Information/advice for organisers and judges Both organisers and judges are crucial to BD competitions and neither can function without a good partnership with the other. This paper addresses the measures which will lead to contented judges, happy organisers, smooth-running competitions and rewarded competitors. It s important that there s understanding of each other s role and as such we ve composed one document for all and hope the points made will help towards a good working relationship. Organisers put in a lot of work to run shows and most dressage judges willingly give up their time for no real financial reward simply because they enjoy dressage. A judge friendly show will make it more likely that a judge will want to return in the future. Here are some hints to organisers to make yours a competition not to be missed; Invitations It s understood and expected that organisers will have the correctly listed judges booked prior to the event. Details of which level judges are allowed to judge and the number of judges required are detailed in the judges section of the Members Handbook. If a level of competition is advertised in your schedule, then you must have a judge booked for that level. It s advisable to try and vary your choice of judges as competitors do not want to be constantly judged by the same person. Throughout the year judges upgrade and trainee judges join the panel, therefore it is advisable to keep a record of these changes which are advertised in the BD magazine and are updated on the British Dressage website. Your RDO will also have a list of new upgrades. You can also currently search for judges on the British Dressage website by county and level. Lists of which classes can be judged by a particular level of judge are published in the Members Handbook and on the BD Website. Decide on your judges and invite them as early as possible, within reason. Some judges will be willing to accept judging invitations a year in advance. The optimum time for getting a confirmed acceptance varies with each judge, but generally as early as possible is the best bet. Some judges may have to delay giving a definite answer; in this case you could arrange to contact them nearer the time. It s not advisable to contact judges last minute unless circumstances change and it s unavoidable. Some judges, however are happy to be on your emergency last minute call list. If you re sending out dates for the whole year and asking availability, we suggest you let the judges know whether they re needed within two weeks of the email going out (inform the judges in the email you will do this). Many judges do not now reply to these as some organisers don t then confirm a booking either way. NB: There is no exemption for an organiser to use a lower listed judge than the level required, unless in extreme circumstances, i.e. If a judge is ill prior to the event or stuck in traffic. If this is the case, the show can be granted dispensation on contacting the office but must forfeit its qualifier status. The organiser is responsible for ensuring that all entered competitors are made aware of this and riders may elect to withdraw from the class based on the loss of the qualifier. Page 1 of 6 Judges & Organiser Guidelines (09.02.18)
If your entries are lower than expected at close of entries and you may need to stand down a judge, please notify the judge of this possibility. Confirmation should be as soon as you re aware of them but preferably no later than one week before the show. It s important to note if a judge has requested am/pm and you allocate a class not within their stated availability, it would be your responsibility to replace them. Notes to judges It s important you show organisers courtesy and return emails with an answer to an invitation promptly. If you cannot commit at that time just write back and say so. Please make sure that you let the organiser know of any specific requests or requirements you might have in accepting an offer to judge. It s ultimately the judge s responsibility to find a replacement if you re unable to judge, but it is useful to consult with the organiser, as rearrangement of classes might work, or they will know who is definitely unavailable. If you need your judging to be am/pm then it s important you stipulate this and not tell the organiser this information last minute. Plus: If you wish the show to book accommodation, do not make this a last minute request as most accommodation becomes a lot more expensive closer to a date. For Regionals and Area Festivals, make sure you check lists of competitors soon after close of entries for any conflicts and not leave this last minute for organisers to re organise. Winters and National Championships are available to see on the website so please check these, but request the organiser sends you the list if you re not able to check on the website. If you have any requirements or your mobility is more limited and might need longer breaks to get to facilities, make sure you discuss this in advance. Make sure you keep your class to time. Check scoreboard at the end of the class so you can ask organisers to check anything that may not appear correct before results go out and ensure you do not depart with any sheets in your car. In a panel, it s expected that you await the result sheet before you depart and allow enough time for discussions. Notes to organisers Confirmation and smooth running Always confirm in writing (the majority of judges prefer bookings and confirmation by email), the venue, directions, the test, the approximate start and finish times and if you re providing a writer. If the competition runs for more than one day or if the judge has to travel far, remember to offer overnight accommodation. Before booking accommodation and flights, the organiser and judge must liaise and they must be mutually agreed. It s expected that accommodation should have an en-suite bathroom and be single occupancy unless agreed in advance with the judge. If overnight accommodation is needed, it s useful that judges are in the same place to ensure that they can meet and have informal discussions this is an important part of their continuous professional development. Should a judge wish to arrange their own accommodation they would only be entitled to claim a maximum of 60 a night from the organiser and would need to pay any additional cost themselves. Judges should also have an allowance of 18 for an evening meal. If the show is providing an evening meal but the judge chooses to eat elsewhere, they would only be entitled to claim 15. PLEASE REMEMBER to take into account the logistics of your venue (i.e. number and distance to facilities) when setting up times and breaks for judges. The dressage test time chart states the time allowed for each test including the two minutes allowance between tests. Page 2 of 6 Judges & Organiser Guidelines (09.02.18)
For Regionals the judges will be allocated by the Judges Committee, and for other important competitions they may request that judges are chosen from a nominated pool, or that a certain configuration of a panel is required. Selectors may also have preferences at selection trials and Premier Leagues. Please work with the Training & Education Officer on this matter as there will be important sound reasons for their choice. Regionals/Area Festivals at the close of entries, all panel judges must be sent class lists so the judges can check for conflicts of interest. This will save you considerable time and difficulty in the last few days when the times are published. If booked many months in advance a follow-up e-mail to ensure their availability is reassuring to the judge as otherwise there can be no communication for months! A week before the competition (soon after close of entries for regionals etc.) send a provisional timetable with times and tests, then confirm the exact times of the class a few days before the competition and ask for acknowledgment of receipt if times are sent by email. The judge should not have to work it out from the venue s website or to chase the organiser to see if they are still wanted. Do not add horses in breaks or at the beginning or end of the class without consulting with the judge. If a rider has a dispensation certificate, a copy of this must be included for the judge with the running order and their sheets. Pick-your-own classes should be limited to four different tests (choose one test at each level) and the competitors blocked if possible so that the same tests run together, with a break between blocks for the judge to refresh their memory of the next test. Venues hosting Pick your Own classes who have a list 3 and above judge booked, who are venues which host para competitions, may also offer Para PYO using any List 3 judge or above. However, you must ensure that the judge is aware that you would like them to judge para before confirming the class details. All entries to a class should follow on and a class should not be split by other classes without speaking to the judge to agree the arrangement (this might happen if a class is small and a rider has two horses). The same consideration should apply if a judge is judging tests following on from each other even if the class has a single entry. Allow enough time for cars to be maneuvered into place or for a judge to familiarise themselves with a car which is not their own. When arenas are adjacent, ensure the signal to start the test is different in each arena. If in a car, a second board for the judge is a great help for writing comments. For music classes, please check the sound system and ideally the CDs of competitors in advance. A stopwatch should be available to the judge at C. The BD stated guidance time must be allowed between riders as the bell must be rung and the music started, which takes longer than the usual time between riders. Judges for music classes need to be qualified to judge them. Scores are provisional until the judge has checked the class. At regionals/ championships/ festivals/ premier leagues, the results should be signed off by the judge at C before the results are confirmed and sheets allowed out. Any discrepancy should be investigated as quickly as possible to avoid disappointment for competitors. Equally, should a scorer spot an error this should be checked with the judge in a timely manner. Again both judges and scorers are human so errors on both sides will be made occasionally. Make sure the scorers are briefed and a system is set up to avoid mistakes and ensure judges scores are all recorded correctly under the right judge. Try to get scores up on the board ASAP. This will make for happy competitors but will also mean judges can check results before they leave. Judging requires long hours of concentration and the judge may have driven for several hours and have had a very early start therefore always offer refreshments when the judge arrives. Please also advise them of the showground layout, and introduce them to their writer and steward (if you have one). It is a good idea to provide each judge with a flask of hot water and the means with which they can make tea or coffee throughout the class or ensure you offer to bring refreshments throughout the class. Judges huts should be as comfortable as possible; heated in cold weather and ventilated in hot weather. Consider the position of the sun if possible and provide shading if there is no way of avoiding sun directly in the judge s eyes. If using cars make sure they are clean and comfortable to sit in for hours and not smelling of dogs or horses. Writers should not come to write in their mucking out clothes. Always confirm if your judge has any special dietary requirements when confirming the invitation. There are many with dietary requirements. Page 3 of 6 Judges & Organiser Guidelines (09.02.18)
At larger competitions, it s useful to appoint a hostess whose only duty on the day is to look after the judges and sponsors. If judge and writer are not physically separated from the arena by a solid wall, their table should be a suitable distance from the arena boards to ensure safety of judge and writer. Consideration should be given to raising the table onto a plinth to ensure safety. 40 horses should be considered the normal maximum expected of a judge. It s recommended there should be a two horse (or 15 min) break every ten horses. Do remember the break runs from the END of the last horse to the entry of the next horse and is also catch-up time should there have been delays. Do NOT fill the breaks with late entries unless there is fully room to do so and accepted by the judge. Lunch should be offered if the judge is present on site for a significant time, especially if judging all day. Remember to welcome them on arrival and offer a drink and possibly breakfast if it s an early start or a snack, particularly if they have had a long journey. There are occasions when it is very difficult to avoid longer classes and when this happens the following must be considered: 1. The judges involved must be asked whether they are prepared to judge for longer than four hours and, if so, whether they would judge for the length of the class. This should be done in sufficient time so that different arrangements can be made if the judge feels they are unable to treat the competitors fairly for that length of time or if they have other commitments on that day. 2. Under these circumstances, the judges should be given a two horse break every hour plus (ideally) one of at least half an hour in the middle. Please ask the judge if your suggested timetable is acceptable. Panel judging Panels of three or more judges are increasingly being used in many bigger competitions. Where a panel of judges is appointed, it s mandatory that two of the judges boxes must be on the short side of the arena, with the third box being placed at E or B. It s mandatory that should there be a variation of 7% or higher between the individual results there will be a form to complete at the end of the class. We would still like to encourage discussion after any class with a panel and ask judges to allow some time to do this. It s the responsibility of the judge at C to lead this discussion and ensure the form is completed and sent to the BD office. It s vital there should be a warm, private facility for this to take place. Organisers should have the form ready for judges to complete and it s helpful to have filled out the form with the differences that are over 7%, please provide a private area for the panel to review their results in this instance. It s also essential that the correct scores are assigned to the correct judges both on the scoreboard and the return to the BD Office. Writers Organisers, ask judges early if they are bringing their own writer. If you re providing the writer, try to make sure that they are well briefed and up to the task. Judges treasure good writers as they re like gold dust. Writers must be clean and dressed appropriately. The writer can be a help to look after the judge, ensuring that they know where the arenas, toilets and refreshments are. BD provides Instructions for Writers which can be very helpful if they re inexperienced. A small reward is well-received and makes it more likely that the good writers return. Many writers are also judges who re seeking experience. Judges might also ask to sit in with senior judges. Page 4 of 6 Judges & Organiser Guidelines (09.02.18)
It s recommended that writers provided for judges should be over 18 years old. Please ensure you have read the British Dressage Safeguarding & Child Protection Policy. Judge s note: Inform the show well in advance if you re bringing your own writer. Remember that it s your responsibility to put your writer at ease and adapt your judging to the capabilities of your writer. If you have special dietary needs, please make sure the show knows in advance. Expenses and thanking your judges At present, judges are paid 0.45 per mile (each way) and 1 per horse on the published start list up to FEI levels (this fee also applies to BD Youth rider tests), and 2 per horse for FEI levels (PSG to GP). The payment per horse must be paid even if they subsequently withdraw. The judge should provide an invoice for this fee. In addition, some judges may also charge a professional fee, which they should inform you of when accepting your invitation. Judges often want to get away quite quickly once they have finished judging and are embarrassed if they have to come and wait around to ask for their money so please have it ready for them and hand it to them as soon as they return to you from completing their final class. Do not wait for the judge to ask for their expenses. It can be helpful to ask the judge for their mileage and any fee they will be charging on arrival or alternatively give the judge a mileage claim form to complete during a break. The judge then sends it back with the score sheets and you can then have their money ready and waiting at the end of the class for their collection. International classes must be paid to a different pay scale according to FEI Rules. Expenses MUST be paid on the day unless another means of payment has been agreed with the judge when booking. Payment of judges The minimum payment a judge will be paid for judging is; Intro to Advanced - 1 per horse/per judge (including FEI Pony, Junior tests & BD Youth Rider Tests) PSG to GP - 2 per horse/per judge (including FEI Young Rider tests) This is calculated by the number of horses that are on the published times for the class. At all shows when a jury is used, organisers have the option to pay a flat fee to the equivalent of 120 per day or on a per horse basis to each jury member. In order to receive a payment a judge must submit a minimum of a simple invoice to the organiser. An organiser has the right to refuse payment should the judge not submit an invoice. A judge may continue to judge on a voluntary basis and should declare this when responding to an invitation. The current mileage rate is 0.45p per mile. This is paid in addition to the above payment. Any other fees or other charges are by prior agreement with the Organiser and the Judge is responsible for any tax implications. It always helps that your judges and writers leave feeling appreciated. Page 5 of 6 Judges & Organiser Guidelines (09.02.18)
Complaints, transgressions and welfare issues The senior judge and the Organiser may need to act together, in conjunction with an official steward if there is one, to decide on delicate and difficult matters of conduct and welfare. It s vital that they work together and if necessary contact the Office for further advice. It s impossible to plan for every possible situation in advance and some situations need to be handled both calmly and authoritatively. However, it is not for the Organiser to interpret the rules on his own. If an organiser has an issue with a judge, or a judge has an issue with an organiser, where you feel they ve been unfair to you or they have not behaved in a way you would expect then please notify the Judges Committee so we can try to resolve the matter and ensure mistakes don t happen again. This would be looked at in order to help everyone work together and improve matters for the future. Conflict of Interest There are clear guidelines to judges, and conflicts should be avoided if possible, especially at larger competitions. If a judge arrives at a show to find they have a conflict, or perceived conflict, with a combination which they will be judging they should complete an official Conflict of Interest Form (organisers have the forms and are available on the BD website) which will be held by the organiser. At Championships, Regionals, Premier leagues where entries are closed weeks in advance, it s not seen as acceptable for there to be any conflicts, however, the only time this might happen is if a judge is unavoidably replaced late. Page 6 of 6 Judges & Organiser Guidelines (09.02.18)