United States Eventing Association

Effective Communication with Horse Show Organizers: Best Practices for Riders

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.

Effective communication between riders and horse show organizers is crucial for a smooth and successful competition experience. Clear, polite, and well-organized communication not only ensures that your requests are properly handled; but also helps maintain a positive relationship with organizers and helps the longevity of the sport. The team at STRIDER has compiled some best practices riders can employ when communicating with show management teams.

1. Use the Correct Platform & Communication Modality

Always use the preferred communication modality specified by the show organizers. Many horse trials utilize platforms like STRIDER, Event Entries, StartBox Scoring, as well as email for managing entries, questions, and updates. Ensure you are familiar with their specified platform’s features and use appropriately. For example, STRIDER has a handy “notes to organizer” section in which you can add any special requests, and the organizer will see that information at a glance with the rest of your entry.

Check and see how your organizer wishes to receive communication from you. Do they prefer email? It’s unlikely they want to receive a Facebook message or a text from you regarding your entry!

2. Be Clear and Concise in Your Messages

When sending messages to show organizers, whether by email or through an online platform, ensure your messages are direct and to the point. Clearly state your questions, requests, or concerns in a well-organized manner. Avoid vague messages that may require multiple follow-ups.

3. Include All Necessary Information at Once

To minimize back-and-forth communication, include all relevant information in your initial message. For entry changes, provide the horse’s name, rider’s name, class numbers, and any other necessary details. For questions, be specific and provide any context needed for organizers to assist you.

4. Use Clear Subject Lines

When using email, your subject line should clearly indicate the purpose of your message. For example, use subject lines like “Entry Change Request for [Competition Name] for [Horse and Rider Name]” or “Question Regarding Show Schedule.” This helps organizers quickly understand the nature of your inquiry.

5. Respect Response Time & Be Professional

Keep in mind that show organizers manage numerous inquiries, especially as the competition date approaches. Allow reasonable time for a response and avoid sending multiple follow-up messages.

Always maintain a polite and respectful tone, even if you are facing a problem or have a complaint. Remember that organizers are working hard to ensure a successful event for everyone.

By following these guidelines, riders can foster clear, efficient, and respectful communication with horse show organizers, ensuring a smoother experience for everyone involved and supporting the future of eventing.

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