United States Eventing Association

Preparing for the Upcoming Eventing Season: 5 Essential Tips for Organizers

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.

Spring and summer are on the horizon. As rider’s calendars begin to fill with horse trial, clinic, and schooling outing dates, organizing teams are busy with preparations to ensure smooth operations and a great experience for participants, horses, and spectators. From unpredictable weather to more sustainable show-day practices and new ways to leverage technology, here are six essential considerations for organizers from the team at STRIDER.

1. Keep communication clear & accessible

Clear communication is vital for smooth event operations. Participants will need to know schedules ahead of time, venue layouts, and of course be kept informed of any last-minute changes. Organizers can leverage multiple channels for clear communication including email programs and social platforms. Also consider if there is cell service at your venue—can your participants clearly communicate with one another?

2. Prepare for all weather conditions

Spring and summer can bring somewhat unpredictable weather. It’s key to have contingency plans in place for things like alternative parking in case of extreme rain or even having a “weather date” in place before the event for worst case scenarios. It’s also extremely important for organizers to have policies in place and made clear to participants regarding cancelations due to weather and availability of refunds.

3. Prioritize safety

Because the welfare of the horses and safety of participants are absolutely paramount, it’s important to take extra time to focus on medical preparedness, volunteer training, footing and ground conditions, course design, and emergency protocols.

4. Leverage technology to save time

Horse show entry platforms will save you time managing entries and will also streamline the entire experience for participants. Check out more tips to navigate what digital tools can best serve your organizing needs in last month’s article.

5. Engage the community

Consider the potential for growth of the sport by adding a way to engage the local community. Reach out to local businesses with sponsorship opportunities or partner with another entity to offer a secondary activity like shopping or a favorite food truck that could attract more spectators to enjoy the atmosphere you’ve worked to create. This could also be an opportunity to partner with equine-related businesses to offer special awards or add in something that truly sets your event apart.

6. Try for sustainability

Sustainability of the sport and environmental sustainability go hand-in-hand. Greater community engagement will help our sport to grow and flourish for years to come, but environmental impacts have to be taken into consideration. Assess what steps you and your team can take to reduce the environmental impact of the event. Recycling and/ or water bottle refill stations can be a great place to start!

There are so many factors that need to be taken into account when hosting and organizing a horse trial or even a clinic—thank you to the wonderful community organizers who work tirelessly to provide great experiences for competitors, horses, and spectators alike!

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