Show Staff

From time to time I get asked what positions I think a show should have to be a success. This post discusses my thoughts on staffing a show and explains the positions I’m talking about. This is not going to be an exhaustive list covering every show you can think of. These are the staff positions I have run into at the shows I have worked or had to fill myself as show manager. If you are in other disciplines that I do not have experience with, you may run into different positions and titles for staff.

Every show has different staffing needs when you take into account the length, type, and size of the show and the number of competition rings. Budget along with these four items will have an impact on the combination of paid and volunteer positions.

· Length: the number of days the show will be held

· Type: single or multi-discipline, breed/color charter association, open show, specialty show (such as County Fair or WIHA)

· Size: the number of competitors, horses, and class entries

· Number of rings: the number of competition rings being utilized

A one-day open show expecting less than 100 competitors will have very different staffing needs than a week-long ranch horse show with 2-4 competition rings expecting around 900 class entries.

Back to the question at hand. When asked, my answer is there are four key positions any show should have: secretary, ringmaster, announcer and gate. At a one-day show these may be the only positions you need to fill to be successful. Most of the time, these positions would be paid staff. If you’re lucky enough to have a good friend capable of filling one of these positions and can get them to volunteer, sweet!

· Secretary: The secretary is the heart of the show. They update and post the showbill, handle show entries, and all the changes, take stall and camping reservations, make barn assignments, provide ring staff with class rosters, keep track of high point standings, maintain and close out competitor bills, collect all horse health and registration papers, submit show results to national sponsor clubs when appropriate, coordinate vendors, and generally answer all questions. They arrive at least an hour early to open the office and leave an hour after the end of the show.

· Ringmaster: The ringmaster is the person you see in the middle of the ring working with the judges and communicating with competitors. They make sure competitors know when and where to be, which direction to start on the rail, collect judge’s cards and get them to the announcer, communicate judge’s directions and show flow information to the other ring staff and secretary, relay gait changes to the announcer, assist judges when setting up patterns, walk showmanship patterns as needed, reset trail obstacles, and scribe. They also accompany the judges during breaks and are pretty much always with them during the show.

· Announcer: The announcer is the voice of the show. They provide general announcements such as office hours, vendor information, food options, door prizes and show schedule changes. In addition, they make barn announcements, provide class results/judges placings, announce order of go and gait changes. They coordinate efforts with the other ring staff and the secretary. In the past few years more and more shows are also asking the announcer to provide music.

· Gate: The gate person controls traffic. They open and close the gate as appropriate, but that is not all they do. Most of the time the gate person is also checking in the next class, relaying missing entries to the announcer, coordinating class flow with the ringmaster and informing the secretary of adds or drops.

If you can, having experienced people in these positions helps your show run smoothly. If you have a chance to hire people that are used to working with each other, even better.

For a larger one-day show or a smaller two-day show I would add an office person and a clerk. An office person and clerk are essential for a large two-day, or bigger, show. Most of the time these positions are paid, but I have seen volunteers staff them as well.

· Office person: The office person assists the secretary. They may be the front-line person taking entries and answering questions. The office person will often run quick errands like running to the barn to get a question answered. They will do things like keep the candy bowl stocked, make sure the forms table is full, fill ribbon bins, run snacks and drinks to other staff that cannot leave their post easily and generally do whatever is needed. They may be the person that you see a lot at a show that's up front and very visible. This allows the secretary to keep up with all that they do.

· Clerk: The clerk assists the announcer. They help record judges’ decisions on the official sheets and make sure all of the class results which have been announced are turned into the office in a timely manner. They often run quick errands when something is needed such as getting drinks for the judges. This allows the announcer to focus on the ring.

Here’s what I’ve seen at shows as they get larger and longer. I don’t think there is a magic combination that ensures success, it truly varies based on the needs of the show.

· Show manager: The show manager oversees all of the moving parts of a show. They coordinate the efforts of all the staff. Show managers typically do some of the tasks a secretary does at a smaller show when there’s no manager such as being the main point of contact for questions, taking stall and camping reservations, scheduling breaks, and ensuring judges get lunch. Depending on the show, a manager may be in charge of setting up equipment for specific classes like trail and hunter hack. If there are multiple competition rings at a show, they will coordinate staff and overall show flow.

· Equipment manager: Equipment manager is the person that’s responsible for the timely setup and tear down of any equipment needed for a class. This could include trail obstacles, poles, jumps, and cones.

· Scribe: The scribe writes down the judge’s notes, pluses and minuses, on pattern or other score sheets for a particular class for each competitor’s run. The need for scribes varies quite a bit. Some shows only have one or two classes where you need a scribe, like lunge line class or trail. On the other hand, at a ranch show about half of the classes on the showbill need a scribe. You may even need multiple scribes because you have multiple judges. The ringmaster will often scribe for one of the judges. Keep in mind you need non-competitors as scribes, they should be neutral. I've seen paid staff and volunteers in this position. Multiple volunteers as scribes for half a day of classes can save money, but it can really slow down a show to. Most judges have a specific way they like to have their notes done and explaining this multiple times is time-consuming and frustrating.

· Specialty positions: Some disciplines/shows have unique staff requirements. These staff may have to be hired from a specific list the national club maintains because they certify the person for the position, for example, technical delegate or show steward. They may not have to be certified, but still need a specific skill set the show requires for the position, for example, equipment judge.

· Show committee: The show committee is not typically considered a staff position, but the bigger the show the more likely it is you're going to have a show committee. The show committee typically works throughout the year to make collective decisions about what classes should be on the showbill, they will have early discussions about which staff positions to hire and which to seek volunteers for and who to reach out to. Sometimes the show manager comes from the show committee and other times they will hire a show manager. It's not uncommon for the show committee to be volunteers directly from the club or association. The Committee size and amount they are involved during the show vary a great deal.

· Paddock manager: The Paddock manager can have a few different titles including warm-up manager, staging check-in or barn announcer. The paddock manager typically checks competitors in, controls traffic in the warm-up area, and does barn announcements to alleviate the main ring announcer from doing that. Sometimes the paddock manager is just a warm-up staging person that makes sure the next class is checked in and ready to go when the gate is open.

· Volunteer coordinator: The volunteer coordinator ensures each volunteer time slot and post are filled. During the show they check-in volunteers, sign in and out equipment, provide lunch tickets and fill spots on the fly. Volunteers often work in specified time increments, from a couple hours to a half a day depending on the task. Carriage shows often have volunteer coordinators because there are a lot of places where volunteers can be utilized. Volunteers can save a show a tremendous amount of money and allow horse loving people a unique way to experience a show.

· Awards coordinator: The awards coordinator is a specific person who assists in deciding on, purchasing and distribution of all awards and ribbons for a show. You will most often see a dedicated awards coordinator at a world level or similar larger show. These shows usually have multiple rings, each with a unique schedule.

· Parking czar: The parking czar is the person responsible for directing traffic flow and parking in the trailer and camping areas. They even park trucks and trailers on occasion. I added this position because I’ve seen it a couple of times and it represents one of many unique positions a particular show may need. If you have a smaller venue that's bringing in a lot of competition, you need someone to instruct drivers as they're coming in so everyone gets a space.

· Timer: Shows at all levels have timed classes. The people doing the timing, official and backup, always have backup, should again be neutral. Some shows the clerk helps keep the official time, especially if the electronic timer box is on the announcer’s stand. If you have multiple judges, it's pretty common for two of them to do the timing and then you don't need extra hands.

There are a wide variety of shows and staffing needs. If you're starting a show, or taking over management of an existing show, I would suggest volunteering or helping staff similar shows for a couple years. Talking with the other staff members and competitors will provide you with valuable input. This will also give you a good idea of all the positions, paid and volunteer, how they work together. Additionally, you will begin to build a network of people you can call upon when it’s your turn to staff a show. If you can go to several established shows in the same year, that's all good. But sometimes it really does take a couple years to see the strengths and weaknesses of each show style.

Again, these are my thoughts, suggestions, and recommendations. Don’t get overwhelmed if you’re just starting out. Remember, it all starts with four key positions: secretary, ringmaster, announcer, and gate. Do your homework at similar shows and learn as you go. The goal should always be to make the next show better.