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 Veteran
Posts: 285
 
Location: Murphy NC | I have been asked to produce some barrel races next year for a local saddle club. They want them to be 4D jackpot style races. Since I have never done this before I have some silly questions. Like, where in the world does the added money come from? Where do the profits come from? I would love to do a saddle series as there is NOT one in the area. Where does the money for the saddles or prizes come from? ANY advice would be appreciated. | |
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I just read the headlines
Posts: 4483
| It has been awhile since I helped produce barrel races, but this what I remember ; there was no profit, all left over money went to buy year end prizes. We had to use the work point system and if you didn't want to work, you could get x amount of dollars donated which went to prizes. Office fees went to pay for the arena. The president had a timer and a tractor that we used for free. | |
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Location: In my own little world | Added money can come from donations you secure or can come out of the 20-30% the producer takes out of the total entry fees. You can also charge and office fee to help cover your costs. Some also charge an arena fee if your facility/arena is not donated. If there is to be series awards some producers also charge a one time awards fee to the ones who want to run for awards. Awards can also come from monetary donations you secure or some people will donate the actual award in lieu of money. You need to have access to electric eyes, you can do the paperwork by hand but a computerized barrel racing program is really handy. With that said, depending on how you set it up there is money that can be made to help support it but it is not a "get rich deal" when you are producing small jackpots. And my opinion on saddles is if I can't afford to or get donated what is needed for quality saddles I won't give them, especially if you get sponsorships for them. I want to give saddles that the winners will ride and give the sponsor (if sponsored) or give myself (as the producer if I have had to pay for the) the most visability that I can. When they only sit on a trophy stand and aren't used, noone is getting any advertisement from the,. Giving saddle certificates is a good way to go if you are thinking of saddles. That way the winner can add more money too them if they like and get a saddle that will fit them and their horse and will be used. These are just my experiences from producing.
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 Elite Veteran
Posts: 1092
Location: OK | Your exhibition $ is straight profit each race. That can go toward prizes. Your concession stand will about even out. At first you will have to put some $ in, but after that if you don't buy too much, it will take care of itself.
Producers pay back anywhere from 70%-80%, so out of each fee, a percentage goes into the pot that the girls win, and a percentage goes to the club.
Also, for a series, most clubs charge a 1-time nomination fee, say $20. That also goes to pay for prizes.
So prizes come from exhibition $, nomination fee $, and a percentage of the entry fees each race.
It's easier to get product donated by a business than $ usually. So you could give tack or something for reserve prizes. Also, when you order the saddles, you can almost always get them to give you a discount.
Let's say you spend $650 each on saddles for a 4D. That's $2600 I think.
Exhibitions are usually 3 for $10. So let's just say for simplicity's sake, you make $300 per race on exhibitions.
It's a good idea to always let them exhibition after the race is over if they want, even if you're tired lol.
On a $35 entry fee, if you take out 25%, that's 8.75 per rider. If you get 50 girls, that's about $430 per race profit.
If there are 50 who nominate, you will start off with $1000 the first race.
So $1000 (only the first night) plus $430 plus $300 is $1730.
Each week after that, you won't have the $1000, but just the $730.
On an 8-week series, you will have $1730 from the 1st week plus $730 x7 (around $5000) =6730 - $2600 for saddles = around $4000. You will also usually give youth prizes I'd guess and usually some reserve prizes in each D. There's also the light and water bill, and any rent you have on timers, tractors, and arenas.
This is a very vague breakdown, but just gives you an idea. You may not get 50 nominations and we have gone in the hole before and the club had to cough up $. I hope my math was right on all this lol. | |
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 IMA No Hair Style Gal
Posts: 2594
| Your saddle money would come from sponsorships.
I just got done this past season booking 18 shows, 9 of which I was responsible with putting on.
Ended up being successful, I got recognized at the NBHA world show for it.
This is what I did to make money for the club and provide added money at the shows.
Money is made off of warm ups and concessions. The money made off of entry fees for each class I paid out. I would pay out based on number of entries. You can increase the entry fee and add more money or decrease the entry fee and have less added money. I would ask what people want.
I never could get anyone to work concessions so when all is said and done we would make aboout $400 dollars give or take. I also charged a $5.00 rider fee. I would typically pay out $300 to $400 dollars if we had over 60 in open barrels. Towards the end of the season every show we had a large anough crowd to add decent money.
You can also ask for sponsors to donate added money. One show in particular we offered $700 added because of the number of sponsors we got and it was guaranteed with only a $20.00 entry fee. | |
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 Go For It!
Location: Texas |
All great producers use the new barrel racing standard patterns. You can find them listed on our facebook page! A new standard in barrel racing! ;)
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Veteran
Posts: 285
Location: Murphy NC | grinandbareit - 2014-11-16 7:44 PM
All great producers use the new barrel racing standard patterns. You can find them listed on our facebook page! A new standard in barrel racing! ;)
Yes of course we will!! Any other advice? | |
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Veteran
Posts: 285
Location: Murphy NC | This saddle club has their own arena. We want it to be a really good series. We are thinking vendors, GOOD concessions, nice prizes and $1500 or more added to the shows. I just happen to be the one nominated to figure out how to make that happen. | |
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Industrial Srength Barrel Racer
Posts: 7268
| START.ON.TIME. - I just about refuse to enter races that claim "the open will not start before such and such time." I just don't have an appetite for going to sit at a race for 6-7 hours to make one run. | |
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Extreme Veteran
Posts: 564
Location: Texas | I will second the Start. On. Time. | |
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 Experienced Mouse Trapper
Posts: 3106
Location: North Dakota | Have a set of RULEs-ages for divisions, forward motion,etc etc and make sure everyone involved knows those rules and stick to them. Have plenty of help, nothing worse than watching 1 person try to set all 3 barrels all day. (some people will volunteer to help when they are not running) but acknowledge those people that do volunteer. Think about decisions and don't let someone strong arm you into a decision.
Good luck, it is stressful putting on races and hopefully you will have a happy crew helping, which will make all the difference in the world! | |
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Elite Veteran
Posts: 1028
| LMS - 2014-11-17 8:22 AM Have a set of RULEs-ages for divisions, forward motion,etc etc and make sure everyone involved knows those rules and stick to them. Have plenty of help, nothing worse than watching 1 person try to set all 3 barrels all day. (some people will volunteer to help when they are not running) but acknowledge those people that do volunteer. Think about decisions and don't let someone strong arm you into a decision.
Good luck, it is stressful putting on races and hopefully you will have a happy crew helping, which will make all the difference in the world!
Agree with all of this! Oh and I'll add, have set rules that are WRITTEN DOWN, posted somewhere and documented, in case someone has an issue of any kind. Starting on time is a huge deal for most barrel racers, whether they're on time or not LOL. | |
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 Expert
Posts: 1857
| Start your sponsorship hunt as soon as you can.... make sure your ground is in the best condition possible, nothing will run racers off faster than crappy ground, start on time and post the draw as early as you can(in multiple locations), make the drags as quick as you can(everyone appreciates races that move along at a good speed, in and out), don't worry about how many prizes you can buy just make sure they are the best that you can buy.
You will have more costs than you will think, computer & printer to print the draw, if you choose(it is easier and faster) race software, electronic eye, pa system, tractor rental and fuel, water & electric expense, arena cost(if you have one).
You'll make money(not that it could be considered a profit because it gets put right back into the race for added money or prizes) from exhibitions, arena fee(which will help pay the cost of rental), and the 15-25% of entries. | |
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Veteran
Posts: 284
Location: Florida | All added money comes from Sponsorships (or your pocket) When I am soliciting for $ I call it advertising. I never call it a donation because I am advertising their business before the show on social media sites and during the event. I put their logos on flyers and they pay for their banners in arena or logo on entry forms and also have had t shirts made with logos on back. So they are paying for the advertising....it's not a donation when you are bringing them value. I also don't ask people to advertise that I feel wouldn't get any benefit out of it. Local real estate agents, insurance agents, feed stores, equine dentists, farriers, vets, truck dealerships, ect are people I seek out. Profits come from 20-30% of entry fees, any processing fees, late fees, exhabitions, vendors, time onlys, stall rentals, hook ups, t-shirt sales, concessions, ect. The higher the entry fee the more profitable it is for producer and the races will pay much better. I like to add 2K with $50 entry fee. With 200 entries it will pay close to 1k to win it. You can check out my fb page for ideas Strut Your Stuff Barrel Race. | |
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 Blaines and Beauty
Posts: 1431
| I started putting on some barrel races and a buckle series this year. To start off, I bought a new computer and the Charlie Horse barrel race program, timers, binders with tabs for exb/open/youth, lots of pens, extra batteries for timers, money box, and envelopes (for money people have won). I made a clear set of rules that we could go back to if any problems came up (like timer failure). You also want to stipulate how many shows need to be made in order to win the saddles ( like my mine was 6 out of 8 to be eligible for buckles). I always did cash entry/cash payout, but these were smaller shows (less than 50 entries). I got our buckles sponsored by local businesses that owners were involved in horses. The main thing people really want is good ground, starting on time and the show to run smoothly and fast. The Charlie Horse program was probably my best investment. After the jackpot, I just push a button and the winners and amount won is listed. I usually have names announced and money ready to be picked up about 10 minutes after the jackpot is over. Make sure you have good help in the announcer stand with you. I had one of my friends put the times in the computer while I announced and hand wrote times. I always hand write also just in case something happens with the computer. Also having good arena help is great and makes things run smoothly. As for the making money part, it comes from the percentage the producer takes from entry fees,any office fees and exhibitions. Also, having jackpots after the show is a good idea too. People that had a bad run and need to tune love this. I also had people want to clock their futurity horses on the stakes after the jackpot since the exhibitions before the jackpot are off the stakes. If I think of anything else, I'll add on. LOL. I have learned a lot and I'm sure will learn more as I continue to do it. The main thing to remember is you can't make everyone happy 100% of the time and don't get discouraged. The majority of the people are very grateful to have somewhere to go | |
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  A Lady with Fight
Posts: 2701
Location: NC | RawhideRose - 2014-11-16 8:23 PM
This saddle club has their own arena. We want it to be a really good series. We are thinking vendors, GOOD concessions, nice prizes and $1500 or more added to the shows. I just happen to be the one nominated to figure out how to make that happen.
Don't bother with a saddle series. MONEY is what will bring your crowds in. If you want to make it a series, make a few smaller shows and make them mandatory in order to run in a bigger added money finals. Add $200-500 to each show, then add as much as you can to the finals. It will draw a bigger crowd than prizes or saddles. Trust me.
It costs more to produce a race than it makes. Unless you have volunteers for every single little job. You'll probably end up paying barrel setters and concession help. No one ever volunteers for those jobs. Have a GOOD solid ground crew to make the ground good or no one will show up. Make exhibitions last 3-4 hours is possible. That's pure profit and easy money. Charge a gate fee, that's profit too. Then you get the producers fee too, and if you charge a timer or arena fee on top of it. Just make sure the entry matches the added money.
I've produced two benefit shows the past two years. The one this year had 140 entries with $1200 added to the open class itself. And it was held on a Sunday. Once we got the first few sponsors, the rest came along pretty easily. Make a list and hit up businesses ASAP. Like yesterday. Make a Facebook page and event page and invite everyone you know to like it. Make flyers, people love flyers. I made a website too which added to the sponsor appeal. Make sure you let the sponsors know what they will be getting in return. Advertisement, etc. I put my sponsors on my barrels using decals. Also blasted them several hundred times on the event page and at the show itself.
Sponsors are the hardest part. But if you start early and hit up a million places/people, you should get a decent amount. Good luck!
Oh and make sure you don't overlap over another association. People won't show up if there's a bigger show or a points related show on the same date.
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 Not Afraid to Work
Posts: 4717
| We put on a few barrel series and this is what I learned:
SPONSORS are your best friend but offer them something. Make sure they know what they will get in return. We offered them advertisements at the races and a end of the year "thank you." We also made up brackets so to speak. If you were a Bronze Sponsor $100-$300 you would get info put on showbills, website, a business card or promo at the events, etc.
Silver Sponsor $301-$600 and we would do all mentioned above plus a banner.
Gold Sponsor: $600+ would get all the above and also get something at the end of the year.
Be creative with these brackets...
Also have the club look into being non-profit. People are a lot more likely to donate to a 501.C3 because it can be a tax write off.
We usually added in money from sponsors and put in some of our own club money.
Make sure you make up rules and make them specific for your series... when you do the draws... can you carryover... can you switch your a,b,c horses around... can people trade... how often will your drag? dresscode? Run the gate? open gate? etc.
What classes will you have? Youth, peewee, open? 1/2 splits? Age cutoffs? Will it be certified? (all should be added to your rules).
We limited out exhibitions to 100 people (we did night races and this was the best way to guarantee we started on time). We gave out 100 tickets and if time allowed, we could always take money at the gate.
You will make money off your exhibitions and if you do warm ups. We also got the local boy scouts to do concession stands which was free for us and they made money for their trips.
We charged a $20 vendor fee (they had to carry their own insurance). Some people set up jewelry booths, we had local saddle shops come in and set up, massage therapists, chiros, etc.
Make sure you have plenty of help and create a signup (the good faith thing always seems to fail). Split your office staff into shifts, you don't want to burn anyone out. Make sure you have plenty of barrel setters and tractor drivers.
Ground is huge when it comes to a race being successful.
Have the club do some local fundraisers... we did a garage sale, pizza sales, we bussed tables at local restaurants (special offer up here). Look around there are tons of opportunities.
Last but not least, keep your prices reasonable. In my experience, people shy away from huge arena fees or office fees. Its a lot of work to get these off the ground but if you do it right, people will love them! | |
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 Total Germophobe
Posts: 6443
Location: Montana | If you do a finals, should you have year end awards or can you do it with just extra added money? The reason I ask is because I'd like to have a series that people can afford to go to with a little added money, and do it for fun, but I realize from reading this there isn't always much money to afford prizes.
Another question is does it pay to take the time to establish a points system? Thanks! | |
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 Expert
Posts: 1580
Location: Down South | You've gotten some good advice here already, everyone will have their own views/opinions so you will have to pull out the ones that will work best for you and your area. I produce about 20 barrel runs a year. It's hard work and while everyone else is riding their horse, competing, visiting with friends or just watching the event, I'm working/producing making sure their show runs smoothly. I have a great crew that helps at my shows. We have pretty much got it down to science and produce a flawless show. Of course there is always the unexpected out of the ordinary that may and will happen. What do people want.?? A smooth ran show with low entry fees and good payback. Don't be greedy. In the end, you want people happy and coming back to your shows. There's so much more I could add. Lots has been touched on already by previous posters. Do your homework. Best of luck.!
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Married to a Louie Lover
Posts: 3303
| We have a points system in our series as well as keeping track of money won - simply because we go by the nomination system for year end awards.
It's $20 to nominate and only nominated riders earn points. It is possible to earn points but not money if the horses who earned checks were not nominated. We also keep track of the money earned in order to break ties in the points at the end of the year.
It's effective for us because we have a solid core of rider who come to most of the races, but we run at a couple arenas that will draw a large number of riders from the neighboring state who won't come to any of the other races. Simply keeping track of money and doing year end awards that way wouldn't be fair for us, if you won a division at 1 location that tends to draw a LOT of entries over the other locations you could almost win a year end award over folks who placed consistently at all the other locations. Points and having to nominate for awards make sure that awards are going to the folks who regularly support our association and travel to most of our races.
That being said, for races being run at just 1 arena points may not be as big a deal. However if you're going to add money to the pot and not keep points as well, make sure you add the same amount to each race, otherwise you'll surely set yourself up for complaints that the folks who won the week you had $2000 added had an unfair advantage towards year end awards over the folks who won during the $500 or $1000 added weeks.
Nominating for year ends awards and keeping points is the way to go, IMO. It's a little more work, but nominations go straight into the awards pot and points allow you to secure added $$ for individual races as the season progresses.
Other than that I am happiest with a tractor crew who knows what they are doing and can get it done quickly. We came to watch a barrel race, not a tractor drive in circles. | |
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