Closing Dates

[RoeVee]

Okay - 'closing date' - does that mean in the organizers hands or a postmark with a date on or before 'closing date'.

I just got a $50 late fee as the organizer didn't receive it before the closing date even though it was mailed before the closing date. Granted, it was mailed the day before, but I thought I was good. :no:

Bummer.

[pegasusmom]

Ah. . . . a subject near and dear to my heart.

EV106, Section 2, part e Entries must be received by closing date.

EV106 Section 4. The closing date for entries will be four weeks afer the opening date. this date must be published in the prize list of the competition. . . . . Those entries recieved after the closing date, either the original published date or the extended date, will not be accepted.

In the secretary's hands.

Also, FYI, further down under Section 8 Withdrawals - withdrawals must be made no later than 9:00 pm on closing date.

It's an interesting section of the rulebook, EV106. . .

[RoeVee]

ahhhh.... thanks PegasusMom - I will be much quicker with my entries!! :yes:

[the lady of shalott]

another question... not to hijack the post but, I did my entry online last week with the close date for next week. I paid with a credit card online, so that is all taken care of, but I still need to send my signature in the mail. Just curious, if I don't have it in by the close date will I get a late fee for that?

[pegasusmom]

Depends on the individual show secretary I would say. Technically your entry is not complete until everything has been received, bujt most show sdon't nail you for missing items. It is so much kinder to the show secretary to get everything in - makes your check in process easier as well. But ask the secretary. . .

[GotSpots]

I just got a $50 late fee as the organizer didn't receive it before the closing date even though it was mailed before the closing date. Granted, it was mailed the day before, but I thought I was good. :no:
Wow - that's a secretary I wouldn't want to do business with. Most folks in practice count the postmark or on-line entry in such situations (or at least wouldn't charge you an extra, substantial fee). Your situation would leave a bad taste in my mouth. Different if you're legitimately trying to get in after the date, but in your case, seems like you acted in good faith.

Pegasusmom is right about the rule, but it does seem to me that there are unfortunate circumstances where folks bend it to their benefit. Heck, I still recall the secretary of an Illinois event awhile back to whom I mailed my entry in on closing date or the date before, the horse became seriously, in the hospital for seven weeks ill that night (closing day), and I called her and asked her not to open the envelope (which she hadn't received) -- she took the position that the check was hers once it was in the mail and she would cash it, even though she hadn't yet received it. I had bigger fish to fry at that point, but we've still never been back to that event.

[scubed]

For Evententries.com, they have a clear policy about when the $$/signatures need to get in to count as on time when you enter online, but many of the events in our area are happy if you get the signature in any time before the event. There is a lot of variation in how the rules get enforced and like GS, I have been known to avoid events where they have no interest at all in the spirit of the law, but use the letter only to their own benefit (thankfully, these are few and far between in the wonderful world of eventing)

[pixietrix]

I am surprised the secretary you mention ( I'm hoping she really is in CO & I won't be dealing with her....) was that "militant" in her duties. In these days of economic struggles, event entries are precious and causing hard feelings over an entry that was made in good faith seems a bit foolish in the long run. I had a secretary charge me an office fee a few years back when I pulled both of my horses off the wait list.....not sure that was legal but I had no choice but to go with it at the time. I have not been back since.

Heads up, ladies in the office. Let's try to play nicely, the competitors really aren't always trying to cause trouble! In most cases, the secretary is the "face" of the event and needs to be a really good people person.

[pegasusmom]

It is a delicate balancing act between "selling rides" and going by the rules, but I find too many competitors simply don't know what the rules are.

And if, as a secretary, you have ever had to deal with a competitor who wants to get a late entry in, particularly after you have the schedule done, I can certainly see the side of the secretary who wants to charge a competitor the late fee. Rearranging a schedule to accomodate a late entry can be a major headache - perhaps RoeVee's show secretary has gotten burned once too often. I can see both sides here, and all I can tell you is to try to get a complete entry in to the secretary before 9:00pm on closing date.

GS - your Illinois secretary story, for what it is worth, well, she shot herself in the foot by not being a little more flexible, and it cost her your entry. Rightly so.

Off to dressage show hell. . . and I did tear up an entry for a competitor who called me after she mailed the entry to scratch. She had a good reason and I hadn't processed the entry. It was to everyone's benefit to do so. . .

[pegasusmom]

Heads up, ladies in the office. Let's try to play nicely, the competitors really aren't always trying to cause trouble! In most cases, the secretary is the "face" of the event and needs to be a really good people person.

And one final comment - 99% of the seretaries I know do play nicely, as do 99% of the competitors. All it takes is one total screaming idiot running with scissors . . . and unfortunately there seem to be a few more of them around.

Now I really am off to dressage show hell. . . with a smile on my face and a song in my heart, and the promise of adult beverages from the show photographer!

[Catalina]

Last fall when I checked the entries for Waredaca I noticed that my name was not on the list and I had mailed my entry in weeks before. I immediately called the secretary and faxed in my information, which I printed off of EventEntries. The secretary was more than willing to work with me and got me entered even though it was after the closing date. And she didn't charge me a late fee. Now that is a cool secretary :D.

Funny thing is, I have NO idea what happened to my original entry :confused:. I mailed it at the same time as one to Loch Moy- which they received, but the one never got to Waredaca.

[nextyear]

Catalina, that happened to me a few years ago also, I had 5 horses entered and when i went to look at entry status not one was listed. I had mailed my entries on opening day also, so faxed in all new entries and said I would bring a new check to event, glad I did not rewrite the huge check, they had it and had cashed it but all other paper work had disappeared. Secertary was very nice about all and easy to work with!

[HER]

I have even gotten into events the week before they run and not been charged late fees. Much thanks to the secretaries in my area who have always been great!
-Helen

[RoeVee]

I'm a bit poorer - but, oh so wise-r. Yes, this is for an event in Colorado - and I bet EVERY eventer in Colorado will know what show this is for. :lol: Susan is quite the 'stickler' for rules.

My bust though. I really didn't know it had to be in her 'hands', I thought it just had to be mailed. But, seriously, $50!! Good grief. :eek:

[pegasusmom]

Rulebook. Read the rule book.

[advmom]

One comment, yes the rules are there, it is up to the organizer which ones they choose to enforce and which ones they don't.
Just like it is a choice which events one enters and which ones one doesn't, in these times, I guess those who choose to enforce the late fee rule, in extenuating circumstances, run the risk that a bad news travels very fast and as folks begin to fewer and fewer events it will be those they choose to leave off the list

[2ndyrgal]

they have the opening and closing dates on there for a reason and with as much time as one has to get their entry in, I can't fathom why you'd mail it out the day before. It's just like pretending you don't know when April 15th is and rushing to the post office at the last minute. It says "entries received" not entries postmarked. You gotta pay to play, and I'm betting that people won't skip and event they like or that is convenient, they'll just get their entry in the mailbox sooner.

[RoeVee]

2ndy - on the funnyside, I am an 'opening date' kinda eventer. First time I waited until closing date (had a questionable time committment) and didn't look up the rules. $50 later, I know them now!! :lol: I agree, will definitely be mailing earlier if I miss mailing on the actual opening date.