*Member Responsibilities
Membership applications and dues are required each year, per state division deadlines. A new waiver must also be signed each year.
Members are to keep track of their hours and complete the Volunteer Forms for any NPEA activities in which they partake. Some state divisions do this as a group. (See Report Forms, below.) This shows our Partner, the National Parks Service, our contributions to the Pony Express National Historic Trail maintenance, education and the Re-Ride.
OFFICIAL RIDERS shall be members who are fourteen years of age or over, with a suitable horse, apparel and equipment. Persons 14 – 17 years of age must have parent or guardians consent.
- Each rider must be a member in one of the state divisions.
- Each rider must have on file a signed waiver/release of liability
- Each rider must provide their own mount and tack.
- Must arrange transportation and be at designated location two hours prior to ride time and complete ride in allotted time.
- Must wear appropriate WESTERN attire: Blue jeans, long sleeve red western shirt, brown vest, yellow scarf, boots and western hat or safety helmet.
- Members are required to be in uniform for parades, presentations and the Re-Ride.
- Members shall follow Trail Captain and/or Officer instructions.
*Member Volunteer Forms
To Report Volunteer and Education Hours:
(Click Red Form Title to Download)
*Volunteer-information-form (VIP):
This form should be used to track all volunteer information that will be reported to the National Parks Service. Each member please track your volunteer events and contributions, as they happen throughout the year, and submit the completed form to your State Division representative when requested, usually by August 1. These activity hours, mileage and expenses contribute to the funding that NPS provides to NPEA each year to pay for its endeavors.
*Education Hours Report:
NPEA Cost Share Grant – National Park Service – Educational Report Form – Event Summary
***Any member(s) doing an educational presentation to the public or to a school should fill this form out and send it in, PLUS log the activity on the Volunteer-information-form (VIP) and submit it. (do BOTH).
Send completed Education Hours Form ASAP as event is completed, at least quarterly, to:
Lyle Ladner
2458 Navajo Rd
Frankfort, KS 66427
Cell phone 785-799-5538
E-mail: ladshouse@bluevalley.net
*Volunteer-project-highlights:
Please have at least one person from the project submit this form to the National Secretary to be used in the VIP/PNTS reports.
*NPEA Calendar & Form Due Dates
2026-2027
(NPEA Fiscal Year is October 1 to September 30)
| October | |
| Oct 1 | NTIR/NPS Reports due: NTIR VIP Project HighlightsNTIR Volunteer Position Descriptions NPS VIP Hours, Mileage, ExpensesVolunteer Service Agreement Form All due to National Secretary |
| November | |
| Nov 15 | PNTS reports |
| December | |
| Dec 15 | |
| Dec 31 | PNTS reports from State Presidents & National Directory Members due to National Secretary |
| Dec 31 | Send in 1st Quarter Educational Reports to Education Coordinator |
| January | |
| Jan 31 | |
| Jan 31 | Updated State Membership Application Forms (the sooner the better) to NPEA Stablemaster |
| Jan 31 | Updated State Division Officers to NPEA Stablemaster & National Secretary |
| February | |
| Feb 28 | Gazette articles to Pony Express Gazette Editor |
| Feb 28 | State Re-Ride Schedule (the sooner the better) to NPEA Stablemaster |
| March | |
| March 15 | Memberships at State level |
| March 31 | Send in 2nd Quarter Educational Reports to Education Coordinator |
| April | |
| Apr 15 | State Membership Dues & State Roster to National Treasurer |
| Apr 15 | Rosters for States that include Commemorative Letters with their Memberships to Letter Secretary |
| Apr 30 | State Rosters to National Secretary & NPEA Stablemaster |
| Apr 30 | Re-Ride map changes (the sooner the better) to NPEA Stablemaster |
| May | |
| May 20 | NPS deadline for Re-Ride map changes (the earlier the better) |
| June | |
| June 16-26 | Annual Re-Ride, West to East |
| June 30 | Send in 3rd Quarter Educational Reports to Education Coordinator |
| July | |
| August | |
| Aug 15 | Nominations for National Honorary Members to National President |
| Aug 15 | VIP Reports from State Presidents & National Directory Members to National Secretary |
| Aug 15 | Reports for Convention from State Presidents & National Directory Members to National Secretary |
| September | |
| Sept 10-11 | National Convention, Casper, Wyoming |
| Sept 30 | Send in 4th Quarter Educational Reports to Education Coordinator |
*Convention Year Host Duties Guidelines
State Division Hosts can use this outline to help plan the yearly convention, procure the mochila and order the year’s ride pins, letters and envelopes, etc.
NPEA Hosting Info Template
(Click red title, above, to download Guidelines)