Working Equitation – Show Organizer’s Perspective

During a recent online poll On Working Equitation Midwest’s FB page, it was suggested that Working Equitation riders would like to have more rated and schooling shows in closer proximity to their house.  Potential competitors also indicated that they felt the cost of the shows were prohibitive.

Based on those responses, we wanted to provide a little input into the costs and time commitment to host Working Equitation shows since most riders don’t ever get a “behind the scenes” look at what goes into it.  We have hosted 20 Working Equitation rated and schooling shows, as well as helped direct others over the last couple years. Hopefully this post will entice more equestrians to either get involved and host some shows of their own or find a way to venture out and support shows that are a little farther from home.

Support can come in a number of ways such as:
• Competing
• Volunteering (scribes, provisional TD’s, paddock stewards, runners, score keepers, obstacle resetting, timers for speed, setting course for EOH and speed)
• Sponsoring (if you have a business, this is a good way to get your name out) financially or with gifts in kind to hand out as awards.

Pros of Hosting a WE show?

  • You get to pick location/facility– it’s now likely in your back yard
  • You get to pick the dates – dates convenient to you
  • You can possibly ride for “free”– depends on expenses and how many participants you have.

Cons of hosting a WE show?

  • Financial responsibility
  • Time commitment
  • You can never make everyone happy

OK so what goes into hosting and running a show?

Here are some initial questions that pop up in our minds and must be decided prior to taking the first step in securing a facility.

Will this be a schooling show or a rated show? If rated, who will be licensing body or will it be dual licensed? Will your show be one day, two days or more? Will you have a clinic scheduled prior to the show?  How about an obstacle practice session for those who don’t have their own obstacles? Who will judge the show? What rating will their judge’s card need to be based on the level of riders and whether it’s licensed or schooling?

So, after you’ve answered the above questions you need to determine if you have a larger enough, interested group of riders that will compete in the show and then you will need a facility to host the show at.  We are fortunate to have our own facility to host smaller shows and a wonderful show facility down the street. If you are renting a facility, you often need to commit to dates a year in advance. As a matter of fact, I just got a text from our show facility this morning asking what dates we wanted for 2020.

How many riders do you need? Depends on several variables however, the most you can run through a well-organized Working Equitation show (one day show) is about 25 before you wear the judge out and your volunteers abandon ship.  If your show will be held over two or three days, you can get in a considerably larger number of riders through each phase.  Remember, in a one-day show, the judge will be required to judge the Dressage phase with all riders, the Ease of Handling Phase (with all riders) and the Speed Phase with Novice and above riders. So, each rider is riding in 2-3 phases during a one-day show. For example, if you have 20 riders at Novice A or above your judge will potentially be judging 60 rounds in one day!  That’s a lot of mental and physical effort if you’ve never stood in a judge’s shoes.

An ideal facility will have at least 25 rental stalls available for a one-day show, a warm-up arena, a competition arena that will allow for the Ease of Handling and Speed rounds – the bigger the better.  In the Midwest, indoor arenas are almost a requirement due to weather (heat/cold/nasty biting bugs).  If you go with a facility that only has outdoor arenas, you’ll need to make sure the footing is good in all weather conditions (so likely no grass footing) and if a thunder storm comes through you will need to delay or reschedule.

What are the approximate costs for hosting a show?

 Note:These costs will vary by geographical area, facility, time of year and are only an estimate. You will need to do your own research.

  • Facility: $500 plus stall rental fee of $25 or more per stall per day
  • Licensing fee: If the show is going to be licensed. Fee depends on organization and of course if you plan to dual license the show.
  • Judge’s fee: Price depends on their rating but anywhere from $300-$500 per day plus expenses.
  • Judge’s travel: Usually budget $500 however a recent ticket we just bought cost $678. Purchase early if you can.
  • Judge’s Accommodations: Depends on location but hotels run anywhere from $75 on up a night. One option if you have the room is having them stay in your home.
  • Judge’s Food
  • Transportation for judge to and from airport: we pick them up so gas and tolls
  • Volunteer lunches/refreshments: $150 per day – depends on the number
  • Food vendors: Often charge a “set-up” fee and require a minimum amount of business during the show
  • Awards: Depends on what type of award ribbons and if any additional awards given out. Everyone loves prizes but they do add to the cost. Remember you will need ribbons for two to three phases for each level plus overall placings for the day. Also decide if you will offer multiple divisions (Open, Amateur, Youth, Gaited).
  • Insurance: Depends on your liability policy but you will also need to list the licensing body and the facility as additional insured.
  • Advertising: This can usually be done on social media without much extra cost, flyers at local tack stores and word of mouth.
  • Photographer: Not necessary but nice to have for future promotion
  • Videographer: Competitors would love this if you can find someone to do this.  They might even pay for it.

Ways to spread some of the show costs out would be to host two one day shows or have a clinic prior to the show. This will allow you to spread the travel costs over more days.

To add up the numbers you are into the show for around $2000+ for a one-day show.

What are some of your time commitments as a host / show secretary?

  • Booking facility (make sure they have a sound system available)
  • Licensing application
  • Hiring Judge
  • Judge Travel arrangements
  • Securing Sponsors if you want/need to go that route
  • Registration forms and processing (hard to put a time on this due to all the questions you’ll be answering, paperwork, etc. This is for sure is where you spend most of your time answering questions, chasing down release forms, coggins and payment.) You will also need to set your pricing before you put out your forms – be careful here. We always try to make the shows as inexpensive as possible, however, we need to make sure we cover our expenses. At the onset, you’ll have no idea how many riders will register so you have to guess and hold your breath.
  • Purchasing Awards
  • Advertising – getting the word out to fill your show.
  • Organizing Volunteers and training if needed (this could take a considerable amount of time if it’s your first show)
  • Have Farrier, Vet and Medic on call
  • Show Score Sheets (you will need to fill out score sheets for each rider for Dressage and EOH and then Speed rides go on one sheet by level. The EOH and Speed sheets cannot be filled out until you have the Course Maps from the judge.
  • Order of Go – put together an order of go for the Dressage rounds. Typically, we keep EOH and Speed in same order of go as there are usually people riding more than one horse that need time to get them ready between their rounds.
  • Gathering Office/Judge/Scribe materials (calculator or computer, black and red pens, clip boards, printer and extra paper to make copies of score sheets)
  • Posting Course Maps – rule book states the course maps must only be posted 2 hours prior to the EOH and Speed rounds but often they are emailed prior to the show so this takes time as well.
  • Decorations – not a requirement but make some pretty pictures
  • Post/Report show results (time depends on if the show is licensed with one or both organizations)

 What are we missing?

Oh, one of the most important things – the OBSTACLES!  Do you have your own obstacles? Does the facility have any obstacles? Do the obstacles meet the requirements in the US rules? If the facility doesn’t have obstacles make sure to plan a day to haul them back and forth from your place to theirs and find a few volunteers to help.

Our intent here wasn’t to scare anyone off but help you understand some of the show planning process and financial side of Working Equitation shows.  Show hosts/managers work hard behind the scenes and take the financial risk. They could all use your support – so suit up, show up and lend a hand to those willing to put on the shows.  The more competitors, the more shows that will be hosted and the odds are better that one will be in your back yard someday.

As Wayne Hipsley, S Carded Working Equitation Judge, says “WE NEED WE RIDERS.”

For more information on shows and hosting see USA rules at either WeUnited or the Confederation for Working Equitation.