Entries and payments are where a show office spends most of its time. A little planning before entries open saves hours at the office window.
What an entry needs
Every entry is a horse, a rider and the classes they'll show in. Most shows also need:
- A current negative Coggins test for the horse, current through the last day of the show. Rules vary by state, so check yours.
- A signed waiver for the rider, signed by a parent or guardian for a rider under 18.
- Association numbers for an approved show, for the rider and the horse.
- An emergency contact for the rider.
Online entries collect all of this before the show, so check-in is a quick look instead of paperwork.
Setting your fees
- Class fees: a fee for each class, set in your prize list.
- An office fee: a flat fee for each horse and rider, often used to cover the office, the grounds or the ambulance.
- A late fee: for entries after a date you set. Say the date in your prize list.
- Stalls and extras: stalls, RV spots, shavings and hay, added to the same bill.
- Member prices: if your club has members, a lower class fee for them is a simple way to grow your membership.
Keep everything on one bill per exhibitor for the show, so families see one total.
Taking payment
You can take payment online before the show, at the show, or both.
- Online by card: exhibitors pay when they enter, or any time before the show. The money should go straight to your organization's own account.
- At the show: cash and check at the office window still work, and some exhibitors prefer them.
- A card fee: card payments cost a few percent. Some shows add a card fee to cover it. If you do, show it before anyone pays, and keep it within your card processor's rules and your state's law.
Scratches and refunds
Write your scratch and refund policy before entries open, and put it in your prize list and on your show page. Most shows:
- refund a class scratched before entries close,
- keep the office fee once the show starts,
- and give a credit or refund for a vet or farrier scratch with a note.
When a class is scratched before the bill is paid, take it off the bill. After it's paid, record a credit with the reason.
Show day
- Take payment at check-in for anything still due.
- Record adds and scratches as they happen, so the bill is always right.
- At the end of each day, count the day's money by cash, check and card, and make sure it matches.
Settling up
After the show, settle each bill: record the payments, match the card payments, and close it out with a receipt. Keep the records together for your club's books and your tax forms.
How Event Reins helps
On Event Reins, exhibitors enter online with their horse, rider, classes, Coggins and waiver, and see one bill. They pay by card straight into your organization's own Stripe account, or at the show. You can add an optional card fee of up to 3%, shown before anyone pays. Scratches come off the bill before it's paid, and settling up matches card payments for you. Event Reins never holds show money. Start your free show.
Still stuck? Email support@dewwow.com and a person answers.