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Lessons Learned from Running a Horse Show

Without the dedication of our horse show managers, the show itself literally cannot go on. In this blog series, we gain insight from some of our industry’s most successful horse show directors on topics ranging from challenges with running a show during a pandemic, to insider know-how on show management, to some favorite moments from past events. Read further and get to know YOUR favorite show managers a little bit better!

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BARB DUNHAM

Barb Dunham, manager of River Ridge and Morgan Gold Cup Regional horse shows, addresses the issues of 2020 shows experiencing cancellations.

Question: You had the misfortune of having River Ridge scheduled for April and Morgan Gold Cup for June.  What factors went into the difficult decision to cancel both shows?
Answer: Unfortunately, with River Ridge, it was a lack of facility.  River Ridge has been held at the Ohio State Fairgrounds in Columbus Ohio for many years. When COVID first struck, we hoped that Ohio's Governor would allow shows and other events to proceed at the Fairgrounds.  Unfortunately, after many discussions with Fairground staff (who were very supportive of our efforts to hold the show) we were forced to cancel.  I would not have canceled if the facility had been available to us. There are other locations in Ohio for horse shows, however, none of the facilities in April were allowed to be open. The same could be said with the Morgan Gold Cup. The Gold Cup Committee met and discussed alternatives to allow Gold Cup to continue, however, the governor did not allow the facility to re-open by the June show dates.  Therefore, that show, too, had to be cancelled.

Question: How do you plan to attract exhibitors in 2021, and what have you gathered from shows that have taken place in 2020 that will help you manage River Ridge and Morgan Gold Cup next year?
Answer: I am hopeful that people/exhibitors/trainers won't forget the many shows that were canceled due to COVID and that they will return to support our shows and charities.  I am always working on River Ridge, and if we can go forward in 2021, I feel certain we will have some surprises for our exhibitors.  We always strive to put on a good show.  The Morgan Gold Cup Committee has also begun to work on their 2021 show.

Question: What is one of your favorite past moments from your managed shows?
Answer: This is a tough question.  I enjoy managing shows, working with the exhibitors and grounds management, but I would say my favorite moments are when exhibitors come to us and say, “What a great show, we will be back next year.”  What could be better than that?

Question: What do you look forward to the most in your 2021 horse shows?
Answer: Seeing people (without a mask would be perfect!): seeing people in the stands, concessions open, people sitting and talking and enjoying the show.

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PEYTON HAMILTON

Peyton Hamilton, manager of such varied events as the North Carolina State Championship, Summer Daze Morgan, and North Texas American Saddlebred Horse Association, offered his insights into directing a horse show in 2020:

Question: NC State Championship Horse Show is becoming quite a large show. How has its Board helped its growth during this tumultuous past year?
Answer: As our show is a UPHA Chapter event, we are fortunate to have board members familiar with aspects of a successful show. Under the energetic leadership of our Chapter President Matt Shiflet, our members are willing to go the extra mile with a can-do, hands-on attitude. Not only supporting our show with their own entries, our board also encouraged vital sponsorships which insured success despite restrictions during the Pandemic. Volunteers also played a key role as we partnered with the “Woody” Williams Medal of Honor Program. In its inaugural year, our volunteers welcomed the program’s families. This help was invaluable and greatly appreciated! It was the goal of our board to present a welcoming atmosphere from the front gate to the Winner’s Circle. As we go forward, we hope challenges such as hurricanes and pandemics are behind us and we know -- whatever the future holds -- our board is ready.

Question: Can you explain the process of balancing COVID restrictions between USEF, your state government, and the facility?
Answer: As the UPHA Chapter 12 NC State Championship is not USEF rated, our Board and management followed guidelines of the Joint Leadership Council (JLC). North Carolina had well-defined the process of reopening events such as ours; however, as we approached our date, plans were still fluid and subject to change. It was therefore imperative for us to coordinate with local officials and meet with facility management to determine up-to-date procedures. These protocols included but were not limited to; extra staff to monitor the gate, amending office procedures, masks, social distancing, and signage. Through open dialogue with members of our team and those at Hunt Complex, we put together a plan that insured safety and well-being while providing a welcoming and competitive horse show that we could all be proud of!

Question: Did you receive any advice regarding COVID-19 protocol from other show managers?  What tactics did you utilize that were executed at other shows?
Answer: Having worked with other managers during the pandemic, I was able to discuss protocols and see first-hand where pitfalls could occur. It was obvious that utilizing social media and notifying attendees about our COVID protocol was paramount. Also, assuring access through a friendly gate -- where we monitored temperatures and waivers were signed -- played a key role in our show’s success. Another valuable tool utilized by our show was a wristband which affirmed individuals had signed waivers and acknowledged their compliance with our protocols while in attendance. These tools were helpful in assuring a friendly and welcoming atmosphere in a healthy environment.

Question: What is one of your favorite past moments from your managed shows?
Answer: It is difficult to find one moment, but all my favorite moments are characterized by the excitement of the young -- and those of us young-at-heart -- when entertained by our beautiful Show Horses. Be it an eight and under Academy rider, or our Grand Champion Five Gaited victory pass, these individuals make it worth the trip!

Question: What do you look forward to the most in your 2021 horse shows?
Answer: The chance to make things work while having a good time!

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LIZ HOLMES

Liz Holmes has overseen such horse shows as; Blue Ridge Classic, Syracuse National, Capital City Classic, Asheville Saddlebred Classic, Southern States Regional and Clemson Fall Classic. She took a moment from her very busy schedule to answer questions about running a horse show in these storied times:

Question: You’ve had some of your shows cancelled and others have been able to proceed. How are decisions made whether a show must cancel?
Answer: The first, and most basic, point is whether the facility is open. We’ve seen venues open with varying levels of regulations to keep the public safe. Once the facility is found, the layout and flow of people and horses must be considered: is the facility large enough to provide social distancing while assisting and coaching riders, can there be spectators, are there safe places for staff and vendors, can the office staff maintain social distance? If the answer is "no" to any of these considerations, can adaptations be made to keep everyone safe?  Another factor is the willingness of the participants to comply with COVID safety guidelines. The horse industry is perfectly set up to flourish during these times because it’s an individual sport held outside or in large spaces. With cooperation of the exhibitors, our sport can continue with a low likelihood of becoming  a “superspreader” event. If the participants are unwilling to follow these guidelines, the sport is at risk for being labeled as risky. As an individual show and overall industry, we can’t afford this.  Many of our shows are steeped in tradition and this is part of the experience that participants want. There are some shows that have tables, food areas, exhibitor parties and other events that give the show social richness. Many of these events at shows have had to be cancelled or adapted. The show management must assess if the show holds the same value without these activities. I think it does.

Question: Do you think it was easier or more difficult to follow COVID-19 guidelines in the smaller shows you manage or the larger ones?
Answer: There are challenges to both. Space can be an issue -- either not enough space to maintain social distance or so much space it feels empty without spectators. The main concern for show management  in BOTH settings is participant compliance with social distance and mask wearing.

Question: Has planning with COVID-19 restrictions resulted in decisions or plans that you would like to continue to execute, regardless of the existence of a pandemic?
Answer: Planning and hosting shows during this time has highlighted what’s important to the exhibitors: showing their horses. Other activities can be reassessed for the value they bring to the social event and their part in supporting a sense of community, but the greatest focus should remain on showing.

Question: We often say, "If I had known then what I know now...." You had the unique opportunity to take what you learned from your shows held or cancelled during the pandemic and apply it to Syracuse National. Did these shows offer you any insight to help you better prepare for this event?
Answer: Yes, I was reminded that showing our horses and having a sense of community is integral to who we are. I was reminded that we all want to be healthy and active and share our love for what we do even if we must put up with (what I hope to be) the temporary inconveniences of protecting ourselves and each other from this pandemic. The bottom line is that we want to continue what we love, but we MUST continue to support and require safety measures, at least this coming year.

Question: Are there any new protocols you feel should stay in place even once the pandemic restrictions have been lifted?
Answer: It’s been interesting to ponder our relationship with germs and how we spread them and keep from spreading them.  I’m not sure what restrictions we should carry over once we’re through this pandemic, but I think we’ve all learned a lot.  I will continue to be a proponent of social distancing, mask wearing and hand washing/sanitizing.

Question: What is one of your favorite past moments from your managed shows?
Answer: It's the same at each show....looking out over an arena of nice horses and seeing folks enjoying themselves, whether in or out of the ring.

Question: What do you look forward to the most in your 2021 horse shows?
Answer: Just being able to have them! 😀

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SCARLETT MATTSON

Scarlett Mattson, director of many events -- including Southern Saddlebred Spring Fling and the renowned World's Championship Horse Show -- writes:

The year 2020 brought many challenges to the horse show world, as well as the world in general. It presented different challenges to horse show managers, but, like the rest of the world, ways were found to work within the parameters of coping with COVID-19 and holding shows.

Jackie Hale and I broke the shell that was limiting the world of horse shows when she called and said, “Tennessee is open. Do you want to try and put on the Spring Fling?” My reply was, “Well, someone has to start the shows back and it might as well be us.” We checked the guidelines from USEF, ASHA, and the state. We then applied them and successfully held the show.

Kentucky Governor Beshear -- thanks to input from the Kentucky Department of Agriculture, ASHA, and several individuals -- stated in mid-June that horse shows could be held in Kentucky with guidelines based on those released by USEF and ASHA. This announcement made it possible for Chuck Walker, Lori Nelson, and me to hold the Kentucky Spring Premier at the Mercer County Fair Grounds -- but not without complaints being made to the Mercer County Health Department from those doubting its safety. This show, too, was successfully held with no problems.

The Kentucky State Fair and the World’s Championship Horse Show were set for August. A lot of people wondered if both would proceed because other states were cancelling their fairs and the Kentucky governor had to approve any proposal for operating events during the pandemic. A plan was presented to him for his approval in late June, and the governor gave his approval in early July. Yet, there was always the possibility that he would cancel the Fair and Horse Show at any time.

We continued as if the show was a go as there were purchases to be made, entries to be taken and a lot of administrative everyday organization. There were new situations that also had to be addressed and, truthfully, I have never attended so many meetings to have a horse show. How do we take the temperature each day of all in attendance, including those who never left the grounds? What do we do if someone became sick, not only dealing with the infected person, but those who might have been exposed to that individual? How do we set up tack stalls that don’t encourage gathering at the barns? Did there need to be a stall between individual barns, which would increase the number of stalls needed and therefore be more expensive? Who was allowed in the barns and who could go into the arena and see their entry show? Where could attendees sit, and who could be in the warmup area and who could sit downstairs? The situation concerning the seating in the arena was improved after I contacted Kentucky Health and asked if a small group, all masked, could sit together. I immediately received an answer -- which surprised me -- that said they could if socially distanced. That created another situation that had to be handled by our ticket office, who went above and beyond their duties. All this was done under the knowledge that everything could be cancelled at any time, but we went ahead and acted as if the show was certain to happen.

Just when we had everything organized concerning COVID-19, the protests came up, presenting an entirely different issue. But again, the Security Department of the Kentucky Exposition Center put its expertise into practice and had a plan ensuring the safety of all on the grounds. The fairgrounds, being state-owned, is covered by the Kentucky State Police and our own security, both of which were – and are -- always on the grounds during the Fair.

We still were not sure the Fair and Horse Show would be possible until mid-August when the Governor decided that the Fair itself was cancelled, but the horse and livestock shows could be held. The livestock shows were limited to Kentucky residents and Kentucky youth.

All the employees of the Kentucky Exposition Center went above and beyond in putting on the Horse Show during the pandemic. They always DO work hard on it, but this year there was so much more required. I can’t thank them enough for what they did because they were the reason it happened and went so well.

So, what I learned was: If you want to do something that many think either shouldn’t or can’t be done, but have the support and help of others, it CAN be done. Bob Funkhouser asked what my first thought was when Matt Shiflet left the ring (as the last exhibitor of the show). I truthfully said, “WE DID IT!!!”

I believe we added some protocols during the pandemic that should remain in place, including; appointments in the office for picking up packets, only grooms and trainers on the rail, and no one in the make-up area but the individuals needed for the incoming entry.

There was less to do with the smaller shows I handled during the year as there was less people and a smaller area to control. Most of the time smaller is easier than larger.

To make a show run more smoothly? All secretaries would appreciate if all fields are completed on an entry blank. That information is needed; those little blocks aren’t there to fill the page! Also, entrants should make sure that all USEF, ASHA, and needed association numbers are current and correct. If a client isn’t a USEF member, pay the show pass fee! Having to look up these numbers takes a lot of time and effort. And shows should hire individuals that are familiar with the position they have. Show staff may just be starting out, but if they know what the position requires, they can handle it appropriately.

My favorite moments from past shows are from those that I worked with Herman Miles -- he was easy to work with and knew what he was doing. Many don’t remember him, but those that do will agree with me. I learned so much from him.

What do I look forward to in 2021? That we will not need all the pandemic guidelines, especially limiting attendees at the show.

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DAN SHIRLEY

Dan Shirley is the director of ASAC, JD Massey, UPHA Chapter 8/17, and Cleveland Tri-State horse shows. Known for his hospitality and southern charm. Dan shared his views of a storied past year and how, as a show manager, he plans on picking back up in 2021.

Question: You had the misfortune of having JD Massey scheduled for early summer in 2020.  What factors went into the difficult decision to cancel?
Answer: Right after the ASAC show in March, the pandemic started causing shows to cancel in the South.  As time grew closer to the show dates, the facility was told to close all events.  The JD Massey Board decided to look for a date further out that would not conflict with other shows in the Southeast, but that was not possible, and the decision was reluctantly made to postpone the horse show until 2021. From a management standpoint, cancelling involved undoing all the last-minute details: contacting officials, cancelling hay and sawdust orders, show ribbons and cancelling hotel rooms etc.

Question: How do you plan to attract exhibitors in 2021, and what have you gathered from shows that have taken place in 2020 that will help you manage JD Massey this year?
Answer: JD Massey Classic had a good year in 2019, so we were planning on improving our numbers in 2020 and continue that upswing – a departure from the years that we had a decline in entries.  A USEF Lite rating in 2019 had helped improve the quality of the horse show, and we were approved for USEF Lite in 2020. We also worked hard to attract more trainers and exhibitors with the "Show Me the Money" incentive promotion. We will continue those efforts in 2021. From the horse shows in which I participated, I noticed that people are willing to do what is necessary to exhibit their horses.  With the number of horse shows that had to cancel, exhibitors and trainers very quickly adapted to new show requirements, like; online entries, scheduled arrivals, show office visits, mask-wearing and social distancing.

Question: What do you wish trainers and exhibitors knew about managing a horse show?
Answer: The one thing that I wish trainers and exhibitors knew about horse show management is that show managers work very hard to help facilities not only understand our event needs, but we also advocate for our trainers’ and exhibitors’ expectations and their desire to show.

Question: What is one of your favorite past moments from one of your managed shows?
Answer: I have managed the JD Massey Classic Horse Show since the late ‘90s and a lot of good memories have occurred over that length of time.  I think one of my best moments was filling all the stalls and having to put temporary stalls in the cattle barn.  That was a great show year.

Question: What about JD Massey do you look forward to experiencing in 2021?
Answer: I hope that this pandemic will pass, and we can get back to some kind of normal, so horse shows will once again be fun with not only showing, but with hospitality.  For JD Massey, 2021 has great potential to position the event as one of the premier horse shows of the South.

The views, information, or opinions expressed in this blog are solely those of Ms. Dunham, Mr. Hamilton, Ms. Holmes, Ms. Mattson and Mr. Shirley, and do not necessarily represent those of Equidae Insurance.

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