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.
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.
It was a busy day at Stable View Oktoberfest in Aiken, South Carolina as all FEI divisions and a few national divisions kicked off their competition weekend, including the 2023 USEF/USEA Developing Horse Eventing National Championships. Both the 6-year-olds and 7-year-olds got their chance to shine down the centerline at the start of the day, with the 7-year-olds also giving their best effort across Michael Vallaincourt’s show jumping track later this afternoon.
The USEA Eventing Coaches Program (ECP) has initiated a renewed focus on the diverse challenges coaches in various regions of the country may be facing. To this end, the program is in the process of enlisting representatives in each of the 10 USEA areas to help guide the program as warranted for the unique needs of each specific area.
The United States Eventing Association (USEA) has opened nominations for the annual appreciation awards through Oct. 29. This is an opportunity for the sport to recognize those horses and riders who excelled in eventing throughout the year. It is also an opportunity to recognize and honor the very important people who have served the sport tirelessly both in a non-riding capacity and riding capacity during their golden years.
Anticipation for the 2024 USEA Intercollegiate Eventing Championship and inaugural USEA Interscholastic Eventing League (IEL) Championship is growing, and the host venue, Stable View, is up for the task of making both events an unforgettable experience for all involved. For the first time, the Intercollegiate and IEL program championships will be hosted on the same weekend at the Stable View H.T. in Aiken, South Carolina, on May 4-5, 2024, creating greater unity between the programs and demonstrating a clear pipeline of participation in the sport from grade school through college and beyond.