What Do I Provide As the Clinic Host?
After booking a clinic (especially for the first time), you may have questions about what your responsibilities are as the host. Below is a list of things you may want to consider providing if possible. None of these are required but will help in making your clinic successful.
1. Stalls or Paddocks
When people are traveling any sort of distance to participate in a clinic, they almost always want a place to keep their horses either during breaks and/or overnight. You could possibly get around this option if you are having a 1-day clinic, although people still may like to arrive the night before and would still need a stall. It is up to you how much you charge for stall or paddock rentals. For past clinics, they have been anywhere from $10 per night to $25 for the weekend. An idea would be to charge a lower fee if you are requiring people to bring their own shavings and clean their own stalls, or you could charge a higher fee if you will be providing shavings and will be taking care of the cleaning.
2. Trailer Campsites
Some of your participants might have living/sleeping quarters in their trailers and would like the option of staying on site. If you are comfortable with allowing this on your farm, you should let your participants know that they have that option, whether or not they would have access to an electrical plug-in, and whether or not you have a bathroom available for them to use. Most people are happy just being able to stay in their trailers without any additional amenities. Also, be sure to let participants know about the closest hotels, bed & breakfasts, or other accommodations close by.
Offering your participants the option of purchasing lunch at your clinic is totally dependent on if you've got some help to pull it off. Below are a few ideas for providing lunch for your participants:
A. Cook on Site - If you are not participating in the clinic, you can take this job on yourself with the help of a friend or two. You can put together a menu and let your participants know what you will be serving and how much it will cost them. It's a good idea to try to get a head count a week or so prior to your clinic so you know how much food you need to buy. Some ideas for relatively simple clinic food is hotdogs, hamburgers, sandwiches, soup, chili, BBQ, lasagna, etc.
B. Order & Pick-up - If you'd rather not deal with cooking on site, another option is to call in lunch with an outside vendor. Chik-Fil-A & Jason's Deli both have great catering menu's that you can place orders online and schedule a pickup or have it delivered directly to your clinic. If you go this route, just be sure to let your participants know whether you will be taking individual orders or if you will be ordering party trays. As always, make sure they know what the price will be.
C. Bagged Lunches - If you'd like to avoid any additional work in this area, it is totally OK to ask your participants to bring their own bagged lunches.
4. Bottled Water
Whether or not you offer lunch, it is a good gesture to offer your participants bottled water throughout the clinic weekend. This is one less thing they need to worry about and you definitely don't want anyone getting dehydrated during your clinic. You can make sure this cost gets covered by including it in your participant fee.
These are just a few suggestions to help make your clinic successful with happy participants. Feel free to get creative and offer more or less depending on your resources. Some clinic hosts offer coffee and doughnuts each morning while others organize fun dinner plans after a clinic. As always, contact us if you have any questions!