Jul 23, 2022

5 Ways to Save Time as an Eventing Organizer

USEA/ KTB Creative Group photo

The following is provided through a partnership between STRIDER and the USEA. As part of our commitment to diversity, enabling access, and building capacity throughout the industry we are pleased to provide this content to benefit the sport of eventing.

To organize a successful horse trial, combined test, clinic, or cross-country schooling day involves good management of many moving parts.

As an organizer, it’s important to remember that your time matters. Having a variety of methods in your event management toolbox can help quiet the organizational chaos. Check out these five tips to save time (and boost revenue) as an eventing organizer.

1. Have a Plan (and then another)

    Work backwards from the date of your event and create a timeline. This is helpful for everything from communications to the ordering of supplies.

    Remember: Taking a few minutes to create a backup plan for weather and other logistical nightmares can save you time in case of an emergency. Your insurance company may also require you to have a written emergency plan.

    2. Clearly Define Policies, and Stick to Them

      Decide early on what your late entry, cancellation, weather, and refund policies will be. Then, stick to them. Be sure to clearly define and outline these policies in an easily accessible place for participants entering your event.

      Remember: Your time is valuable. Handling horse and rider changes after your closing date, adding late entries, and processing refunds can take up a great deal of time. To set and enforce policies can save you a great deal of headache as an organizer, while also making things as clear as possible for your participants.

      3. Automate Where You Can

        Schedule social media posts announcing your event, entry open date, and entry closing date in advance. Business suite from Meta (or Facebook) has a handy scheduler that enables you to publish to multiple social media channels at once. You can similarly schedule email invitations and entry reminders through programs such as Mailchimp or ConstantContact.

        Automated, digital processes are more efficient than paper. Take time to consider the paper processes you currently have in place and research some tech you can adopt to save time.

        Remember: Online entries, digital payment tools, and electronic waiver services are great ways to streamline processes for yourself and for riders. Not every tool will work for every organizer. It’s important to evaluate solutions that will work for your event’s goals and are within your budget.

        4. Communicate Clearly

          Answer Frequently Asked Questions (FAQs) in advance. Make it easy for riders to find trailer-friendly driving directions, ride times, your facility’s dog policy, and answers to other logistical questions. Post these answers somewhere public so you won’t have to answer them by text and email.

          Take advantage of your scheduled emails to remind folks of closing dates, your facility’s policies, and other important details.

          Remember: You’ll save hours when you eliminate random texts, calls, and emails from participants that distract from your day.

          5. Delegate

            Remember: It takes a village! Hire an expert, coordinate volunteers, or phone-a-friend to assist with pre-event details.

            Streamlined processes, clear communication, and teamwork allow organizers to focus on the details that make their events so special. Time matters. To implement policies and tech to save hours in paperwork hassle can go a long way.

            As participants, it’s key to be as respectful as possible of policies and processes in place that enable these events to continue. Regardless of where you’re headed this season: thank your organizers, thank your volunteers, and of course – thank your horse.

            STRIDER is the leading entry platform across disciplines for the equestrian industry.

            From enabling riders to discover and book the perfect opportunity to helping equestrians across the industry grow and run their businesses, STRIDER fosters connections to top-tier experiences. Please visit www.striderpro.com to learn more about the suite of software products and services available.

            Connect with STRIDER on Facebook, Instagram, or LinkedIn.

            Dec 02, 2022 Sponsor

            Ride iQ Renews Partnership with the USEA

            The United States Eventing Association, Inc. (USEA) is pleased to announce the return of an official USEA Educational Collaborator, Ride iQ. Ride iQ is a mobile app that allows riders to take audio lessons with top coaches while they ride, an opportunity that hasn’t existed before. In 2023, the USEA will partner with the company to offer exclusive content in collaboration with the USEA’s Eventing Coaches Program (ECP) and the EA21 program, as well as creating other unique educational opportunities.

            Dec 02, 2022 Sponsor

            STRIDER Returns as USEA Educational Partner

            The United States Eventing Association (USEA) is delighted to announce a renewed partnership with STRIDER for 2023. STRIDER will return as an ‘Official USEA Educational Partner’ to enable unique educational benefits and professional opportunities for eventing enthusiasts.

            Dec 01, 2022 Convention

            Rebecca Farm Returns as Gold Sponsor of the 2022 USEA Annual Meeting & Convention

            The United States Eventing Association, Inc. (USEA) is pleased to announce the renewed partnership with Rebecca Farm, as they return as a Gold Level Sponsor of the 2022 USEA Annual Meeting & Convention and the Official Sponsor of the Annual Meeting continental breakfast. The 2022 Annual Meeting & Convention will take place next week on December 7-11 at the Hyatt Regency Savannah Hotel in Savannah, Georgia.

            Dec 01, 2022 Convention

            USEA Announces Event Riders and Officials Town Hall at Convention

            The United States Eventing Association (USEA) is pleased to announce that the Eventing Riders Association of North America (ERAofNA) and Eventing Licensed Officials Committee (ELOC) will be hosting a very special Town Hall forum at the 2022 USEA Annual Meeting and Convention next week. This year’s Annual Meeting and Convention will be held at the Hyatt Regency Savannah Hotel in Savannah, Georgia across December 7-11, and will also include the USEA’s Eventing Hall of Fame gala and celebration.

            Official Corporate Sponsors of the USEA

            Official Joint Therapy Treatment of the USEA

            Official Feed of the USEA

            Official Saddle of the USEA

            Official Real Estate Partner of the USEA

            Official Equine Insurance of the USEA

            Official Forage of the USEA

            Official Supplement Feeding System of the USEA

            Official Outerwear of the USEA

            Official Competition & Training Apparel of the USEA