Running Equestrian Clinics and Events: How to Stay Organized and Maximize Revenue

Organizing equestrian clinics and events can be one of the best ways to add value to your barn, boost community engagement, and—let’s be honest—bring in a nice chunk of revenue. But without careful planning and some solid tools, things can go from exciting to overwhelming pretty quickly. Whether you’re hosting a local dressage clinician, putting together a weekend-long horse show, or something in between, staying organized and keeping an eye on your financials is the name of the game.

Let’s dive into some practical tips for running a smooth, successful event that keeps both your barn and your bank account happy.

1. Start with a Clear Event Plan

Before you post anything on Facebook or hang a flyer at the feed store, sit down and map out your goals for the clinic or event. Are you looking to bring in outside riders? Showcase your facility? Boost training programs? Once you’re clear on the purpose, you’ll have an easier time making decisions about pricing, scheduling, and marketing.

A few key elements of planning:

• Set Dates Early: Choose a date that doesn’t conflict with local horse shows or other community events. You’d be surprised how many riders will choose a birthday party over a clinic if you’re not paying attention to the calendar.
• Consider Capacity: How many riders and horses can you reasonably accommodate without overwhelming your staff and facility? If you’re running a clinic, a good rule of thumb is to cap entries to maintain a quality experience for participants.
• Secure Your Clinician or Judge: Book your clinician, speaker, or judge well in advance, and confirm their availability (and any special requirements they have) at least a month out.

2. Build Buzz with Early and Consistent Marketing

No one can attend your event if they don’t know it exists. Build buzz early by reaching out to your local equestrian network. Start with your own boarders and lesson clients—word of mouth can go a long way, especially if your clients are excited to participate. But don’t stop there.

• Social Media Blitz: Create a Facebook event, share regular updates on your Instagram, and post in local horse groups. Always include critical details like dates, location, fees, and registration deadlines.
• Email Marketing: If you’ve been collecting emails (which you should be!), send out a series of announcements and reminders leading up to the event. Segment your list if possible—current boarders might appreciate one type of messaging, while outside participants need more logistical info.
• Local Advertising: Don’t forget about those old-school avenues like bulletin boards at tack shops and feed stores, or even a mention in a local equestrian magazine.

EC Pro’s event communication tools make marketing easier by letting you send mass emails or text messages right from the platform. You can even send push notifications via the app to alert participants to updates or last-minute changes.

3. Streamline Registrations and Payments

Handling registrations and payments can turn into a mess if you’re not organized. Rather than dealing with printed forms and checks, use EC Pro’s event registration system, which allows participants to sign up directly online. They can pay through the system as well, streamlining the entire process for you.

With EC Pro’s event management tools, you can:

• Automate Payments: Collect fees upfront during registration, so you’re not chasing payments later.
• Track Registration: Easily monitor how many people have signed up and track all associated information like rider levels and special requirements.
• Manage Waitlists: EC Pro allows you to track waitlists automatically if your event fills up quickly​.

4. Keep the Day Running Like Clockwork

Event day can either be a smooth and enjoyable experience or a whirlwind of chaos—often determined by how well you’ve planned the schedule.

• Buffer Time Between Activities: Horses and riders don’t move on and off the field at the speed of light. Build in time for tack changes, restroom breaks, and, let’s be real, that inevitable moment when someone’s horse decides today is not the day to load in the trailer.
• Assign a Point Person: You can’t be everywhere at once. Designate a reliable staff member or volunteer to help manage logistics, answer participant questions, and troubleshoot unexpected issues (because there will always be something).
• Clear Signage: Make sure your event space is well-marked. Signs indicating where to park, where to register, and where each activity will be held will save you from answering the same question 40 times before lunch.

Using EC Pro’s staff and facility scheduling tools, you can assign specific tasks to your team members, manage your facility spaces efficiently, and track event logistics all in one place. You can even schedule reminders to go out to staff and participants on the day of the event.

5. Post-Event Follow-Up

Once the last horse is loaded up and the dust has settled, don’t forget the power of a good follow-up. Send a thank-you note to participants, either via email or good ol’ snail mail. Ask for feedback to find out what worked well and what you can improve for next time.

If you’ve captured videos or photos during the event, share them online (with participants’ permission) and encourage riders to tag themselves. This helps keep your barn top of mind and builds a sense of community.

EC Pro’s client management tools allow you to store participant information and easily follow up after the event. You can send thank-you messages, gather feedback, and keep those participants engaged for future events​.

6. Track Revenue and Profitability

At the end of the day, your clinic or event should ideally help your bottom line. Keep close tabs on all expenses and income to make sure you’re turning a profit, not just breaking even.

• Set Realistic Fees: Charge enough to cover not just the clinician’s fee or the judge’s time, but also the cost of any additional staff, facility maintenance, marketing, and meals or refreshments. Riders are willing to pay for a well-run, valuable event.
• Track All Expenses: You’d be surprised how quickly the “little things” add up. From buying extra hay to printing those last-minute programs, make sure you track every penny.
• Evaluate Profitability: After the event, sit down and review the numbers. Did the clinic turn a profit? If not, where did you go over budget? Use this information to adjust for future events.

With EC Pro’s comprehensive reporting tools, you can quickly pull financial reports that detail event expenses, income, and net profits​. This makes it easier to determine if the event was a financial success and how to improve future ones.

Running clinics and events can feel like a juggling act, but with solid planning and the right tools, you can stay organized and turn them into a reliable revenue stream. EC Pro takes much of the hassle out of the equation, allowing you to focus on what matters—providing a great experience for your riders and growing your business in the process.

Looking for more tips on managing your equestrian center efficiently? Check out our post on Managing Multiple Instructors and Schedules for more ideas on optimizing your operations year-round.

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