GUIDELINES FOR CDN SHOWS

Transcription

1 GUIDELINES FOR CDN SHOWS At least 6 months before show: 1. Prepare budget and draw up proposal for potential sponsors 2. Clear judges to be used with DSA Judges Official 3. Provisionally book Judges 4. Appoint show holding Committee to include: a. Show Director (co- ordination and overall responsibility) b. Show Secretary (to receive entries, prepare riding times, send out confirmation of entries, liaise with competitors, book catering, stabling & general administration. For the days of the how, it is advisable to have several knowledgeable people to man the secretary s tent, on a rota basis, to deal with queries as they arise) c. Officials Secretary (book and liaise with judges, scribes, auditors, marshals, hostesses for sponsors and officials, duty Vet., drug testers, arena manager and staff, commentator, medical response, SAEF Representative) At least 3 months before show: 1. Confirm dates and venue (to be approved by DSA) 2. Draft the proposed schedule and forward to DSA for approval (See protocol on the approval of CDN Shows on the DSA Website) Suggest close of entries be at least 6 weeks prior to show. a. State any restrictions to classes that might be imposed b. Clearly state qualifications requirements for championships classes (this should be re- iterated in programme, together with details of when the qualifiers will be announced and when/where fees are payable for post entry classes) c. Include relevant rules and regulations from SAEF and FEI Rule books (where applicable) d. Include list of trophies e. Include list of classes (year of tests to be clearly stated) f. Include provisional time table g. Include entry form with facility to include details of innoculations and horse history h. Include list of proposed entertainments (cocktail party, etc.) i. Include a list of accommodation facilities in the area

2 3. Make amendments to schedule, as per DSA instructions, and distribute to regional members and all regional bodies. Allow four weeks, if possible before closing date of entries. a. If the Inter- provincial Team Championship is to be included, advise all Regional bodies and request Notice of Participation forms. b. Approach potential sponsors for funding. If one major sponsor cannot be found, classes can be sold to individual businesses. Sponsors should be offered advertisements in the Show Programme, and should be given as much mention as possible during the course of the show. It is also advisable to ensure that they are invited to all social functions and receive hospitality during the show. It should also be ascertained whether the sponsors would like to donate prizes, such as numnahs, as well as money, and whether they would like to assist with the awarding of prizes. After closing date of entries (preferably 6 weeks before show): 1. Collate entries and draw up class lists 2. Finalize judges and book officials (to include warm- up arena marshals, bit checkers, test sheet collectors, etc). Note that for CDN shows, each class will require at least two judges, one of which to be from the National Panels Also for Individual and Team SA Champs check rule on judges appointed 3. Confirm travel and accommodation arrangements for visiting officials 4. Liaise with catering people with regard to numbers, and approval of menus 5. Send invoice to sponsor/s and collect adverts for programme. 6. Prepare stabling list 7. Assess requirements and order rosettes and officials badges. In many cases, sponsors like the rosettes to be in their company colours, so this should be ascertained and catered for (it costs no more!) Advisable to also purchase Sponsors badges, for ease of identification 8. Allocate prize money in accordance with CDN rules 9. Liase with arena manager with regard to lay out of venue, including location of trade stands, public catering, horse box parking, spectators parking, marquees 10. Book marquees, tables, chairs, etc. 11. Commence with lay out for programme (to include Forward from SAEF President, DSA Chairman, Regional Body Chairman, Regional Dressage Chairman, time- table, class lists in logical sequence - stating class number, test, sponsor, prize money and prizes, list of previous winners, list of trophies, adverts, horse histories, profiles of interesting personalities 12. Locate trophies and arrange for their return Two weeks before show: 1. Finalise programme and forward to printers 2. Photocopy test sheets, allowing a few extra per class 3. Complete master score sheets

3 4. Put together gift packs (if applicable) for competitors 5. Purchase officials gifts and package together with travelling money (if applicable) and thank- you letters 6. Forward duty roster to all officials 7. Confirm with DSA Office that team nomination forms will be available (if applicable) 8. Obtain up to date copies of SAEF and FEI Rule Books (where applicable) and make sure these are available for the Secretary s tent during the show. 9. Ensure copies of various forms in stock e.g. vet, substitutions etc During the week before show: 1. Put together judges clip boards and all other relevant paperwork 2. Post stabling list on notice board at show grounds and on websites to competitors 3. Check with Arena Manager that stabling and grooms facilities are clean and in good repair, and that adequate bedding and feed is readily available 4. Decorate arenas pot plants, advertising material for sponsors, etc. 5. Confirm availability of all officials and their specific duties 6. Prepare time- table for Arena Manager with regard to raking times for arenas 7. Distribute programmes to competitors, and officials. It is advisable to give the sponsors a complimentary copy 8. Work out the prize giving protocol for each class 9. Make up prize money envelopes - if cash work out coinage break down, if cheques have them made out excluding payee and signatures. Keep security in mind at all times During show: 1. At least one hour before the start of the first classes, Show Secretary to ensure that class lists are posted up for competitors and spectators, showing any alterations from the programme (scratchings, etc.), and raking times. Details of prize givings should also be posted up, including instructions as to whether mounted or not 2. Double check that the correct tests and number of sheets have been prepared for the judges 3. Check that refreshments are available for the officials 4. Ensure that marks and results are posted on the notice board as quickly as possible 5. A person with good inter- personal skills should be appointed in the Secretary s tent to deal with queries from the competitors (rule books to be available) 6. In the case of qualifying classes, correlate the results and have them checked before announcing the qualifiers (suggest SAEF Representative) 7. Ensure that prize money/trophies/prizes are readily to hand for the prize- givings, and that judges/sponsors are available to officiate. Communicate the protocol to the announcer and the person co- ordinating the proceedings in the arena

4 After the show: 1. Forward results to SAEF and all regional bodies 2. Send out thank- you letters to all sponsors (and officials if not already done) 3. Ensure that show grounds are left clean and tidy 4. De- brief with organising committee to determine areas for improvement Notes (A) (B) (C) (D) Venue should have: at least two good competition arenas; suitable warm- up areas; adequate stabling of sound structure; cooking and ablution facilities; easy access to medical and veterinary assistance; facilities for spectators, public catering and wash rooms; adequate horse box parking; public address facilities; podium and flag poles; easy access. Arenas, if sand, should be well watered and raked regularly. Venue should be approved by someone appointed by the DSA Venue and Schedule Officer. At all stages of preparation, an endeavour should be made to obtain as much media coverage as possible. This will improve public awareness of the sport, assist the sponsors with advertising and generate greater spectatorship. A hostess should be appointed to greet visiting competitors on arrival, and ensure that there are no problems with allocation of stables, etc. With regard to fund raising, adverts in the program can be sold to businesses but the artwork must be supplied by the advertiser and received in good time. More tips on Organization of Dressage Shows Schedules Establish the date the show will be held and also closing date of entries. Closing date of entries for graded shows must leave enough time to get entries for validating. Training shows may close later. Determine which dressage tests are to be used. Also, verify that they exist and that you have the correct versions.

5 Entry fees must be clarified with your provincial dressage committee. Make careful note of SAEF levies, DSA Levies, SHB levies, ETS levy, and VAT. Schedules are required approx. 8 weeks before the date of the show to allow members to receive them in good time. [CN status shows are required 16 weeks prior to closing date of entries] Schedules are sent to DSA for checking before being printed. (Please see protocol for the approval of schedules on the DSA website) Judges and Officials Judges: Make a list of all the judges you will be telephoning leaving space to write comments as you work through the list. This helps so that you do not get confused as to who you have phoned already and also helps with organization for future shows where special considerations must be met for a particular judge. Phone All judges approx. 8 weeks in advance. Tell them which tests they will be judging, which day they will judge. Tell them you will confirm after the entries have closed with the exact time of judging and make notes for instance, the judge may have a preference on time of day. Make sure the judge is qualified to judge that class. If you cannot get judges and it is a training show then you may apply to the judges committee for permission to ask lower level judges to judge. This is only allowed under special circumstances. Tips If you expect to have few entries a judge may judge more than one class but ensure that the judge is qualified to judge both classes. Scribes: In the same manner phone for scribes. Do not ask complete novice scribes to scribe for complete novice or trainee judges. There are some judges who cannot cope with teaching inexperienced scribes especially if they are inexperienced judges. There are also some judges who do not mind working with inexperienced scribes in novice tests but it is unwise to ask a novice scribe to scribe in higher tests. The scribes should be briefed that they should not talk to the judge and should write the remarks exactly as the judge gives them and should not miss out words.

6 Officials Duties Scribe: A scribe is required to: - Arrive 15 minutes before the time to determine where he/she is working and to collect the clipboard from the show director. Make sure the name of the judge and the show and date are written at the top of the test. Make sure that the name on the sheet coincides with the competitor entering the arena. Fill in all the marks and comments as dictated by the judge. Write comments word for word. Abbreviations may be used. Ensure that every movement has a mark before handing the test to the judge to sign. All alterations of marks must be signed by the judge. Return the clipboard and bell/whistle to the show director at the end of the class. Recorder The recorder is required to: - Arrive 15 minutes before the time, with a calculator if possible. See that the sheets are collected from the judges promptly. On receipt of the sheets, they must be checked to ensure that every movement has a mark and that the judge has signed the sheet as well as any alterations. The marks must be added the total written in. Keep an eye out for coefficients (X2) in tests. Penalties for error of course must be deducted at the end. If there is more than one judge make sure both have given penalties for the same error of course. Work percentages out. Do not round any decimals off. The percentage is simply cut off after the second decimal. This is the procedure in Championship classes and should be applied at all levels. Ensure that calculations are checked by either another recorder or the show director and that the result sheets are correctly filled in with the necessary details. Fill in the result sheet and write up the marks on the board. It is very important to put up the marks timeously so that the competitors are aware of the placings and may prepare for the prize giving if necessary

7 Let the show director know if the judges and secretaries require refreshments. It is preferable to have two people recording, as they need to check each other to avoid errors and collect the sheets. You could have a separate runner to collect sheets. At the end of the class. Work out the placings and have it double checked. Get the judges to sign the results sheets and announce the prizewinners. The prize giving should take place in the arena where the class took place or at another area as decided by the Show Director. Do not give out tests before the prizewinners have been announced and the judges have signed the result sheet. Show Director A Show director is required to: - Ensure that all the requirements to run the show smoothly are ready. This list is enclosed in this document. Arrive 15 minutes before the time to check that everything is in order and that the clipboards and bells are handed out. Ensure the judges and scribes are ready to start the class on time. If an official has not arrived try to find a replacement, either temporarily or for the duration for the class. Do the announcing. Try as far as possible to let the competitors know how far the class is progressing. It is preferable not to announce when a horse is in the arena if the speakers are located next to the competition arenas. Liase with the recorder who is to collect the sheets from the judges, and who is to write on the board. Check the recorder s calculations or, if there is more than one recorder, make sure they are checking each other. This is most important, as it is easy to make a mistake while under pressure. Make sure the judges, scribes and recorders are supplied with refreshments. This can be done with the help of the recorders. Make sure the judges sign the result sheets before the prizewinners are announced and the test sheets are handed out. Handle any problems or queries. The ground jury however is the presiding judge or judges.

8 Test Sheets When you know how many entries, you have to photocopy the number of sheets required with a few extras in case of errors. Make up the clipboards for each class. The clipboard must also have a list of competitors for the class with the name of the judge and secretary at the top of the list. Double check that all the correct tests have been photocopied. Programme Prepare a few Programmes. Display a Programme on the notice board if you do not intend to sell them or hand them out. There should be some lists prepared for each class to be put with the tests for the judges. There should be a Programme for the announcer, the show director and the Marshall if you have one. Times must be worked out carefully. Add 2 minutes at least to the duration of the test. Remember you may be running two tests at the same time, so the time of the longest test should be taken into consideration. Allow ½ hr for Prize Giving. This may be flexible where you can do prize giving elsewhere. Try not to delay prize giving unnecessarily Arenas Arenas should be in accordance with the rules. The judge s boxes must be five metres from the edge of the arena at C. if there are other judges they may sit at M or H or B or E. The judge at C must be able to sit so that he or she may watch the centre line precisely. There must be shade provided or shelter from the elements. Arenas should be raked before the show commences and should be level. Ensure letters are correct and the correct size of arena is prepared for the relevant classes. Warm up facilities should be available to the competitors and for a graded show should be the same surface as the competition arenas. The warm up should not be hard and unlevel. It is not necessary to have a marked out arena for warm up. PA system Ensure the PA system is working and all competitors in the warm up can hear the system.

9 Rosettes and Prize Money Work out the rosettes for each class. One in four entries should get a rosette. Work out prize money where applicable and put in envelopes. Check List General Rule Book and Dressage Rule Book Whistle Bell Tests Catering Programmes Judges Box/Table and chair and Umbrella Score Board Clip Boards Pens Substitution forms Prize Money Rosettes