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Dressage Show Planning
Before the Show
Besides the technical goals of your show remember to make the experience exciting and fresh for the entrants, their support persons and independent spectators. Your success is gauged by attendance at your next show.
- Acquire any licences required by your local authorities.
- Arrange for correct insurance coverage.
- Make policies for accepting cheques and credit cards.
- Make arrangements for handling and safe storage cash.
- Set-up accounting procedures for receipts and expenses.
- Determine services and products to be offered in addition to classes.
- Obtain required equine association permits.
- Select classes to be offered that meet the goals of the show.
- Determine the order classes should be conducted.
- Determine the entry fee for each class.
- If late entries will be accepted, determine any extra fees to be levied.
- Determine level of judge(s) required.
- Order sufficient copies of the tests for each ride being judged. A couple of extra tests are handy to have.
- Determine a date for the show. This often determines class being offered when the show will be conducted prior to a higher level show.
- Determine the cut-off date for entries.
- Determine how long each day that classes will be conducted.
- Determine approximate times when breaks will be held. AM, Lunch and PM.
- If an evening reception will be held, determine a start time and minimum length.
- If awards will be formally presented:
- Arrange for a presenter(s). (Sponsors, Equine Association representatives, etc).
- Determine the protocol for presenting awards. Brief the presenter and guide everyone through.
- Photographs and editorial announcements of successes at your show help raise awareness.
- Canvas for sponsors and prizes.
- Have a Sponsor signage policy.
- Make the local medical facility aware of your show.
- Arrange for medical staff or availability as required by local authorities.
- Have a "First Aid Kit" available. Ask your doctor or local Emergency Response organization to help determine contents.
- Make the local veterinary clinic aware of your show.
- Arrange for veterinary support as required by your local authorities.
- Have a "Animal First Aid Kit" available. Your veterinarian can help determine contents.
- Post signs warning of Equine activities and the possible dangers as required by local authorities and insurance policies.
- Check areas for problems before entrants arrive and after they leave.
- Assign at least one person to patrol the grounds and watch for problems. Larger shows may need to consider more formal security arrangements.
- Set fees for any services or products being offered.
- Display the fee schedule prominately on the entry forms and in the show office.
- Show date and times.
- Location of show.
- Date entries close.
- Address where entries are sent.
- Contact information.
- Classes being offered and the entry fees.
- Products and Services being offered with a price list.
- Where applicable, a permission and release statement where the entrant is not of the age of majority. To be signed by the entrants parent or guardian.
- Sponsor information where applicable.
- High Point relationships or other competitions connected to show.
- Consider requirements for Health and Coggins certificates for each horse.
- Consider the need for drug testing.
- State clearly the age requirements for each division
Show Steward.
Appoint a person with appropriate skills and the ability to maintain a professional attitude.
Judge(s).
Arrange for one or more judges to meet requirements. If you are in doubt about qualification levels consult with your local or regional equine association. Consider using judges from other regions. This provides a different perspective for the entrants and fresh experiences for the judges.
Judges Writer.
Is is important the person performing this role has legible hand writing and a clear understanding of the terms used. Dressage riders often benefit the most from this role. A rider can gain a better understanding of what judges look at and interprets.
Scoring.
Tabulating scores requires a quiet area to work and a way of controlling access. Test sheets and compiled results must be secured until released. In some cases tests must be kept until expiry of the period when a challenge can be raised.
Maintain a runner between the judge(s) and the scoring office to move tests and clarifications when necessary.
Discuss show policies with score tabulators concerning posting of results and return of tests to entrants. If a tack check is required explain the effect of a 'failed' check.
If scores are being tabulated manually:
Arrange sufficient staff to provide posting of results within a reasonable time.
Provide calculators, pens, pencils and paper.
Provide an example layout for class results showing information and location.
If available, either a computer or typewriter to provide a professional appearance.
If scores are being tabulated by computer:
Provide details of the show, classes being offered and entrant selections to initialise the computer program. E.S.M. Dressage may be used for all aspects of a dressage show.
Provide space and power for the computer and a printer. Laptops or portable computers offer the best solution.
Volunteers.
Obtain commitments from your volunteers for specified assistance and times. Consider the need to provide a common identification for all show staff. Ball caps or Arm Bands work well.
Some of the positions you may need filled:
- Announcer
- Concession staff
- Gatekeeper
- Judges Writer
- Order of Ride Manager
- Reception
- Score tabulator(s)
- Show Steward
- Test reader
- Test runner
- Tack check
- Warm up arena manager
Advertising.
- Flyers announcing the show.
- Sponsor support.
- Local newspaper.
- Local and Regional Upcoming events listings.
- Community Service Radio announcements.
- Internet Web page.
- Local/Regional equine newspapers.
Prizes.
- Canvas sponsors for prize donations.
- Set aside a portion of the entry fees to purchase ribbons and other prizes.
- Determine any High Point competitions the classes qualify for.
Food and Refreshments.
- Arrange for a caterer if you are not running the concession.
- Type of food to be offered. If you are aware of any special requirements make the caterer aware.
- Check for local food handling regulations.
- Food preparation and storage areas.
Entertainment.
- To help attract attendance offer a Kur as one of the classes.
- If an evening reception will be held, arrange for music, games etc.
Washrooms.
- Ensure washrooms and sufficient supplies are available. Consider using portable toilets.
Feed
- Have feed available for purchase or assignment to those stabling at the show.
- If entrants are travelling long distances be aware of any restrictions on type of feed that can be transported.
Show Day
- Designate where results and other information will be posted.
- Post warning signs required by insurance policies.
- Post information sheets. (Order of Ride, directions, etc).
- Brief Staff on changes and safety requirements.
- Provide a show package if not previously mailed. have extra copies for those who forget.
- Assign requested stabling. If possible have extra stabling available on a first come first serve basis.
- Brief on any changes.
- Reminder of responsibilities for keeping grounds clean.
- Small tokens of appreciation or sponsor samples for entrants.
- Remind entrants and staff of up-coming classes or other events.
- Announce classes and individual test commencements.
- If your show requires a 'Tack Check', provide a location that is safe for the horse, rider and the evaluating judge. When performed immediately after the test is ridden it places the onus on the entrant to be knowledgeable and prepared.
- Provide results sheets to entrants.
- Collect outstanding fees.
- Return security deposit (if applicable).
- Check that stabling was cleared where applicable.
After the Show
- Check arena for articles left by participants or staff.
- Check stable areas for articles left and hazards.
- Check grounds for hazards.
- If space is rented always leave a good impression.
- Forward results not collected by entrants.
- Send results to applicable agencies.
- Keep copy of results for your records.
- If announcing results through the media, forward their copy
- Record costs.
- Record income.
- Complete bank transactions.
- Arrange for portable toilets to be emptied and collected where applicable.
- Check facilites for hazards
- Clean as required
Other considerations