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Introduction to Show Management

 

This session is a practical introduction to planning and running a working equitation show. It walks through the main decisions, timelines, and roles involved in putting on a one‑day or schooling show so you can understand what’s happening behind the scenes—and decide whether you’d like to help.

Big picture: what’s involved

 

  • Decide your goal for the show (local opportunities, community, promotion, fundraising, etc.).

  • Choose the type of show: schooling show (simpler, more flexible) or licensed show (more rules and reporting, but points and qualifying scores).

  • Start early: 4–5 months out, form a show committee, pick a date, and choose a venue.

  • Build a realistic budget first so you understand the financial risk and expected income.

  • Line up a suitable facility with adequate arenas, parking, stabling, restrooms, and office space.

  • Hire required officials (Judge and TD for licensed shows) and confirm contracts, travel, and lodging.

  • Recruit key volunteers for secretary, scribe, tabulator, announcer, gate and paddock stewards, arena crew, runners, and barn management.

  • Apply for a USAWE license (for licensed shows), secure event insurance, and start promoting.

  • Create clear entry information and forms, including contact details, refund policy, and required rider/horse numbers.

  • Plan awards, ribbons, sponsorships, and any hospitality or gift items.

Scroll down to view the webinar or click here for the AI Notes:

JUNE 16 Webinar with Amy Star

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Introduction to Show Management

Quick reference checklist

Use this as a simple overview of the flow:

  • 3–4 months out:

    • Form show committee and choose date.

    • Build budget and select venue.

    • Apply for license (if licensed), hire officials.

    • Announce the show and start promotion.

  • 6–8 weeks out:

    • Publish entry form and prizelist.

    • Continue promoting and recruiting volunteers.

    • Order ribbons and any special awards.

  • 2–3 weeks out:

    • Confirm entries and payments.

    • Inventory obstacles and finalize course design with Judge/TD.

    • Confirm volunteers and send role descriptions.

    • Email logistics info to competitors and volunteers (directions, maps, schedule, office hours).

  • Week of show:

    • Finalize schedule and order of go.

    • Print score sheets and office materials.

    • Set up dressage court, EOH course, office, and signage.

  • Show day:

    • Manager is first on grounds, greets officials and volunteers.

    • Keep the day on time, solve problems quietly, delegate posting results and handing out awards.

    • Thank officials, sponsors, volunteers, and competitors.

  • After the show:

    • Pay officials and settle facility costs.

    • Submit required results and reports.

    • Send thank‑you messages.

    • Review what went well and what to improve next time.