You will need to look at the AERC calendar and picka date. They usually have some protection for existing rides. So you can't put a ride on the same date as previously scheduled ride. Unless you are x number of miles away from that conflicting ride. So look at what rides are scheduled and pick a date when you want to do your ride and nothing else is scheduled close by.
Yes, a friend of mine had a snafu with those lately so I have seen first hand how the X number of miles thing affects the rides.
Once you have a date submit it to AERC for sanctioning. They will send you a check list for follow deadlines that need to be submitted to them.
Great! That's exactly the information I'll need, so I'm glad to know I'll get that from them and when.
You will need to purchased insurance for the ride. More than likely AERC will dictate who they want you to purchase that insurance from.
How much does insurance usually run?
If any of the ride is held on Forest Service, or BLM, or State lands. You will need to secure a permit from the managing agency. The Forest Service for example will have a multiple page application that needs to be filled out with a permit fee. They will also want 10% of the revenue generated and will a liability policy naming them as beneficiary. They will also have guidelines for any trail markers you put up, when you can put them up, when they have to be removed by etc.
I'm not sure how many miles of trails would be in her 6000 acres, but I think the entire ride will be on private land. This seems to be an advantage given this explanation.
You will need to line up your vets/judges for the ride.
How do I find those?
Most all of the above is done in the fall before the ride. In the spring or summer, you will have to start on the following.
Map your trail. Submit the mileage to AERC for approval.
Start working on your awards, ribbons, prizes etc.
Any entertainment, BBQ's, meals etc.
Getting water or any other necessities hauled into base camp. Porta Potties, water tanks for horses, camping for riders, pavilions to meet under if the weather turns, etc
You will need to line up volunteers to ribbon the trail the day or two before the ride and after the ride to pull ribbons.
Volunteers for P&Rs
These are just a few of the things that I remember from the rides I've managed.
I think we'll probably be doing this in a bit of a reverse order. If we committed to this, we'd want to have our ride in 2014, so we're going to spend next year exploring the land and scouting trails. As we do that, we'll probably figure out a rough map, planning water, figuring out camping and accessibility, and planning the other details that will need to be finalized closer to the ride. Once we've explored it and decided it's a feasible thing, then we'll get the paperwork into AERC. At least that's my idea of how our timeline will probably work ;)
This post was very helpful and got me even more excited about having a ride!