Event Show Organizers

[beowulf]

As most probably know, there is a dearth of show organizers in eventing. Probably because organizing a show is so damn hard and time consuming. Anyone on COTH an event show organizer?
What do you wish you knew going in?
Any tips or trades?
Any particular programs you guys are using to expedite or make organization of the show easier, particularly in relation to start times? (Wondering if this is something you could utilize AI for…)

It’s such an enormous undertaking, my head spins a little just thinking about it.

[Mack_the_Knife]

How much time do you have??

I have extensive experience with horse trials, dressage shows, combined driving events and Polocrosse tournaments.

Hire/coerce/blackmail good people to work under you. Figure out what your vision for your event is, give your staff clear directions and timelines and let them do their jobs. Good phase chiefs, secretary, volunteer coordinator can make your life so much easier.

Event Entries is about as good as they come with regard to the “paperwork “ end of it. Does everything from entries to scheduling to scoring to creating reports.

You will make yourself nuts if you try to do it all yourself, so don’t. Hire good officials who are willing to get their fingernails dirty.

It’s a daunting thing, but there is nothing better than watching the first horses go down the center line or out of the start box, it’s such a sense of accomplishment. Lasts right up to the time the last horse is done and you realize you have to clean everything up!

[grzywinskia]

Former fei event organizer here. My advice, run.

[Joyrider]

Horse show manager here…trash control and plentiful bathrooms are items near the top of the list - lol.

[beowulf]

This would be for a long-running schooling venue - thankfully, no FEI involvement.

[Janet]

Delegate!

[ThreeTerriers]

Apologies if this is hijacking your topic, but how are you all getting into organizing shows? It’s something that’s crossed my mind as good show organizers are few and far between these days. I assume the best way is starting with a smaller (still important) position like volunteer coordinating? Or maybe shadowing a show organizer?

[beowulf]

@ThreeTerriers

Apologies if this is hijacking your topic, but how are you all getting into organizing shows? It’s something that’s crossed my mind as good show organizers are few and far between these days. I assume the best way is starting with a smaller (still important) position like volunteer coordinating? Or maybe shadowing a show organizer?

In my position, exactly that. Volunteering, one thing leading to the other. Many long time organizers are ageing out or needing to step back, leaving people to fill their shoes. Sometimes people don’t, and that is how we lose events.

[quietann]

If I end up retiring, I’d take on more volunteer work, maybe even running something eventually. Way back in my teen years, I served as show secretary for guinea pig shows, of all things!

[spacehorse]

Get involved with a local club/GMO that hosts shows. You will be able to get your feet wet a little bit at a time.

[Bensmom]

@Mack_the_Knife

How much time do you have??

I have extensive experience with horse trials, dressage shows, combined driving events and Polocrosse tournaments.

Hire/coerce/blackmail good people to work under you. Figure out what your vision for your event is, give your staff clear directions and timelines and let them do their jobs. Good phase chiefs, secretary, volunteer coordinator can make your life so much easier.

Event Entries is about as good as they come with regard to the “paperwork “ end of it. Does everything from entries to scheduling to scoring to creating reports.

You will make yourself nuts if you try to do it all yourself, so don’t. Hire good officials who are willing to get their fingernails dirty.

It’s a daunting thing, but there is nothing better than watching the first horses go down the center line or out of the start box, it’s such a sense of accomplishment. Lasts right up to the time the last horse is done and you realize you have to clean everything up!

What she said! (@Mack_the_Knife is great to work with when she’s an official at your show too – she knows her stuff!)

Having an overall plan/structure with everything you will need to do and finding the right people to help you do it is the best advice. You cannot do everything yourself, so finding the right people you can trust and then allowing them to do their jobs is crucial.

As far as learning how to determine what you will need to know, so that you know enough to create a plan – absolutely volunteer. Volunteer Chair somewhere is a great way to learn all the aspects of a show and how to put it on, and it is also excellent for determining whether you are cut out to manage that many different personalities. I can also recommend volunteering in any capacity someone will let you in the show office, and listen, learn, and watch. You will be surprised at what you can learn in handing out dressage tests, answering questions, and swapping out and charging show radios.

Putting on a well run event is very satisfying, and if you’ve done a good job, no one will have any idea how hard you worked to make it all happen!

[faybe]

I was a Volunteer Coordinator before moving into Comp Manager/organizer. IMO I think the VC job is harder!

[luvmyhackney]

Is there volunteer opportunities under a show organizer? I’d love to do this and learn from a seasoned professional show organizer but feel I just don’t know the right folks to get started.

[tnf007]

Dozens of people / places would love to have the help, you just have to ask. Some will say no at first (perhaps they are not so good at delegating… or perhaps the got played by ’ all talk / low results) but keep putting feelers out in you area and offer to do the grunt jobs that no one else wants.

And - think about offering to help for 2-3 days, or a week, before the show actually starts when the volume of work can be huge and folks have not arrived. Or stay to help AFTER the event is over, when folks duck out and the organizer is alone taking down or putting away dressage arenas or entire jump courses / flags/ banners / trash - all by themselves! Expect long hours, meals will be few and far between, hot showers might be rare and smoke breaks non-existent. The regular crew at any event will notice your efforts and then pass your information along to other events that need help (it’s more like a traveling circus family - Eventing Wallendas) if they see that you are making everyone’s life easier.

If you are expecting to move into the cushiest jobs the first day, where you can come in late and leave early, organizing is not for you, jus sayin’