Volunteer Registration and Duties

Please read thoroughly the descriptions of the volunteer duties below before you select the volunteer position options and sign this form. Please check in at the show office prior to you volunteering for the day and at the end.  If you need verification of your volunteer services please obtain this from the show secretary.  All day volunteers will receive a complimentary lunch. 

VOLUNTEER POSITIONS AVAILABLE:

• TEST COLLECTOR/RUNNER
• JUDGE'S SCRIBE
• WESTERN DRESSAGE TEST CALLER

TEST COLLECTOR/RUNNER

H4H SSWD Volunteers should plan to work a morning session (8am - 11:45) or afternoon session (12:30 - end of Show). Volunteers may also volunteer for a full day. Full Day Volunteers will receive a complimentary lunch. Wear comfortable clothing and shoes, you may bring a chair to place in the judging area to sit while waiting. Western Attire is Welcome.

DUTIES: Test Collector/Runner

This is a great job for a young person or inexperienced volunteer. Collect the completed test from the judge after each ride. You will be asked to deliver the test to the show scoring office.

JUDGE'S SCRIBE

H4H SSWD Volunteers should plan to work a morning session (8am - 11:45) or afternoon session (12:30 - end of Show). Volunteers may also volunteer for a full day. Full Day Volunteers will receive a complimentary lunch. Wear comfortable clothing and shoes, you may bring a chair to place in the judging area to sit while waiting. Western Attire is Welcome.

DUTIES: JUDGE SCRIBING IS THE ACCURATE RECORDING OF A JUDGE’S COMMENTS AND SCORES ON A COMPETITION RIDER’S TEST SHEET. Once at the judge’s table, the scribe should organize the work area and check for all proper materials: Judges depend upon the scribe to quickly, accurately, legibly, and quietly record the scores and comments made for each movement. Judges are grateful for the volunteer help and should be willing to answer any questions a scribe might have with respect to the job of scribing. It is the judge’s responsibility to judge the test. It is not appropriate for the scribe to comment on the judge’s decision, nor to question that decision. It is what the judge sees that matters, so if a judge does not see a mistake, do not comment. In addition, any comments (written or verbal) made by the judge while in the judge’s box are strictly between the judge and the rider. Never carry these conversations outside the judge’s box. Never volunteer information about competitors or their horses, even if asked by the judge. Wait for the judge to set the tone as to whether conversation will be encouraged between rides or on breaks. Most judges will initiate some small talk, but some need time to review tests or just clear their minds. While it is tempting for the scribe to ask questions about their own riding or a particular horse problem, don’t do it!

BEFORE THE SHOW - Familiarize yourself with basic western dressage test and terms and how to spell them. Links to the tests are available in the Prizelist. Study the commonly used abbreviations listed. (Show manager can provide you a chart of abbreviations). Never accept a position to scribe for a judge that you will compete in front of later in the competition.

AT THE SHOW: The scribe should arrive at least one---half hour early and check in with show office. Ask the show secretary about the judging materials. These will include score sheets, pen, and updated day sheets. You may need to carry these materials out to the arena. Dress in neat, comfortable sportswear and be prepared for predicted weather conditions. Please introduce yourself to the Judge in the arena judge's table. Ask on which side the judge would prefer you to sit. Some judges may want to be seated exactly at the letter. Others will accommodate where you are seated depending if you are left or right handed. Scribing takes concentration to accurately record the scores and comments. It is not possible for a scribe to watch the test in its entirety while recording the scores and comments.

Once at the judge’s table, the scribe should organize the work area and check for all proper materials to include: 

• Day sheets to follow the order of go with an updated list of scratches and additions; 
• The CORRECT packet of tests for the judge and arena assigned; Check the order of tests, against the order of go, and make sure any additional horses have been assigned tests. 
• There should be blank tests in the packet available for this purpose. If the tests are not in the order of go, a ride may be scribed on the wrong test and great confusion will result;
• Make sure that the tests in the packet match the tests scheduled in the day sheets; 
• Anchor down all loose items (papers, cups, tissue, etc.) with a heavy object (horse shoe) so that nothing blows or rustles in a sudden gust of wind.
  THE CLASS BEGINS

As each horse warms up by working around the arena before the ride begins, the scribe must check the horse’s number to ensure it is the same number marked on the test and day sheet.

• Be sure to check the competition number you see on the saddle pad or rider's back with the box in the upper right hand corner of the test. This is the only way to assure that the horse competing is the same as the one on the test sheet. The judge will instruct you if you may ask the rider for the competition number if it is not readily visible or the judge is occupied in finishing the previous test.If the numbers do not match, alert the judge to the problem and attempt to identify the horse and rider who have presented themselves. Quickly find the right score sheet for that horse, if available.
• Judges will tell the scribe how the test is to be scored. Many judges specify that they comment first and then score. Some judges do the opposite. Be certain to clarify which method the judge prefers to use.Always write the scores and comments in PEN. Pencils may not be used. Use a RED pen when recording errors. Be certain to write down EXACTLY what the judge says. Scribes may not paraphrase. It is important to convey precisely what the judge’s comments are so the rider can understand the scores. Also, ask if the judge will allow abbreviations. Some do not.
• The judge may check to be sure that the correct movement is being scored. If the judge asks “are you on movement # 3?”, either respond in the affirmative or tell which movement you are writing. This will allow the judge to adjust and provide the proper comment and score for the movement. Corrections can be made on the spot or addressed at the end of the test. After the ride is complete, make sure that there is a score in every box and each test is signed by the judge before it is sent to the scorer. Any change of a score on the test should be initialed by the judge.
• As the day progresses, the scribe should check for scheduled breaks and possible moves from arena to arena. Check the program and the packet of tests to determine if the packet moves with the judge or stays with a particular arena.Check off each horse on the day sheet as it completes the test. Keep an eye on the scheduled time, and if the judge requests it, inform the judge whenever the show is running behind by more than a few minutes.
• If the runner has not picked up all the tests, the scribe is responsible for delivering the tests to the scorer during a break between classes, at lunch, or at the end of the day. Never leave completed tests in the judge’s box unattended.

TEST CALLER

H4H SSWD Volunteers should plan to work a morning session (8am - 11:45) or afternoon session (12:30 - end of Show). Volunteers may also volunteer for a full day. Full Day Volunteers will receive a complimentary lunch. Wear comfortable clothing and shoes, you may bring a chair to place in the judging area to sit while waiting. Western Attire is Welcome.

DUTIES: Test Caller

To work as a Western Dressage Test Caller, you need to master the specific test, speak loudly and clearly, know the arena markers (like B or E), and call movements just before they happen, timing precisely as the rider completes the previous one, all while only reading the sheet and avoiding rider interaction. You gain experience by helping friends or volunteering at local shows, building trust and a reputation for accuracy and good timing.

Key Skills & Responsibilities

• Know the Test: Practice reading the test aloud until you know it inside-out, including the letters (A, C, M, etc.) and movements.
• Timing is Everything: Start reading the next movement as the rider finishes the current one, ideally just as the bell rings to begin the test.
• Enunciate Clearly: Speak loudly and project your voice to the rider, enunciating letters (like "B" and "E") to avoid confusion, especially with background noise.
• Stay on the Sheet: Read only what's written, don't add extra words, and don't talk to the rider (they should go to the judge if lost).
• Location: Stand at the arena letter (often B or E) where you can see the rider and judge without blocking views.

How to Get Started

• Practice with Friends: Offer to call tests for friends at home or local schooling shows to get comfortable with the pace and arena.
• Get to Know the Rules: Understand that you're a guide, not a coach; the rider is responsible for knowing the test, as noted in this article from Horse-Sense and this one from Dressage Today.
• Build Your Reputation: Be reliable, accurate, and calm; a good caller becomes a trusted resource, leading to more opportunities.

Dressage tests can be read at any level except for freestyle tests. Here are some tips for calling a test successfully:

• On show day, check the ride time and test version with the ring steward. Being ready to call the test on time makes the entire show run smoother.
• Start reading the test when the bell rings. If a rider begins a test before the reader starts calling it, the reader can no longer call the test.
• Call each movement just once. If there is doubt that the rider heard the call—for example, a horse whinnies or a car alarm goes off as you’re reading—you are allowed to call the movement again.
• Read only what is written on the test sheet. You cannot say, for example, “Trot at B as in ‘boy.’” In addition, it’s not necessary for you to read words in parentheses.
• Don’t talk to the rider. If she goes off course, she should go to the judge at C for directions. The judge will tell you where to begin reading again.
• You’ll know that you’ve done a good job reading a test when the judge is not distracted, the rider is happy and other riders start asking you to read for them, too.

All Volunteers must summit signed waiver form by registration date of each show. 

I have read the rules concerning competitions as printed in the Silver State Western Dressage & Hope 4 Hooves (SSWD & H4H) Rulebook/Directory and Competition Prize list and agree to be bound and subject to those rules.

This document waives very important legal rights. Read it carefully before signing.

In consideration for SSWD & H4H permitting me to participate in this competition, and by signing the entry blank, I agree as follows:                                      

I AGREE that I choose to participate in this competition, as a rider, driver, handler, lessee, owner, agent, coach, trainer, junior exhibitor, or as a parent or guardian of a junior exhibitor. I AM FULLY AWARE AND ACKNOWLEDGE THAT HORSE SPORTS AND PARTICIPATION IN THIS COMPETITION INVOLVE SERIOUS RISK OF HARM INCLUDING, BUT NOT LIMITED TO, RISKS OF ACCIDENT, SERIOUS BODILY INJURY, INCLUDING DEATH, BROKEN BONES, HEAD INJURIES, TRAUMA, PAIN AND SUFFERING, AND PROPERTY DAMAGE. I ASSUME ALL RISKS OF HARM TO ME, MY HORSE OR MY PROPERTY.

I AGREE for myself, my heirs, executors, administrators, successors and assigns to release SSWD & H4H, the competition, the facilities leased by the competition and the owner(s) of the facilities, and all of their respective officers, officials, directors, employees, agents, personnel, volunteers, affiliated organizations and insurance (collectively, the “Released Parties”) from any and all claims for damage, loss, or injury to myself, other persons, horses or other property belonging to me to the fullest extent permitted by law that arises out of or relates in any way to the competition and my participation in the competition INCLUDING BUT NOT LIMITED TO, DAMAGES, LOSS, OR INJURY RESULTING FROM ANY ACTS, FAILURE TO ACT, NEGLIGENCE OR NEGLECT OR OTHER ENTRANTS, THE RELEASED PARTIES, THEIR CONTRACTORS OR INVITEES, as well as for theft, vandalism, fire, other casualty damage, or arising out of any defects in the premises.

I AGREE to indemnify and hold harmless (that is pay all losses, damages, attorney’s fees and costs of) the Released Parties from and against any and all claims, demands, penalties, actions, losses, costs, damages, injuries, liabilities and obligations (including attorney’s fees) of whatsoever kind and nature, which may be asserted against or incurred by any of them as a result of (1) my participation in the competition or (2) any act, failure to act, or neglect (a) by me, my agents, employees, riders, handlers, trainers, coaches, drivers, contractors, or invitees, or (b) by any animal owned or exhibited by me or in my custody or control.