Coordinator Checklist, Contestant Regestration (PDF)Rodeo contestant registration is actually a logical sequence of activities and, if properly followed, the process does not have to be complicated and should flow smoothly.
All entry forms should be placed in notebooks. NOTE: Staple the envelope in which the entry form was received to the back of the entry form if it was not postmarked by a government postal service between the rodeo entry opening date and fifteen (15) days prior to the rodeo first performance, for rodeos held in the United States. For rodeos held outside the United States, the postmark must be between the rodeo entry opening date and twenty-two (22) days prior to the rodeo first performance. The forms can be placed in one notebook, or in three separate notebooks as identified below. Be sure the original of each form are given to the Rodeo Secretary. Contestant packets should be completed before the beginning of registration and available before registration begins. Be sure your vet information is in each contestant packet as well and the "Blue Medical sheet" (these 2 items are required by IGRA rule)
The Hosting Association should prepare the following signs for registration and have one (1) table with two (2) chairs available for each area:
Ensure that two (2) reams of white 20 lb. laser (or multipurpose) paper are available for the Rodeo Auditor at registration.
The Rodeo Director should talk to the Arena Director prior to the beginning of registration and determine a time for the New Contestant Meeting. At least one sign should be prepared listing the time and location for the meeting, and given to the Secretary for posting in the registration area. Signs should be prepared for any changes, such as rodeo start time, and given to the Secretary prior to the beginning of registration and posted in the registration area.
The Rodeo Director should identify an individual to sell buddy passes during registration, and a table should be set up for this purpose. An individual should also be identified to ensure that officials and staff complete all required forms and to issue appropriate badges to them. Required forms are:
Registration should be set up in a quiet room, if possible, and no other activities should take place in the room during registration. However, if the room is large enough to provide adequate space, other tables may be set up for Volunteer Registration, Entertainment Registration, etc. It is a good idea for the Rodeo Director to assign one (1) person to be responsible for ensuring that all secretarial supplies are obtained and to be the single point of contact regarding registration issues. The Secretary should be instructed to contact this person upon arrival. All entry forms, other required forms, and secretarial supplies should be given to the Secretary. The Secretary may request specific supplies for registration, and ask if someone else can deliver the rest of the supplies to the secretarial area at the rodeo facility.
Confirm the time for the officials meeting (within 30 minutes of close of registration) to be held under the direction of the Rodeo Secretary, and instruct the person issuing credentials to officials and staff to tell them the time of the meeting. Judges, Scorekeepers, Timers, Announcers, Arena Director, Chute Coordinator, Rodeo Director, and the Rodeo Checklist Trustee are required to attend the meeting. It is also suggested that the Arena Set-Up Coordinator and Assistants in any capacity attend the meeting.
Prior to the rodeo weekend, the Rodeo Director or Designee should confirm the nearest location of a 24-hour Kinko's (or other 24-hour copy center) and give the address and phone number in writing to the Secretary. It is recommended that written directions from the registration site to the copy center are provided for the Secretary. Make sure it is still a 24 hour location.
All staff should be instructed to be in the registration area at least 15-30 minutes PRIOR to the start of registration so the Secretary can review the registration process. Even experienced people sometimes need a "refresher" on the registration process. All staff should be available to work until close of registration. NOTE: It is very considerate if one or two people will stay after registration closes to assist the secretary in the required follow up work.
A sufficient number of the "Shared Rigging/Horse Form" will be placed on each table. Contestant sharing equipment or horses must complete a form at registration. The owner of the equipment or horse should state this on the form. All shared rigging/horse forms are retained and given to the rodeo secretary at the close of registration. A "Partners Needed Form" will also be placed on each table so contestants needing a partner(s) can complete the information on the form. Any contestant completing the partners need form will be told s/he must fill the team(s) before registration closes, and that entry fees for incomplete teams will not be collected. It is the contestant's responsibility to fill the team and return to the registration area to complete the entry before registration closes.
The person working at this table will ask if the contestant if s/he has ever competed in an IGRA Rodeo and then check the master list of people who have previously assigned an IGRA Contestant Number. This list is provided by the IGRA Office. If the contestant's name is on the list, s/he is not a new contestant, and will be required to pay the late fee, if appropriate, in order to compete in the rodeo. If the contestant's name is not on the list, s/he may register to compete as a new or first-time contestant. The contestant's membership will also be verified, and if the contestant is not a member of any IGRA Member/Recognized Association, s/he will be required to join an Association in order to compete in the rodeo. The contestant will be asked to complete the entry form in its entirety.
The contestant will be required to show a photo ID so her/his age can be verified. Alternately, the contestant's association trustee can vouch for the person's identity. A Rodeo Rules Book will be given to each new contestant. The contestant will be told when and where the new contestant meeting will be held, and that it is mandatory to attend the meeting in order to compete in the rodeo. When all forms are completed, the contestant will be given her/his entry form and directed to the Cashier table. The IGRA Contestant Liaison may be present and able to assist and answer New Contestant questions. It is suggested that the Association check with the Contestant Liaison Committee chair(s) a few weeks in advance to see if a Contestant Liaison is assigned to the rodeo.
The Cashier will review the entry form and collect the appropriate amount of money for entry fees and appropriate late fee. On the entry form, the Cashier will write the total amount for entry fees, any late fee required, and the amount of money collected. Remember: Entry fees for incomplete teams should not be collected. Entry fees paid at registration are to be paid with cash, money order, cashier's check, or credit card (if available); no personal checks are to be accepted. The cashier will give the entry form to the contestant and instruct the contestant to proceed to the Contestant Numbers/Badges Table. Be prepared to provide receipts for contestant. Horse stall deposits are refunded at registration and may be applied to entry fees. Late fees cannot be waived. Record entry fees received at registration on the form.
Contestant Numbers/Badges Table:
The person working at this table will accept the contestant's entry form, assign the contestant a rodeo number, and write that number on the entry form. The contestant will be instructed to complete the medical information on the back of the contestant number or a contestant medical form if it's not on the back of the contestant numbers. The contestant's printed name and signature on the medical form will be considered as a completed form. A laminated badge with the same number as the contestant's rodeo number will be given to the contestant. The person working at this table will keep the entry form and direct the contestant to the Announcer Table.
The Announcer or staff will ask each contestant for her/his assigned rodeo number and ask the contestant to complete an "Announcer's Card". The Announcer then instructs the contestant to the Contestant Packets Table.
Contestant Packets Table:
The person working at this table is only required to give each contestant a packet, and then direct them to the Grand Entry Sign-Up Table.
The Rodeo Auditor then prints the event control sheets and score sheets incorporating all changes the Secretary has noted. The Secretary compares the event control sheets with the running order to ensure that all contestants are listed in the event and all changes were made. Forms are alphabetized and filed.
The Secretary prepares the event control sheets to take to the 24-hour copy center for copying. And, the final step for the evening is to pack up and load all of the secretarial supplies.
Registration volunteers can assist the Secretary with all of these activities. All of the work done after registration closes can take anywhere from 45 minutes to a few hours to complete.
We are all volunteers and like to visit with other people in the registration area. However, it helps if everyone is encouraged to leave the registration area when they have completed their registration. When several people congregate in a confined area, such as the registration area, it becomes quite noisy and more difficult for others to proceed through the registration process.
Contestant regerstration managers are encouraged to ask the Rodeo Secretary any questions they might have or to request any information they might need.
Be sure you deposit the pre-registration checks received in the mail in a timely manner (before rodeo weekend).
With preliminary planning and cooperation among all staff, the entire registration process can be a very smooth and efficient activity.