These descriptions were written for Nationals, but they are helpful for other fests.
JUDGES' STAFF (Judges' Aides/Clerks/Timers/Hospitality)
* Anything overheard or seen while working around or with Judges is confidential and should be treated with discretion.
* Judges may be judging or thinking about a score even when there is no activity in the arena, so please do not engage the judges or other officials in conversations. You may respond politely when asked a question.
* If you are unsure how to do your job, please ask before you enter the judges area.
* If you have a problem during competition, do your best but wait until the 'go' is over before speaking with the judge.
JUDGE'S AIDE:
* Maintain order and keep things moving in the compeition arena.
* Serve as liaision between judges and everyone else during competition.
* Make sure hospitality is taking care of judges without being intrusive (i.e. talking to judges while judges are still scoring, moving around during actual competition)
* Make sure that runners are not being intrusive (i.e. requesting score sheets during actual competition, moving around during actual competition, talking, playing)
* Deal with any facility or equipment problems which may arise (i.e.: shade structures blowing over, not enough sharpened pencils)
* Communicate any requests, information from judges or other officials in the arena to appropriate parties (i.e. timer needs to be relieved in half an hour, judge wants announcer to annouce something specific).
* If things seem to be slowing down - lots of waiting between goes - try to find out why and fix it (i.e. make sure gate people have the next 'up' ready to go - not just warming up as the previous group is leaving the arena, if judges seem to be taking lots of time, talk with fest manager or the office).
* Make sure all score sheets are brought to judges in time.
* Make sure clerks and timers are at the ready in time for beginning of the session.
* Direct any problems to the correct parties (judge, management, AHSA Steward, etc).
* Try to keep a log of who works at which job (Clerks, Timers, Runners, Gate, Announcer, etc.) in your arena during your shift.
CLERK:
* Write down the judges comments and scores on the score sheet
* There is no need to know the abbreviations as the judges most often actually say the abbreviation.
* Should be familiar with the various score sheets and have some familiarity with the sport
* Those clerking for canter classes must have some experience.
* Those clerking for Gold or Silver Individual Classes or A Team (USAE) classes must have upper level clerking experience and should be over 18.
* Please write neatly. If you make a mistake, don1t try to erase, but cross out the wrong information completely and write in the new information as close to the old as possible.
* You will probably be using NCR forms, so press firmly.
* Check the schedule and listen to the announcer to be sure you have the correct score sheet. Check armband numbers and horse tag numbers as possible.
* Make sure the judge has filled in all the appropriate scores and signs the score sheet before you release it to the office.
TIMER:
* Must be able to operate a stopwatch.
* Time Allowed:
A Team Compulsories on horse 8 vaulters = 8 minutes, 9 vaulters = 9 minutes* Check the times for any unrecognized classes as they may be different
B,C Team Compulsories on horse 1 minute per vaulter on team
Trot Team Compulsories on horse 8 minutes
A, Team Freestyle on Horse 5 minutes B, C, Trot Team Freestyle on horse 4 min
2-Phase Team Freestyle on Barrel 3 minutes
Pas de Deux on horse 2 minutes
Pairs on horse 2 minutes
Doubles on Barrel 2 minutes
Individual Freestyle on horse 1 minute
Individual Freestyle on barrel 75 seconds
* Team time is started when the first vaulter touches the grips and ended when the last vaulter touches the ground in their dismount.
* Individual time is started when the vaulter touches the grips to when the vaulter touches the ground in their dismount.
* In the case of a time stop (called by the judge) in a recognized class, both stop watches are to be stopped and one is immediately cleared and restarted to time the 3out2 time. When the judge indicates that the vaulting has begun again, the second watch will resume timing.
* NOTE: due to USAE regulations, timers for USAE classes may not be related to participants in that class. That means that a parent or coach of a vaulter or longeur or a horse owner may not time for that class.
ANNOUNCER:
* Your job is to make each participant feel like a star.
* Never talk over any 'go's.
* Treat everyone with respect and equality.
* Announce the entering teams or individuals, their names, club, longeur and horse. You may mention their coach and where they are from.
* It is important that all participants are treated equally and you do not make extra comments about vaulters you know well or are fond of.
* The clerk will be listening to you to make sure the score sheets are in the correct order.
* The order of go is your main source of information and you will get updates as changes occur but you may use programs or other information for fill-in comments.
* You should announce any changes or activities like awards ceremonies, food both opening/closings, class movings, etc.
* You should announce sponsors.
* You supervise the music player.
MUSIC:
* Your job is to provide music for each go per tapes provided to you.
* Treat everyone with respect and equality.
* Keep the chatter down - you may be heard over a live mike.
* Check out the equipment - understand it before competition starts.
* The announcer will supervise - You are a team.
* If you need a moment to get ready, tell the announcer.
* Concentrate on the activity in the ring.
* If someone tries to give you a tape during a 'go', make them wait until you have time.
* Make sure that you understand and can read what is on the tapes given to you.
* Keep an eye on the order of go - use it to mark changes/comments/status.
* It helps to stack the tapes in the order of go.
* Be aware of the sound levels to make sure the tapes are not too quiet or too loud (watch for horses or judges reaction to loud tapes).
* Put 'done' tapes to one side so that they don't get confused with the others.
* If a tape doesn't play, eject it, check to be sure it is on the correct side and at the beginning of the tape, and that the sound levels are appropriate. If the tape still doesn't play, that's just too bad - sometimes that happens.
GATE MANAGER
* Your job is to have each vaulter ready to go into the competition arena when they are called and to make sure that the order of go is followed so that the correct score sheet gets used for the correct vaulter.. For most competitions changes are allowed only if approved by the office.
* Anything overheard or seen while working around or with Judges is confidential and should be treated with discretion.
* Judges may be judging or thinking about a score even when there is no activity in the arena, so please do not engage the judges or other officials in conversations. You may respond politely when asked a question.
* If you are unsure how to do your job, please ask before you enter the judges area.
* If you have a problem during competition, do your best but wait until the 'go' is over before speaking with the judge.
* Usually you are posted at the entry to the competition arena. You may have an assistant assigned to you to fetch vaulters who are late or to run messages to the judge/announcer/office.
* Pay careful attention to the schedule.
* Check horse tag numbers, vaulter order of go within a group, vaulter and longeur armband numbers against the OFFICIAL order of go.
* Ask the longeur (or coach) if the printed material is correct. If there is a discrepancy, you must communicate that to the OFFICE immediately.
* Do not let anything happen unless you have it marked on your Official Order of Go or have an Official Change Sheet for it. announcer & Judge.
* It is helpful if you know the different club colors or who is coaching what team.
* You communicate information (confirm vaulters names, pronunciation, order of go within groups and teams, etc,) via radio, runners, signals, whatever to the announcer/ judge.
* You manage the warm-up arena. Try to even-out the warm-up times for groups.
* Try to have the next group in ready and waiting when the judge signals them in.
* The judge will ring the bell for entry.
* You should watch a couple of competitions to get a feel for the flow of activities and how the gate works.
HOSPITALITY
* You are to make all the officials feel welcome and appreciated.
* You should be given a list of which officials will be receiving hospitality.
* Have hot coffee/cold water or drinks available to the judges right at the beginning of the first class of the day through the last class of the day.
* All the officials on your list should be offered refreshments several times during the day. A little Styrofoam cooler with some bottled water, other drinks as requested, and perhaps a little fresh fruit could be placed by each judges station.
* Hospitality staff should make the rounds of other officials (usually: announcers, gatepersons, medics, steward, office staff, and ribbon organizer) to see if they need refreshments
* Refreshments suggestions: water, ice tea, fresh fruit, cookies, nuts, fruit juice, coffee. You can decide how elegant or simple you want it to be.
* The judges are your main concern.
* Set up a luncheon site for the judges. It should be somewhat removed from the main activity areas. Get table, chairs, cloth, decorations. You may get their lunches from the food booth, a restaurant/deli, or make something yourself � this depends on the budget and your talents and availability.
* Keep an eye on the schedule and how the competition is running so that you know when the judges will be available for lunch.
* For the purposes of hospitality, the USEF Steward is treated just like a judge.
* You should be given a list of who gets lunch.
OFFICE:
* Your job is to make sure that vaulters scores and placings are accurate, prompt, and distributed as appropriate.
* As they come in from the arena, the written scores are usually input into a computer program to do the calculations and sorting.
* The computer printouts are checked for correct input against the score sheets.
* OK'd computer sheets are posted where the vaulters can review them.
* A set of sorted/placed computer sheets are given to the ribbon manager.
* The computer calculations and placings are written on the score sheets.
* The score sheets are sorted by club and NCRs are separated. The white originals of AVA recognized classes are sent to the AVA Competition Secretary. The yellow copies and all others are given to clubs.
* Any inconsistencies, questions, problems should immediately be brought to the office manager.
* Keep an eye on the competition activities so that you know when classes are finished.
* The office should be a quiet and orderly place. Children, friends, siblings, parents, even officials should be gently removed and dealt with outside.
RIBBONS:
* Your job is to make sure that each vaulter gets the ribbon he/she deserves.
* Open up the ribbon boxes and sort by class.
* The results will come to you from the Office. Don't harrass them, but do work with them to make awards go smoothly - ask for estimated completion times, etc.
* Keep an eye on what is happening in the arenas so that you will be prepared for awards.
* Please have the appropriate ribbons at the awards site a few minutes before the published awards time unless told otherwise. The results may be brought to the arena when done.
* Remember that Women and Men are separate for Individual Classes
* There should be enough people to hand efficiently out ribbons.
USHER:
* Make sure the audience is able to enjoy the competition/show while maintaining safe conditions for the vaulters.
* Try to keep movement during actual competition to a minimum. Ask people to wait until the vaulter is done.
* Keep an eye on the competition to see if any horses are being specially affected by the audience.
* Be available to explain what is going on to public. Be aware of the schedule.
* Watch for any flash cameras. Don1t hesitate to remind folks to turn off their flashes.
* Know the layout of the facility so that you can direct people to where they want to go.
* With tact, yet firmness, make sure young children are vocally and physically quiet during 'goes'.
* Safety and providing optimum competition conditions is of primary importance, but remember that you are an ambassador of our sport to the public and be polite and helpful.
SALES:
* You sell any AVA materials available.
* You should know the structure of the AVA and be able to answer some questions.
* Know the layout of the facility so that you can direct people to where they want to go.
* Keep accurate records of all items sold.
* Maintain inventory records.
* Set up and tear down sales area daily.
* Make sure money and materials are secure.
* Turn over money to Office at the end of each day.
GROUNDS MAINTENANCE:
* You rake the arena as needed to smooth out surface.
* You rake up droppings as needed.
* You may be asked to help during lunch breaks.