> For the complete documentation index, see [llms.txt](https://help.horsespot.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.horsespot.com/rodeo-management/setting-up-your-rodeo/complete-rodeo-setup.md). # Complete Rodeo Setup ### Logging In To log into My Rodeo, go to your unique tenant site and click the blue Login button. Once logged in, you'll see all of your templates as well as any live rodeos you have coming up. ### Checking Your Settings Before You Start Before setting up a new rodeo, it's worth checking a few settings first. #### Payment Settings Go to your tenant site name, then Payments, then Settings. This is where you'll find the card service fee and set up your Stripe account. #### Profile and Team Settings Under the same drop-down as Payments, go to Settings to add information and images for your rodeo, add additional team members, and adjust entry formats. Entry formats, terminology, event types, and printed sheets should already be set up based on specifications provided by NLBRA. Your main focus on this tab will be your profile and team. ### Creating a New Rodeo To get back to your rodeos at any time, click the Rodeos button. This brings you back to your drafts and live rodeos. To set up a new rodeo, click the blue New Rodeo button and enter the following basic information: 1. Rodeo name 2. Rodeo date (for a one-day rodeo, use the same start and end date) 3. Venue name 4. Time zone 5. Address 6. Email and phone number (this is how contestants will reach you) 7. Discipline 8. Officials (optional) 9. Configuration If you don't have all of this information yet, you can skip it and update it later, once your rodeo is set up. For officials, you can leave this blank for now if needed. Most franchise secretaries will want to leave the automatic prize money deduction unchecked. For the rule set, choose anything above an LBRA. Once you save your changes, your rodeo will open to its dashboard. ### Configuring General Settings From the dashboard, go to Settings on the left panel, then General, then the Configuration tab. This is the same information you entered when first setting up your rodeo. #### Adding Judges, Announcers, and Other Staff You can add judges, announcers, and any other people helping to run the rodeo here. If you're adding someone new and their name doesn't automatically populate when you search, click the blue New button and type in their information. If the person is an NLBRA member, click Import from Org API and search by name to populate their information automatically. If they are not an NLBRA member, no matches will be found and you'll need to enter their information manually. #### Setting Up the Rodeo On the Setup tab, under Configuration, click the blue Setup Rodeo button. The rule set will already be populated with NLBRA. For most rodeos run by franchise secretaries, you can click through this with one go-round and one performance. Under Events, you'll see all of the events populated as NLBRA sanctioned events. You can also add your own unsanctioned events here. Choose which events are happening in each go-round. These should generally remain checked, and you'll be able to review your selections before saving. Once you click Save Setup, your events and go-rounds will be set up within Horse Spot. If you need to make changes or add unsanctioned events later, click Edit Setup to go through the process again. Click Save Changes at the bottom of the page when you're done. #### Organizations You don't need to do anything on this tab. It simply shows that there's an API connection with NLBRA. #### Public Experience This is where you set when entries open and close. For example, if your rodeo is on August 15th, you might want entries to open on July 30th and close on August 8th. The Ad Scratch Cutoff applies to ads and drawouts. You can allow contestants to make changes to their events up until the next day or up until a closing date you set. For example, you might require ads and scratches to be submitted by the Wednesday before the rodeo. The Hide Master Entries List option lets you hide the full list of contestants participating in the rodeo. This is optional. Under Payment Options, if you're accepting card payments, you can require at least one payment method per entry. This acts as a safety net in case a contestant doesn't bring cash or a check to the office on the day of the rodeo, since you'll already have a card on file to process. This is a personal preference and up to you for each rodeo. For the documentation section, we recommend skipping this unless you have a liability waiver specific to your franchise. If you do, send it to and it will be uploaded to the backend so you can select it here. If you'd like to allow exhibitors to select their own rodeo fees, check that box. We recommend making required any fees that are mandatory, such as office fees, while leaving optional fees as changeable. Any rodeo fees you don't want shown here, such as late fees, should be hidden using the Hidden button. Click Save Changes at the bottom of the page when finished. ### Setting Up Events and Go-Rounds From the left-hand panel, go to Events and GoRounds. Under Events, update the price for each event. If the price is the same across events, use the Bulk Actions button to update them all at once. Note that this price only covers the event itself and does not include the stock fee. Under GoRounds, use Bulk Actions and Edit the same way to update the price for each go-round. Again, this price does not include the stock fee. #### Updating Stock Fees You can edit stock fees as needed. For example, if your rough stock fee should be $40 instead of $35, make that change and save it. You can also add a new stock fee, for example a $12 per entry fee for team events. Check Stacks, then add a specific tag for that stock fee. To apply the new stock fee, go back to GoRounds, use the search bar to search for the relevant event type (for example, team), and update the tags on those events, adding the new tag and removing any tags that no longer apply (such as steers). #### Updating Prizes (Format C) If you're running Format C, update the prize as a bulk action by editing IsAddBack and flagging it as Yes. This turns on the AddBack, or Payback, prize. Then edit the AddBack percent per entry, which in most cases is 60%. Once complete, your go-rounds are updated. ### Setting Up Your Arena Manager If you're running more than one arena, click the blue Arenas button in the top right corner. Here you can rename arenas, add additional arenas, and reorder them before clicking Save. Once your arenas are set up, go into each one and drag and drop events from the left-hand side to the right-hand side. You can also drag and drop to reorder events within the right-hand side. Once you're satisfied with your event order, click Save in the top right corner. On this page, you can also update the start time (for example, an 8:30 start) and click Save. Once your Arena Manager is set up, you'll be able to set your draws and assign stats. ### Setting Up Rodeo Fees From the left-hand panel, go to Rodeo Fees. We recommend sorting your rodeo fees by type, for example placing your card service fee at the bottom and your office fee at the top. If you don't need a listed fee, click the three dots on the right-hand side and select Delete. To add a new fee, click the blue New Fee button. For example, to add a gate fee, apply it to All Contestants, set it to $12 per contestant with a quantity of 1, and click Save. Move it below your office fee. If you don't offer certain fees, such as RV parking, you can delete those as well. For fees like stalls, you can update the price at any time. Once you're happy with your fees, go to Public Experience to double check what's being shown. For example, you might add a late fee of $25 with a quantity of 1 and move it under your gate fee. Back in Public Experience, you'll see the additional fees populated. You can make your gate fee required and hide your late fee if you'd rather assign it manually. Click Save Changes once you're done. ### Going Live This concludes the pre-work needed to get your rodeo up and running. Once all of your information is entered into Horse Spot and you've double-checked everything, go back to your dashboard, click Draft Mode, and change your status to Live. ### Need Help? If you have any questions, reach out to us at . --- # Agent Instructions This documentation is published with GitBook. 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