For Show Managers

Before your Competition or Clinic, you’ll need to do these things:

1. Fulfill Insurance Requirements:
Show organizers will need to read the insurance packet provided by the ODS Insurance Agent and the ODS Handbook chapter about Insurance. Liability Waivers and Accident Forms are also found on this page.

Learn More

2. Apply for ODS Show Approval
Next, you’ll need to review the ODS show standards and apply for ODS show approval. You’ll be able to do this online. Note that if your show is ODS approved, you will be expected to meet certain Prize List requirements. Please review the ODS Show Standards and League Show Participation fee instructions carefully.

Note: if your show is ODS approved, you will be expected to meet certain Prize List requirements. Please review the ODS Show Standards and League Show Participation fee instructions carefully.

Apply for ODS Show Approval

3. Find a USDF “L” Graduate or Licensed Official
ODS does not keep a list – however, you can find these up to date information about show officials on the USDF website. ODS may have resources for schooling/practice show judge ideas, or you can check the latest issue of Flying Changes in their service director.

Find Official

What you need to know BEFORE your Competition STARTS because of what is required AFTER your Competition:

Where to Advertise your Competition

The ODS Website – you can speed up the process by adding your event by filling out the form on the ODS Calendar webpage, or wait because upon ODS show approval and/or processing of the insurance form, your event will automatically be added to our calendar by ODS Staff. In the case of events hosted by ODS members or affiliate organizations we request that the instructions at the top of that page be followed.

ODS Broadcast e-mail – when available and allowed (ODS Policies apply to broadcast e-mails – see Chapter 4 here). Contact us to schedule your email broadcast.

Social Media – the ODS Facebook Calendar Page is automatically fed by the ODS Calendar, however, you may want to request additional promotion (by sending an e-mail to the ODS Office) and to also add and promote your event on the USDF Region 6 and Individual Chapter Pages. Promotion done on the ODS Facebook Page automatically feeds our Twitter.

Other places in our area to advertise:

These forms are due within 2 weeks of event: W9 and Post-Event Income Report Form

These forms are due within 2 weeks after the event to the ODS office. ODS files reports on behalf of all of our organization – all ODS chapters, committees, high school teams. These forms are necessary to protect 501(c)3 status and go to Oregon Dept. of Justice as well as the IRS.


Payments made to non-corporations for fees for services need to be reported to our office with a post-show or post-event form and a W-9 for each person paid.  Just because you are making payment to a business name does not automatically mean that the income is not reportable; you must collect W-9s from Sole Proprietors (DBAs), Partnerships as well as LLCs and most Corporations; Government facilities (such as County/State Fairgrounds) are except from this requirement. Rent is reportable – do not forget to turn in paperwork on facilities. You may not issue payment to the individual unless you have a completed W-9; if the individual refuses to provide a W-9, you will be required to withhold a portion of the earnings and submit different paperwork along with the withholdings to the ODS Office so that we can forward to the IRS.

 FOREIGN HIRES:

If you are considering hiring a non-US person for a chapter or other ODS event, you must clear this with the office or ODS Treasurer first. There are strict legal requirements involved in hiring a non-US person. This needs to be verified BEFORE you make any agreement to hire that person.

A non-US person is someone who is not normally resident in the USA.  The requirements are:

  • The person must have a suitable VISA to work for hire in the USA. A Tourist Visa or any other non-work visa is not adequate.
  • The person must have a US Tax ID.

Post-Show Report Form

W-9 Form

W-9 forms can be turned in before your event or with the post-show form.
Send forms to: Oregon Dressage Society – P.O. Box 347 Toutle, WA 98649

What You Need to Know About League Shows


Participation Fees:
Note: as of 2014 due to a USEF/USDF rules change,ODS is no longer collecting participation fees for USEF/USDF Licensed Show, however, we will still be collecting awards fees for ODS League Shows. All riders/handlers at ODS approved League Shows are subject to $1.00 per ride/DSHB go, regardless of membership status, regardless of the location of the approved show. Fees are due 14 days after the competition.

This form is to accompany post show payment and results.
REQUIRED Verbiage for ODS League Show Prize Lists:
Note: if your prize list is published in the ODS Regional Omnibus, this will be published in the GENERAL RULES section and does not need to be duplicated in your section.

“Oregon Dressage Society assesses a participation fee of $1 per ride down the centerline or DSHB “go” at all ODS approved League Shows.  The fees are dedicated to funding the ODS horse/rider and DSHB awards.

In your fees section, include:
ODS Participation/Awards Fee, per ride (or go if DSHB show) ……………….$1.00

Results Reporting:
Note: ODS approved USDF/USEF licensed shows DO NOT have to submit results anymore. USDF will send the show data to ODS at the end of the show season.ODS approved Leagues Shows MUST submit results to Ed Miller, the volunteer in charge of ODS League Show tabulations and cc the ODS Office. Please make sure that you are providing your results in a proper format! If you have any questions about the format, please contact Ed directly.
  Evaluation Form
Managers at ODS League Shows are asked to please make the ODS League Show Evaluation Form available to all competitors and volunteers. It is requested to be handed to each competitor (as a part of their packet or goodie bag) and then turned into the ODS Office after the show. Members may mail the forms directly to the ODS Office or shows may collect the forms and send to the ODS Office along with the other post-show paperwork.

Download League Evaluation Form

E-mail the ODS Office if your event is not appearing on our calendar, and you have already applied for approval / insurance.