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STRIDE SHOW MANUAL, January 2013STRIDE 2013 Show Manual - Important Contacts Sandra Trussell, Show Secretary: Cell (407) 491-6590, LTruss7558@aol.com Fiona Delfino, Volunteer Coordinator, Cell (603) 359-0150, hhecfl@gmail.com Lisa Walsh, Equipment Manager, Cell (352) 812-1262, lisawalsh@embarqmail.com Ellen Ettenger, FL Horse Park Events Manager, Cell 615-6460,events@flhorsepark.com Shawn Doherty, FL Horse Park Manager, Cell 454-9407 Mark Hackney, Park staff, Cell 342-8202 (arena setup, etc.) Hellena Smejda, STRIDE President, Cell 875-8156, hellenas@mac.com Nicole Turner, food concession stand, Cell 603-0073, nicoletblt@aol.comSTRIDE Show Manual - Table of ContentsPages 1-2: Introduction and General Duties & Coordination (overview)Pages 3-6: Show Manager Duties (detailed)Pages 7-9: Show Secretary Duties (detailed)IntroductionSTRIDE holds 5 schooling shows per year. While shows are open to the general public,members can qualify for year-end awards by entering a minimum of 3 shows, as describedin the club’s Omnibus, which is published on the website (www.STRIDEdressage.org) atleast one month prior to the first show of the season.Three people must coordinate activities to hold a successful schooling show: the VicePresident, the Show Manager and the Show Secretary. Each person has specific duties asdescribed below, and a successful show occurs due to the seamless coordination amongthese people. Many volunteers are essential to carry out specific duties, but themanagement of the show (before, during and after) lies with these three people. Inaddition, an Equipment Manager assures that needed equipment is at hand.General Duties & CoordinationVice President: While STRIDE’s Board of Directors works together to establish the showdates (generally in the summer or early fall of the preceding year), the VP is responsiblePage 1 of 9

STRIDE SHOW MANUAL, January 2013for maintaining the inventory of ribbons, obtaining trophies and hiring the judges for the 5schooling shows. Judges for ridden dressage may be USEF recognized or L graduates.Judges for driven dressage may be the same as for ridden dressage or ADA/USEFapproved driving judges or other individuals determined qualified by the Board ofDirectors. Judges for Trail, Dressage By The Letters or other versatility classes do notneed these qualifications but should be considered knowledgeable of the requirements toofficiate appropriately. The Vice President and Omnibus show committee appointed bythe Board are responsible for preparing/publishing the show prize list. The STRIDEOmnibus prize list is published on the website (www.STRIDEdressage.org) at least onemonth before the first show of the calendar year.Show Manager: The show manager (SM) is responsible for the overall conduct of ashow. Each show may have a different SM. The show manager works with the volunteercoordinator to obtain and assign volunteers. The SM designs or delegates responsibilityfor the design of the trail course and cones course and set-up of such. The SMcommunicates with FHP food concessionaire regarding the show date, start time andprovides a list of volunteers/workers who are entitled to receive free food. The SM isresponsible for preparing, printing and copying the program (day sheets provided by showsecretary). Additional details of SM responsibilities are described in the attacheddocument (Show Manager Duties).Show Secretary: The show secretary (SS) receives entries, enters data into Fox Villageand schedules the show. The SS provides day sheets to the SM. The SS assigns stalls (ordelegates this to a Stable Manager) and ensures that a stabling chart is posted the daybefore the show. The SS coordinates and obtains tests, scribe boxes, ring steward sheetsand scorer’s equipment. The SS tabulates results, enters into the Fox Village software, andposts the results at the show in a timely manner (by volunteers under supervision of SS).The SS determines daily championships. After the show, the SS submits results to thewebsite and newsletter editor. The Board may designate an individual the duties ofmaintaining scores for year-end award purposes; the SS submits the results to thisindividual. Additional details of SS responsibilities are described below in the section onShow Secretary Duties.Equipment Manager: STRIDE owns an equipment trailer that holds necessaryequipment for the shows, including cones, standards and poles, signage, etc. TheEquipment Manager (EM) ensures that the trailer is at each show when needed and isappropriately stocked. If equipment is damaged or lost, the EM will communicate withthe board to replace or repair.Page 2 of 9

STRIDE SHOW MANUAL, January 2013STRIDE Show Manager DutiesThe Show Manager is responsible for the smooth running of everything outside of theShow Secretary’s office.The Show Secretary packages all officiating materials and supplies for each officiatingstation (tests, clipboards, score sheets, stop watches, pens, etc.). These packages picked upat the office by designated ring officials.What to do in the month before the show1) Work with Volunteer Coordinator to make sure that there are volunteers for everyposition, all day long. Here are the volunteers that are needed:2 SCRIBES - one for each judge2 RUNNERS to get score sheets from judges to office2 Gate stewards – one for driving arena, one for riding arena2 Cones setters for cones class (they also measure wheel base of carriages)1 Timer/Scorer for cones arena2 Cones setters for Dressage by the Letters2 Volunteer judges: one for or trails class, one for Dressage by the Letters1 Timer/Observer for Dressage by the Letters2 Jump setters for Prix Caprilli2 Test scorers (Dibbie manages them; if AM & PM shifts need more)1 Stable manager1 Assistant Show ManagerTotal: 20 volunteers plus Show Manager2) Get someone to design the cones course.3) Contact the judges and ask that they arrive by 7:30AM (get contracts from STRIDEVP).4) Confirm who will design and set up the trails classes. Ask for designs by Saturday soyou can make copies to post on the bulletin board.5) Order lunches for volunteers and judges from the onsite concessionaire. (Nicole Turner,nicoletblt@aol.com, 352 603 0073).6) Coordinate with Park food concessionaire to be open from breakfast through end ofshow. Contact: Nicole Turner, nicoletblt@aol.com, 352 603 0073Page 3 of 9

STRIDE SHOW MANUAL, January 20137) Purchase snacks for judges (fruit, candy), and plenty of water and electrolyte bottles forjudges, volunteers and competitors. Bring to park on Saturday.8) Confirm delivery of STRIDE show equipment: cones and balls and measuring sticks,judges coolers, ice tubs for ring entrance gates, etc.9) Contact the Treasurer to arrange for checks to pay judges and concessionaire.What to do on Saturday before the Sunday show1) Noon: Make sure that the Stable Manager posts the stabling chart at stalls. ShowSecretary will know who is expected to arrive on Saturday.2) At 2:30 be at stabling to check Coggins forms and signed Park release forms (whichshould have been mailed in with entries). Every person on the ground must sign a Parkrelease form (even non-competitors), so bring along a stack.3) Remind competitors that stalls must be stripped entirely when they leave, or their stallcleaning deposit check will be cashed.4) Get complete list of volunteers with cell phone numbers and time of arrival fromVolunteer coordinator. Get “Angels” sign-in book from Volunteer Coordinator. Toreceive their credit vouchers, volunteers must sign in on Sunday.5) Get cones course design and trails classes designs and make enough copies forparticipants to pick up when they sign in, plus additional copies to post on bulletin board.Give the copies to Show Secretary to hand out when competitors pick up their packets.6) Bring snacks and water for judges. Place the ice, water and electrolyte drinks andjudges snacks in the refrigerator in show office.7) Bring water for competitors (to be handed out at arena, especially on hot days). Usuallythree flats of 24 each will be enough.8) Inspect arenas for safety (loose boards sticking out along perimeter; nails sticking out ofjudges boxes, etc.).Page 4 of 9

STRIDE SHOW MANUAL, January 20139) Check placement of judges boxes: On centerline? Room for horses to pass between boxand arena rail? Check that there are chairs for judge and scribe. And that there are no beesor ants in the boxes.10) Check that arenas are the correct size and that letters are placed correctly. You cancount the number of rails on width and length.What to do early Sunday before the show starts1) Bring:• Ant spray (for judges boxes)• Sun block and hat• Hammer• Tape or wheel for measuring• Your cell phone and charger• Charts showing dimensions of arenas: small and large for riders, and drivingarena2) 6:45: Be at show office (coordinate with Show Secretary)3) Post volunteer list on bulletin board and in show office. Make sure that volunteers sign“Angels” book (so that they can be awarded STRIDE credit vouchers). Make sure eachvolunteer knows what and when they will be helping. Give them water and lunchvouchers. Note: Volunteer coordinator may have already written out the coupons whichyou can give to the volunteers. (Note: Show manager gets 2 credits, equal to $40.)4) Introduce yourself to the judges. Give them your cell phone number. Give them theirsnack packs and water.5) Post Cones course design and Trails course designs (ridden and driven) on official showBulletin Board.6) Place water and ice in tubs at entrance gates. Replenish throughout the day.What to do during the show1) Drive or walk around to all competition arenas and trail area to check that all isworking right and that all volunteers are in place. At least once check stabling area.2) Smile. Be friendly. Be helpful. Be visible. Introduce yourself. Ask competitors andvolunteers whether everything is OK and whether they need anything. Answer questions.Page 5 of 9

STRIDE SHOW MANUAL, January 20133) Carry your volunteer list with mobile phone numbers so you can call as needed.4) Carry the ride times printouts so you can answer questions.5) Keep competitors and volunteers hydrated: hand out water freely. Replenish water andice in tubs at arena gates, especially in the PM.6) Check for competitor scratches (cacnellations and no-shows) with show secretary. Letring stewards know to ask judges whether competitors can move up into no-show orcancellation time slots.What to do after the show1) Pay judges and concessionaire and volunteers (i.e., whoever picked up ice, water, etc.)2) Make sure that club equipment is picked up by Equipment Manager. (Cones, balls,measuring sticks, trails class stuff)4) Coordinate closing of office with Show Secretary (help load truck, etc.).5) Check stabling area; write down the number of each stall that was not used, and of eachstall that was not completely stripped. Notify Show Secretary.Page 6 of 9

STRIDE SHOW MANUAL, January 20134) Prepare show results and send to appropriate person for web site posting, newsletter,FHP posting5) Send detailed results spreadsheet to designated STRIDE person for calculatingstandings (include membership status of competitors)6) Mail residual ribbons and prizes (e.g., Ch and RCh ribbons that were not picked up)7) Clean up show tubs, inventory ribbons, tests, office supplies.8) Store show tubs, computer, printer, for next show9) Purchase ribbons, tests, office supplies as neededPage 9 of 9