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Post by phibbles on Aug 29, 2014 20:40:51 GMT
With the showing season coming to an end soon, I was reflecting about how much time I have spent going through schedules over and over again, entries and then having to double check entries when they arrive.
These are a few of my suggestions I would love the shows to adopt to make my admin time less, which would enable me to get on with the work I should be doing lol.
1. The full postcode, address of the show together with closing dates for entries on the first page. I know most do, but would be lovely for all. 2. Before we enter a show the only information we need is the following:
Judge timetable for clashing of classes Class number Name of class
All this information could be on a timetable on the 2nd page of schedule. I know shows do this in various ways but always normally miss one vital component in the first few pages, which means trawling through schedules for missing info, so just one timetable with all the information above would be perfect.
3. Entry form, we need address to be sent to, cheque payable to, price of class and finally closing dates. 4. When entries arrive back, we need class number, name of class and name of horse. Again sometimes it may just have class number, which results in us having to check through schedules that the right class has been entered. 5. On-line systems are brilliant but just a small niggle, some confirmation emails just have class numbers again, which means checking through those schedules again. When we receive an entry back by paper or email, all we need is:
Name of horse Name of Class Number for horse and rider
If we could have this set up in every schedule, it would cut my time in half.
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Post by waspblue on Aug 29, 2014 22:20:52 GMT
With the showing season coming to an end soon, I was reflecting about how much time I have spent going through schedules over and over again, entries and then having to double check entries when they arrive. These are a few of my suggestions I would love the shows to adopt to make my admin time less, which would enable me to get on with the work I should be doing lol. 1. The full postcode, address of the show together with closing dates for entries on the first page. I know most do, but would be lovely for all. 2. Before we enter a show the only information we need is the following: Judge timetable for clashing of classes Class number Name of class All this information could be on a timetable on the 2nd page of schedule. I know shows do this in various ways but always normally miss one vital component in the first few pages, which means trawling through schedules for missing info, so just one timetable with all the information above would be perfect. 3. Entry form, we need address to be sent to, cheque payable to, price of class and finally closing dates. 4. When entries arrive back, we need class number, name of class and name of horse. Again sometimes it may just have class number, which results in us having to check through schedules that the right class has been entered. 5. On-line systems are brilliant but just a small niggle, some confirmation emails just have class numbers again, which means checking through those schedules again. When we receive an entry back by paper or email, all we need is: Name of horse Name of Class Number for horse and rider If we could have this set up in every schedule, it would cut my time in half. This would make life showing far too simple - you'd not know what to do with all the time you'd save lol
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Post by Philippa on Aug 30, 2014 6:11:48 GMT
Hmm call me a bit organised but when I enter shows I write class numbers I've entered and for which ponies on front of schedule. I also write show name on my sae so when it comes back I know immediately who it's come from.
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Post by Philippa on Aug 30, 2014 6:12:33 GMT
I think making life easy works both ways, I've been a show sec too !!!!!
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Post by 5874julie on Aug 30, 2014 12:47:27 GMT
i expect everybody else but me has already cottoned on to this, but filling in one hoys form at the beginning of the season and then scanning it or making lots of copies saves some time. another issue - monmouth show for example - i searched high and low on their website to find an address and postcode so i could find the showground! a small map would have been even better, but shouldn't this information just be on the home page! in the end i rang the secretary.
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Post by CarolineNelson on Aug 30, 2014 14:07:46 GMT
Hmm call me a bit organised but when I enter shows I write class numbers I've entered and for which ponies on front of schedule. I also write show name on my sae so when it comes back I know immediately who it's come from. Simples! Having made thousands of entries on behalf of clients (for far too many years to admit to!) I'm now very involved in 'Admin' - from the show's side of things. The helpful SAE from the exhibitor is, like the Dodo, a thing of the past. Yet, when, in the interests of economy for your Show, you don't send info through the post but use electronic / media instead, many grumble because they expected something posted! You can't win! Many secretaries (this one very much included) are totally voluntary. It works both ways. But, as Phillipa says above, if, as the person making the entry, you keep a copy, you can easily bring the info to hand.
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Post by Toaster on Aug 30, 2014 14:52:15 GMT
When I enter chicken shows I write the entries on the front of the schedule and also on the back of the cheque book stub, the schedules get pinned up in the shed in the order of show date... perhaps I need to get out more!
The thing I do see and hear complaints of at horse shows though is people missing their championship because they didnt know they were eligible and reading through some of the champ schedules and timetables I can see why, some of them are terribly complicated and must be very confusing for newcomers who dont know the format of the show
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Post by girly on Aug 30, 2014 15:27:33 GMT
On the day I wish commentators would give the class name as well as the number.
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Post by phibbles on Aug 31, 2014 12:38:53 GMT
Waspblue that made me laugh.
Yes I already scan copies of HOYS form for each horse and even sadder I do a spreadsheet at the start of the season for all the RIHS and SHOWS qual, judge and closing dates so I can be organised where we are going. Hence would love all the info in 2nd page as would save me so much time. Normally I photocopy all my entries and keep copy for reference, but doing four horses this year, I did rush a bit as did entries just before closing date. Think more haste less speed next year may be the answer !
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Post by catkin on Sept 1, 2014 18:39:29 GMT
Loads of good advice here. Dare I mention closing dates for entries?! Please county shows can we have a bit longer to decide? I know in the past shows with late qualifiers have banked on people entering well in advance and then either turning up or not, but I don't think people can afford to 'waste' this money anymore and classes will become smaller as a result. I know the counter argument is that they may be smaller if people have longer to decide and this may well be true, but, perhaps it might work both ways and some may well enter something they thought might not be ready, but turns out to be and therefore a later entry helps. Just a thought.
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Post by 2connies on Sept 1, 2014 18:57:21 GMT
Facility to enter online is very helpful imo....cuts ou all the expense of postage etc .
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Post by honeypot on Sept 1, 2014 20:06:33 GMT
My main things are postcode for the showground, and if its second star on the left and straight on till morning, a map or at least the closest village. The entry fees at the start of each class, have you ever planned you show only to find you need a second mortgage? Make it plain if you need to be a member of XYZ society at the start of the class, not find out in the small print. I think some shows need to rethink their schedules, I have not done much the last couple of years as its too costly to travel for one class. I think investing in a scanner and scanning all documents is a good idea, I do this for anything important as I am always losing things.
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Post by izzybepop on Sept 5, 2014 10:02:08 GMT
Waspblue that made me laugh. Yes I already scan copies of HOYS form for each horse and even sadder I do a spreadsheet at the start of the season for all the RIHS and SHOWS qual, judge and closing dates so I can be organised where we are going. Hence would love all the info in 2nd page as would save me so much time. Normally I photocopy all my entries and keep copy for reference, but doing four horses this year, I did rush a bit as did entries just before closing date. Think more haste less speed next year may be the answer ! Im like you too. I have a spreadsheet with shows, dates, classes, class numbers, judges, close dates, entry method, cost.... the list goes on but it serves us well and i get entries in on time and know exactly how much i have spent too
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