Post by jaybird on Jun 9, 2010 13:22:25 GMT -5
Hi everyone,
The show is slowly coming into shape, but we have a lot more to accomplish before Aug 7 rolls around. I'd like to clarify some of the major management positions for starters. Since we are expanding what we are offering this year, we are going to need a lot more volunteers in place that we ever have before.
I'm sad to announce that we have decided to pull the plug on our plans to add a Hunter arena this year. We are still adding Dressage, but I am afraid that trying to add Hunters too will make my head explode. I'm hoping that next year we can make this happen. Ideally I'd love to see a hunter/jumper barn or an entity that already puts on schooling shows come in and take this over on our behalf. For this year, I'm afraid it is just going to be too much.
So, moving forward, I first want to identify who is working on which aspects of the preplanning for the show:
FUNDRAISING:
We need absolutely everyone to jump in and help with getting sponsors, but it appears to me that Coconut and Fatblackmare are taking the lead on this. They can't do it alone though, and if each one of us could just bring in a $100 sponsor, we would be able to raise all the money we need to put this show on.
ADVERTISING:
The number one aspect of advertising for us is postering. I would love to have a volunteer who can organize and direct the SAFE volunteers for quick and efficient postering. We should have a poster ready to print out by the end of this week. In the past, we've had people volunteer to cover different areas that are convenient to them. We also need to remember to poster on and around the showgrounds.
Online and magazine calenders: need someone to get our show listed in as many of these as she can find.
PR Campaign: It would be wonderful if we had someone who could run a PR campaign for us and get our show written up in local newspapers. This is our fourth year doing this show and I think that's pretty newsworthy. Anyone know how to do this, or know someone who does?
Magazine ads: I'm trying to work out a trade with Horses Inc for an ad, but I'm not sure if that's going to fly. I'm not sure magazine ads are worth the money we spend on them. We didn't do much of that last year and it didn't seem to hurt us.
SHOW MANAGEMENT:
Here's a list of things that need to be done before the show. A lot of these are done by yours truly, but I could certainly use help:
- class list (we are working with our main arena judge on this)
- entry forms
- order ribbons and high pt awards
- posters
- mailings to barns and clubs
- order show numbers
- order volunteer shirts
- order other shirts, etc to sell?
- create show program
- meet with venue
- arrange for necessary equipment (jumps, trails etc)
- rent walkie talkies/PA system
- get insurance
- thank you gift for judge
- set up show software
- process pre entries
- organize show office (signage, add/scratch forms, office supplies)
- create judges cards
- print show programs
- print entry forms
- SAFE horse posters for stalls
I'm sure there are a hundred things I've forgotten. Gotta dash, will finish this later.
The show is slowly coming into shape, but we have a lot more to accomplish before Aug 7 rolls around. I'd like to clarify some of the major management positions for starters. Since we are expanding what we are offering this year, we are going to need a lot more volunteers in place that we ever have before.
I'm sad to announce that we have decided to pull the plug on our plans to add a Hunter arena this year. We are still adding Dressage, but I am afraid that trying to add Hunters too will make my head explode. I'm hoping that next year we can make this happen. Ideally I'd love to see a hunter/jumper barn or an entity that already puts on schooling shows come in and take this over on our behalf. For this year, I'm afraid it is just going to be too much.
So, moving forward, I first want to identify who is working on which aspects of the preplanning for the show:
FUNDRAISING:
We need absolutely everyone to jump in and help with getting sponsors, but it appears to me that Coconut and Fatblackmare are taking the lead on this. They can't do it alone though, and if each one of us could just bring in a $100 sponsor, we would be able to raise all the money we need to put this show on.
ADVERTISING:
The number one aspect of advertising for us is postering. I would love to have a volunteer who can organize and direct the SAFE volunteers for quick and efficient postering. We should have a poster ready to print out by the end of this week. In the past, we've had people volunteer to cover different areas that are convenient to them. We also need to remember to poster on and around the showgrounds.
Online and magazine calenders: need someone to get our show listed in as many of these as she can find.
PR Campaign: It would be wonderful if we had someone who could run a PR campaign for us and get our show written up in local newspapers. This is our fourth year doing this show and I think that's pretty newsworthy. Anyone know how to do this, or know someone who does?
Magazine ads: I'm trying to work out a trade with Horses Inc for an ad, but I'm not sure if that's going to fly. I'm not sure magazine ads are worth the money we spend on them. We didn't do much of that last year and it didn't seem to hurt us.
SHOW MANAGEMENT:
Here's a list of things that need to be done before the show. A lot of these are done by yours truly, but I could certainly use help:
- class list (we are working with our main arena judge on this)
- entry forms
- order ribbons and high pt awards
- posters
- mailings to barns and clubs
- order show numbers
- order volunteer shirts
- order other shirts, etc to sell?
- create show program
- meet with venue
- arrange for necessary equipment (jumps, trails etc)
- rent walkie talkies/PA system
- get insurance
- thank you gift for judge
- set up show software
- process pre entries
- organize show office (signage, add/scratch forms, office supplies)
- create judges cards
- print show programs
- print entry forms
- SAFE horse posters for stalls
I'm sure there are a hundred things I've forgotten. Gotta dash, will finish this later.