Resources

Here are some handy links and documents.
If there is a resource you think we should make available here, please email us at helpme@eqentries.com

NEW 2022 USEF Forms:

Fox Village Integration Instructions for Show Managers:


Entrant Instructions

Signup/Account Activation

Entry Questions

Document and Membership Questions

Payment/Refund Questions

Show Management FAQ

Entrant Instructions:

  1. IMPORTANT!! YOU HAVE TO DO THIS BEFORE YOU CAN ENTER A SHOW: Click on the tabs in your Home page to register Rider(s), Horse(s), Owner(s), Trainer(s) and Coach(es) on the system.
  2. Click on the “Documents" tab and upload any documents needed (Vaccination Records, Coggins, Entry Agreements, Waivers etc) so they can be included in your entries.
  3. Click on the "Enter A Show" of “Enter a Clinic” Button.
  4. Choose a show/clinic from the list.
  5. Answer a few simple questions.
  6. During the entry process, attach any documents needed
  7. Review your completed entry form.
  8. Then either print out your completed entry form and send it in to Show Management with a check (if the show allows this) or Hit "Proceed to Checkout" and pay your entry fees online by credit card. Once payment is complete, your entry will be submitted to show management for you automatically.
  9. You will recieve a receipt email with a copy of your entry in it. As well, you will be copied on the email submitting your entry to Show Management so you have that for your records.

Making Changes to Your Entry

Once an entry has been submitted and paid for, you can not alter it or add anything to it through EqEntries. Please reach out to show management directly for any changes after paying. You can find their contact information on the show calendar on EqEntries


Membership Cards

USEF, USDF, USEA and CDS cards

USEF/USDF/CDS membership cards are are AUTOMATICALLY loaded into the system for you once you enter membership numbers into each person/horse profile. You DO NOT need to upload copies of this to your account.

Please upload documents separately and use a good description for each document so you can easily identify each document during the entry process. File need to be PDF's, JPG, JPEG, JPE or PNG.


Membership Issues

If you have entered membership numbers into the system and they aren’t showing up, please check on the USEF/USDF website (www.eqverification.org). If they show up there, but aren’t showing up on EqEntries, please reach out to us at helpme@eqentries.com. We will look into it and get it resolved for you as fast as possible!.

If you signed up or renewed your USEF/USDF/USEA memberships in the last three days, your cards and memberships may not show up in their system yet. It can take up to 72 hours for USEF/USDF/USEA to update their databases with new/renewed memberships.

If your membership is not new/newly renewed and does not show up on www.eqverification.org please contact the appropriate membership organization for help.

If you have memberships that aren't showing up yet, and you need get an entry in, we recommend that you complete your entry, pay any non-member fees and then let the show manager know that you provide the updated cards to the show before the show and they will provide you a refund for those non-member fees.


Sign Up/Account Management Questions

I still haven’t gotten the activation email and it's not in my spam folder What do I do?

Most likely, your email provider is blocking EqEntries’ automatic emails. This is problematic because it means you won’t get *any* of our automatic emails including payment confirmation and submission receipts. To fix this, please ask your email provider to white list anything from @eqentries.com. We don’t send any spam emails so you won’t get buried in spam by whitelisting! Once you have that taken care of, if it has been less than 72 hours since you signed up, please drop us a note at helpme@eqentries.com and we can regenerate your activation link if it has been more than 72 hours, please try signing up again.

I can’t login even though I know my username and password. What should I do?

First, please try logging from a different device - preferably one on a different network to see if it is an issue with your account or with the device. Many work computers have things that can cause issues with login, like aggressive virus checkers or firewalls.

If that doesn’t work, please try resetting your password by using the Forgot Username/Password Link and if that doesn’t work, please contact us at helpme@eqentries.com and we can reset it for you.

How do I reset my password?

To reset your password, please click on the “Forgot username/password” button on the home page, follow the on-screen prompts and a email will be sent to you with your username and a link to reset your password.

How do I reset my username?

Please contact us at helpme@eqentries.com to reset your username. How do I add to or change information for a person or a horse? Login to your account. From the Entrant Home page, Click on the appropriate tab (Rider/Trainer/Coach etc) update any information necessary on the form that opens up and click save.

How do I update my account information like email or phone number?

Login to EqEntries and then click on “My Account” in the upper right hand corner. Make any changes there and save.


Entry Questions

Where do I find the two USEF documents required for USEF Licensed shows?

You can find both of these on our Help page at the bottom of the page in the Resources section

How do I do an entry for two riders on the same horse for a dressage show?

In Dressage, each horse/rider combination must have their own entry. But not every mandatory fee is required on both entries (USEF Drug and Admin Fees and other horse specific fees are not all required) On Step 5 (Fees and Donations) There is this question:

“Is this horse ALREADY entered into this show and PAID for with another rider?”

Make sure to answer “Yes” to this question on the entry for the second rider - that will automatically remove the unnecessary fees on the second entry.

How do I handle stabling for a weekend show, that is two separate shows?

Please put your stabling, for the entire show, on the entry for the first day of the show and then on your second entry, please answer “Yes” to the question at the top of the stabling step: (MANDATORY! If this is a multi-day show - Have you already requested stabling for this horse on another entry for this show?)

What if I can’t find a class I want or if I have a question on stabling?

Please check the show premium or contact show management directly for questions on show set up like missing classes or the meaning of stabling labels. Show management sets up and maintains their own shows on the system so we don’t have much insight into their precise set up or stabling. You can find contact information for a show by clicking on the show name in the show calendar on EqEntries.

Why am I being charged USEF/USDF non-member fees when I have an active membership?

It can take USEF/USDF up to 72 hours to update their databases after you sign up or renew. We pull directly from their databases regularly. That means that as soon as they update we'll have your cards on file. You can check to see if USEF/USDF have your memberships using www.eqverification.org We suggest that if you need to get your entry in before they update, go ahead and submit and pay as long as you have an active membership by the day of the show, you will be refunded any non member fees.

How do I change an entry once it's submitted and paid for?

Once an entry is submitted, show management is the only one that can make changes or refunds. We do that so we aren't sending multiple versions of entries to show management - which would be very confusing. So to make any changes, you'll need to contact them directly. You can find their contact information by clicking on the show name in the show calendar. If you need to add documents to your entry after submission, you will also need to reach out to show management.

How do I cancel my entry and get a refund?

To cancel an entry, and arrange any refunds due, please contact show management directly. You can find their contact information by clicking on the show name in the show calendar.

Where can I find contact information for show management?

You can find contact information for a show by clicking on the show name in the show calendar on EqEntries.

Why is the system requiring me to have a Trainer? What if I don't have one?

Trainer is defined by USEF as the person 18 or over, who is responsible for the horse while it is on show grounds. The Coach is the person who gets paid to help you with your horse on the show grounds. USEF requires a trainer for each entry for a USEF recognized show. A coach is not required.

I am a parent of the rider and/or owner for an entry and am on the entry as the "Trainer". Do I need USEF/USDF memberships? Will I to pay non-member fees?

As a parent who has the role of trainer, (aka adult legally responsible for the horse while on show grounds), for a minor rider and/or owner, does not have to pay USEF/USDF non-member fees. Right beneath where you choose the Trainer for your entry (first page of the entry process), there is a question: < "Are you parent of rider/owner" Make sure to say "YES" to this question so those fees aren’t charged.

How do I update or add my USEF/USDF/GMO/Local/FEI membership information?

Login to your account. From the Entrant Home page, Click on the appropriate tab (Rider/Trainer/Coach etc).

Membership information is near the bottom of the form that opens up. Add/update any information needed and then click save.

Where can I get a blank entry form to print out and fill out?

Most show premiums include a blank entry form. EqEntries provides an entry service which assembles and calculates your entry for you, but we do not offer a blank form to print out. Most shows allow you to print out your entry once it's completed though.

Why can't I print out my completed entry form?

Some shows don't allow paper entries to be mailed in to them, they only allow online submission and payment. If printing your entry is not an option, then most likely that show does not allow mail in entries.


Document Questions

Do I need to upload my USEF/USDF/USEA or CDS card images to the system?

No: USEF, USDF, USEA and CDS cards are AUTOMATICALLY loaded into the system for you once you enter in your card numbers. You DO NOT need to upload these yourself.

Can I add documents to a paid/submitted entry?

Unfortunately, once an entry is submitted/paid, it can not be altered through EqEntries. That includes documents. If you need to add documents to your entry after you have submitted and paid, you will need to reach out directly to show management. You can find their contact information by clicking on the show name in the show calendar.

I uploaded my USEF/USDF card(s), why isn't the system recognizing them? Why am I being charged a non member fee?

The system is not able to scan images and recognize membership from cards that have been uploaded. Please enter your USDF/USDF/Local membership NUMBERS into your profile and the system will then be able to create card images for your entry and will be able to check your membership to see if it is active, is the right level of membership etc. The system can then properly calculate any appropriate non-member fees.


Payment/Refund Questions

What is the EqEntries refund policy?

For any direct sales, like gift certificates, or any duplicate charges (these can happen if there is a drop in connectivity, and we run a regular report to find them and refund them) a full refund will be issued by EqEntries. For show/clinic/event entries, EqEntries 5% online fee is non-refundable. Shows each have their own refund policies which EqEntries abides by so please check the refund policies (and all policies) for the show/event you are entering before completing your entry.

How do I arrange a refund?

To arrange a refund, contact show management directly - they can arrange the refund for you either directly to you or through us back to your credit card depending on the situation.

I want to cancel my entry - how do I do this, how do I get a refund?

Once an entry is submitted and paid for, you need to work directly with show management to arrange entry cancellation and refund. They may either refund you directly or request that we refund back to your credit card depending on the situation. Refund policies are different for every show, so please check the show premium to see what your show’s refund policy is.

Where can I find contact information for show management?

You can find contact information for a show by clicking on the show name in the show calendar on EqEntries.

How Much Does Equestrian Entries Cost?

Show Management: It costs nothing for Show Management to use Equestrian Entries to process entries. This includes entries submitted and paid for by credit card. Show Management does not need a merchant account nor does Show Management pay the processing fees charged by the credit card company. Equestrian Entries handles those fees.

Entrants: There are two options for entering a show with Equestrian Entries:

1) It costs nothing to create an entry online, print it, attach a check and mail it to the show.

2) To pay online and submit your entry instantaneously, there is a 5% non-refundable, online processing fee.

What types of payment are accepted?

EqEntries accepts Visa, MasterCard or Discover


Show Management FAQ

When/how do I get paid?

EqEntries automatically sends payment for all funds after the Entries Close date and after the Final Close date (which is used if there is a late fee set up to charge between the initial close and the final close)

Payments are sent ONLY to the payment address that is in the show set up at the time of payment. If ACH is the payment type for a show, please put ACH To: xxxx into the payment address with the four x's being the last four digits of the bank account. To set up ACH please contact EntryManagement@eqentries.com for instructions on how to send banking information over for payment.

How do I arrange to delay a payment or leave funds in a show for refunds?

For any changes to payment schedules, please contact us at EntryManagement@eqentries.com

How do I set up a Fox Village Show?

The show must be set up in Fox Village and then published to EqEntries from Fox Village. Then the show has to go through our manual review process. Once it is reviewed and approved, it will show up on the calendar.

Fox Village says my show has been published and approved, but I’m not seeing it on the show calendar on EqEntries. Why not?

The message in Fox Village means that our automatic processes have accepted the show. The show still has to go through the manual approval process. Shows are prioritized for review by their opening dates and their show dates.

What should I do after publishing my show from Fox Village to ensure it is approved as quickly as possible?

Check your email and look for the automatic email that comes from EqEntries that tells you if your show passed EqEntries’ automatic checks or not. That email will tell you what the issue is if the show was rejected. If your show passed the automatic checks, it will show up in your account with a “Pending Approval” Label. Please login and check every page of your show to make sure everything looks correct. Particularly review the fees of the show - look for any incorrect of missing fees. If you need your show approved quickly, please send an email to helpme@eqentries and let us know so we can help.

What are “Set Fees” on EqEntries in my show set up?

Set fees are fees that either are charged according to USEF/USDF rules like the Drug fees or Non Member fees, or are custom fees that are mandatory - meaning they are charged on every entry no matter what. Some common mandatory/set fees are: EMT fee, Processing Fees, Day Use fees etc. For Non Fox Village shows, mandatory fees can be set up using the Custom Fees at the bottom of the fees page by putting the same dollar amount in the “Yes” and the “No” Boxes.

What do the “Yes” and “No” options, for custom fees, mean?

“Yes” indicates what to charge an entrant if they say “Yes” to an optional fee.

Example: Do you want a Dinner Ticket? ($20)

If an entrant checks the box for this fee they will be charged $20

“No” indicates what to charge an entrant if they say “No” to an optional fee.

Example: Do you live in Clark County? $5 Non resident fee

An Entrant would be charged $5 if they do NOT click the box for being a resident.

Why isn’t my show appearing on the show calendar after I finished setting it up?

Each show has to go through our manual review process. Once it is reviewed and approved, it will show up on the calendar. If you need your show approved quickly, please send an email to helpme@eqentries and let us know so we can help.

How long does it take to get a show approved?

Show reviews are prioritized by entries opening date and show dates. We do our best to approve shows within 3 working days of a show appearing on the system. Shows that have show dates in the near future are prioritized over others.

How do I set up a StartBox Show?

First work with the StartBox team to set up your StartBox account.

Then create your show on EqEntries.

Publish your show from EqEntries to Startbox at the end of the show set up process.

Can I update my fees once a show has been approved?

Yes you can, but you need to work directly with us to ensure the changes you want to make will work, particularly for shows that already have entries. The system is set up to make sure entries aren’t broken by changes made, so changing fees can be tricky if those fees have already been used by any entries. Please contact us at helpme@eqentries.com for help with this.

Can I change my classes once a show has been approved?

If the show has no entries, or no entries use the classes you want to change, yes. Otherwise, Please contact us at helpme@eqentries.com for help with this.

How do I set up ACH for a show?

Please contact us at helpme@eqentries.com for help with this.

When/How do I ask for a payment?

EqEntries automatically pays out all funds after the closing date and after the Final Close date. If you need a payment outside these two, please use the “Request Payment” button for that show in your EqEntries Account. You can find that button from your home page on EqEntries on the “My Shows” Tab.

How do I arrange refunds?

Login to your EqEntries account. On your home page click on the “My Shows” Tab.

Find the show in the list of shows there and click “Refund an Entry” Then follow the on screen instructions. Refunds can only be done for entries that were submitted and paid for through EqEntries and can only be processed up to the amount of funds left in the show. If you would like to ensure you have funds left in the show for refunds, please send an email to EntryManagement@eqentries.com and ask for funds to be held back.

How do I see entries for my show?

Login to your EqEntries account. On your home page click on the “My Shows” Tab.

Find the show in the list of shows there and click View Entries for that show.

How do I see my show set up on EqEntries?

Login to your EqEntries account. On your home page click on the “My Shows” Tab.

Find the show in the list of shows there and click “View/Edit Show”

Can I do a test entry for my show?

Absolutely! We highly encourage you to do test entries for all your shows. You can do a test entry as soon as your show opens for entries. If you would like to do one before then, please change your opening date to the present date, do a test entry, then change the opening date to when the show actually opens.

How do I change my shows opening or closing dates?

Fox Village shows:

On the publishing page of Fox Village update your opening/closing dates and then republish.

Go into EqEntries and make sure the dates have been changed.

Non Fox Village shows:

Go into your show set up directly on Eqentries. Change the dates and save.

How do I change my show dates?

Fox Village: please contact the Fox Village help desk (helpdesk@foxvillage.com) The system will allow you to change your dates yourself. Those new dates will show up in Fox Village but behind the scenes the dates WILL NOT HAVE CHANGED. Changing dates on Fox Village takes manual work from their helpdesk.

Non Fox Village: Go into your show set up directly on Eqentries. Change the dates and save. Then check your class lists - the change may have removed your class list and you may have to put the class list back in.

Do I have to use Fox Village to use EqEntries?

No. EqEntries is a stand alone platform and does not require Fox Village.

What show management programs does EqEntries integrate with?

EqEntries currently integrates with Fox Village, StartBox and Black Horse. We are always looking for more integration opportunities. Please reach out if there is a show management program you’d like EqEntries to integrate with.

How do I close a show?

Fox Village: Click The “Close Show” button in Fox Village.

Non Fox Village: Change the closing date(s) to the present date/time and save

Can I close a show early?

Yes - But please don’t put a date in that is far in the past for the closing date.

Fox Village: Click The “Close Show” button in Fox Village.

Non Fox Village: Change the closing date(s) to the present date/time and save

Can I keep my show open longer than expected?

Fox Village: Change the closing date(s) and republish

Non Fox Village: Change the closing date(s) and save

How do I see the accounting for my show?

EqEntries sends accounting information every time there is a payment. We are currently working on a Finance Module that will allow show management to see, in real time, all of their funds, entries and refunds. This should be live in the Spring/Summer of 2022.

What do the exempt levels mean for a class?

Not Exempt: For USEF/USDF shows this means the drug and admin fees along with USEF/USDF non member fees will be charged. For Local/GMO shows this means Local/GMO non member fees will be charged.

Exempt Non Members Only: For USEF/USDF shows this means the drug and admin fees will be charged but Non Member fees will NOT be charged

Exempt All: For USEF/USDF shows this means the drug and admin fees will NOT be charged, neither will Non Member fees

How do I set up two office fees?

The system does not support multiple official “Office Fees” An official Office Fee is set to charge on every single entry no matter what. If you need two office fees, please set up your base Office Fee that will be charged on every entry then set up a second fee as a custom fee which has an amount set that will be charged in addition to the official Office Fee.

For example, if a show wants to charge a $40 office fee for online entries and a $50 office fee for paper entries the set up would look like this:

(Mandatory Office fee on every entry): Office Fee $40

(optional office fee surcharge for paper entries): Paper Entry Fee: $10

Entrants with paper entries would be charged the base Office Fee of $40 and then opt into the extra $10 for paper entries.