The Ultimate Guide to Planning a Successful Horse Show

Welcome to the exciting world of horse show organization! Whether you’re a riding instructor, barn owner, manager, or club member, running a horse show can be a rewarding endeavor. Here at Pegasus, we’ve gathered tips and insights to help you host a successful event.

Step 1: Early Preparations (18 Months to 1 Year Ahead)

  • Hire Judges: Secure judges early and send out contracts to ensure their availability.
  • Secure Dates: Establish and secure the dates for your event well in advance to avoid conflicts with other shows.
  • Budget Planning: Prepare a comprehensive expense and income statement to guide your financial planning.
  • Sponsor Outreach: Start working on information to attract potential sponsors for your event.

Step 2: Mid-Term Preparations (1 Year to 6 Months Ahead)

  • Organize Committees: Form a planning and management committee including roles such as Manager, Secretary, and Advertising/PR Agent.
  • Advertising Plan: Implement an advertising plan, including press releases, working with influencers, promotion with your local news outlet, etc. The Scottsdale Arabian Horse Show is an example of a show that does a great job working with local and nearby municipalities to promote the event to the general public. The outcome is that many spectators come to watch – equestrians and non equestrians alike.
  • Insurance and Licensing: Obtain necessary insurance and licenses, such as for food vendors and relevant governing bodies, such as The United States Equestrian Federation (USEF).
  • Create your event on Pegasus: Add the information that you do know about your event, such as the date, location, and images/videos of past events. You can either leave it in draft so that exhibitors don’t yet see the event; or, you can publish it as-is, and note that it’s not yet finalized. The advantage of the latter option is that exhibitors that follow your shows can be notified that you have an upcoming event and bookmark it accordingly. It can also be discovered by others on the Pegasus events page, wheres it might not have been discovered otherwise. If you’re not yet ready to accept registrations, you can set the registration date to a later time or keep it closed until that is confirmed.

Step 3: Near-Term Preparations (5 Months to 2 Weeks Ahead)

  • Prize List and Entry Blanks: Add your essential documents like prize lists, entry blanks, and rules on your Pegasus event page.
  • Order Supplies: Order ribbons, trophies, medals, and competitor numbers.
  • Enlist Staff: Recruit necessary staff, including veterinarians, farriers, jump crew, volunteers, and announcers. Be sure to link your staff on your Pegasus event page.
  • Secure Equipment: Arrange for essential equipment such as P.A. systems, jumps, toilets, and tents.

Step 4: Final Preparations (2 Weeks to Day Before)

  • Test Equipment: Ensure that P.A. systems, two-way radios, and other equipment are functional.
  • Grounds Preparation: Prepare the show grounds, including setting up fences, maintaining lawns, and designating parking areas.
  • Assign Duties: Assign and train staff, ensuring everyone knows their roles and responsibilities.

Show Day Checklist

  • Early Arrival: Arrive early to oversee preparations and address any last-minute issues.
  • Warm-Up Coordination: Coordinate warm-up times and ensure gate attendants and other key staff are in place.
  • Class Management: Keep classes running smoothly by monitoring entries, adjusting schedules, and ensuring judges have the necessary materials. Send any updates, such as ring delays or schedule changes, to your exhibitors via push notification on Pegasus.

Post-Show Activities

  • Paperwork: Export necessary paperwork to club affiliations from Pegasus and issue press releases announcing winners.
  • Thank-You Notes: Send thank-you notes (can be done via email) to all show staff and sponsors.
  • Evaluation: Conduct a post-show meeting to evaluate the event and gather suggestions for future improvements.

Organizing the Competition 

Deciding the type of competition, selecting the date, choosing a location, assembling an organizing team, and setting a budget are critical steps. Different disciplines like Hunter, Jumper, Dressage, and Western Pleasure offer various competition styles. Consider the popularity of the discipline in your area, any mileage rules from the governing bodies, and ensure your facilities meet the requirements.

Health, Safety, and Ethics 

Ensuring the health and safety of participants and maintaining ethical standards are paramount. Require health papers for all horses, promote the use of protective equipment, and have emergency medical plans in place. A code of conduct for participants can help maintain a positive atmosphere.

Show Personnel 

A successful show relies on a dedicated team, including volunteers and paid staff. Key roles include the Show Manager, Secretary, Judge, Announcer, Ringmaster, and Emergency Medical Technician. Clear job definitions and proper training are essential.

Class List Creation 

Creating a comprehensive class list is crucial. Consider the types of classes, divisions, and the order of events. Ensure your class list includes all necessary information such as rules, regulations, and entry details. Publish these details on Pegasus as you gather them, so that exhibitors have plenty of time to prepare.

Promoting Your Show 

Effective promotion is key to attracting participants and spectators. Use a combination of press releases, flyers, social media, and word-of-mouth to publicize your event.

Integrating Technology for Entry and Management 

Incorporating an advanced entry and management system can significantly streamline your horse show operations. Pegasus’s event management software offers features like online registrations, paperwork, scheduling, and automated communications, making the entire process more efficient and less stressful.

Organizing a horse show is a complex but rewarding task. With careful planning, attention to detail, and a dedicated team, you can host a successful event that participants will look forward to year after year. Utilizing modern tools like Pegasus can streamline every step, ensuring your event is a resounding success.

For more detailed guidance and resources, visit Pegasus.

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