Trainer Newsletter: Special Awards, Freestyle Music, Scheduling, etc.

September 09, 2025

Hi all! It is crunch time for everyone so I will keep this newsletter as brief as possible. Please ensure you check your horse’s special award nominations and send in scheduling requests before Friday. Read the rest of this email for other reminders and updates.

If your coach, parent/guardian, horse’s owner, etc. wishes to receive the trainer newsletters, they may sign up for the mailing list here.

If you missed the Final Entry Close newsletter, catch up here.

Special Award Nominations

Please visit your horse’s profile on the entries list to see which special awards your horse has been nominated for. The special award nominations are shown in the “Makeover Details” box on each horse’s public entry profile. If you don’t have a special award section in that box, your horse has not been nominated for any special awards. Reminder that horses entered in the Broodmare division are not eligible for special awards.

If you believe there has been a mistake with your horse’s special award nominations, you must report the error using the Special Award Inquiry form by 5pm ET, THIS FRIDAY, September 12. Trainers are responsible for ensuring their horse has been nominated for any relevant special awards, and using the form to report any errors, by that date. We will not be accepting inquiries to a horse’s special award nominations after September 12. All award nominations are subject to final approval from the sponsor.

Ride Time Scheduling

At the Thoroughbred Makeover, every horse receives a ride time for each discipline they are entered in. Ride times will be released towards the end of this month. Depending on your discipline selections, you are likely to be scheduled one discipline per horse per day of preliminary competition. Our staff works hard to ensure that you do not have any conflicting ride times within your own entries. If you have scheduling preferences, or there are other conflicts we should be aware of (ex: you are coaching another Makeover competitor or assisting in a Freestyle routine), you must email secretary@therrp.org by 5pm THIS FRIDAY, September 12, with any scheduling requests. We cannot guarantee that we will be able to accommodate these requests, but we will do our best.

Clinics

We are excited to announce that clinics WILL run on Friday, October 11. However, there is still room in the Show Hunter, Show Jumper, and Competitive Trail clinics. We will also be maintaining a waitlist for Dressage clinics If you are interested in participating in the clinics, but did not register, please email secretary@therrp.org by 5pm ET, THIS FRIDAY, September 12.

Freestyle Music and Details

If your horse is entered in the Freestyle discipline, please be sure to upload your music/audio to this form. Freestyle audio will be accepted in mp3 file format only and must be uploaded to the form by 5pm on Wednesday, October 8. If the audio is not received in the proper format by this deadline, the announcer will pick music for the competitor.

Please note the following Freestyle rules:

Plans to use firearms, animals other than horses, or any props that might be disruptive to horses must be pre-approved by the RRP.
Firearms must be checked by the Freestyle steward prior to the start
of the performance.
Pyrotechnics or props that produce fire of any type are strictly prohibited. This includes smoke and smoke machines. Fog machines are OK.
Inclusion of individuals under the age of 12 in routines is prohibited.
Other individuals participating in routines who are not already-accepted trainers must sign a liability release at the Info Desk on site. Stewards will check for wristbands showing that participants have signed liability release
forms.

Barrel Racing Music

If your horse is entered in the Barrel Racing discipline, our announcer has generously offered to play your song of choice during your runs. Please fill out this form with your song choice by 5pm on Tuesday, October 7. If you do not complete the form, the announcer will pick music for you.

Catch Rider and Scratch Forms

The catch rider nomination and scratch forms are available through the portal. Use the dropdown menu in the Actions column next to your horse’s Makeover entry to select “Request a Catch Rider” or “Submit a Scratch Form.”

If you are no longer able to compete your horse in the event and would like to nominate a catch rider, please read the rules for catch riding at the Makeover on page 18 of the rulebook. We have strict rules regarding the use of catch riders and who is considered an eligible catch rider. Make sure you are fully informed on the rules before nominating a catch rider.

Should you need to scratch for any reason or at any time, you must complete the scratch form via the Trainer Portal. Failure to properly scratch your horse’s entry will result in a $100 no show fee.If you are withdrawing during the refund period, you must submit the scratch form before requesting the refund.

Final Entry Refunds

Refunds are not automatically processed or issued. Refund requests must be made in writing to secretary@therrp.org. In order for the refund request to be considered, it must be received by 5 PM EST on the corresponding deadline, and the trainer must have already withdrawn or scratched the entry and horse registration through the Trainer Portal. Requests for a refund of Final Entry fees may be made on the following schedule:

~~Marketplace fees may be refunded if the horse is withdrawn from the Marketplace prior to August 29, 2025. Marketplace fees are non-refundable after August 29, 2025.~~
~~Clinic fees are refundable minus a $15 processing fee if withdrawn prior to September 5, 2025.~~ Clinic fees are non-refundable after September 5, 2025, unless the spot can be filled from the waitlist, or the horse or rider has qualified for the championships.
~~100% of stabling and discipline fees if prior to September 5, 2025~~
100% of stabling and discipline fees minus a $75 processing fee per horse if after September 5, 2025, and prior to when stall assignments and ride times are published (approximately 10 days prior to the start of competition)
No refunds on stabling and discipline fees will be considered after ride times and stall assignments are published.
This refund schedule does not apply to registration fees, which are non-refundable

EHV-1 and Health Doc Reminder

All Makeover competing and non-compete horses must meet our health documentation requirements. Your horse will not be allowed on the Horse Park grounds without the following:

For out-of-state horses: a Health Certificate issued within 30 days of your horse’s move-in date (cannot arrive to KHP before October 6th)
For in-state (Kentucky based) horses: a Health Certificate issued within 12 months of your horse’s move-in date (cannot arrive to KHP before October 6th)
For ALL horses:
- EHV-1 vaccination administered between April 6th, 2024 and September 22nd, 2025. Horses with a most recent EHV-1 vaccination that falls before April 6th or after September 22nd will not be permitted to compete.
- Proof of negative coggins within 12 months

Check the rulebook for appropriate forms of documentation. A veterinarian must provide proof of vaccination, you cannot administer your own vaccines.

Time is Ticking: Earn back your Makeover Fees

We get it: everything feels really expensive right now (we’re feeling the pinch too!). Let us help: through our Make the Makeover fundraiser drive, any individual trainer or team captain that raises $1000 for the Retired Racehorse Project through their personal networks will have their $350 registration fee for the 2025 Makeover refunded.

There are also some awesome additional prizes for our top fundraisers, including a brand-new zero turn lawn mower, a PEMF machine, and cash! Get started now at Give Lively.

Important to note: Only those entered as team captains or individuals are eligible to create a Make the Makeover fundraising page; team members are encouraged to share their team captain’s fundraiser to help achieve the team’s fundraising goal. Additionally, fundraising for Make the Makeover MUST be done through Give Lively.

Volunteer Sign-Ups Open

Our volunteer sign-up is live! The Makeover has always run off a small but dedicated army of volunteers; will you be one of them? Shift and positions are available to suit all schedules and experience levels. Please encourage any friends or family members that are coming to cheer you on to pick up a shift. Volunteer shifts can be scheduled around your ride times too!

All volunteers receive a hat, t-shirt, refreshments, lunch for all-day shifts, a discount in the RRP booth, and more! Sign up for your shift here.

Silent Auction Donations Needed

Do you have something you would be willing to donate to the silent auction? Our Makeover silent auction has become a meaningful fundraiser for the RRP and each year it has expanded its unique and diverse offerings of gifts, experiences, art, memorabilia, and more. We very much appreciate any donations you can offer or solicit from your community. More details about the silent auction are available here.

The Retired Racehorse Project staff is here to help you have a successful and positive experience preparing your horse for the Thoroughbred Makeover and beyond. If you have any questions, don’t hesitate to reach out by emailing secretary@therrp.org.

All the best,

Rayna