Organizing Show Events: Guidelines and Responsibilities
This comprehensive guide provides valuable insights into managing show events effectively. It covers essential tasks before, during, and after the show, emphasizing preparation, organization, and attention to detail for a successful event. From setting up the judges' box to coordinating with volunteers, this resource offers a roadmap for ensuring a seamless and enjoyable experience for all involved.
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The Judges Box All test sheets for the day in order of go on a clip board 1 extra copy of test sheet for each different ride in the show Legal pad or note paper Bell or whistle (if using whistle make sure it is new and in original package) Snacks that don t melt in the heat raisins, nuts, fruit, etc. Cold drinks in a cooler Small trash bag
Day of the Show 1. Arrive at least 1 hour early. Greet the early competitors at the show. Make sure the following tasks are completed (many can be done the day before). Arrange the Judge s stand. Dust off the table and Judge s chair and wipe it dry (bring old towels). Post the Master Score Boards Arrange the ribbons and trophies by classes on the Scorer s table Put out trash cans Coordinate with all volunteers SMILE, RELAX AND KNOW THAT WITH YOUR ORGANIZATION EVERYTHING WILL RUN LIKE CLOCKWORK IN TRUE SHOW FASHION, WHICH MEANS BE PREPARED FOR THE UNEXPECTED. ENJOY BEING AT THE MANAGEMENT END OF THE RAINBOW (YOU MIGHT RATHER BE A COMPETITOR AFTER THIS).
Getting Started the Basics Available Reference Materials Expectation Customer Service Definitions and Differences
Reference Materials Rule books US Equestrian Rulebook USDF Policies and Procedures IaDCTA Guidelines Showbiz Published by USDF Competition Management Checklist
Expectations- What do you expect from your show? Quality Where do you want to fall? Consistency Will your competitors know what to expect from show to show? Profit- Are you in it to make money? Responsibility Who are you responsible for and/or to?
Customer Service Competitors Volunteers Officials Sponsors Spectators
Form Show Committee Are you working for an organization? Who is responsible for the Show Committee? What is your budget? Paid positions Volunteer positions
Show Basics Dates Recognitions Facilities
Officials Judges contracts
Preparing the Prizelist Opening Date Closing Date Refund Policies Class Choices Sites of Publication Websites Newsletters Mailings
3-6 months until the show! Awards Facility Details Volunteer Training Printing Needs Equipment needs
1-2 Months Before Competition Prizelist Distribution Compile program materials (if doing) Double check orders and budgeting Ribbons and prizes Dressage tests Equipments Volunteer Roundup Secretary Feedback and Updates
The Month Before! Vendors? Reconfirm all services Hospitality Double check all scheduling and stabling charts
One to Two Days Before Show Arena Prep Set arenas Check and work footing Decorations RECONFIRM, RECONFIRM, RECONFIRM Post emergency information
During Your Show Pre-show prep each morning During show roving checklist Problem solving Hospitality Competitors Officials Volunteer/show staff
More to do during the show! Payments Cleanup Throughout the show End of each show day End of the show Competition Reports
Post Show Equipment clean up and return Clean and close out the facility Follow-up with secretary Thank You notes Begin prep for next year!
Manager GR1202 - cautions Competitions should exercise extreme care in selecting their manager! Managers should not serve as judge or have member of their family serve as judge. Managers should be cautious about riding at their own show or coaching riders.
