On The Bit Schooling Show Committee Meeting – February 2015

On February 16, 2015, the Schooling Show Committee met for lunch. In attendance was Jessica, Rachel, Connie, Tammy, and Stephanie. Discussion was as follows:

Dressage Ring

Windy Wyoming is willing to loan us their ring. A ring is too expensive for us to be able to afford our own this year. Jessica will look at the ring Windy Wyoming has and make sure it is adequate for our needs.

Fairgrounds

We have the option to go before the Fair Board and petition them to waive or discount the rental fee. This option is available to us because we are a non-profit. Kelly will work on our presentation and let us know when the board is meeting. Without a discount, the Fairgrounds charges $200 for 4 hours plus $32/hour after that. This fee includes the warm up arena and the outdoor pens. Watering and arena maintenance is also included in this fee. If we need lights, that is an additional $32/hour. We have no intention of needing lights!

Advertisement in The Centaur

Stephanie submitted the ad to Beth and the graphic designer who does The Centaur layout responded that it was fine for publication. We still need to determine when we will do the e-blast, but will make sure to attach the entry form to that correspondence

Entry Form

We will use the RMDS entry form, which Stephanie will provide to anyone who inquires. We will also post it on our Facebook page. If the website is ready before the Schooling Show, we will also upload it. We need to add stabling information. The consensus was that we should provide contact information and distance to the Fairgrounds for local boarding stables.

List of Jobs

We started brainstorming the jobs that will need to be filled for the Schooling Show

  • Stable Manager
  • Bit Checker/Gate Person
  • Secretary – Stephanie will find someone
  • Score Tallier
  • Scribes (at least 2)
  • Score Runner/Food Delivery
  • Check-In
  • Registration
  • Scheduler (we believe we can do up to 45 rides in a day)
  • Arena Set-Up
  • Arena Break Down
  • Coordinator of EMT, Farrier, and Vet – Jessica
  • Judge’s Facilities and Comfort – Connie and Rachel
  • Donations
  • Flyer Distribution
  • Bridal Tags – Tammy
  • Prizes/Ribbons

Prizes

Do we want ribbons? We think we need at least small pendant ribbons. We need to check on prices and quantities. The Tack Room is going to donate prizes for top in each division.

Food Vendors 

Food vendors are ok as long as they have a city license. They can use their own vehicle or the concession stand available at the Fairgrounds (included in rental fee).

Donations

We decided that every member needs to get at least one donation. Donors will be recognized in the program. We’ll discuss this at the March meeting.

We decided on the following donation levels:

  • $25 – Listed in the program
  • $50 – Business card size ad in program
  • $75 – 1⁄4 page ad in program
  • $100 – 1⁄4 page ad plus banner (provided by donor)
  • $125+ – 1⁄2 page ad plus banner (provided by donor)

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