Congress on a Budget
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by Liz Arnold
It’s no secret that the All American Quarter Horse Congress is the largest, single breed horse show in the world bringing over 6,500 horses and close to 650,000 people to the Ohio State Fairgrounds every year. It’s also no secret that these numbers equal money for the Central Ohio economy—$200 million dollars to be exact. Quarter Horse enthusiasts nationwide contribute to that number, spending thousands in pursuit of trophies and titles. These goals and dreams come at a high price when the cost of a three-week long show is factored into the equation. Countless exhibitors save all year to attend the sport’s most prestigious event. Trainer fees, entries, stalls, lodging, transportation, and meal costs quickly add up. So, what are the secrets for saving money at an almost month-long horse show?
All for Show
Congress is a major event that tends to boast a lot of show in stall decorations. AQHA Professional Horseman Lynne Puthoff of Laura, Ohio, says she tries to keep her customers’ costs down as much as possible. For Puthoff, such displays come second to the true reason people attend the Congress—the horses. “I try to divide things up and not do a lot of extra. We do set up a lounge and tack area, but not to the extent that some do. Everyone wants the setup to look nice, but it’s a big cost for the customer, and the horses could care less about that.” She adds that keeping the focus on the horse is paramount. “As long as the horse is prepared and treated right, that’s the most important thing.”
Though many trainers attempt to keep costs at a minimum for their customers, it’s the nature of the Congress beast that some costs simply can’t be avoided. Dan and Darlene Trein of Seville, Ohio, have specialized in training All-Around teams since 1970. In their years of experience attending Congress they’ve found ways to minimize customer costs. “We’re fortunate to be located close enough to the show that our customers do not incur any major mileage or transportation expenses,” Trein says. In his opinion, despite such savings, Congress will always present a big expense for the exhibitor. “It’s hard to be in that atmosphere with that time schedule and not have significant costs that have to be defrayed by customers.”
Slow-Cooker
Savings
Ask anyone who’s shown at the Congress and they’ll likely tell you that one of the show’s biggest secret expenses resides on food row. While the road between Congress Hall and the Celeste Arena is filled with the warm aroma of cinnamon rolls, barbecue and Stromboli, such enticing treats can do significant damage to both the wallet and the waistline.
Judd Paul and his wife Jennifer of Xenia, Ohio, specialize in Western All-Around events. They believe that being purposeful about food preparation can lead to major savings for both themselves and their customers. Paul shares, “We actually set up a food room at our stalls. We print off a calendar and email it to our customers. Then, they sign up for the days they want to bring or cook meals. It definitely saves money for everyone.”
Puthoff’s barn uses a similar approach, but relies on the connective power of social media for organizing their meal schedule. “The moms are especially good at coordinating. They start Facebook conversations and then everyone chips in and brings food. Because of their efforts, we always have drinks and food at the stalls.” She adds, “It works well because it’s more cost-effective and better for you.”
Amateur competitor Whitney Vicars makes the trek to the Congress from Cleburne, Texas each October. She shows in all-around events with her horses Southwestern Gunman and Western Revolution under the guidance of her father, Bruce Walquist, and husband, Craig Vicars. It’s no wonder then that meals at Walquist Quarter Horses are a family affair. As with many barns, the savings for Vicars begin with a crock-pot. “I, or other clients, will bring a crock-pot and make stew for the whole barn to share. If I go to the store, I’ll take some of my dad’s clients and we share the cost. Then, everyone shares the food.”
She goes on to say that stockpiling food at the stall aids in resisting the temptation of food row. “Like many barns, we rent a fridge to keep at our stalls. We always have sandwiches and snacks on hand. We all try to avoid junk food alley because it’s so pricey at the food stands.” Like Puthoff, Vicars says the Congress is all about maintaining balance while indulging now and then. She says, “We’ll eat one meal every few days at the stands. You can’t come to the Congress and not have a few favorites!”
Room at the Inn
Though rest may seem a foreign term at the Congress, those who make the annual pilgrimage to Columbus know that almost a month’s worth of lodging can translate into big bucks. Elizabeth and Cole Baker of Dunnellon, Florida create savings by renting an efficiency apartment. “It really cuts down on lodging costs.” They add that having laundry services on-site equal the ease of clean clothes and fewer dry-cleaning bills. “The apartment has a washer and dryer, but we bring plenty of clothes as well as show clothes along with us.”
Because Vicars’ family doesn’t own a living quarters trailer, they also take advantage of the savings in sharing a hotel suite. “It’s nice because it has two bedrooms, so we have privacy, but it also has a little kitchen,” Vicars says.
For Puthoff and her clients, staying on the grounds provides both savings and convenience. “We camp out, which is cheaper than staying at a hotel and saves on driving and fuel.” Her savings-savvy customers also camp, but buddy up to increase cost effectiveness. “I have two families that are renting a camper together. It’s a large camper, but by renting it and staying together they’re going to save a lot on lodging costs.”
Keep it Clean
Unless one owns a Kardashian-worthy wardrobe, the question of how to launder and dry-clean clothes poses a particular problem at the Congress. On this issue, show veterans agree that the laundry services offered on the show grounds are worth the ease of proximity.
Vicars says bringing as many clothes along as possible is step one. “Between taking as many clothes along as we can and doing a few loads for my dad and Craig at the hotel, I’m able to limit myself to one or two trips to the show drycleaners.” Compared to many of the other costs at the Congress, making use of the laundry services at the show is not a significant expense. “They’re quite good and efficient,” says Trein. So, for those concerned about the expense of laundering and dry-cleaning during their Congress stay, take it from the pros that sometimes the cost of convenience is a worthwhile expense.
On show day, most exhibitors are more concerned about their horse’s appearance than their own. Though Congress Hall is filled with vendors selling the latest in grooming technology, does buying goods on the grounds offer savings beyond convenience? Not so for Puthoff whose customers aid in stocking up on the necessities before the trailer ever leaves her driveway. She says, “Everyone chips in to buy grooming products before the show. Someone will know where to get a deal, and then people take turns buying what we need.” For her, the savings are in the preparation, “I try to have everything as ready as I can. I even stock up on medical supplies early. Having as much as I can ahead of time let’s me space the cost out.”
Feeding the Beast
Another issue for those traveling long distances to compete at the Congress is having to haul enough grain and hay to feed a barn full of horses. Luckily, for the Bakers, traveling to Ohio means a break on high feed prices. They say, “As far as feed goes, if we have room in the trailer, we bring what we can. However, in Florida, feed is so expensive it’s actually cheaper for us to buy up there than to haul another trailer with feed.”
The question of feed becomes one of labor versus cost-efficiency for the Treins, who live close enough to Columbus that supplying their own grain is an option. Yet they share, “when deciding if it’s more cost-effective to bring feed and hay from home, we have to look at the labor considerations. Hauling that much hay and grain is a major job for our staff to handle. So, we buy with a supplier at the Congress because we use the same feed at home. When comparing the labor savings, it’s all about the same.”
Yet for other Ohio trainers, like Puthoff and Paul, buying in bulk and hauling their own feed is worth the savings. In the end, it comes down to the trainer’s preference and weighing the cost with the logistics.
Getting Around
The sight and sound of golf carts zipping around the show grounds has become an iconic Congress image. But a two to three week rental equals a significant bill. Knowing that such a large expense is not necessary, but is all about convenience might leave many exhibitors wondering if the benefit outweighs the cost. Because the show grounds does not allow scooters or other alternate forms of motorized transportation, the options for weary showgoers are limited.
The most popular option is bicycles because the benefits are multiple. Puthoff says, “We’re all getting in to having bikes. It’s nice because they’re easier to park than a golf cart and you get extra exercise, which is different than what a rider’s body is used to.” She adds, “Just make sure you put them away at night.”
Sharing and biking are both popular options in the Walquist barn. According to Vicars, “A few people will go together and split the cost on one golf cart and share it. We bike a lot. It really is great exercise and honestly sometimes faster to get around on a bike than a golf cart.”
Parting Wisdom
Planning ahead, creating a budget early, and preparing for the unforeseen are a few of our pros tips for beating any Congress budget. Paul encourages potential Congress-goers to begin planning their budget at least three months in advance. For the Baker family, budgeting is important, but exhibitors should remember that when dealing with horses nothing is set in stone. Cole says, “If you think it’s going to cost $4,000, it’s really going to cost $5,000, because there are always miscellaneous costs that add up.”
Vicars looks to her faith when planning her Congress budget. She shares, “As a Christian, my faith is first in all decisions and I’ll pray for wisdom in how best to spend my money. I try to have a plan before I go and stick to it, but things happen, so having an emergency stash is also important.”
Though Congress is a major expense, and one many people might find difficult justifying, the Treins urge those concerned about the financial strain to remember what the experience of showing at the highest level of competition is worth. “You have to ask yourself, what is the value of this experience versus managing the cost? To feel part of the event and be competitive should remain the primary goal. The nice thing about the Congress is that it’s such a positive experience so it’s worth planning for. It’s the pinnacle of competition and is such a tremendous event.”
