is no need to register yourself! As an incentive for filling your clinic to our minimum of 15 riders, clinic hosts will receive one free riding spot tuition. As the host, you may use the spot for yourself, transfer it to a family member / friend, or sell the spot. If your clinic has not met the minimum of 15 riders, you always have the option to register yourself as a paid rider to meet the minimum for Phil to travel to your location.
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If we request a demo horse for Phil to ride during the clinic, you will need to line up a horse that is suitable for demonstration purposes. This can be anything from a well-behaved colt to an older, more seasoned horse. If you have questions regarding the demo horse, you can contact Phil directly at 580-772-4296.
Pre-Clinic Hosting Checklist
Once your clinic dates are confirmed by Phil Haugen Horsemanship, here are your next steps:
Secure arena reservation for dates requested by Phil Haugen
Share registration link with your group of preferred riders (link will be provided)
Confirm your preferred physical shipping address for sponsor shipments
Coordinate with Phil plans for transportation and a demo horse (if requested)
Promote the clinic to those in your area
Hosting Process & Timeline
6+ Months Prior to the Clinic
RECOMMEND A QUALITY, REPUTABLE FACILITY
Our goal to provide a high-quality learning experience at each of our clinics, and this begins with a quality, reputable facility. The facility needs to comfortably accommodate groups of 15-18 riders. Indoor facilities are preferred; however, outdoor facilities may be acceptable if there is a nearby indoor facility that may be used as an inclement weather backup.
SECURE FACILITY RENTAL
Once our team approves the facility, clinic hosts are responsible for contacting the facility to secure the dates. If any proof of insurance or contracts are required to complete the reservation, please email us at info@philhaugenhorsemanship.com with the name, phone number and/or email address of the facility contact person so that we can follow up with the appropriate details.
BEGIN BUILDING INTEREST IN THE CLINIC
As soon as your dates are confirmed, please begin sharing information with friends, family, regional associations, organizations, and/or riding clubs in your area. Our marketing team will provide you with a promotional kit that can be used to peak interest in your upcoming clinic, and you are welcome to share any content from our Facebook, Instagram, or YouTube accounts, as well as our weekly Be Your Best Horsemanship podcast.
4-6 Months Prior to the Clinic
SHARE ONLINE REGISTRATION LINKS
Once online registration for your clinic has been activated, we will share a direct link with you, as well as a link to view a spreadsheet of incoming registrations. Riding spots will be reserved on a first come, first served basis with a maximum of 15 riders. Registration will remain open until 30 days prior to the clinic or until the clinic is filled, whichever comes first. Once we reach our maximum number of students, online registration will be converted into a wait list format. We accept an unlimited amount of auditors, so registration for auditors will remain open until the clinic.
VERIFY FACILITY RENTAL
Please touch base with the facility to ensure that our reservation is confirmed for the correct dates and that no further documentation or deposits are needed at this time.
CONFIRM STALL / HOOKUP RESERVATION DETAILS
Since most of our group clinics span across multiple days, our participants need to have arrangements for stalling horses and plugging in trailers. Please provide the contact information for the facility manager in charge of stall reservations and payments so that this information can be shared with our participants prior to the clinic date.
1-2 Months Prior to the Clinic
ARRANGE MEALS FOR PARTICIPANTS, AUDITORS, AND INSTRUCTOR(S)
As a host, you are responsible for arranging lunch for all participants, auditors, and instructor(s) for both days of the clinic. In the past, some of our hosts have also provided donuts, biscuits, fruit, and coffee during our morning check-in; however, this is not a requirement. Having snacks and bottled water handy throughout the day is also a good idea, We recommend reaching out to local restaurants, businesses, and/or organizations to inquire about sponsoring meal(s) to offset costs for our hosts.
LET US KNOW YOUR PHYSICAL SHIPPING ADDRESS
Our event sponsors will provide promotional items for our student swag bags. Please let us know the best physical shipping address, and we will arrange these shipments to be delivered directly to you. Phil will bring workbooks and a few other small items to include in these swag bags. Bags will be assembled the night before the clinic.
2 Weeks Prior to the Clinic
FINALIZE LUNCH ARRANGEMENTS
Once registration closes, we will send you a final headcount for lunch. If you are arranging catering, please verify that these details are confirmed for both days of the clinic.
SHARE REMINDERS ABOUT REGISTERING AS AN AUDITOR
If you know of anyone who was unable to secure a riding spot in the clinic before we reached our maximum number of students, please remind them that they are welcome to attend as a spectator/auditor!
VERIFY FACILITY DETAILS
Please touch base with the facility to ensure all details are in order for the clinic.
Week of the Clinic
COORDINATE ON-SITE FACILITY PREPARATION
Before the clinic begins, hosts are responsible for making sure the arena is presentable and ready to go, including:
∙ Arena ground worked and watered daily
∙ Trash picked up
∙ Stalls and hookups unlocked
∙ Public restrooms unlocked and prepared
∙ On-site person available to assist with stall / hookup check-in the night before and morning of the first day of the clinic
ASSEMBLE SWAG BAGS
In addition to the sponsored items you received, Phil will bring workbooks and a few other small items to include in these swag bags. Please set aside 1-2 hours prior to the first morning of the clinic to help assemble these giveaway bags.
ASSIST WITH CHECK-IN
During clinic check-in, please be available to assist with distributing giveaway bags and directing participants to the arena. We aim to have all participants paid in full with signed liability waivers on file prior to arriving at the clinic; however, we occasionally have a few last-minute details that need taken care of on-site. If we have any outstanding balances or forms that need settled during check in, we will let you know the night before the clinic.
Hosting Checklist
Before the clinic begins, please ensure the following details are accounted for:
Lunches arranged for all riders, auditors, hosts and Phil for both days of the clinic
Participant lists printed and ready for morning check-in
Items for giveaway bags ready (Phil will bring additional materials for these bags)
Demo horse ready for Phil (including saddle), if needed
Stalls/hookups unlocked and prepared for participant arrival
Facility prepared (i.e. gates unlocked, restrooms clean, arena worked and watered)
After the Clinic
SHARE CLINIC PHOTOS WITH US
Please share any photos captured throughout the clinic so that we can promote them on our social media pages! If there are any lunch sponsors or photographers who need to be tagged in the post(s), please let us know.
PROVIDE FEEDBACK
We are always looking to make the clinic process as positive and efficient as possible. If you have any constructive feedback for how we can improve at future clinics, please let us know!
BOOK YOUR NEXT CLINIC
If you loved the clinic experience and want to get another date on the books, please let us know! For information about Private Clinics, click here.
Share a link to our Clinic Portal, where participants can find FAQs, daily schedules, what to bring, and more!