ILHA Club Terms and Conditions

Updated January 2024

 

As an ILHA Club Manager and in consideration of educational materials and promotion provided by the ILHA to the undersigned (hereinafter referred to as “You” or “Your”), You hereby agree to be irrevocably bound to the following Terms and Conditions.

ILHA Club Policies. As a Club Manager, You agree to adhere to all Official ILHA Competition Rules (as the same may, from time to time, be updated by ILHA in its sole discretion, and which are incorporated herein as if fully set forth herein; a current copy of which can be found at www.libertyhorseassociatoin.com/competition or provided to You upon Your request) and You further agree to use Your best efforts to ensure that all Club Members adhere to the ILHA Rules and remain active ILHA Members while participating in the club you oversee (hereinafter “Club”) and at all ILHA events. In addition to the ILHA Rules:

  1. As an ILHA affiliated club, the Club name must include ‘ILHA’ anywhere it is written, shared, promoted or displayed.
  2. The Club must have a public Facebook page specifically promoting the Club.
  3. You must develop a clearly stated Mission Statement or Purpose for the Club that, upon approval by ILHA management, may be shared on the ILHA website.

ILHA Club Shows. Only ILHA Club Managers are permitted to host an ILHA Club Show, which shall be held in accordance with the following rules, as the same may be amended or modified by ILHA, in its sole discretion (all such rules, as amended, the “Show Rules”). 

  1. All Club Shows must be submitted a minimum of four weeks prior to the show.
  2. Submitting a Club Show requires completing the following steps
  • Creating the show in the Show Manager area of the Club Manger’s ASE account.
  • Emailing Cinelle at: [email protected] to notify her that a new show has been submitted with the following information no later than 4 weeks prior to the show:
  • The names of confirmed judges for the show and what classes they will judge. (Note: All Judges must be current ILHA members who have passed their ILHA Judges exam for the classes they will be judging AND who have passed Rules exam for the year the show will be held in.)
  • If there is a Freestyle class included in the show You must include the Compulsory Pattern for that class in the email.

 3. No additions or modifications to Club Show entries will be accepted after the show closes, this includes any corrections to errors made by participants who entered the wrong class or horse. The ILHA will not issue refunds for errors made by participants but the Club Manager can refund them from their fees. Scratches will not be refunded by the ILHA but the Club Manager can refund them from their fees.

 4. Should a Club Show experience low entry numbers and result in a financial loss the Club will be accountable for covering the incurred loss. In the unfortunate event of a Club show incurring a financial loss due to low show attendance, the ILHA will deduct the corresponding amount from the show payout funds.

 5.  All Club Show judging must be entered and take place on the ASE app. Paper score cards are for back up only. Scores from all Club Shows must be taken LIVE in the ASE system no later than 24 hours after the completion of the final class of the show.

Taxes In order to adhere to federal tax regulations and ensure the lawful processing of funds including, but not limited to, memberships, shows, and other club-related financial transactions, all ILHA affiliated clubs are required to submit a fully completed IRS Form W-9 (Request for Taxpayer Identification Number and Certification) upon renewal or registration of their annual club contract.

  1. Submission of Form W-9: Each club must provide a valid, accurately completed W-9 form. This document is essential for ILHA to accurately report taxable payments to the Internal Revenue Service (IRS), as required by law.
  2. Purpose of Form W-9: The W-9 form is used by ILHA to collect correct taxpayer identification numbers (TINs) of our affiliated clubs to report income paid and ensure compliance with IRS withholding regulations.
  3. Consequence of Non-Submission: Failure to provide a completed W-9 form will result in a delay or possible withholding of funds related to memberships, shows, and any other financial transactions processed through ILHA. This measure is in accordance with IRS requirements for withholding taxes from payments to entities that fail to furnish a correct TIN.
  4. Annual Update: Clubs are required to update their W-9 forms annually upon renewal or starting the club and whenever there is a change in their tax identification information.
  5. Confidentiality and Security: All provided information will be handled with strict confidentiality and in accordance with applicable data protection laws to ensure the security of sensitive information.

Insurance ILHA insurance is required for all ILHA affiliated shows. The cost of insurance is paid for by the ILHA as part of the show administration fees. ILHA insurance is also available for purchase to Club Managers at a rate if $57/day for any ILHA Club Event.

  1. To request ILHA Insurance coverage Club Managers must contact the ILHA via email no later than 15 business days prior to the event for which service is requested.
  2. The email requesting insurance coverage must include the date(s), description and location of the event.

Intellectual Property. Subject to the limitations and conditions of these Terms and Conditions, as a Club Manager, You have a limited, revocable, non-exclusive, non-transferrable, and non-sublicensable ability to access certain of ILHA’s copyrighted instructional materials including courses, calls, support, and other educational materials (“authorized use” and said materials, “ILHA Licensed Materials”). The ILHA retains the exclusive rights to all of its Trademarks, trademark applications, trade names, trade dress, service marks, designs and trade styles (including all derivatives, associated designs and registrations thereof) and any other copyrighted materials, as it now exists or as it may hereafter by modified, including all rights in and to any copyright, trademark, service mark, and/or any rights pertaining thereto (collectively, “ILHA Intellectual Property”).  The ILHA allows Your limited access to the ILHA Licensed Materials during the term of Your membership solely for authorized use by You consistent with these Terms and Conditions and ILHA’s direction, and You may not otherwise copy, use or distribute these materials for any other purpose without the express prior written consent of the ILHA, which may be withheld in ILHA’s sole and absolute discretion.  You shall not acquire any right, title, or interest in any ILHA copyrights or trademarks and all goodwill in ILHA’s intellectual property shall inure to the sole benefit of ILHA. All rights not expressly granted by ILHA herein are reserved to ILHA. Upon termination of Your membership, You shall promptly return all ILHA Licensed Materials or destroy the same, as directed by ILHA.

Release You irrevocably agree to indemnify, release, and hold harmless the ILHA and its affiliates, officers, partners, employees, directors, members, owners, managers, and agents (collectively, "ILHA Parties"), from and against any liability, losses, claims, demands, costs, and expenses, including attorneys’ fees and litigation expenses, arising out of or related to (a) any personal injury (including death) or property damage suffered by any person except to the extent caused by ILHA Parties’ negligence or fault (b) your contravention of any applicable laws, rules, regulations, or orders of any governmental agency having jurisdiction over the subject matter of these terms and conditions, or (c) your breach of these terms and conditions.

Humane Treatment of Animals. ILHA Rules expressly state, "[a]ny tool or equipment may never be used excessively, in an inhumane manner or in an abusive way." Further the ILHA may terminate Your membership and may terminate the Club, immediately and without prior notice, if the ILHA determines, in its sole discretion, You or the Club are responsible for or involved with the inhumane treatment of animals.

Termination:The ILHA reserves the right to terminate a club’s ILHA affiliation at any time, without prior notice, if the club violates any of the foregoing terms. Should Your club be terminated or forfeited for any reason, there will be no refund of fees, dues or other payments.

Governing Law; Jurisdiction. These Terms and Conditions shall be governed and construed by the laws of the Commonwealth of Kentucky. Each party hereby irrevocably submits to the exclusive jurisdiction of the state and federal courts of the Commonwealth of Kentucky for the purposes of any proceedings arising out of this Agreement. 

Severability The invalidity or unenforceability of any provision of these Terms and Conditions shall not affect the validity or enforceability of the remaining provisions (including any remaining provisions within the same numbered paragraph) unless the absence of such invalid or unenforceable provision materially and adversely affects the right or obligations of either party hereto.

Entire Agreement. These Terms and Conditions constitutes the entire agreement of the parties pertaining to the subject matter hereof and merges all prior negotiations and drafts of the parties with regard to the transactions contemplated herein. Any and all other written or oral agreements existing between the parties hereto regarding such transactions are expressly canceled.

Binding Effect. These Terms and Conditions shall bind and inure to the benefit of the Parties hereto and their respective successors and permitted assigns. 

Counterparts. These Terms and Conditions may be executed in any number of counterparts and all such counterparts shall, for all purposes, constitute one agreement, binding upon the parties hereto, notwithstanding that all parties are not signatory to the same counterpart. 

Kentucky Farm Animal Act Liability Waiver: WARNING: Under Kentucky law, a farm animal activity sponsor, farm animal professional or other person does not have the duty to eliminate all risks of injury of participation in farm animal activities. There are inherent risks of injury that you voluntarily accept if you participate in farm animal activities.