Resources for Show Managers, Secretaries, and Sponsors

APHA Approved Shows

Any individual or organization may host a single or two judged show or Specialty Event. Only regional clubs may host multi-judged shows, Paint-O-Ramas, and Zone-O-Ramas.
Guidelines for Approved APHA Shows can be found at SC-090. Show Approval, SC-095. Minimum Requirements for Shows, SC-100. Single-Judge Shows, SC-105. Multiple-Judge Shows, AM-075. Show Approval Rules, AM-080. Amateur Divisions, AM-245. Novice Amateur General Show Rules, YP-070. Class and Show Approval, YP-075. Youth Age Divisions, and YP-245 Novice Youth General Show Rules in the current APHA Rulebook.

Steps to gaining APHA approval for your show:

1. Verify available show dates by checking the online calendar of events.
2. Choose your judge(s) from the APHA Judges Directory.  Remember: Judges cannot judge within 200 miles within 30 days, nor can judges officiate 2 consecutive times at the same show or set of shows.  View a sample Judging contract.
3. Hire a Show Secretary and Show Manager. Remember: Both must have current individual memberships.
4. Prepare a show bill or premium list to be submitted with your application.  Classes may be selected from the Approved Class Codes list also found on the Show Forms page.
5. Submit the Show Approval Application and the applicable fees in ShowDay found on the Show Forms page. Remember: Show application fees are dependent upon the date of application submission. No show applications or changes to show information can be made less than 30 days before the first day of the show.

*Includes Late Fee

1. To avoid late fees, submit you application at least 90 days prior to your desired show date.
2. Once your show has been approved, the secretary will be notified and sent additional information needed to host the show.  If you need to make show corrections, please fill out the Show Approval Correction Form found on the Show Forms page.
3. Planning for the future: If you plan on hosting your show again next year, please be aware that dates are assigned based on week numbers, as they fall in the calendar.  Week 1 includes the first Sunday in January. Click on the Three Year Calendar found on the Show Forms page to view show week numbers for the next several years. For example: In 2011, July 2 and 3 fall into week #27. In 2012, June 30 – July 1 will be week #27. The calendar will shift a week in 2013.

APHA Approved Special Events

If you would like to host a special event (Over Fences, Ranch Horse Show, Team Roping, Reining etc) please follow steps 1-7 above after reading the below requirements. Special event application can be found on the Show Forms page.
Guidelines for a Special Event can be found at SC-096. Special Paint Events and JU-000.C. Special Event Judges in the current APHA Rulebook.

APHA Approved Zone Shows

The purpose of the Zone Show is to encourage clubs within a zone to coordinate and work together to promote a large show and to utilize any net proceeds to promote the American Paint Horse and Paint Horse activities in their respective zone.
For Rules and Bylaws regarding Zone Shows and Zone Coordinating Committees, see SC-105.B.3: Zone Shows and Article VIII: Zone Coordinating Committees.
The following guidelines must be followed:

• Form a Zone Coordinating Committee per Article VIII and SC-105.B.3 of the APHA Rulebook
  • The Zone Coordinating Committee will handle all of the business for the Zone Show and any other Zone business. The Zone show will not be approved until such time as the Coordinating Committee is formed.
  • Per Article VIII, the Organizational Zone Coordinating Committee will consist of an equal number of representatives from each state and/or regional club included in the zone that wishes to participate. Three per state is suggested. It is not mandatory for a state and/or regional club to participate. Each club, all National Directors with the zone and the Association must be contacted and given the opportunity to respond if they wish to participate. A staff representative or National Director may attend the zone meeting(s). Notification should be made at least 30 days prior to the organizational meeting.
  • Meeting/Officers
    • First Meeting
      • Set a meeting date and time with the Zone Coordinating Committee Representatives. Conference calls are acceptable.
      • It is suggested that this meeting take place at least eight (8) months prior to the projected show date.
      • Elect officers.
      • Incorporate the By-laws of the Zone Coordinating Committee and take care of any other preliminary zone business.
    • Second Meeting
      • Set a meeting date and time with the Zone Coordinating Committee Representatives. Conference calls are acceptable.
      • It it suggested that this meeting take place at least six (6) months prior to the projected show date. This meeting can take place immediately following the organizational meeting if in the first organizational year of the zone. Each club within the zone, all National Directors with the zone and the Association must be contacted at least 30 days prior to the meeting time.
      • Review and determine proposed Zone-O-Rama dates and locations and take care of any other zone business.
      • Subsequent to this meeting, write to each club and propose the date(s) and location, requesting their response of input into the date and location of the zone show to be in writing. Rule SC-090 shall apply.

• Submission to the American Paint Horse Association. The following must be submitted to the Association annually:
  • A current year list of the Zone Coordinating Committee Representatives and Officers.
  • A copy of the Zone By-laws.
    • Copies of the letters sent to each club/state asking if they would like to co-sponsor the Zone-O-Rama Show and their responses.
    • Minutes from each of the two required meetings.
    • A copy of the annual financial report.
  • Zone-O-Rama Show Application
    • Show application should be filled out by Zone Coordinating Committee and sponsored by the Zone Coordinating Committee. The committee has the option to hire a professional show management group to conduct the show.
  • The following should accompany the application:
    • A letter from the Zone Coordinating Committee stating that they have approved the date and location of the Zone-O-Rama.
  • The Zone-O-Rama will not be listed in the Paint Horse Journal or online until all required submissions are received.

Suggested Timeline

• A minimum of eight months prior to the show date
  • Hold the first meeting to establish a zone coordinating committee, elect officers and incorporate bylaws. Each club within the zone, all State Directors within the zone and the Association must be contacted at least 30 days prior to the meeting time.
• A minimum of six months prior to the show date
  • Hold the second meeting to propose show dates and locations and to complete show application and required submissions. Each club within the zone, all State Directors within the zone and the Association must be contacted at least 30 days prior to the meeting time.
• A minimum of three months prior to the show date
  • Submit application and all required submissions listed above.

APHA Challenged Horseman Program (CHAMPS)

The Challenged Horseman and American Paints Program for Independent and Support Exhibitors (CHAMPS) program has been created to give our members with certain mental and physical challenges the opportunity to feel the joy of competition on their American Paint Horse and earn recognition for their accomplishments. Program rules and forms can be found on the Show Forms page and in the current APHA Rulebook.

Submitting Results

Submitting your results electronically is the most efficient way for APHA to process the results and get them posted in a timely fashion. You may e-mail your results as long as they meet the requirements for sending results electronically. If you are using one of the approved software programs, the results are already formatted correctly. Contact the APHA Office at 817-834-2742 extension 778 for a list of approved software programs.

• Show Results Electronic Specifications
• Tips for Submitting Results Electronically

Tips for Producing the Best Paint Show Possible

• Produce the Best Paint Show Possible
• Take Advantage of One Judge shows with Clinics
• Pay Attention to Details at your Show
• Great Judges make Great Shows
• Make your Show Fun
• Know The Rules
• Contact Your Judges The Day Before Your Show
• Provide Judge Scribes
• Recognize Exhibitors For Their Hard Work
• Bring In New Participants
• Post Scoresheets

Verifying Exhibitor Eligibility

Show Management Database for Membership/Enrollment Verification

• Exhibitor Membership Show Rules
• Suspended Member Show Rules

Show Posters

• Drug Testing Statement
• Gelding Notice
• Amateur Ownership
  
• Exhibitor Conduct Notice
• Inhumane Treatment Notice