How to set up a club

Only members of an affiliated or provisionally affiliated club may become associate members of the HPA, and thus be entitled to an HPA handicap and any HPA insurance cover that may be in place for members. Any new club must apply to the Stewards for provisional affiliation before it can accept any members. After two full seasons, the Stewards may recommend to Council that a club should be granted full affiliation. If approved by the Council, the Club is then entitled to a representative on the Council, and to apply for a grant, provided that it is a members’ club.

1.    Anyone applying for provisional affiliation must complete Annex A to demonstrate that the proposed club has:

a) A suitable ground with secure tenure.

b) A full set of rules, which show whether it is a members' or private club. A draft set of rules that can be used as a guide is at Annex B.

c) A Committee and staff structure that will be able to comply with the rules and regulations of the HPA. In particular, each club must have a dedicated fax and ready access to email. It must also have a treasurer (preferably independent), a chief umpire and a welfare officer.

d) A suitably qualified Handicap Committee (at least 3 people).

e) If possible, a Qualified Coach or Instructor.

f) Some prospective members.

2.     Once the application has been received, the club facilities will be subject to an initial inspection by an official of the HPA.  The club grounds will also be subject to an inspection by the STRI in order that the ground(s) can be assessed and graded as to the level of polo for which the grounds are suitable. The STRI inspection may take place during the first or second season of provisional affiliation. The STRI report will also make recommendations for improvements to the ground(s). If a club wishes to be recommended for an upgrade to a higher level, a further inspection will then be necessary. Arena clubs will not be subject to an STRI visit. The costs of any inspections shall be met by the club.

3.     The current club fees are as follows:

Entrance Fee:                Outdoor:           £2000 + VAT
                                    Arena:              £500 + VAT

Annual Affiliation Fee:    High Goal:        £2000 + VAT
                                   Intermediate:     £750 + VAT
                                   Low:                  £250 + VAT
                                   Arena:               £110 + VAT

If  a club applies for affiliation as an outdoor and arena club at the same time, only one entrance fee of £2000 + VAT will be charged; otherwise entrance fees will be charged separately as above.

4.         When provisional affiliation has been granted by the Stewards, the club may only then admit members to the HPA, ensuring that they all sign the HPA declaration at Annex C. No person may play in any match, organised game or practice chukka at or conducted by an affiliated or provisionally affiliated club in the  UK or  Ireland unless the required membership formalities have been completed and the HPA informed. If an individual belongs to more than one club, he only pays one HPA subscription.

5.         The club will appear in the following year's Blue Book, with a note saying that it is "provisionally affiliated".

Annexes

Annex A – Questionnaire
Annex B - Draft Polo Club Rules
Annex C - HPA Declaration