Section 1 · Your #1 responsibility: active promotion
As a clinic host, your primary responsibility is to actively promote and help fill the clinic. Hosting a clinic involves more than securing a venue. Consistent promotion and communication within your local horse community are essential to the clinic’s success.
BTM will: list your clinic on Paul’s website, create the registration form and payment links, and provide promotional materials when available.
The host is responsible for driving registrations and maintaining communication with potential attendees. Paul travels by plane to every clinic, and clinics that do not meet minimum enrollment requirements may be postponed or cancelled.
Active promotion includes:
- Personally reaching out by phone, text and in person to horse owners, riders, trainers and local contacts
- Posting regularly on personal social media pages and local equestrian Facebook groups
- Sharing the BTM registration link through email, text and messenger
- Posting flyers at feed stores, tack shops, barns, arenas and equestrian facilities
- Following up with anyone who has expressed interest but has not yet registered
- Promoting the clinic at horse shows, trail rides, jackpots, rodeos and other equestrian events
Section 2 · Key deadlines
- Upon signing: pay the $350 host deposit, submit venue information and begin promoting immediately.
- 45 days before the clinic (go/no-go deadline): a minimum of 8 paid attendee deposits must be received. If fewer than 8 deposits are received, the clinic may be postponed or cancelled and the host deposit will be forfeited. Paul’s travel arrangements will not be booked until this minimum is met.
- 30 days before the clinic: all attendee balances must be paid in full.
Section 3 · Early bird incentive
To encourage early registrations, BTM offers participants a $50 early bird discount when their clinic deposit is paid 60 or more days before the clinic date. Hosts are encouraged to actively promote this incentive to help increase early sign-ups and secure the clinic date.
Section 4 · Host compensation and fee structure
- A $350 host deposit is required to reserve and confirm clinic dates
- Fewer than 8 paid attendees by the 45-day deadline: the clinic may be cancelled and the host deposit is forfeited
- 8 to 9 paid attendees: host pays the full clinic fee, with the deposit applied toward the balance
- 10 to 11 paid attendees: host pays half the clinic fee, with the deposit applied toward the balance
- 12 or more paid attendees: host rides FREE and the host deposit is either refunded or credited toward a future clinic
Section 5 · Equipment requirements
The host is responsible for having the following equipment available and set up before the clinic starts: 6 cones, 6 poles and 3 barrels.
Section 6 · Venue responsibilities
- Secure a suitable equestrian venue for the full duration of the clinic
- Ensure adequate parking for attendees and horse trailers
- Ensure fresh water is available for horses
- Communicate all facility rules and expectations to attendees before the clinic
- Ensure the arena and surrounding areas are safe and ready for use
Section 7 · Cancellation policy
- If fewer than 8 paid attendee deposits are received by the 45-day deadline, BTM reserves the right to cancel or postpone the clinic and the host deposit will be forfeited
- Host cancellations made less than 45 days before the clinic date will result in forfeiture of the host deposit
- Severe weather, emergencies or circumstances beyond BTM’s control may require rescheduling at BTM’s discretion
Host agreement
By signing below, I confirm that I have read and fully understand this Host Agreement. I agree to fulfill all host responsibilities, including actively promoting the clinic, meeting all deadlines, providing the required equipment and ensuring the venue is properly prepared.
I understand that hosting a BTM clinic is an active commitment and that the success of the clinic depends largely on local promotion and participation efforts led by the host.
