Owners Guide to going racing

The main attraction of getting involved with racehorse ownership is the enjoyment of going racing and watching your horse run. Going racing as an owner should be a memorable experience, and for all the right reasons. From the moment the entry is made, through declaration stage, analysis of the going and the opposition, the anticipation grows day by day until raceday itself.

Pre-booking your badges

Owners are encouraged to book in advance to help racecourses ensure that appropriate facilities and arrangements are in place to enhance the raceday experience. However, advance booking is no longer essential and therefore badges may be collected on the day.
Advance booking should be completed via the RCA’s Privilege Access Swipe System (PASS). To register attendees, owners should log into PASS (https://www.rcapass.com/) and submit the names of the individuals who will attend the racecourse. Owners with a runner at Cheltenham, Kelso or Hexham will be contacted directly regarding their arrangements as these courses do not use PASS and badges cannot be requested through the system.
Once a horse is entered to run, registered owners will receive a confirmation email inviting them to register those who will be attending the race meeting. Emails will be sent to the owner email address on the Racing Admin and PASS system, so please ensure your email is up to date on both.
For assistance with the PASS system, please contact the PASS helpdesk on 01933 270333 or by email: pass@weatherbys.co.uk.
Please ensure you and your guests take photo ID with you.

Sole Owners, Partnerships and Syndicate Managers

Prior to your horse being entered:

Ensure your email address is up to date at Racing Admin and PASS websites.

Upon Entry:

A confirmation email will be sent by the racecourse outlining the PASS weblink to register the nominated names who will be attending the racecourse.
In the case of horses owned by a racing syndicate or racing club, these emails will be sent to the syndicate manager or racing club manager.
Please check your spam / junk mail filter in case the email has gone into these areas.
For more information on how to use PASS or to set yourself up on the PASS system please refer to the How to use PASS section below. The RCA have produced a number of "How To" videos which will guide you through the PASS process and website.

Upon Declaration:

Once your horse has been declared a further confirmation of declaration email will be sent by the course along with the PASS link providing another opportunity to register the nominated names who will be attending the racecourse.
This email will be after 2pm on the day of declaration.
Owners will have until 4pm on the day before the race meeting to nominate the attendees names.
For any PASS queries please contact the PASS helpdesk on 01933 270333 or by email pass@weatherbys.co.uk Please note that the PASS Helpdesk is available 9am-5pm Monday to Friday and 1pm – 4pm at the weekend.
If you have reduced mobility or a disability of any kind and require additional assistance on raceday, please notify the racecourse directly once you have registered your attendance through PASS, and they will assist you further.

Syndicate Members

How to reserve your tickets when you have a runner:

If you have a runner and are part of a syndicate, your badges will need to be organised by your Syndicate Manager through the PASS system. If you are not the Syndicate Manager you will not have access to the PASS system.

Your Syndicate Manager will have been sent an email from PASS after 2pm on the day of declaration. They will need to log your intention to attend with PASS online and will be required to add an email and/or mobile number to ensure you receive a print at home guest pass. This information may also be used by the racecourse for Test and Trace purposes.

You will then be sent an online ticket confirmation for the meeting to your email address.

How to use the PASS system

To reserve your badges when you have a runner, the RCA have devised the PASS Consierge Service. This allows the racecourse to communicate details of the day with you, helps owners manage their badge allocation and pre-allocate the badges to their guests and allow them to print tickets at home.

For syndicates and partnerships, only the registered owners or nominated partners will have access to the PASS system. Members should contact their syndicate manager for badge allocations.

Owners who have registered with Weatherbys will have received an email from support@rcapass.com inviting them to set up their PASS account.

After you have set up your account, to order your badges each time you have a runner go to www.rcapass.com and use your email address, Member ID (on the front of your PASScard) and your password to log in.

You will then be directed to the "My Fixtures" page. here you will see the fixtures your horse(s) have been declared for. You will see this information from 2pm on the day of declarations.

Select the "More" button next to the relevant fixture name. Here you have the opportunity to enter the names of your chosen guests. Press "Submit" when you have done so. If you enter their email address and phone number the system will automatically send them a print at home ticket. Alternatively, they can pick up their badges upon arrival at the Owners & Trainers desk.

If you need assistance in using or setting up your PASS access online, please contact the PASS helpdesk on 01933 270333 or via pass@weatherbys.co.uk. The PASS Helpdesk is available 9am-5pm Monday to Friday and 1pm – 4pm at the weekend.

NEW - UPDATES TO THE PASS SYSTEM

The Racecourse Association’s PASS system has brought online a new update this week. If the racecourse offers it, Owners with runners will have a choice of badge options when pre-ordering their tickets:

Option 1: Lunch with 6 badges

Option 2 : No lunch with 10 badges

Please note, if you wish to order extra tickets for a fixture over and above those available on PASS, please contact the racecourse directly, as the PASS helpdesk will not be able to allocate these.

Digital PASS Card

The RCA have now introduced a mobile version of the PASScard - The Mobile Privilege Access Swipe System (PASS) Card.

This allows PASS Members to have their PASS card on their mobile phones. Racecourses can scan the QR code on the app to grant the member access.

PASS members need to download the ‘RCA PASS’ app from either the app store (apple devices) or the Google Store (android devices)

Apple Devices
1. Go to the app store on your home screen
2. Search for ‘RCA PASS’
3. Click ‘Get’ next to the app name, at this point you may be asked to enter your Apple ID.
4. Click ‘open’ once the app has downloaded
5. The app can now be found on your mobile home screen

Android Devices
1. On your device, open Google Play Store
2. Search for ‘RCA PASS’
3. Click ‘Install’ next to the app name, follow the onscreen instructions
4. Click ‘open’ once the app has downloaded
5. The app can now be found on your mobile home screen

PASS Help Deck - Mobile PASS Card User Guide.pdf 1

PASS help guides

The RCA have produced a number of "How To" videos which will guide you through the PASS process and website. These can be found here: https://racecourseassociation.co.uk/experiences/owners/

The RCA have produced a fuller guide to using the PASS system. You can read online through our page-turning facility or download the document (8 pages) from this PDF:

PASS Help Deck -Owners.pdf

If you did not receive the initial email to set up your account, or do not have an email registered with Weatherbys, contact the PASS Helpdesk on 01933 270333 or pass@weatherbys.co.uk

Further details on the PASS system can be downloaded here:

PASS Concierge Guide

How many badges per runner?

All racecourses will make every effort to supply this number of badges, but paddock access is dependent on field size in the race your horse is in.

Racecourse	Number of entry badges	Number of paddock badges	Notes
Aintree	6	6	Syndicates will be offered the choice of Owners badges or a larger selection of General Admission badges (syndicate managers should speak to the individual racecourses at the entry stage to arrange details).
Ascot	6	6
Ayr	4	4
Bangor	6 6 lunches also available	depends on field size	Parade Ring: Races with 6 or fewer runners – 6 owners permitted Races with 7-10 runners – 4 owners permitted Races with 11 or more – 2 owners permitted
Bath	8	8	Additional entry badges for syndicates available. See details at the foot of table
Beverley	6	6
Brighton	8	8	Additional entry badges for syndicates available. See details at the foot of table
Carlisle	6	6	Syndicates will be offered the choice of Owners badges or a larger selection of General Admission badges (syndicate managers should speak to the individual racecourses at the entry stage to arrange details).
Cartmel	6	2
Catterick
Chelmsford City	Sole - 6 Syndicate - 8	6/8
Cheltenham	6	6	This course does not use PASS. Syndicates will be offered the choice of Owners badges or a larger selection of General Admission badges (syndicate managers should speak to the individual racecourses at the entry stage to arrange details).
Chepstow	8	8	Additional entry badges for syndicates available. See details at the foot of table
Chester	6 6 lunches also available	depends on field size
Doncaster	8	8	Additional entry badges for syndicates available. See details at the foot of table
Epsom	6	6	Syndicates will be offered the choice of Owners badges or a larger selection of General Admission badges (syndicate managers should speak to the individual racecourses at the entry stage to arrange details).
Exeter	6 for Sole Owners 8 for Syndicates	6	Syndicates will be offered the choice of Owners badges or a larger selection of General Admission badges (syndicate managers should speak to the individual racecourses at the entry stage to arrange details).
Fakenham	6 for Syndicates 4 for Sole Owners	2	Further restrictions may apply to the paddock with a safety limit of 75 in place
Ffos Las	8	8	Additional entry badges for syndicates available. See details at the foot of table
Fontwell Park	8	8	Additional entry badges for syndicates available. See details at the foot of table
Goodwood	Sole - 6 Syndicates - 12	6 /12	6 badges include lunch If the number of badges required is over 6 there will be a charge of £35. Pre-booking is essential
Hamilton Park	6	6	Syndicates: Can swap lunch vouchers for an additional six complimentary badges, (Max 12 badges in total) Additional O&T badges can be purchased
Haydock Park	6	6	Syndicates will be offered the choice of Owners badges or a larger selection of General Admission badges (syndicate managers should speak to the individual racecourses at the entry stage to arrange details).
Hereford	8	8	Additional entry badges for syndicates available. See details at the foot of table
Hexham	6	2	This course does not use PASS. Owners with runners will be contacted directly regarding their arrangements.
Huntingdon	6	6	Syndicates will be offered the choice of Owners badges or a larger selection of General Admission badges (syndicate managers should speak to the individual racecourses at the entry stage to arrange details).
Kelso	contact racecourse	contact racecourse	This course does not use PASS. Owners with runners will be contacted directly regarding their arrangements.
Kempton Park	6	6	Syndicates will be offered the choice of Owners badges or a larger selection of General Admission badges (syndicate managers should speak to the individual racecourses at the entry stage to arrange details).
Leicester	6	safety limit total of 130	Safety limit of 23 in the Winners Enclosure
Lingfield Park	8	8	Additional entry badges for syndicates available. See details at the foot of table
Ludlow	6	6 if numbers allow	Capacity in paddock 75. Reallocation of entry badges for syndicates if required, Contact course
Market Rasen	6	6	Syndicates will be offered the choice of Owners badges or a larger selection of General Admission badges (syndicate managers should speak to the individual racecourses at the entry stage to arrange details).
Musselburgh	contact racecourse	contact racecourse
Newbury	Sole: 6 Syndicates: 10	6/10	Syndicates have the choice of Owners badges or a larger selection of Premier enclosure badges if preferred (syndicate managers should call the racecourse to discuss).
Newcastle	8	8	Additional entry badges for syndicates available. See details at the foot of table
Newmarket	6	6	Syndicates will be offered the choice of Owners badges or a larger selection of General Admission badges (syndicate managers should speak to the individual racecourses at the entry stage to arrange details).
Newton Abbot	6	6	Owners and Trainers facility will be in operation from the meeting on the 21 August
Nottingham	6	6	Syndicates will be offered the choice of Owners badges or a larger selection of General Admission badges (syndicate managers should speak to the individual racecourses at the entry stage to arrange details).
Perth	contact racecourse	contact racecourse
Plumpton	-	-	Next meeting in September and badges will be aligned to requirements at that time
Pontefract	6 / 8 with advanced notice	6 /8	Additional Entry badges are available to purchase for £10pp.
Redcar	6	6	No reallocation of unused badges due to reworked owners areas, but it's hoped this will be resolved soon
Ripon	6	6	Additional entry badges can be purchased for £10. £14 for Feature meetings
Salisbury
Sandown Park	6	6	Syndicates will be offered the choice of Owners badges or a larger selection of General Admission badges (syndicate managers should speak to the individual racecourses at the entry stage to arrange details).
Sedgefield	8	8	Additional entry badges for syndicates available. See details at the foot of table
Southwell	8	8	Additional entry badges for syndicates available. See details at the foot of table
Stratford	6 - speak to course if requiring more.	6	Additional badges are charged at £15 Safety limited for the parade ring is 126
Taunton
Thirsk	6	6 depends on field size	Subject to availability, there is a further option to purchase up to x14 discounted Public Enclosure entry tickets per runner
Uttoxeter	8	8	Additional entry badges for syndicates available. See details at the foot of table
Warwick	6	6	Syndicates will be offered the choice of Owners badges or a larger selection of General Admission badges (syndicate managers should speak to the individual racecourses at the entry stage to arrange details).
Wetherby
Wincanton	6	6	Syndicates will be offered the choice of Owners badges or a larger selection of General Admission badges (syndicate managers should speak to the individual racecourses at the entry stage to arrange details).
Windsor	8	8	Additional entry badges for syndicates available. See details at the foot of table
Wolverhampton	8	8	Additional entry badges for syndicates available. See details at the foot of table
Worcester	8	8	Additional entry badges for syndicates available. See details at the foot of table
Yarmouth	8	8	Additional entry badges for syndicates available. See details at the foot of table
York	6	6	Sole: Up to six extra badges may be purchased (£37each) Syndicates: Can swap lunch places for additional complimentary six badges. Additional badges over and above this can be purchased but do not provide admission to Owners and Trainers or the paddock Owners restaurant returns to the 1st Floor of the Melrose Stand

ARC courses - options

There are two options now for owners with runners at ARC courses:

OPTION A - 8 Owners Badges

8 badges are available for each horse, offering complimentary access to the racecourse, as well as the specific Owners facilities. Complimentary food and a bar will be available to all Owners Badge holders, along with access to the Parade Ring and Winners Enclosure. Owners will be required to register via PASS ahead of the meeting, and can purchase extra badges at the O&T desk at 50% of on the day General Admittance, subject to capacity of O&T facilities.

OPTION B - 15 Complimentary General Admittance Badges

Owners (particularly commercial syndicates) who would prefer to bring a higher number of people to watch their horse race, rather than specific catering or facilities may claim 15 complimentary general admittance badges to attend per horse. In addition, each horse will be allocated 8 paddock passes to be shared amongst their group to be used ahead of their race.

Guides

Parade Ring Safety

The RCA, NTF and ROA have collaborated to produce a Code of Good Practice (see link below) to promote safety in equine areas.This is supported by a Be Horse Aware campaign.

In order to ensure our members enjoy their pre-parade ring, parade ring and winner’s enclosure experience safely and to minimise risk, we have produced specific guidance for owners, which follows.

Please abide by the RCA’s request that owners do not enter the parade ring other than to view a horse with which they are connected. If an owner needs to enter the parade ring because they have an active raceday role, or for business reasons, then they will need to contact the racecourse in advance to gain permission.
Assist racecourse management by following the British Horseracing Authority General Instruction that children under the age of 12 are not allowed in the parade ring.
Do not block up disabled access areas and do be aware of the special issues faced by wheelchair users within the parade ring.
Risk assessments show that large numbers of connections of syndicated horses pose particular risks in the parade ring. Spread the load by offering syndicate members the chance to see their horse in the pre-parade ring, or after racing (hopefully in the winner’s enclosure) instead. Where syndicates have a horse in a race with a large number of runners, the racecourse may limit the number of members that can enter the Parade Ring to ensure that the Parade Ring capacity (as determined in the Risk Assessments), is not exceeded.
Some new syndicate members are inexperienced around horses. Syndicates are required to delegate a syndicate leader who is experienced around racehorses or who has undertaken the Horse Aware training, to chaperone the party and point out the need to be aware on horse walkways, crossing points, etc, and to ensure they adhere to the Code of Good Practice within the Parade Ring*
If you are a new owner and not experienced around racehorses, you should be accompanied into the parade ring* by the trainer or trainer’s representative.
The RCA has identified the major parade ring risks as coming from loose and unruly horses. This is more likely in 2-year-old races on the Flat and National Hunt bumpers, so be particularly careful if your horse is in one of these races.
Everybody wants to enjoy their parade ring experience to the full, but remember your thoroughbred racehorse is both valuable and highly-strung, so avoid loud, flamboyant behaviour and intrusive photography. When the moment comes for mounting up, stand well clear and leave it to the professionals.
Only trainers (or their representatives), officials, jockeys and stable staff may approach horses in the Parade Ring.
If a member of your party is disabled, please let the racecourse know in advance so they can make suitable and safe parade ring arrangements.
All instructions provided by the Parade Ring Safety Officer, or other racecourse personnel should be followed without question or delay.

* Parade Ring - refers also to Pre-Parade Ring and Winner's Enclosure.

Racecourse Filming

RACECOURSE MEDIA GROUP POLICY

Owners may have read about Racecourse Media Group Ltd (RMG) guidance for syndicates in relation to filming on Racing TV Racecourses. Members may find the following helpful on filming / footage guidelines from RMG (Racecourse Media Group). If you are in any doubt about filming permissions, we would suggest contacting RMG or the racecourse itself.

Q: As an owner or a syndicate member, am I allowed to film at the racecourse and post to my personal account?

A: Yes, providing it is on a phone and on your own account. It is important to note that racecourses will have their own policies for filming in horse areas such as the parade ring, winners’ enclosure and unsaddling enclosure, where safety is paramount.

Q: If my syndicate or I want to film in the paddock and other key areas of the racecourse, how do I go about it?

A: This will depend on what you want to film, how it will be used and /or commercialised, what fixture it is and what else is happening at the course. The best advice is to contact the relevant racecourse or RMG.

Q: How can I view a video of the race my horse partook in on a Racing TV (RTV) racecourse?

A: RacingTV.com publishes every race from the courses broadcast on RTV. Members can access the full races and non-members can access the closing stages. Selected races are also available on RTV’s social media platforms.

Q: Can I publish these races?

A: You can re-post or hyperlink RTV videos to either your personal or syndicate’s digital platforms.

Q: Can I obtain the actual video file?

A: You will need to contact RMG.

Q: Can I obtain any relevant jockey / trainer interviews broadcast on RTV?

A: You can re-post or hyperlink RTV videos to your personal or syndicate’s digital platforms. If you want to obtain specific interviews, please contact RMG.

Q: Can I interview jockeys and trainers at the course on raceday?

A: Yes, as long as outside the key areas of the parade ring, winners and unsaddling enclosures.

Q: Can I film my horse in the paddock, going down or during the race to publish on my personal account?

A: If it is for your own use on your own phone, this is fine. Requests from any syndicates or third parties to film in key areas of the racecourse with professional equipment would be dependent on the raceday and other broadcasters. Please contact the racecourse or RMG for more info.

Q: What are RMG’s contact details?

A: It is best to email broadcasting.requests@racecoursemediagroup.com

RMG is the holding company responsible for a range of media rights for the following racecourses: Aintree, Ayr, Beverley, Carlisle, Cartmel, Catterick Bridge, Cheltenham, Epsom Downs, Exeter, Goodwood, Hamilton Park, Haydock Park, Huntingdon, Kelso, Kempton Park, Leicester, Ludlow, Market Rasen, Musselburgh, Newbury, Newmarket, Nottingham, Perth, Pontefract, Redcar, Salisbury, Sandown Park, Stratford-on-Avon, Taunton, Thirsk, Warwick, Wetherby, Wincanton and York.

ARC RACECOURSES POLICY

The ARC group of racecourses have also clarified their position. PR & Communications Manager Sam Cone commented: “Obviously access to the Parade Ring/Winners Enclosure with camera equipment/tripods etc will remain at the discretion of the Clerk of the Course. I can only see this being an issue on very busy days, for example, but phones and small cameras I can’t see being a problem.”

Essentially, we do not have a problem with filming taking place on our racecourses.
Straight up filming or live streaming of a race, however, is prohibited. We can assist anyone looking for race footage to contact Sky directly.
Certain areas of the racecourse remain out of bounds, specifically the BHA integrity areas. These include, but are not limited to, the Weighing Room, Stables, Judges/Stewards Box etc.
We are happy to be as accommodating as possible to (for example) syndicates or trainers who would like to get some footage for their own marketing. We would, however, ask that anyone planning some filming of this nature get in touch in advance so that racecourse teams may be briefed accordingly.
We have no problem with Owners of any sort filming their jockeys/trainers on their phones in the winner’s enclosure after a race, for example.

ARC racecourses include Bath, Brighton, Chepstow, Doncaster, Ffos Las, Fontwell Park, Great Yarmouth, Hereford, Lingfield Park, Newcastle, Royal Windsor, Sedgefield, Southwell, Uttoxeter, Wolverhampton, Worcester

Declaration timetable

A 6-day entry cycle applies for all non-early races apart from those staged on a Saturday, for which a 5-day cycle will operate. Declarations – the final commitment to run in a race – are now 48 hours for both codes.
An entry fee or take is usually required to enter a race and will be debited from the owner’s account.
Owners can use the Racing Admin or Racing Post websites to view details of entries.
Balloting out: occasionally a race may be oversubscribed and exceed the racecourse’s field size safety limit. Sometimes these races will divide and two versions of the race will be run (with the prize-money remaining the same for both editions). However, in cases where a race cannot divide, a draw will be made at Weatherbys to reduce the number of runners in the race to the required size.
Once you have declared you can only pull out if the ground (‘the going’) materially changes between dec time and the day of the race, or due to injury (that has been confirmed through a vet’s certificate or through trainers who can ‘self-certify’). If a horse is withdrawn under a self-certificate, it is not allowed to race for the next six clear days.

RACEDAY	ENTRIES	CONFIRMED WEIGHTS	DECLARATIONS
Monday	Tuesday	Wednesday	Saturday
Tuesday	Wednesday	Thursday	Sunday
Wednesday	Thursday	Friday	Monday
Thursday	Friday	Saturday	Tuesday
Friday	Saturday	Sunday	Wednesday
Saturday	Monday	Tuesday	Thursday
Sunday	Monday	Tuesday	Friday

OWNERS GUIDE TO RACECOURSES:

The Owners Guide to Racecourses outlines the various aspects on offer when going racing with a runner. Each racecourse guide also collates together information on: