Competition Managers

Overview: how does my Competition Management job change?

• Many of us use the same basic CompWeb setup for our competitions, year after year.  HorseSportPro will also support copying competitions from year to year, but be prepared for a learning curve as you set up your competition for the first time in the new system.  

  • While you have access to CompWeb in 2023, it's highly recommended you use the CompWeb "Save Competition Information to your local Computer" features to save your class list, order of go times, sequence of rounds, and volunteer job list to your own computer, to have this information for your new HSP setup. (Video)

• Remember the new Show Office Equipment Considerations! 

  • Highlights: Need for a specialized music computer, a solid (preferably fast) printer (ideally printer/scanner), and some internet at the show venue.

• Competition Managers will find that many key capabilities, familiar from CompWeb, are implemented in HorseSport.  However, the level of customization to particular user requests that Tom Oakes and Russ Hobby added to CompWeb over the years is necessarily not present.  On the other hand, HorseSport contains many advanced capabilities that were not yet implemented in CompWeb, for example in the area of music handling.

  • • Please refer to this document for a side-by-side high-level comparison between CompWeb and HorseSportPro differences, new features and not-yet-present features.

• As has been the case since 2020, all competitions that use the CompWeb or HSP system will be charged a Competition Management System Usage Fee, which goes to support ongoing feature development and enhancement of the HSP system.

Training videos and resources for Competition Managers

How to start? Review this document:

• Competition Manager functions walkthrough in HorseSportPro

• You will need to review this document AND the other resources on this page.

Now - here's a general sequence of tasks:

Apply for a Competition (with optional request for EVUSA Recognition)

• Applying for a competition in HorseSportPro.  This is a two-step process:

  • Part 1, initial request for a competition (including optional Recognition): Video (video outline)

  • Part 2, the rest of the competition info needed: Video  (video outline)

  • Please prepend all competitions you create for testing with the word TEST so the National Office can tell there is no need to collect fees for these!

  • These Usage Tips for Competition Managers address two common Competition Approval questions

Class Setup

• Consolidated Class List published (both Recognized and Unrecognized classes, to be implemented in HorseSportPro circa end of March)

• Explainer video for the Consolidated Class List

  • Issue: Class showing the wrong / too many Tests.

    1. The organizer has created the class "1* Trot Pas de Deux", but the Tests tab for this class is showing a Compulsories test and two Freestyle tests!

    2. This is a BUG currently being worked.

    3. It arises when a class is created and saved, but then the class is re-edited and the Division is changed.  The edited class usually then "inherits" all of the tests of both divisions.

    4. The solution is to abandon and delete the corrupted class, and to create the intended class again.

  • REMEMBER THAT CLUBS CANNOT UPLOAD MUSIC UNTIL A TEST IS SCHEDULED.  The system will only allow music to be associated with a vaulter's "go" AFTER that test appears on an arena schedule. 

    1. CMs are advised to either:

       1. Immediately place all of their classes into an arena as a "placeholder" so that music can be uploaded (see "Scheduling / Order of Go" below).  Then, the class can be moved around as needed, between days and arenas; or

       2. Inform clubs that music upload will OPEN on a given date shortly after Close of Entries, and will music upload will CLOSE on the Entry  Lock date.  Then, immediately after COE, the CM should place all classes with entries into a rough draft order of go, so competitors can upload their music.  This saves the trouble of deleting unused classes; however, it requires immediate action after COE.

Scheduling / Order of Go

• Soon after establishing your Class List, it's recommended to set up a very preliminary / pro forma Order of Go ("Schedule")

• The reason is that competitors cannot attach music to their tests until the classes are placed somewhere (which can be changed later) on a Schedule for the competition.

• Video tutorial on HorseSportPro schedule functions

• IMPORTANT!  HorseSportPro has built-in scoresheets for:

  • EVUSA Recognized Classes: 1, 2, 3, or 4 judges

  • Unrecognized Classes: 1 or 2 judges

  • CVI classes: 4 judges

Scheduling Q & A

Waiver setup

• Using waivers within the HSP system. (Please note, these videos have old AVA name and branding, but the information is still valid.)

  • Part 1: Setting up waivers: Video

  • Part 2: Sending waivers to competitors, logging completed waivers: Video

  • Using only a single waiver document is highly recommended.  Considering using multiple waivers? This video is for you (3 min).

• The standard EVUSA waiver is available within the system, but not the USEF waiver.  Competition Managers can edit the standard EVUSA waiver to add on facility waivers, etc. Competition Managers will have to decide for themselves whether the waiver system in HSP is suitable for their needs.   To best use the system, all waivers and agreements should be combined into one document.

• Please alert your Entry Group Managers that the waivers they send their participants will very often end up in their "Spam" or "Junk" folders.  This is not something that can be fixed from the HorseSportPro end; it is the consequence of vigilant anti-spam email programs - so entry group managers should alert their competitors to go looking for these emails, and to mark any they find as "not spam". 

Assistants

• Add assistants to help with the competition: Video, Outline

  • Even nonmembers can be made assistants, but they need an EVUSA login.

Send invitation emails to clubs

• Invitation email information & template

• How to extract clubs' email addresses from the EVUSA website (doc, video)

After Close of Entries

• Schedule arena & judges

  • CONFIRM YOUR JUDGES in Schedules > Edit Arena > Class > "Edit" each class individually.  (This is also the best time to edit the default test times, if you wish.)

    • Be sure to confirm the auto-assigned judges for each class in the schedule, or you will encounter the dreaded "Sorry, no judges have been assigned to this test yet." error (video: what it is and how to fix it)

  • IMPORTANT!  HorseSportPro has built-in scoresheets for:

    • EVUSA Recognized Classes: 1, 2, 3, or 4 judges

    • Unrecognized Classes: 1 or 2 judges

    • CVI classes: 4 judges

  • Order of Go improvements needed.

    • These improvements will be made as time allows.

    • OOG does not automatically put all of a club's entries for a class in consecutive order.

      • Tip: you can have the Entry Manager indicate the intended groupings in the optional Name box when making the class entries, and then competition management can arrange the vaulters in each class.

• Check for scoresheets not yet configured errors

• Assigning temporary competitor numbers to nonmember vaulters and lungers

• Deal with changes & scratches

The last few days before a show

• Prepare ribbon labels and print scoresheets (Ref: Scoring, Scoresheets and Awards overview (doc)) Note: ribbon labels part of doc is superseded by below ribbon label information

  • Ribbon Label creation tutorial video

  • Ribbon Label Template, to be used with data downloaded from Classes > Export Classes and Entries

    • Creates 1" x 2 5/8" ribbon labels from entry data, so these can be prepared ahead of the competition.

    • Similar ribbon labels, with some results information, could be created using Results > Export Data, but will require some editing of the results spreadsheet and of the label template, by someone comfortable with the mail merge process.

• Download music over broadband internet (see Music Managers, below)

At the Show

• Setting up the show office to run with HSP.   Show Office Equipment Considerations.

  • Tips on Scanning Scoresheets

• Team scoring: Removing the compulsories scores of the substitute (video)

Post-Competition Reporting

• Being developed

Competition Fees due to EVUSA

All per vaulter competition fees are due to the EVUSA within ten (10) days after the last day of competition and can be paid securely online HERE.

Explanation of Competition Fees

Recognized Competitions will continue to pay a Recognition fee ($40) upon application for EVUSA Recognition, and must remit $8 per participating vaulter to the EVUSA within ten (10) after the last day of competition. These fees apply to all vaulters competing at the EVUSA Recognized competition, including vaulters competing in Fun Fest classes being held at the Recognized competition.  If Fun Fest classes are held on a separate day from the EVUSA Recognized competition, Unrecognized Competition per vaulter fees are due (see below, Unrecognized Competitions).

Unrecognized Competitions which use HorseSport.pro will be required to remit $3 per participating vaulter to the EVUSA within ten (10) days after the last day of competition.  Exceptions to this policy are competitions offering only barrel events, or CVIs; these types of competitions will be charged $1 per participating vaulter for use of HorseSport.pro.

Volunteer Managers

• Volunteer management in HorseSportPro (doc)

  • Video: using an existing CompWeb jobs export spreadsheet to populate your HorseSportPro jobs list

  • Sample job list, uploadable to HorseSportPro.  Make a copy and edit it to fit your needs.

Music Managers

• Ensure the proper computers and internet are available (see Music Computer and Internet sections of this document)

• Music management ahead of the competition and computer setup at the show (document)

• Playing music at the competition (video)

Scoring Managers

• Please see the Scoring Managers' page

FAQ for Competition Managers