Midterm plan and structure

May 2022

The Ukrainian Equestrian Federation Charity Foundations (UEF-CF) was registered in Belgium on the 28th of February 2022 and its mission is to help the Ukrainian equestrian community during the war and after the war period. 

Midterm plan and structure covers the UEF-CF activities for the following 3 months. The plan and structure will be reviewed quarterly and updated for the following quarter. The plan follows the methodology of OKR (objectives, key results). Objectives are the highest priorities the UEF-CF needs to accomplish and key results are the benchmarks to track the progress. The plan will be implemented through services and actions. For quality assurance and planning of execution, the detailed service level descriptions, project plans or concept papers for actions will be drafted by the teams.

The midterm plan and structure are developed by the UEF-CF and discussed internally with the volunteers and staff. The work of the UEF-CF is organized through virtual agile teams, consisting of volunteers from the EU countries and UK, as well as Ukrainian volunteers from the Equestrian Society of Ukraine, Ukrainian Horse Union, EquiHelp and Ukrainian Equestrian Federation.

For some roles, professionals are involved in taking care of fulfilling the functioning and sustainability of services and actions. Transportation services and warehouse services are usually outsourced from the professional service providers. While sourcing goods and services, several offers are taken and evaluated to guarantee the optimal quality / price ratio.


The aim

The aim of the UEF-CF is to provide the Ukrainian equestrian community with technical assistance and services to protect and improve welfare of horses and to save, recover and develop the horse industry in Ukraine, including equestrian sports and other horse industry domains.


Services in Ukraine

S1: Distribution and delivery of the emergency humanitarian aid (horse feed and bedding) to stables in Ukraine

S2: Evacuation of horses from potentially dangerous and/or liberated regions to safer regions in Ukraine

S3: Operating evacuation shelter stables in Ukraine

S4: Coordination of veterinary initiatives to deliver veterinary supplies and provide veterinary services to Ukrainian equines

S5: IT solutions for aid request collection, stabling and evacuations

S6: Engagement of stakeholders to strategic planning and foresight activities for longer term development planning

Global actions

A1: Fundraising campaigns and donators´ engagement

A2: Collaboration with horse welfare organizations and charities

A3: Collaboration with the FEI, EEF and national equestrian federations

A4: Providing information and raising awareness


Objectives and key results

For the Q2/2022, three objectives are set specifying the primary focus of the UEF-CF and how the success will be measured. The midterm direction of work is to keep horses safe in Ukraine. To accomplish this, we would need to focus our efforts on engaging supporters and donators. The Q2 and Q3 activities and their outcomes will be of crucial importance to be well-prepared for the winter period 2022/23, when the demand for humanitarian aid and services might increase. The third objective – to lay down a strong foundation for building back better of the Ukrainian horse industry -, is a strategic objective that would enable us to draft and support implement of a long term development plan for Ukraine´s horse industry, including investments into infrastructure and unleashing the full potential of Ukraine´s breeders and athletes on international stage.

Objective 1: increase the overall impact and outreach of emergency humanitarian aid and other actions in Ukraine

Beneficiaries: horses through aid to horse owners, veterinarians, stable owners and operators, riding clubs and other horse industry establishments dealing with horses

Objective 1 will be achieved through provision of direct services – S1, S2, S3 and S4, supported by S5 and global actions A1-A4.

Key results for objective 1

S1:  Distribution and delivery of the emergency humanitarian aid (horse feed and bedding) to stables in Ukraine

KR1.1. Emergency humanitarian aid: increase outreach of delivery of humanitarian aid to 200 stables and clubs by the end of Q2

KR1.2. Launch compound feed sourcing from Ukraine by end of May and source 90 tonnes of feed for distribution in Ukraine

KR1.3. Find 5 hay and haylage producers to cooperate with in Ukraine by end of Q2

KR1.4. Find sources for bedding in Ukraine by the end of Q2.

Operator: UEF-CF humanitarian aid logistics team, volunteers from ESU, UHU and EquiHelp.
Partners: donators of feed, local feed producers, local transportation companies.
Needs: up to 200 tonnes of aid weekly, including feed and bedding as well as some specific aid, i.e. stable equipment, supplements.

See also how the process of distribution and delivery is arranged.

S2: Evacuation of horses from potentially dangerous and/or liberated regions to safer regions in Ukraine

KR1.5. Fulfill 80% of requests for horses´ evacuation from potentially dangerous and/or liberated regions to safer regions in Ukraine by end of Q2

Operator: UEF-CF evacuations manager, volunteers from ESU, UHU and EquiHelp. 
Partners: EQUUS CABALLUS RESCUE FOUNDATION (Sweden, https://equuscaballusrf.com/), local horse transportation companies, international horse transportation companies, volunteers and donators of horse transportation vehicles.
Needs: funds for horse transportation 

See also how the process of horses evacuation is arranged.

S3: Operating evacuation shelter stables in Ukraine

KR1.6. Operate 180 evacuation shelter boxes in at least 3 locations by end of Q2

Operator: UEF-CF stable managers in Lviv and Rivno (third location tbc), evacuations manager, volunteers.
Partners: stable owners – providers of stable facilities and infrastructure; FEI – temporary stable boxes (40+80 boxes).
Collaboration and links: horses´ evacuation, veterinary help, feed donations, distribution and delivery.


S4: Coordination of veterinary initiatives to deliver veterinary supplies and provide veterinary services to Ukrainian equines

KR1.7. Launch veterinary aid programme in collaboration with horse welfare organizations by end of May

KR1.8. Start distributing veterinary supplies to three hubs and launch a professional veterinarians mission to Ukraine by end of Q2

Operator: UEF-CF veterinary team manager, appointed FEI veterinarian, UEF-CF humanitarian aid logistics team
Partners: veterinarians in Ukraine, horse welfare organizations and charities, including (NB! negotiations ongoing) Worldwide Vets, World Horse Welfare, House of Animals, Blue Cross, BEVA, ISELP, AOL, AAEP, US donators through FEI Solidarity.
Needs: veterinary supplies, including for professional use, portable ambulances with x-rays and other diagnostic and treatment equipment and express lab, technical assistance and provision of services (vet missions to Ukraine).


Objective 2: engage supporters and keep them actively donating and helping Ukrainian equestrian community and horses

Target groups: supporters and potential supporters, people and organizations involved in horse industry activities, including sports, hobby activities, breeding, horse welfare affairs etc. 

Beneficiaries:  horses through aid to horse owners, veterinarians, stable owners and operators, riding clubs and other horse industry establishments dealing with horses in Ukraine.

Fulfillment of this objective is crucial to raise funds to deliver services in Ukraine. 

Objective 2 will be achieved through global actions A1-A4.

Key results for objective 2

KR2.1. Launch Ride for Ukraine fundraising campaign by end of May

KR2.2. Launch regular weekly meetings with key supporters, including FEI, EEF, World Horse Welfare to align and coordinate efforts

KR2.3. Produce monthly performance reviews to highlight organization’s activities and provision of services

KR2.4. Produce weekly statements on the needs and briefing on the situation with equines in Ukraine

KR2.5. Add “what we need” section to website and update it weekly

KR2.6. Update daily information in social media channels

KR2.7. Engage journalists from the 10 largest horse industry media to raise awareness on the situation with horses’ welfare and needs for help among the readers and followers of the traditional media

KR2.8. Work out the MOU format for midterm and long term partnerships and get first MOUs signed by end of May

Operator: UEF-CF PR team, IT team, campaign team, volunteers
Partners: tbd
Needs: partnerships and resources to develop and launch Ride for Ukraine campaign


Objective 3: lay down a strong foundation for building back better of the Ukrainian horse industry

Beneficiaries: Ukrainian institutions from non-profit and for-profit sectors involved in the horse industry. Indirectly: horse owners, riders, professionals. 

Objective 3 will be achieved through S6: engagement of stakeholders to strategic planning and foresight activities for longer term development planning.

Key results for objective 3

KR3.1. Finalize and present results of the focus groups’ interviews with Ukrainian stakeholders by end of 2nd week of May

KR3.2. Launch collaborative long term strategy design process and structure by end of May, expecting the first draft of strategy to be delivered by end of August

KR3.3. Investigate possibilities for data collection for horse industry business case supporting the recovery and development phase by end of Q2

KR3.4. Ensure quarterly check-ins with horse industry leaders and stakeholders on the development of the long term strategy

KR3.5. Ensure with the support of FEI the operational capacity of the Ukrainian Equestrian Federation and start involving the UEF staff and experts into UEF-CF operations by the end of of May

KR3.6. Work together with FEI and other supporters to ensure the Ukrainian representation in the European championships in 2022

Operator: long term planning team
Partners: work group on long term recovery and development strategy, stakeholders and experts, FEI, EEF, governmental agencies and policymakers (tbc)
Needs: leadership and change management trainings for the planning team and core partners in Ukraine, consultancy and technical assistance, support to research and development activities etc