Notice for trainers: Raceday planning updates and reminders

13 Oct 2020 BHA Features Racing/Fixtures

Requesting raceday privileges via Racing Admin

From Thursday 15 October, trainers requesting privileges or providing additional information to officials who will be on duty on raceday will need to submit this via the ‘Declare Staff’ section of Racing Admin.

The Raceday Privilege Request Form, which replaces the existing Virtual Declaration Form, should be completed by trainers that require special privileges for their runners e.g. if your horse is to be fed on course, details around withdrawal processes, loading requests or assistance, going to start early, mounted early or wearing a hood in the preliminaries.

To access the Raceday Privilege Request Form, go to the Declare Staff section on Racing Admin, click the blue button next to the horse you wish to make a request for and select ‘Raceday Privilege Request’.

A full step by step guide to this process, including screenshots, is available to view here

 Once completed, the form will be sent automatically to the BHA Raceday Officials.

Please note that yards must select a primary contact for the runner from the staff declared as attending the fixture, so the staff declaration should be completed before the Raceday Privilege Request Form.

The deadline for submitting the Raceday Privilege Request Form is 1pm the day before the fixture. Any changes or queries after 1pm should be emailed to [email protected]

Trainers will continue to receive an email after runners have been published advising them to declare staff and how to submit a Raceday Privilege Request (although both can be completed as soon as declarations to run have been made).

There will not be a declarations desk at the course on raceday, and access to the Weighing Room and Stewards’ Room will be restricted.

Declaring staff – a guide

Trainers are reminded to declare staff for each fixture using the Declare Staff area on Racing Admin once you have declared your runners. To do this:

  • Go to Racing Admin (
  • Select ‘Trainer’ from the menu bar
  • Select ‘Declare Staff’

Your runners at each fixture will be listed.

  • Click the large DECLARE STAFF button next to the fixture you are declaring staff for.
  • Enter the estimated arrival time at the fixture.
  • Then select the staff members you wish to attend that fixture by ticking the box next to their name.
  • Repeat for each fixture you have runners at.

Staff declarations must be made by 1pm on the day of declaration. You will not be able to make declarations on Racing Admin after this time.

After the deadline has passed you will receive a confirmation email, which includes the names of staff and other details as submitted by the trainer.

More information about the staff declaration process, including a step by step guide, is available here.

Hind shoe dispensation

When applying for hind shoe dispensation, please use the updated application form, which includes a dedicated section for supporting veterinary evidence, to be completed by the Veterinary Surgeon. This helps simplify the process and reduce the need for further evidence requests.

Please submit the application by 12-noon, four working days before the date of the horse’s intended run. Applications made after this deadline will not be considered.

The hind shoe dispensation procedure is available here and the application form can be downloaded here.

Attendance restrictions – one fixture per day

Please remember that no individual is permitted to attend more than one fixture per day. This restriction will remain in place for the time being to further reduce the risk of the virus being transmitted between racecourses.