Current entries of an event day before the ballot. They can run a maximum of 600 horses!
Balloting of events is becoming more common especially at venues known to have ground that can run in ‘all weathers’ but what are the rules for balloting and how can you improve your chances of not being on that dreaded ballot list.
Firstly entries close at 12 noon on the ballot date if classes are over subscribed. Some classes (normally at a higher level) may remain open if spaces remain. Or if running 40 to a section and currently 75 entered in one class it will remain open until 80 entries are received so allowing 2 full sections.
After entries have closed on the ballot date the ballot process will occur and any ‘surplus’ entries will be either wait listed (if you have ticked the appropriate button) or balloted (if you didn’t!). If you are balloted and not waitlisted you will receive a full refund.
To help prevent yourself being balloted when registering your horse for a season ticket it will have been issued a series of ballot numbers or stickers as many people still call them from the days you stuck the sticker on your paper entry form which you stuck in the post. You are given a standard number for every month of the season that can only be used within that month in addition to two super ballots which can be used at any time. As a slightly random note if you are a serving member of the armed forces or a dependant and will be away for part/most of a season due to military service you can actually apply for additional super stickers to ensure that when you are in the country you can compete.
This event is running waitlists but some classes are still open as the 40 per section maximum has not been reached
It should be noted when using ballot stickers the following rules:
- If an entry is withdrawn before Ballot Date, the Ballot Number can be re-used.
- If an entry is withdrawn after Ballot Date or the Event is cancelled or abandoned, the Ballot Number cannot be reused.
- If an entry using a monthly Ballot Number is balloted, that Ballot Number is replaced with a Super Ballot Number.
- If an entry using a Super Ballot Number is balloted, that Super Ballot Number can be re-used and an additional one will be issued
Careful use of ballot numbers can greatly increase your chance of getting into the events you want. If you look at the schedules in the BE magazines it states how many were balloted the previous season which is a good guide to how popular an event is. This information in addition to entering as close to ballot date as possible is sensible. By entering on the morning of the ballot date or the day before you can get a good idea if the event is going to ballot. The maximum number of entries allowed per day is 300 between the start of BST and the 30th September and only 258 for before BST and in October.
At the time of writing this article it is the night before ballot date for a popular South West event running after BST comes into effect so they are allowed 300 competitors a day and therefore 600 over both days but yet have 760 entries, so they are going to have to ballot big style. From a quick glance I wouldn’t be surprised for almost all the BE100 to be balloted from the first day and a large proportion of the BE90 from the second. If entering this event now as a BE100 competitor I would without question enter for the second day when it is the highest level running for reasons that will become clear below, I would also be using a ballot sticker and if desperate to run at the event using a super ballot number.
I personally try and plan my ballot numbers for the year at the beginning of the season picking out the two main events I would want to use my super ballots for, if they prove under subscribed and not requiring a sticker great and I can use them instead at another event but I won’t risk not saving the sticker and then not getting into the one event I had my heart set on.
An example of a ballot list. As can be seen only BE90 competitors have been balloted as the higher levels have taken precedence.
Another great way to almost (but not definitely) get yourself into an event is by volunteering. All the events would not happen without a large collection of volunteers and the organisers therefore reward where they can those willing to help for either a day or even half a day. Not only will volunteering help you get into an oversubscribed event it is also very educational especially if doing a job like dressage scribing and leaves you with that warm glowing feeling that you have given your time to help the sport.
Ok so you now know you have ballot numbers and they can help you not get balloted but how do organisers actually decide who gets in and who doesn’t?
Well firstly organisers must accept as many Advanced and Intermediate entries as possible. If numbers in these classes have to be limited, this is done in consultation with the National Selectors and then by rejecting entries from multiple Competitors in those classes e.g. rejecting their 5th entries, then 4th etc. from all Competitors in the class, then following normal balloting rules which I will discuss further below.
International class entries take precedence over National class entries at the same level. So a 1* class will take precedence over novice sections and a 2* over Intermediate. Organisers must give priority to higher classes, which means if necessary by rejecting whole lower level classes. There will be consideration when applying this rule if it will leave an imbalance at a level in the area. For example if it resulted in all BE100 sections being completely rejected in favour of novice but there are 3 other events running novice in following weeks but no BE100s (unlikely but could happen!) then the BE100 would most likely retain a few sections. This rule though does mean if you are entered at BE90 and there is a glut of entries in Novice and BE100 sections at the same event the BE90 will most likely be the first to be cut.
So after the organiser has worked out how many competitors can run at each level on each day they must now choose which riders get in. Firstly riders will be limited to 3 horses per day and then the below rules will apply in the order written although it is known for this order to be ‘flexed’ especially if you volunteer to help.
- Entries from Full Members using Super Ballot Numbers.
- Entries from Full Members using Ballot Numbers, up to two entries per Competitor;
- Entries from Full Members which the Organiser specially wishes to accept;
- Entries from Full Members using a Ballot Number giving a third entry per Competitor;
- Entries from Full Members without Ballot Numbers, giving up to one entry per Competitor;
- Entries from Full Members without Ballot Numbers, giving a second or third entry per Competitor;
- Entries from Pass Competitors on Season Ticket Horses using a Ballot Number;
- Entries from Full Members on Horse Passes or Entries from Pass Competitors on Season Ticket Horses without a Ballot Number;
- Pass Competitors on Horse Passes;
- Incomplete or incorrectly submitted entries;
- Unpaid, when full payment received.
So as a quick run down the best ways to avoid being balloted are careful use of ballot numbers, volunteering to help and monitoring which days have less entries approaching ballot date.
Sometimes no matter what you do you will be balloted and you need to know your options if you do. If you really want the run or there are no alternative events running where you can put in an alternative entry ensure when entering to click the ‘waitlist’ button. Natural wastage of withdrawals/injuries etc will normally result in 5-10 people + per level getting a run off the waitlists. Under BE rules a waitlist must be kept containing a ‘suitable’ number of entries. Please note ‘suitable’ has not yet been defined!
So go forth and use your ballot numbers wisely, hopefully you will get the runs you want/need this season.
