CLUBS WITH UPCOMING EVENTS PLEASE READ....

The schedule shows you have an event coming up we wish you luck and safety. The CMSA office would like to update you on a few items.

Please Send Your Results MONDAY!

IMPORTANT NOTICE
Updated Scoring Spreadsheet -
AVAILABLE NOW! Click Here to download.
(3.26 mb file - May take a few minutes to download.)

DO NOT USE any spreadsheet previously provided. PLEASE DO NOT USE THE ONE ON THE CLUB CD!!!!!! I apologize for the hassle, but please load this one and delete all others.

Here are some tips to make it easier for you and the CMSA office.

1. Please rename the file for each day’s event as follows – this is a HUGE help! Club code+date+# of points – so an Arizona CMSA event would be AZ2022809x2 (for double points – x1 for single) –now when you save it, you know exactly when that event took place and we do too. Sending a file that says ‘Frozen Toes Saturday’ creates more work researching who, what where. And on your end, 3-5 years from today you won’t know which shoot happened when either if you use a name.
   

2. Verify name and number on cards! INSIST that members show their cards at check-in! It is a rule! And will avoid most name & number errors!
   

3. PLEASE SEND YOUR MATCH RESULTS ON MONDAY! The new points page and website are being built to operate in real time. When your events results are uploaded they go immediately to the website – no delay. It also allows us to get new cards in the mail Tuesday instead of Wednesday or Thursday.
   

4. If you sign new members up at the event who compete- please list them on the spreadsheet as a T-1, T-2, T-3 etc. depending up on how many you have. If they ran as T-1 on the first day of a two day shoot, please make them T-1 on the second day.
   

5. All T – emporary’s get designated by class 1, L1, S1, SL1 or Wrangler. If you allow NCC's at your event please put NCC in the place for CMSA # AND CLASS. Except for Wranglers - if you all NCC Wranglers put WR in Class.
   

6. Also with Temporary members please send with the emailed results the all T-members contact info – We need this to accurately process all new members and get their cards to them faster. If we get this info on Monday with your results in most cases they will have their card mailed no later than Wednesday!

   o Name
   o Address, City, St, Zip
   o Phone Number
   o Email address
   o Date of Birth
   o Class
   o Gender

Thank you so much, each and every club president and secretary. You have all been great and the office staff and I stand by ready to help in any way we can.

The CMSA will host a Club Seminar at EVERY one of the Major events this season, except World. Club Presidents, NAB, Scorekeeprs and any club administrators may attend. No charge and come with questions, suggestions and ready to learn.

Thanks for all you do,

CMSA Office

Scheduling  
It is important to get the match schedule out as early as possible. This allows participants plenty of time to schedule your match on their calendar. It is also helpful to work with clubs in your region or area to avoid doubling up on dates and make your shoots complementary to each other. No other CMSA Point matches shall be held on the same days, in the same state, as a State Championship. No other CMSA Point matches shall be held on the same days, in the same Region, as a Regional Championship. The CMSA World and National Championships shall be stand-alone events and no other matches shall be scheduled these dates.  No other CMSA matches shall be scheduled within a 750 mile radius of the location of and on the same day as the CMSA Western, the Eastern US Championships, the Lazy E Classic, the Mid Eastern Classic, the Festival of the West Classic.

A club may petition to have a match with fewer stages than required by the rulebook.  This petition must be approved by the CMSA Office and must have a significant reason for the request.

Guide lines for State and Regional Matches  
As our sport has grown, we have more members traveling now than ever before. To ensure our members a quality match the following guidelines have been established. No, these guidelines are not mandatory, but should be used as a goal to insure a first-rate match as well as satisfied contestants. After all, what you are looking for is repeat contestants, and that equals growth.

Host Club

• Check the web site or call the CMSA office to see which state club has the first option to hold either a Regional or State Championship.  If they decide not to host the Championship the option goes to the next highest ranked club.

• Should be held by an established club with at least two years experience of hosting matches.

• Should be accustomed to holding matches of 50 plus shooters.

• Should be willing to work with other clubs in the state or region to make a joint effort of the match.

• NAB Members should assist in match.

 Where should the match be held?

• Held centrally in the state or region. Tourist areas are nice.

• Should be held when climate conditions are at their best. Not too hot, not too cold.

• Arena locations will play a big part in your final pick.

• Secure a guest motel.

 Arena

• Covered arena's take Mother Nature out of the picture and ensures your contestants they will be shooting in good conditions. If you use a covered arena advertise as such.

• Minimum size: 100 feet wide by 300 feet long.

• Footing should be that of team penning or barrel racing. (no rocks)

• Should have equipment to work the arena, such as tractor, etc.

• Stalls or pens to accommodate your contestant’s animals.  Contestants tend to be very concerned about the comfort of their animals when expecting them to be so highly competitive.

• If outdoors and it is dry, make arrangements for watering the arena.

• Have a concession stand available.

• Make sure you have adequate bathrooms.

• It is always nice to have showers if you are having a two or three day match.

 Match

• Timing system:  Two; with one serving as a back up system.

• Scoring system:  One computer and one dry copy by hand.

• Certified Range Masters.

• Announcer who knows our sport.

• Gate personnel to keep the flow going. No one likes dead time.

• To keep the match running smoothly you should average 60 sec. between shooters. Make sure your announcer and gate personnel are aware of this goal. Have someone check to keep you on schedule.

• Ammo should be of the highest quality you can get. Certified is a must.

• Place your armory in the flow of the entry gate so no dead time is created.

• The unloading area should be situated so it doesn't block the exit area of the arena.

• Have plenty of balloon runners and inflators.

• Set stages up to eliminate procedurals. You should use experienced people.

 By following the above guidelines, you should be ensured of a great State or Regional Match.

Sponsors  
Once you have a date for your match submitted to CMSA it is time to approach businesses or other organizations for award monies and prizes. You need a lot of time to develop this which is why scheduling early is so important. Get into the area where the match is being held. Surrounding tack shops, feed mills and equine supply stores are a good place to start. Do not limit yourself strictly to horse related businesses however. They are plenty of opportunities to gain sponsorship in an area. Use your imagination. This is a sport that sells itself; explain what you are doing and how many people are attending. 

The Host Arena  
You should physically check out the host arena 45 days before your match. Confirm the cost of arena rent for your event (check your contract if you have one), but make sure to make contact with the owner/manager. Check to see if there are adequate restroom facilities; are there functional restrooms and are they located conveniently for campers and riders or do you need to supplement with portable toilets?  Is there a food stand? Is there a cost for camping? Are electric hookups available?  Cost?  How about horse stalls?  Electric hookups for trailers? Barrels for the stages? And MOST important; check out the arena. Is it big enough? Is there an area for the balloon setters to work safely?  What about a staging area; entrance and exit gates?  Announcer stand? Bleachers?  Is the ground acceptable for the kind of running we do? Does the host arena have the means to drag the arena? Cowboy mounted shooting has developed into a very competitive sport with contestants pushing themselves and their horses. Safety is always the first concern, so good ground is paramount to a good shoot. Most of this has already been done before scheduling, however conditions can change and it is important to follow up 45 days prior to the match. 

Balloon Setters  
Most clubs use balloon setters as a way to keep the match moving. In the case of large shoots, balloon setters are mandatory in order to get the stages done in a timely fashion. It is easiest to find balloon setters in the area of the shoot. Local 4-H clubs, youth riding clubs, church groups, and youth baseball or football teams or other school clubs (check with the local schools) work great. These groups use balloon setting as a fund-raiser to provide equipment for their organization. (You should make it known immediately that there is no live ammo used at these shoots and that there is no projectile. Some clubs do not like children around guns, which is something we work to dispel.)  If the host arena does not offer a food stand this may be another opportunity for the club to raise funds by running the food stand as well. It is important that the youth group realizes that setting balloons for a CMSA match can be a very athletic job and it is necessary to have a good number of setters properly dressed (running shoes for sand, no sandals). A typical time from beginning to the next participant is about 75 seconds, which means every 75 seconds they are responsible for removing deflated balloons, placing new balloons, and blowing up 10 balloons. All in a 200 by 150 foot arena. That’s a lot of running, so don’t sugarcoat it. These kids will be earning their money. It is helpful if you plan to supply a tent for shade, cold drinks and plan on buying a minimum of 1 lunch for each balloon setter.  Often it works well to have more than one spot for the balloons setters to work or enter from.  This may shorten the distance they have to run to reset the balloons thereby saving time between shooters.    

Announcers, Timekeepers/computer person and Armorers
Many clubs use volunteers for these jobs but it is good to confirm who will be doing what long before the match starts.  It is important that you keep electronic (on the computer) and hard copy (handwritten) scores to ensure accuracy.  CMSA provides software for timekeeping. You will also need to coordinate speakers systems, tables for the armorers, computers, and timers. Also who is bringing the cones, barrels, balloon inflators, and any other equipment you deem necessary to run a match. 

Ammo and Balloons  
You must use certified ammo for a CMSA match. There is a list of suppliers on the CMSA website. Most suppliers need a minimum of 30 days to complete an order, so be thinking ahead. Estimate how many shooters you think will be attending, multiply that by the number of stages you will be hosting. Then add ten percent. That’s the amount of ammo you will need for this match. You will need the same amount of balloons. 

Promotion  
It is important to get all the details of the shoot out to the potential participants as early as possible.  This is done on the CMSA website as soon as you submit the schedule. It is also helpful to send out e-mails or hard copy letters reminding shooters of the up-coming match.  For bigger matches radio and television media coverage may be used. Generic press releases are available on your Club CD.  Flyers posted at neighborhood feed stores and tack shops. The more people exposed to cowboy mounted shooting the more successful your match will be. 

Awards  
Decide what you need for awards, making sure you cover every level that will be participating. Some matches require buckles so be sure and check with CMSA. The Grand American & Regional Championships each require 2 buckles purchased through CMSA. Allow 5 weeks for buckles to be produced.  It is recommended that State and Regional Matches award buckles to all class winners.  Also some clubs award money as prizes and there are formulas the Match Director can use to set this up, such as the Circuit System & 3-D Jackpots (available from the CMSA office).  The awards should be confirmed before the shoot so they can be announced.  This should be part of any flyer sent out to encourage participants.  Participants like to know what prize structure will be. 

Budget   
Once you have all the components of the shoot in place it is time to develop a budget for the shoot. You will need this to generate a registration form. It is important to include all your costs for this shoot in the budget. Everyone tries to keep the costs down, however you cannot operate a club and lose money on your shoot. The way to develop this budget is estimate how many shooters will be participating and break down your costs per shooter. Then you will know what you need to charge as an entry fee.                                                

Budget for a CMSA WPQ

                                                    Based on 30 riders

Once you have determined your costs you can price the entry fee. In this case the entry fee would be a minimum of $60.00. This gives you a 20% overage, which can be applied to annual costs (like club liability insurance through CMSA @$425.00 per year) and money for year-end prizes. Some clubs operate as non-profit organizations and this money can be donated to a charity as well.