orgainsing a horse show

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horsey mad matt

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i would like to run a charity gymkana and small horse show this summer and want to get a much advice, information and hints from people that know about so if you could help me that would be great i have a basic idea of what is needed but just need the inportant info like insurance and licences needed.
thanks in advance HHM :D
 
I used to organise them at a livery yard a couple of years ago. You need events insurance - local NFU type broker can assist with this. Obviously you need permission for using the location - also make sure it is sufficiently secure and that there are clearly roped areas for warmup and any rings and a defined area for parking. Get sufficient signage done!

See if you can get any sponsors - local tack shops, livery yards etc are normally good if given enough notice (get onto them now!!) Get some nice rosettes - people may not be expecting lots of prize money at a charity show but a nice rosette and some token prizes will be really well received. Shop around for these too as prices and quality can vary considerably.

Make sure you have a good choice of classes - something for everyone. Get a decent schedule drawn up and drop into yards and tack shops. Also post on Riding Diary etc so people can find out about it.

You then need a team of willing helpers (keep them fed and watered to keep them happy) and a entries/commentary box. We doubled up with this - took entries from one end of a caravan and commentated out the other end - worked really well and speeded up results too.

There will be lots of other stuff too - hopefully some others can add to the above :)
 
Research. Look at what local horse shows put on, charge services they use, prizes they give ect. Insurance is soooo important, if you take it out you won't need it, if you don't the chances are you will. Make sure you have enough pairs of hands available to run rings ect and look after your judges if you are having classes.
 
Echo what others have said, plenty of toilets, and lots and lots of helpers! Including someone to marshall the parking, otherwise you get idiots making a right mess of it, blocking each otherin, parking so that ramps can't be lowerd etc etc. Make sure that all your stewards know exactly what is expected of them and that they have a right/duty to stop bad behaviour, dangerous practice etc and to ensure the rules are followed, it is worth having a pre show supper meeting for this to be discussed.
Good luck and make sure that you have people on hand to clear up after the event :)
 
2 Good books

A Pony Club Publication - Gymkhanas and Rally Games

The handbook of showing - Glenda Spooner - published by Allen

Our pony club runs shows regularly and have 'recycled ribbon days' we ask people to give their ribbons/rosettes and that way you don't have to buy ribbons so you have more money to give to the charity.

Much of the work is done before the show, sometimes we get judges to bring their own steward.
 
Cazzah said:
I used to organise them at a livery yard a couple of years ago. You need events insurance - local NFU type broker can assist with this. Obviously you need permission for using the location - also make sure it is sufficiently secure and that there are clearly roped areas for warmup and any rings and a defined area for parking. Get sufficient signage done!

See if you can get any sponsors - local tack shops, livery yards etc are normally good if given enough notice (get onto them now!!) Get some nice rosettes - people may not be expecting lots of prize money at a charity show but a nice rosette and some token prizes will be really well received. Shop around for these too as prices and quality can vary considerably.

Make sure you have a good choice of classes - something for everyone. Get a decent schedule drawn up and drop into yards and tack shops. Also post on Riding Diary etc so people can find out about it.

You then need a team of willing helpers (keep them fed and watered to keep them happy) and a entries/commentary box. We doubled up with this - took entries from one end of a caravan and commentated out the other end - worked really well and speeded up results too.

There will be lots of other stuff too - hopefully some others can add to the above :)
Click to expand...

would you possibly be able to post a link to the area of the NFU website where i can find information on events insurance as had a look and couldn't find the right bit!
 
We (a committee) held a show in September. I had never been involved in organising a show before but the rest of committee had done a few.
NFU insurance for the day was approx £300 for approx 1000 people attending.
A big help is PA box with a set of walkie talkies - each steward in each ring has one and is in communication at all times.
A runner then needed to go from entries to rings with your entry paperwork.
Lots of people to help on the day is good.
We asked for sponsorship from local companies for just £20 per class and got sashes for all First places printed with the sponsor name. We had approx 30 classes and I got sponsorship for all and a bit extra.
Advertise well. Get some banners and put them in prominent positions. Riding Diary and Facebook - whether you love it or hate it, its a good way to advertise.
Get some tradestalls there, icecream, burgers etc. as that brings in the people without horses as well.
We had a hugely successful day - raised over £1500 and donated £1000 to Yorkshire Air Ambulance.
Any other info just ask. It was a hugely rewarding thing to do and we are putting on another one this year.
 
I'm part of a small team that runs quite a large local show in Wiltshire, we use NFU for insurance., although it's best to call and talk it through with them.

The more helpers the better. We never have enough! We have 2x big jumping rings, clear round, WH ring, 2x showing rings, dressage field and a gymkhana so need lots of people!

Marquee's can be expensive, so may be cheaper buying/borrowing a double or triple gazebo or something?

Catering & trade stands can generate more income too.

We work very hard on getting every class sponsored, we get from £25 to £300 depending on size of advert on the schedule etc.
A PA set up with walkie talkies is a life saver too!
 
Need some sort of first aid cover too. Possibly even paramedic/ ambulance cover on site, depending on how much showjumping is going on.
 
You normally have to pay for First Aid cover it isn't usually done for free even by St Johns.

If you have any local friendly riding clubs they may be able to help you with loaning equipment and giving advice if you aren't going to clash with any of their events (important to check you won't clash with other local popular events generally).

You really need to cost out everything you will need to hire or buy and have to be careful though as if you for example have a total wash-out you may lose any money you have spent. You can insure your event for such losses but that can really eat into your profits and you may lose money anyway e.g. any excess or expenses not covered by the policy of course 3rd party liability is a must

Don't want to be a party pooper but I have to say a lot of showing shows at least around here seem to be poorly attended these days and if it rains no-one turns up as entries are often taken on the day.

Good luck! :)
 
horsey mad matt said:
i would like to run a charity gymkana and small horse show this summer and want to get a much advice, information and hints from people that know about so if you could help me that would be great i have a basic idea of what is needed but just need the inportant info like insurance and licences needed.
thanks in advance HHM :D
Click to expand...

I did one
are you going to offer first aid? as in ambulance

the you need to state this.


If i post my schedule then you can doctor it how you like .

here are the rules of entry



Conditions of entry:
1.. Horses or ponies must be the minimum age of four years. . 2. Refunds will be made on receipt of S.A.E. with vet or doctor’s certificate
3. A correct fitting hard hat must be worn when mounted as must body protectors
4. The Organisers and owners of the land accept no liability for any loss or damage to property owned used or loaned to competitors, spectators, vehicles, animal’s officials or property. However caused. This is a condition of entry
5. We reserve the right to refuse and an entry without stating the reason
6. Any Persons seen to abuse or mistreat a horse or pony will be asked to leave the show.
7. No dogs allowed on the premises
8. Fawn buff or white jodhpurs to be worn.
9. If any person lodges an objection on the day of the show, such an objection should be made in writing to the secretary within half an hour of the incident
10. In the interest of safety the show organises reserve the right to lower the jumps taking into account the weather conditions
11. Children must be supervised at all times.
12. Rosettes to 6th place
13. NO SMOKING ON THE PREMISES
14. Visitors must not enter cordoned off areas
15. Riders entering class 4 cannot enter another jumping class
16. Every effort is made to stick to the times
17. All competitors must have third party liability insurance
to cover their horse/ pony
18 Entries on the day £ 1 extra
19. Entries for competitors under 18 must be signed a parent or guardian





ENTRY FORM:

All classes unless otherwise stated on the schedule:


Show date:……4th July…2010……………

CLASS RIDER HORSE ENTRY FEE










Total £ .
Name:……………………………………………………………………...

Address:……………………………………………………………………

………………………………………………...........................................

....................................................................................................................

Post code:………………….

Home telephone:………………………………………………………......

Mobile:…………………………………………………………………….


Email :........................................................................................................

Signed .....................................................................................................


Telephone in case of emergency.................................................................
I agree to abide by the Conditions of Entry as published in the schedule for the event.

Signature______________________________________ Date_____________________
( to be signed by Parent or Guardian if Rider is under 18 years)





Dressage £ 10 per entry
Jumping classes £ 6 per entry
Cheques made payable to “................................”
Once an entry has been made, withdrawal will entail forfeiture of that fee,
Unless a valid vet/doctors certificate is produced.
Neither ..........................., nor any of its representative or staff shall be
held liable for any accident, injury or damage or loss whatsoever,
Howsoever caused to any person animal or property at any time.
Entry constitutes an agreement to be bound by yard rules.
Post entries to ............ Please note there is No first Aid on the premises on the day of the show
There is a w/c
shoot me a pm if you want any more details
 
Last edited:
Re. First Aid
We got a friend who is a paramedic to be at the show with her kit. She couldn't be in her uniform and obviously not with ambulance. She was not allowed to take any money or gifts of any kind for doing this but we bought her lunch and refreshments throughout the day.
She had a quiet day thank goodness!!
 
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