BIDDING FOR AND PRODUCING IGRA FINALS RODEO

Tamara Marks & Bryn Geerdes

RULE XIV INTERNATIONAL FINALS RODEO

1. The IGRA Finals Rodeo (Finals Rodeo) may not be scheduled within two (2) weeks of the annual convention.
2. The Finals Rodeo, when and if held, shall be hosted and/or sponsored by a Member Association(s) and only if said Member Association(s) has held a rodeo within their Member Association's area prior to bidding on the Finals Rodeo.
3. Finals Rodeo Arena Fund.
   1. There shall be an escrow fund funded from sanction fee of fifty cents ($.50) per single rodeo performance ticket sold during the rodeo year (See Standing Rule XIII IGRA Divisions, Rodeos, and Rodeo Approval, Section 3, Paragraph B) and fifty cents ($.50) per event/per day/per contestant entry fee (see Rodeo Rule II Registration, Number 13).
   2. A Member Association hosting a Finals Rodeo may request up to $16,000 (based on availability) for the purpose of financing an arena in which to stage the Finals Rodeo and financing the stock contractor. Arena, stock, and related contracts must be submitted to the IGRA Board before dispersal of payment from IGRA.
   3. Excess funds in Finals Rodeo Arena Fund at end of rodeo year will roll over to the next year's finals fund.
4. Selection of the host Member Association(s) shall be made at the annual convention two (2) years prior to the rodeo dates. If a Host Member Association is not selected at the IGRA Annual Convention two (2) years prior, then the selection may be made at the convention one (1) year prior. Proposals should be sent to the Finals Rodeo Committee no later than sixty (60) days prior to convention in order that the committee can make any recommendations for changes in a manner as to allow Hosting Association(s) time to consider and act upon these recommendations. A final report on proposals will be made by the committee to the convention prior to consideration of said proposals at said convention.
5. Selection, if any, shall be by a majority vote of the voting delegates based on the bid(s) submitted.
6. The Host Member Association(s) shall include three (3) representatives from IGRA appointed by the President to serve as rodeo committee advisors.
7. The Finals Rodeo will be conducted in accordance with IGRA-sanctioned rodeo rules in all respects.
8. Establish a Rookie of Year Award for contestants in their first year of IGRA competition. Winners are determined by the male and female contestants earning the most total points in IGRA rodeos for that year. Buckles are to be awarded at Finals Rodeo.

 

Information That Should Be Included in Your Bid:

• Arena details and layout
• Hotel details and layout
• Budget
• Signed Contracts for Arena and Hotel
• Airport Accessibility (Flight costs)
• Other City Attractions
• Have an alternate date ready (w/ contracts). Find out who is bidding for Convention and what dates so that you can accommodate who is selected.
• Stall fees, Shavings, Electrical & Water Hook-ups, warm-up arena, stalls on cement or dirt, shower facilities, wash rack.
• How you plan to select the stock contractor and certified officials
• Letters from a representative: Hotel, Arena, City, Mayor, and Chamber of Commerce.

 

Preparation Guidelines for Producing IGRA Finals Rodeo

Additional Rodeo Staff needed:

• 4 Judges
• Royalty Auditor (Host Association pays for lodging only, IGRA pays for transportation), 8 Timers
• If you are using split Chutes, you will want 2 Asst. Chute Coordinators
• 10 Arena Crew
• 13 Chute Crew.

Radio's needed:
*Decide on how best to communicate to your Vet and Ambulance

• Rodeo Director and Asst(s)
• Secretary
• Scorekeeper and Asst.
• Announcer
• Arena Director and Asst.
• Chute Coordinator and Asst(s)
• Security Chief
• Security Barn
• Other Security positions
• Front Gate
• Treasurer,
• Hospitality

Arena or Stock Contractor must supply the following:

• Arena Dirt
• Chutes
• Electricity
• Horse Stalls
• Horse Warm-Up Arena
• Office space for Secretarial
• Panels
• Parking
• Public Address System
• Stock Holding Pens
• Skid, Loading/Unloading Ramp
• Stall Shavings
• Tables and Chairs
• Tractor
• Water Truck or Watering System

The IGRA Finals Arena Fund can be utilized for:

• Ambulance
• Arena
• Radios
• Security
• Stock
• Veterinarian

Host Hotel Room Booking History:

• 2002: We/33, Th/62, F/93, Sa/95, Su/68, (plus 50 total from alternate hotel) = 401
• 2003: We/32, Th/64, F/123, Sa/128, Su/78 = 425
• 2004: We/18, Th/62, F/107, Sa/107, Su/85 = 379*
• *Royalty contest started Thursday Evening instead of Thursday morning)

Average Number Camping: 25
Average Number of Stalls: 55 + 10 Tack stalls

IGRA Royalty Competition:

• Work with IGRA Vice President in preparing the Royalty Competition Schedule.
• Royalty Contestant Packets are due at the 2nd IGRA Board Meeting. (Make 5 additional copies and give to the IGRA Vice President).
• See Royalty Contestant Packets
• See Royalty Competition Checklist
• See Contestant Bio
• See Trustee Packet Signage Sheet
• Participate in the Royalty Contest Judge Draw at the 2nd IGRA Board Meeting.
• 2 weeks prior to the Royalty Contestant Registration, send a welcome letter and state any additions or changes in the contest venue.
• At the Royalty contestant registration, have wrist Bands or hangtags for contestants dressers for identification purposes, and have volunteer information and all necessary waivers for them to sign. Also have either rodeo tickets available or hangtags for contestants. Maps or directions to the rodeo grounds. If you decide to give the Royalty judges a pass to get into the rodeo, either give those to the IGRA Vice President to hand out or you will need to drop in at each segment of competition to hand them out yourself.
• Will there be any other entertainment opportunities throughout the weekend at the rodeo grounds or at the hotel?
• You may need to be prepared to offer early check-in for horse(s) for those that may be competing in the Royalty competition or judging.
• Arrange a sound check for entertainment.

Finals Staff:
Consider having more than one Assistant Rodeo Director. This will allow you to concentrate on a designated area and delegate other areas to your Assistant(s) and not having to be in more than one place at one time. (Example: Assistant #1 could be in charge of all hotel activities, Program, Advertising and all volunteers, Assistant #2 could be in charge of vendors, merchandising, food and beverage, Assistant #3 could be in charge of Barn, Camping, Trash, Hospitality, while you take care of Front Gate, Security, Awards, Grand Entry, Sponsorship Compliance, Rodeo Operations, and oversee Treasurer.)

Important Note:
It is very important to send "Thank you" letters to all of your sponsors, advertisers, donors ... and even a note to all your volunteers. This will help keep the doors open for the following rodeo year.

Finals Budget Tips:
See the Finals Budget Preparation Guidelines in this chapter