Resource Hub
Club Support
Access valuable resources for club support, including JustGo tools, marketing materials, the Australian Sports Commission E-Learning Portal, Game Plan for club strengthening, and essential governance and risk management resources.
Club Tools
JustGo Resources
JustGo Help Guide Downloads
- JustGo Help Guide for 2025 for members, clubs and zones
- Upgraded Reporting Module
- Membership Renewal Checklist
- How to add credentials to a member profile
- Managing Committee Changes: Key Steps
- Club Email User Guide
- Club Profile User Guide
- Email and Communication User Guide
- JustGo Club Signup
- JustGo Payment Setup
- Family Discounting User Guide
- Creating a family member
- Managing upgrade discounts
- Member transfers
- Processing refunds
- Inviting members to your club
- Finance Management
- Finance reporting
- Membership Management User Guide
- Smart Rules User Guide
- Event management
JustGo Videos
- JustGo YouTube Tutorials
- JustGo Webinars
JustGo Pro Help Guide Downloads
Marketing & Communication
Pony Club Australia Brand Guidelines
- Download the brand guidelines covering logo usage and official colours.
Marketing Essentials Downloads
- ‘Tracking social media reporting’ how-to guide
- ‘Marketing strategies for Pony Clubs’ guide
- ‘How to write a media release’ guide
- Pony Club Australia brochure
- ‘Benefits of Horse Riding’ Infographic
Social Media Tips & Tricks
- Download the 30-day social media template
- Download the ‘How to: set up a club Facebook account’ guide
- Download a social media cheat sheet
- Download a list of social media topic ideas
- Watch a ‘how to’ guide for Facebook
- Watch a ‘how to’ guide for Instagram
Sponsorship
Email us at marketing@ponyclubaustralia.com.au for a link to edit this sponsorship proposal package template in Canva.
Download a sponsorship proposal checklist
Download a post-event promotional evaluation template
Download a sponsor thank-you letter template
Australian Sports Commission E-Learning Portal
Visit the Australian Sports Commission’s platform for sport integrity education, delivered by Sport Integrity Australia and Play By The Rules.
https://elearning.sportintegrity.gov.au/blocks/androgogic_catalogue/index.php?c1=Courses
Game Plan
Game Plan is an online tool to help strengthen clubs and zones. To visit the website, sign-up or register an account, head to https://www.sportaus.gov.au/club-development
Understanding governance
What is Governance?
Governance refers to good club management, achieved through strong club structures, clearly defined roles, delegation of authority, effective policies and procedures, conducting effective meetings, planning, and good communication. Effective governance helps create successful clubs by increasing membership, volunteerism, and reducing conflict.
Essential Legal Frameworks
Rules of Incorporation
The Rules of Incorporation, Purpose and Rules, or Constitution refer to the rules under which a club has been formed. These rules define the rights of members and the responsibilities of the Association in meeting these rights. It’s essential for club committees to know where the Club Constitution or Rules of Incorporation are, regularly refer to them, and ensure members have access to them.
Incorporation Process
Incorporation is the legal process used to form a legal entity, providing club committees with protection for decisions made while conducting club operations. Incorporated clubs have a constitution or rules of incorporation, which is a contract between the members and the club that sets out governance.
The process and requirements for incorporation vary by state/territory:
- Australian Capital Territory – Access Canberra
- New South Wales – Fair Trading
- Northern Territory – Northern Territory Government
- Queensland – Queensland Government
- South Australia – Consumer and Business Services
- Tasmania – Consumer, Building and Occupational Services
- Victoria – Consumer Affairs
- Western Australia – Department of Mines, Industry Regulation and Safety
Club Structure and Roles
Defining Club Structure
Documenting your club structure clarifies the roles and subcommittees within the club, helping members understand how they can contribute and how the club operates.
Terms of Reference
Terms of Reference define a committee’s purpose and role, delegating authority for the committee to act on behalf of the Club Committee.
Responsibilities and Conduct
Club Committee Responsibilities
The Club Committee, elected according to the club’s constitution, is responsible for ensuring the club is financially sound, manages risk, drives strategy, promotes participation, and operates within relevant laws, rules, policies, and regulations.
- Template – Committee Code of Conduct
- Template – Conflict of Interest Policy
- Template – Register of Conflict of Interest
Role Descriptions Defining roles helps clarify responsibilities and how roles work together within the club. Here are templates to document club roles:
- Club President (Chair)
- Club Vice President
- Club Secretary
- Club Treasurer
- Coach/Instructor
- Council Liaison
- Equipment Officer
- Grant Coordinator
- Marketing/Communication Coordinator
- Media Officer
- Member Protection Information Officer
- Newsletter Coordinator
- Public Officer
- Recruitment Officer
- Safety Risk Officer
- Social Events Officer
- Social Media Coordinator
- Sponsorship Coordinator
- Team Manager
- Volunteer Coordinator
- Website Coordinator
Celebrating and Promoting Club Achievements
Annual Report Documenting your club’s year is a fantastic way to celebrate achievements and promote the club to potential sponsors and government bodies.
Risk Management
Incident Reporting
Download the poster ‘How Do I Report an Incident or Near Miss?’
Report an incident via the PCA online Incident Reporting System
Suspected Concussion Video Guide
Watch Pony Club Australia’s video on how to identify a concussion, and what to do in the event of an incident or suspected concussion.
Download the concussion policy
Automated External Defibrillator Grant & Subsidies
Download to find information on the current grants available nationwide and in your state.
Event Medical Suppliers
Download for a list of event medical services suppliers, including supplier names, websites and contact details.
Event Risk Assessment & Safety Checklist
Download an example of an event risk assessment and safety checklist to use at your club’s next event.
First Aid Kits for Riders and Horses
Download a PDF with recommended inclusions for your human and equine first aid kits.
Individual Member Event Waiver
Fill in the online form for current PCA Individual Members who wish to participate in events organised by PCA clubs and can prove their current PCA membership
Medical Services Framework
Pony Club aims to implement best practice in equestrian safety to ensure the ongoing health and wellbeing of participants, especially young riders. Download the Minimal Medical Standards for Pony Club Framework.
Pony Club Insurance Scheme
The Pony Club Insurance Schemes actually consists of four policies within four sections of cover: Personal Accident, Public & Products Liability, Association Liability, and Voluntary Workers Personal Accident. For more information, visit
https://www.gowgates.com.au/sport-programs/pony-club-australia/
Watch the PCA Gow-Gates insurance webinar, ‘Your Pony Club Insurance Explained.’
More resources
Learning, Education & Development
Access essential resources for coaching, gear checking, syllabus guidance, and horse care to enhance your learning and development.
Competition
Access the key resources needed to navigate competitions confidently, promoting fairness and inclusivity for every rider.