MULE CROSSING: Organizing a Show

By Meredith Hodges

Organizing an equine show is certainly no easy task, and it is certain that there will be problems to deal with along the way, but these problems do not need to be monumental if the people who are organizing the show clearly know the parameters of their particular jobs. It is also important that exhibitors know these duties, so that they can contact the proper person if a problem arises.

Organization of a show begins with the show management committee who is responsible for the detailing of the show. Of this committee, there is usually a designated chairman in charge, or show manager. The duty of the show manager is to assign specific duties and delegate authority to others connected with the show. He is the coordinator of the show and will only make decisions that cannot be made by other designated show officials. It is his duty to see that other show officials are doing a thorough job with their duties. The show manager may elect to have an assistant to help him with his many different duties.

The show secretary is responsible for taking minutes of all show committee meetings and often acts as liaison to the show manager. It is the secretary’s duty to see to it that mailing lists are complete and potential exhibitors are notified of the impending show and are kept up to date. The secretary checks the public relations work done on the show by the public relations person, and in some cases, assumes this duty himself. The secretary records entries and receives funds sent in by exhibitors. Any program changes, protests, etc. are recorded by the secretary. The secretary is responsible for recording show results and mailing them to appropriate recipients, and to see that the results are released to the public in a timely fashion. The treasurer is responsible for handling and depositing funds used for the show and often aids the secretary in his duties. It is the treasurer’s duty to see to it that all expenses for the show are accounted for and paid and that a detailed report of such is given to the secretary.

Judges are selected by the show committee and are paid for their expert opinion. Judges should be briefed by the show secretary as to the duties they will be expected to perform which sometimes may include designing courses for the competitions. A set of rules should be sent to the judge well in advance of the competition to allow for any questions that might need to be answered. The judge should not be asked to interpret the rules. Rules should be made clear enough that he can make his decisions easily, which are in turn deemed final. Judges are given the power to combine, or split classes where appropriate. The judge should not socialize with exhibitors until the competition is over to preserve his objectivity and integrity. When time permits, the judge should give reasons for his decisions to give credence to his choices and to help exhibitors learn. The judge should be knowledgeable, congenial and professional about his duties.

The ring steward, or judge’s aid, has many varied duties. First and foremost, it is his duty to see to it that exhibitors adhere to the rules of the competition. It is his duty to interpret the use of the rules and not the duty of the judge. The ring steward is responsible for listening to and reporting complaints or protests. Although he has no authority in connection with the management or the judging of a competition, he should point out in a diplomatic manner any instance where rules are not being adhered to and report any violations to officials.

He needs to be available to judges, officials and exhibitors at all times. He is to supervise and record any timeouts for tack changes or equipment breakage, and to measure animals where required. He is to conduct the breaking of ties in classes and to deliver the judge’s decisions to reporting officials. The ring steward is responsible for all medication forms, reports, and testing, with the aid of the secretary and the veterinarian. He is responsible for the accuracy of competition lists of entries and their class placements as reported by the judge and is to see to it that completed lists are given to the show secretary. The ring steward should protect the interests of the exhibitors as well as the integrity of the show. The ring steward should see that the competition moves along in a timely fashion. He, with his various duties, is a key entity for the success of the show.

Scorekeepers and timers are used to record scores and times for specific classes and should be equipped with the proper tools to facilitate their jobs. Flags, stopwatches, time sheets, calculators, and writing utensils are necessary items. Scorekeepers should be prepared to keep times and scores updated continually so that championship classes can be announced quickly and easily.

The announcer is a very important component of any show. He must be able to speak clearly and audibly, to know the general rules and regulations for the show and should be creative enough to keep the spectators engaged throughout the entire show. He needs to be able to spot exhibitors and know their names from the exhibitor numbers displayed on their backs or on their animals. The announcer needs to be able to accurately pronounce the winners of each class as per the judge’s sheet provided by the Ring Steward. It really helps if he has that “announcer’s voice” and is an animated character!

To assist on the arena floor during class changes, there should be a ground crew available. It is the duty of the ground crew to see to it that the arena is in good repair, dragged and fluffed when necessary, and that the obstacles for specific classes are placed and removed when needed. In over-fences classes, the ground crew may be asked to reset jumps. In gymkhana classes, they are required to reset poles, flags, barrels, etc. It is the responsibility of the ground crew to see to it that obstacles and such are stored properly after the competition and that donated articles are returned to their owners. The ground crew can also be asked to assist in the stabling area hauling manure, delivering bedding, finding stall assignments, or any other related duties. Keeping warm-up arenas ready and working are also the responsibility of the ground crew. There may be a stable manager, but he is usually responsible for receiving stabling forms and arranging stabling assignments, bedding requests and other related clerical duties. The stable manager also oversees the maintenance and work of the ground crew in the stable area.

Parking Attendants and Stable Managers should be used when necessary to assist exhibitors in loading and unloading, and in the parking of their trucks and trailers. They can make the difference when it comes to traffic congestion at the show. Parking attendants may also be requested to take note of the owner’s vehicles, so that they may be notified quickly in the event of an emergency with their vehicles. This can help prevent theft or vandalism. The Stable Manager sees that each animal is efficiently unloaded from the trailer and is escorted to his respective stall. If the show is providing hay, he will make sure each exhibitor has as much hay as they need and that any other needs are provided. Newt Elsdon was the model Stable Manager and Show Committee member for the Bishop Mule Days Celebration for many years.

Last, but certainly not least, are the show veterinarian and farrier whose expertise are to be used for emergency show situations. An exhibitor should not expect to use their services for regular maintenance at the show unless pre-arranged. Veterinarians and farriers should be booked well in advance of the show to allow for their busy schedules. Alternates should also be booked and at the show, their areas should be clearly marked and they should be easy to locate.

Organizing a show is a tremendous job, but when duties are outlined clearly, things will run as smoothly as can be expected for any such event. There are probably some things I have forgotten to mention–there is so much to consider, but I hope I have outlined a general idea of what duties to expect from what show committee members. Our mule and donkey shows are constantly improving thanks to conscientious and enthusiastic organizers in our show committees. Hats off to you all!

To learn more about Meredith Hodges and her comprehensive all-breed equine training program, visit LuckyThreeRanch.com, MEREDITH HODGES PUBLIC FIGURE Facebook page, or call 1-800-816-7566. Check out her children’s website at JasperTheMule.com. Also, find Meredith on Pinterest, Instagram, MeWe, YouTube and Twitter.

Covered in TRAINING MULES & DONKEY: A LOGICAL APPROACH TO TRAINING, TRAINING WITHOUT RESISTANCE, EQUUS REVISITED and A GUIDE TO RAISING & SHOWING MULES at www.luckythreeranchstore.com.

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