HOW TO RUN AN EI EVENT
HOW TO RUN AN EI EVENT
CONTENTS
1.
EI Initial Checks Completed and Approved ................................................................................... 1
2.
Application to run an Event Approved ............................................................................................. 1
3.
Who appoints my Officials? ............................................................................................................. 2
4.
What do I do next? .......................................................................................................................... 2
5.
Help from Your Region .................................................................................................................... 2
6.
Event Organisers ............................................................................................................................ 2
7.
Volunteers ....................................................................................................................................... 3
8.
What Does Eventing Ireland Provide when an Event goes ahead? ............................................... 3
9.
Event Organisers' Responsibilities .................................................................................................. 4
10.
How can I upgrade my Event? .................................................................................................... 5
11.
Are Grants Available? ................................................................................................................. 5
12.
What are my costs? .................................................................................................................... 5
13.
Secretary’s Checklist ................................................................................................................... 6
14.
Contact Details ............................................................................................................................ 9
HOW TO RUN AN EI EVENT
1. EI Initial Checks Completed and Approved
By now your venue has been visited and assessed by an EI Society Steward and a representative
from your region. They will have given you their recommendations on ways to improve your venue to
ensure you are ready to run a One Day Event. These recommendations should have been actioned
or are in the process of being actioned. The Steward or Region will send your details to Head Office
so you can be sent an Application to Run an Event.
2. Application to run an Event Approved
In September, the National Dates Committee will send you an application to run an event for the
following year’s Calendar. You need to complete this initial form and indicate the highest class you
will be running. For a first few events that you run, this is normally a CNC1* class.
The NDC meets in October with all the event organisers and landowners and the provisional list of the
following years dates is discussed. Not every event gets to run on their chosen date and
compromises are often made to ensure the calendar is balanced and fair.
Around November/December, Head Office will then send you an Event Form requesting you fill in all
the details of class, dressage test, whether there is a starting fee, description of XC course etc and
anything else you would like advertised on the EI website for your event. This must be sent back to
Head Office in January, who will process the form and publish on the website and the EI Bulletin.
Any changes must be notified to Head Office and your region as soon as possible.
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3. Who appoints my Officials?
Once the Calendar, and your date, has been approved and the list of classes confirmed, the Society
Stewards Committee meets in February to allocate Stewards to each event. The region will appoint
the Assistant Stewards. The Steward for your event will be in contact with you to arrange site visits
and to follow up on the progress and recommendations made during your initial meeting. Further
recommendations may be made by the Steward.
If you are new to Eventing Ireland, ask your region to help you appoint other officials, such as Event
Secretary.
4. What do I do next?
Preparation is vital to ensure a good event. The earlier works commence on the ground and XC
fences, the better the event will be.
It’s not only the work on site which needs to be confirmed. If you need to hire equipment such as
radios, portaloos, show jumps, book them in advance so there are no last minute panics. Invite trade
stands to your event – try and make your event something special and give spectators and riders
something to remember. Don’t forget caterers, if you don’t have these facilities on site. If you need
any help in sourcing suppliers, please speak to your regional representative.
5. Help from Your Region
Your region will be only too pleased to help you offering advice and support whilst you are finding
your feet. Contact details of your Region can be found at the back of this booklet.
6. Event Organisers
Many of our Event Organisers have been involved for years and know inside out EI rules, regulations
and how to handle any situation that may arise. Many are landowners themselves who run events
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and are only too happy to help get new events started. Despite the many hours of hard work which
goes into organising events, the enjoyment organisers get back is by watching the pleasure their
competition gives to riders and owners, and the challenges it brings.
Eventing caters for a vast range of rider abilities and interest with an enormous choice of categories
from intro, pre-novice, novice right up to intermediate, advanced and the Tattersalls levels of
ability.
Rules have to be maintained and course design monitored, with safety the highest priority
and of course running and event to the highest standards dictated by Eventing Ireland. Many
competitors are blissfully unaware of the long, arduous and numerous tasks involved in setting up an
event that runs what equates to a small village in a field.
7. Volunteers
Events are run with the help of hundreds of volunteers who work tirelessly, for free, to help make
every event a success. Without them, events would not be able to run. Look after your volunteers!
Volunteering roles are varied and vast and you should work with your Event Organiser to ensure all
areas are covered. Volunteers aren’t just needed on the day, they can be helping on the lead up to
the event and to help clear up afterwards. Eventing Ireland asks that members volunteer their
services at least once during the season at an event (or three times if you are in the Northern
Region).
An example of volunteering roles includes fence steward, dressage scribe, score collector, call up
steward etc.
8. What Does Eventing Ireland Provide when an Event goes ahead?
In addition to support from the Steward, Event Organiser and your Region, Head Office will:
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
Advertise the event on the EI website and Facebook pages

Take online/manual entries
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Two weeks before an event, Head Office will send a box which will include dressage tests for
the judges, competitor numbers, scoring sheets for the manual scorers, xc fence books etc
(see Secretary Check List)

EI Banners will also be sent to you and these will need to be put up on the day

HO will provide Dressage Times and publish these on the website (two days before event)
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Provide the riders/times section of the programme (sent via email)
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Send the event payment to your event once it has run
9. Event Organisers' Responsibilities
Dressage
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Location
Arena Layout
Approved Judges (from Dressage Ireland list)
Dressage Scribes
Arenas & Equipment
Refreshments
Expenses for Dressage Judges
Show Jumping
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Location
Arena Layout
SJI Judges
Timekeeper
Ring stewards/Commentator
Show Jump Hire/Equipment
Cross Country (EI Society Steward)
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Course Designer/Builder/Helpers/Repair
Fence Judges/Stopping Stewards
Score Collection
Start Team and Timekeeper
Collecting Ring Team
Control Team – location & personnel
General responsibilities of the organisers
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Layout – Marquees, Loos, Litter
Scoreboards/Prize givings
Medical & Veterinary Cover
Farrier
Rosettes, Prizes, Badges, Car Passes
Sponsors
Marketing & Publicity
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Secretarial on site – allocating numbers, WDs, etc
Access & Traffic
Car Parking/Tractors
Catering/Trade stands
Printing programmes
PA system & communication
Refreshments for volunteers, judges, officials etc
Budgeting & Accounts
Most events start work about six to twelve months ahead of their event with initial preparations –
organising helpers, meeting officials, cross country course work, sponsorship etc. Then countdown
in months, weeks, days, hours until the big event. Once the event is over, there’s still lots of work to
be done in taking everything down, repairing ground, thank you letters, accounts etc. Then it’s time
for a well earned break before you start work again for the following year!
10.
How can I upgrade my Event?
If you are running a CNC1* event and want to upgrade to CNC2* level, you need to get in touch with
the Chief Society Steward. He, or his nominated representative, will visit your venue and discuss
what is required to upgrade to 2* level. This will mean bigger XC fences with more efforts.
The Chief Society Steward will then give you recommendations on what you need to do to ensure
your event can run a 2* event.
If you wish to upgrade your event that has already been approved by the NDC, they will need to
consider other events possibly running the same weekend and agree whether you can upgrade this
year, or request that you wait until the following year.
11.
Are Grants Available?
Eventing Ireland is currently revising the criteria to issue events with Grants. Information will be
published on the website shortly.
12.
What are my costs?
The event organiser would need to pay dressage judges, Medical Officer and/or Paramedic, prize
money for winners and any other running costs, for example, hire of show jumps, communication
system, portaloos etc.
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13.
Secretary’s Checklist
Equipment
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Box to put in Competitor Numbers
Clipboards
Pens
Sellotape/drawing pins
Post-it Notes
Clear folders
Eventing Ireland Rule Book
Cash Box (with Float)
Advance Preparation
 Inform Head Office of the number of XC fences there are on the course
 About a week before your event, arrange collection of Competitors Numbers, Scorebooks,
dressage tests, score sheets etc from Eventing Ireland Head Office.
 Staple both numbers together.
 Check with the Society Steward if they wish a passport check to be carried out. If so now is
the time to put a post- it note on the competitor numbers whose passports will be checked.
On Friday Before Event
 Once Dressage times are published on the website (normally Friday lunchtime) you can put
the multiple rides, family members no’s etc together and staple and file alphabetically. It is
helpful to competitors who have a multiple rides to write their Dressage time and Arena No &
Horse’s name on the back.
 Do out a list of competitors so you can tick off all those that have collected their numbers and
keep track of withdrawals and no shows. You need to inform the Scorers of Withdrawals/no
shows once you know them
 Type up a list of Competitors who will be having a Passport Check.
Dressage:
 Clipboard and Pen for each Arena with appropriate tests for classes being judged plus a few
spare tests. Put name of Judge, scribe, classes, start & finish time on each.
 Do a list of competitors in time order, showing coffee breaks for each arena and attach a
programme.
 Do a list for yourself showing Arena No’s, Judges, Scribes, start and finish time and payment
tick box. You can then take note of all Judges and Scribes as they present themselves and
also that they have received payment before leaving the Event.
 Make sure that Judges have been informed of Arena start time and tests being judged.
 It is also convenient to have their refreshment bag ready to give to them before they go
judging, and have them numbered for each Arena. ( Check with Organiser)
Dressage Call Up:
 Clipboard and marker with a list of competitors for each arena in time order, showing coffee
breaks for each call up steward.
 Also a plan of the Arena layout, with Judges and scribe name and the numbers and classes
that are competing in it.
 Laminate or use clear folders.
 A copy of Dressage Rules, showing permitted tack etc.
 Radio to keep contact with the office, it is very useful to know the WD
Show jumping:
 Clipboard with Show jumping score sheets and Rules
 Programme and a list of classes being judged and at what time.
 Radio
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SJ Call Up:
 List of competitors and SJ times (if being used) for each Arena & Clipboard. Indicate Multiple
Rides in each section.
 Approx start time for classes.
 Laminate or use clear folder.
Scoreboard:
 Do out a list of each class consecutively.
 Print out on A3 size at least so manual scorers can put in results
Scorers:
 If scoring is being done manually, do out a similar scoreboard in A4 size.
 Scorers will also need master score sheets for XC as well as pens, markers, tippex,
highlighters, calculator etc.
 Normally EI supplies a web scorer who will be able to print out final results sheets
Scorebooks for XC:
 A clipboard, scorebook, biro, whistle, stopwatch, 2 fall report forms and fence steward
instructions for each fence.
 List of Fence Stewards and what fence they are judging.
XC Starter, Timer and Call Up:
 Clipboard with Time Sheets plus a couple of Programmes showing withdrawals marked and
Course Changes for different levels.
 If you can also indicate on the programme the competitors that have multiple rides in each
level it will be very helpful to the starter and call up steward.
Commentary:
 Print a programme (single sided) and mark all withdrawals and course changes.
 Also do a list of fences for each class.
 Do out a Plan of the Dressage & Showjumping Arenas and indicate the classes and times in
each one.
Notices for Board
 XC start time
 Maps
 XC Optimum Times for each level (Society Steward will advise)
On Day of the Event
Radios:
 A numbered list for Radio users
 Name, role and contact number
 It is recommended an event will need a minimum of 30 radios, recommended to be at least 5
watt in power.
Medical & Veterinary Books:
 Ensure that both books are present on day of Event. These are usually kept by Regional
Secretary. It is compulsory for all Fallers to report to the Doctor and details filled in to Medical
Book and likewise for Horse injuries by Vet.
 Copies of all medical notes and vet reports need to be sent to Head Office immediately after
the event
Hat Tags:
 Check with Regional Secretary or Chairperson that there will be someone available to Tag
hats.
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Have Available:
 Telephone Numbers for Doctor, Vet, Farrier, Society Stewards, Repair Team, Organiser etc
 A current EVENTING IRELAND RULE BOOK.
 Cheque Book to pay Judges etc
 Float for Start Fee and/or Programmes.
Prizes
 Prize money/Sponsor Prizes
 Envelopes with cheques written and prizes in kind for necessary classes, labelled with Class
and Placing.
 Rosettes for all classes
 Results Sheets (get from Scorer) so you can mark off all competitors that have collected their
prizes.
 Any prizes not collected should be sent out after the event
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14.
Contact Details
Region and Areas
Covered
North Leinster
Cavan, Dublin (North of Liffey),
Longford, Louth, Meath,
Monaghan, Westmeath
South Leinster
Carlow, Dublin (South of Liffey),
Kildare, Kilkenny, Laois, Offaly,
Wexford, Wicklow
Northern Region:
Antrim, Armagh, Londonderry,
Down, Fermanagh, Tyrone
Munster Region
Cork, Kerry, Limerick,
Tipperary, Waterford
Western Region
Clare, Donegal, Galway,
Leitrim, Mayo, Roscommon,
Sligo
Regional Chair
Secretary
Gervaise Maher
glm@indigo.ie
087 2500546
Linda Christie
lchristie@eircom.net
087 9123180
Jerome Kennedy
jeromekennedy48@hotmail.com
087 2331001
Colette Hughes
colettehughes100@gmail.com
086 8427477
Catherine Abbott
cathyabbott1@hotmail.co.uk
048 926 88448
Catherine McDowell
eventingireland@btconnect.com
0044 7738562573
Peter Fell
fells@iol.ie
086 8560666
Gerry Daniels
gerrydaniels@eircom.net
087 2623999
Society Chief Steward
Gervaise Maher
glm@indigo.ie
087 2500546
Events Director
Paul Coady
paul.coady@cetag.ie
087 2426486
Administration Manager
Alison Packman
alison@eventingireland.com
045 854525
Event Secretary
Pat O’Connor
headoffice@eventingireland.com
045 854545
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Regina Daniels
gerrydaniels@eircom.net
087 7530954
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