Entering equestrian events might seem daunting at first, especially when navigating online entry systems. For many events, particularly in the United States, Xentry is a primary platform used for managing entries. This guide provides a detailed, step-by-step walkthrough on how to successfully enter an event using Xentry, ensuring a smooth registration process. Whether you are a seasoned competitor or new to the equestrian world, understanding how to use Xentry effectively is crucial for participating in events.
Setting Up Your USEA Account: Your First Step to Event Entry
Before you can enter any event through Xentry, you need to have a United States Eventing Association (USEA) account. This account acts as your central profile within the Xentry system. Here’s how to get started:
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Navigate to the USEA Website: Open your web browser and go to the official USEA website: www.useventing.com.
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Find the Sign-Up Page: Look for the “Services” or “Membership” section. The direct link to the signup page is currently: https://services.useventing.com/Services/NewUser.aspx. Click on this link to access the registration form.
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Fill Out the Initial Form: You will be presented with a new user registration form. Complete all the required fields accurately. This typically includes personal information such as your name, contact details, and address.
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Register as a New User: After submitting your initial information, if you are not recognized as an existing member, you will likely see a message like “No match… search again or register as a new member.” Click on the option that says “Yes Register Me” or similar wording to proceed with new account registration.
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Provide Further Account Details: You will then be prompted to fill in more specific account details. This usually involves creating a unique User ID and Password, and setting up a security question for account recovery. Choose these carefully and keep them in a safe place for future access.
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Account Creation Confirmation: Once you have completed all the required fields, the system will create your USEA account.
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Log In to Your New Account: You will be redirected to the login screen. Use the User ID and Password you just created to log in to your new USEA account.
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Locate Your USEA Number: After logging in, navigate to your “Membership Profile” section. Here, you will find your assigned USEA number. Initially, your membership status will likely be listed as “Non-Member Individual.”
Alt Text: Screenshot of the USEA website interface showing the membership profile section where a user can find their USEA number and membership status.
Registering Your Horse with USEA for Event Entry
Before you can officially enter an event, your horse also needs to be registered with the USEA. This is a separate but essential step in the Xentry event entry process. Follow these steps to register your horse:
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Access the “Horses” Section: Once logged into your USEA account, look for the “Horses” section, typically found in the main navigation menu or on your account dashboard.
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Initiate Horse Registration: Click on the option that says “Register or Change Ownership” within the “Horses” section.
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Search for Existing Horse Registration: You will be taken to a search page. Enter your horse’s name to check if your horse is already registered in the USEA database. This is important if you have recently purchased your horse or if it has competed before.
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Register a New Horse (If Necessary): If your horse is not found in the search, you will see a “No Match Found, Register New Horse” option. Click on this to begin the new horse registration process.
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Complete the Horse Registration Form: Fill out the horse registration form with accurate details. This typically includes your horse’s name, breed, age, color, markings, and other identifying information.
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Select Registration Type: The USEA offers different types of horse registrations depending on the level of events you plan to enter.
- Restricted Registration: Usually free of charge and suitable for Beginner Novice or Intro levels.
- Limited Registration: Involves a fee and is required for Novice and Training levels.
- Full Membership: Incurs a higher fee and is necessary for Preliminary levels and above.
Select the appropriate registration type based on your competition goals.
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Save Changes: After completing the form and selecting the registration type, save your changes to finalize the horse registration.
Alt Text: Image depicting the horse registration form on the USEA website, highlighting fields for horse details and registration type selection.
Entering Your Event Through Xentry: Step-by-Step
With both your USEA account and your horse registered, you are now ready to enter an event using Xentry. Here’s a detailed guide through the event entry process:
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Navigate to the Xentry Section: Go back to your USEA “Home” page. Look for the “Xentry” section, which should now be accessible now that you have an account and potentially a registered horse.
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Initiate Event Entry: Under the “Xentry” section, click on the option to “create an entry” or similar wording to start a new event entry.
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Select the Event:
- The first step is to choose the event you wish to enter. Events are typically organized by geographical area. For example, California events are usually listed under Area VI.
- Use the provided dropdown menus or search function to find and select the specific event you want to enter.
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Select Rider:
- The system will then prompt you to select the rider for the entry. In most cases, this will be yourself. Choose your name from the list of available riders associated with your account.
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Select Horse:
- Next, you need to select the horse you will be competing with. If you have just registered your horse and it doesn’t immediately appear, try searching for it by name using the search function provided. Select your registered horse from the list.
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Choose Your Division:
- Select the division you wish to compete in at the chosen event.
- Non-Member Considerations: If you are not a USEA member and are entering at Beginner Novice or Intro level, Xentry might initially show you as “not eligible” for higher levels. However, you can still select the Beginner Novice division.
- Non-Member Fees: On the next page, the system will typically inform you about any non-member fees, such as a $25 fee per event for non-members competing at certain levels. Acknowledge this fee by clicking “I understand and Continue” or similar confirmation.
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Complete the Entry Form:
- Fill out the remaining sections of the entry form. Some information may be pre-filled based on your account details.
- Required Information: This usually includes:
- Confirming your chosen division.
- Providing emergency contact information.
- Uploading a negative Coggins test result for your horse, if required by the event.
- Trainer information. If you are not in full-time training with a listed trainer, it is generally advisable to list yourself as the trainer to avoid any confusion.
- Click “continue” to proceed to the next step.
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Stabling Information:
- Fill out the stabling information section if the event offers on-site stabling.
- Stabling Requests: If you have specific stabling requests, such as wanting to stable with a particular group (e.g., “Fox Farms/Holly Fox”), indicate this in the designated area.
- Additional Services: You may also be able to order additional services like shavings for your stall at this stage. Events often recommend a certain number of shavings bales (e.g., six bales for a 3-4 night stay).
- Review and select any other stabling options available, and then click to finalize your entry.
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Review Entry Summary:
- Carefully review the summary of your event entry. Double-check all details, including the event, rider, horse, division, and any fees or additional services selected.
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Confirm and Create Entry Forms:
- If everything is correct, check the box confirming that you have reviewed the entry details.
- Click on “Create My Entry Forms” or a similar button to generate the necessary entry forms.
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Download and Print Entry Forms:
- On the next page, you will typically find three forms to download and print. These forms usually require “wet signatures” (physical signatures). Electronic signatures are generally not accepted at this stage.
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Payment and Submission:
- Payment Options:
- Mail-in with Check: If you have enough time before the entry closing date, you can print the forms, sign them, and mail them in with a check for the entry fees.
- Credit Card Payment: For faster processing, especially if the closing date is approaching or if the event is popular and might oversubscribe, you can opt to pay by credit card online. Note that there might be a service charge for credit card payments. This option secures your entry more quickly, but you still need to mail in the wet-signed forms.
- Hand-Delivery: While not always office-staff friendly, you can take the risk of your entry not being accepted and hand-deliver the signed documents to the show office. This is generally not recommended unless absolutely necessary and you are certain it is acceptable to the event organizers.
- Payment Options:
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Check Entry Acceptance:
- Several days after your entry is received by the event organizer (whether mailed or submitted electronically) and usually after the official closing date, event organizers typically post lists of accepted riders.
- EventScores Website: Go to www.eventingscores.com and find the event you signed up for. Check if a list of accepted riders has been uploaded.
- Entry Status: This list will indicate whether you have been accepted into the event. It will also show waiting lists if a division is oversubscribed and any deficiencies in your entry (e.g., missing signatures or payments not received).
Alt Text: Example screenshot of a Xentry event entry form, showing sections for event selection, rider, horse, division, and payment options.
Conclusion: Streamlining Your Event Entry with Xentry
Successfully navigating Xentry is a key skill for any equestrian competitor in the eventing world. By following these detailed steps, from setting up your USEA account and registering your horse to completing the event entry process, you can confidently manage your event registrations online. While the initial setup might take a little time, once completed, Xentry streamlines the process, making it easier and more efficient to enter the events you love. Remember to always double-check deadlines and specific event requirements to ensure a smooth and successful entry.
