Running a horse show is a lot of small jobs done in the right order. This checklist walks through them, from the first planning meeting to the last thank-you note. It works for an open show, a 4-H show, a western or ranch show, a dressage show or a hunter and jumper show.
Six months or more before
- Pick the date and book the grounds. Check the dates of other shows near you, so you don't split the same exhibitors.
- Decide what kind of show it is. An open show, a schooling show, a breed or association show, or a 4-H show. An association-approved show has its own rules, deadlines and fees, so apply for approval early.
- Hire your judge. Good judges book up early. Agree on the fee, mileage and lodging in writing.
- Check your insurance. Most grounds ask for proof of liability insurance, and many associations require it.
- Set your budget. List the grounds, judge, ribbons and awards, insurance, staff and supplies, then set class and office fees that cover them.
Three months before
- Build your prize list. Divisions, classes, fees, the order of classes and the rules. Start from a template for your kind of show, then change what you need.
- Write your refund and scratch policy. Say when exhibitors can scratch for a refund and what's kept, and put it in the prize list.
- Decide what check-in needs. Most shows ask for a current negative Coggins test for every horse and a signed waiver for every rider. Check your state's rules and your association's.
- Find sponsors. Local feed stores, tack shops, vets and farriers often sponsor a class, a ring or the results. Offer something they can see, like their name on a class or a banner on the fence.
- Line up volunteers. The office, the in-gate, ring stewards, parking and awards all need people.
When entries open
- Publish your show and share one link. Post it on your club's page, in local horse groups and with your members.
- Take entries online. Exhibitors pick their horse, rider and classes, sign the waiver and upload their Coggins before the show, so the office has less to do on the day.
- Decide how exhibitors pay. Online by card, at the show by cash or check, or both. If you take cards, decide whether to add a card fee, keep it within your card processor's rules and your state's law, and say so before anyone pays.
- Watch your class sizes. Set entry limits for classes that run long, and keep a waitlist for full classes.
The week before
- Close entries on the date in your prize list, and add late entries with a late fee if you allow them.
- Check papers. Go through uploaded Coggins and look for ones that expire before the last show day.
- Give out back numbers and print the back-number cards, the entry list and the class sheets.
- Set the order of go for classes that need one, and work out ride times from each class's start time and minutes per trip.
- Plan each day. Look at each ring's classes and estimated finish, and move classes between rings or days if a day runs too long.
Show day
- Check-in: find each number, confirm the Coggins and the waiver, take payment if it's due, and hand over the number.
- The in-gate: call each class, keep the order of go moving, and mark no-shows. Let exhibitors know when they're a few trips out.
- Adds and scratches: keep the bills up to date as they happen.
- Results: post placings as each class finishes, so families can see them right away.
- If the internet drops: have a plan. Keep working on the devices you have, and catch up when the connection is back.
After the show
- Settle up every bill, and record cash, checks and card payments.
- Send results to your association if your show is approved, within its deadline.
- Pay out prize money, and keep records by payee for the year's tax forms.
- Thank your sponsors and volunteers, and tell them the date of next year's show.
- Copy the show for next year, while what worked and what didn't is fresh.
How Event Reins helps
Event Reins does most of this in one place, free for shows up to 150 horses: start from a prize-list template, open entries and share your link, take payment online or at the show, run check-in, the in-gate and ride times on show day, post results, and copy last year's show. Start your free show.
Still stuck? Email support@dewwow.com and a person answers.