Before your Competition or Clinic, you’ll need to do these things (please note, you will find all necessary show- and event-related forms on our Forms + Documents page):
1. Fulfill Insurance Requirements:
Show and Event organizers will need to obtain insurance for any ODS Show or Event 6 weeks before the event. Please read the insurance packet provided by the ODS Insurance Agent and the ODS Handbook chapter about Insurance. Insurance Application, Liability Waivers, and Accident Forms are found under Forms and Documents.
1. 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: 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.
2. Find a USDF “L” Graduate or Licensed Official
ODS does not keep a list – however, you can find up to date information about show officials on the USDF website – use link below. ODS may have resources for schooling/practice show judge ideas, or you can check the latest issue of Flying Changes in their service director.
What you need to know BEFORE your Competition or event 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 to the ODS Calendar. On the ODS Calendar webpage – click the “Submit Event” button at the top right of the Calendar page, complete the requested items and click on the “Submit Event” button at bottom of page. You can always update your information later. Questions – contact firstname.lastname@example.org.
ODS Broadcast e-mail – when available and allowed (ODS Policies apply to broadcast e-mails. 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 ODSinfo@oregondressage.com) and to also add and promote your event on the USDF Region 6 and Individual Chapter Pages.
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 show/ event to ODS. 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.
If you are considering hiring a non-US person for a chapter or other ODS event, you must clear this with ODS or the 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:
W-9 forms can be turned in before your event or with the post-show form.
What You Need to Know About League Shows
In your fees section, include:
| 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 ODS. Please make sure that you are providing your results in a proper format! If you have any questions about the format, please contact ODS office 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 ODS after the show. Members may mail the forms directly to ODS or shows may collect the forms and send to ODS along with the other post-show paperwork.
E-mail ODS if your event is not appearing on our calendar, and you have already applied for approval / insurance.