BCHW Outreach Event Guide

Visibility is key to promoting Back Country Horsemen of Washington (BCHW).
Community events provide an opportunity to introduce BCHW to the public, strengthen name recognition, promote our mission, and connect with potential new members. The following guidelines are based on lessons learned through our outreach efforts and are intended to help chapters have successful, enjoyable, and well-organized events.


FAIRS & COMMUNITY EVENTS

1.   Plan Early
2.   Apply for booth space as early as possible. Popular fairs and larger events may fill their vendor and nonprofit spaces well in advance.
3.   Before the event, find out what the organizers provide. Some fairs supply tables, chairs, electricity, or other equipment, while others require exhibitors to bring everything.
4.   Build a Volunteer Team
5.   Have enough volunteers so people can work in shifts. Staffing an outreach booth for an entire day—or several days—can be tiring, and volunteers are much more enthusiastic when they aren't expected to remain at the booth for hours at a time.
6.   Whenever possible, have at least two people at the booth. It makes conversations with visitors easier and ensures the booth isn't left unattended.
7.   Bring snacks, water, and other beverages for volunteers so someone doesn't have to leave every time they need something.
8.   Suggested Booth Supplies
9.   Depending on the event, consider bringing:
      a.  Tables and tablecloths
      b.  BCHW banners and signage
      c.  One or more canopies
      d.  Photo displays
      e.  Pack equipment and other backcountry gear
      f.   Posters and educational materials
      g.  Membership information and applications
      h.  Chapter information
      i.   Giveaways or interactive items
      j.   Chairs
      k.  Water and snacks for volunteers
      l.   Interactive displays are especially helpful. People are naturally curious about horses, packing equipment, trails, and the work BCHW members do. Give them a reason to stop and then start a conversation!
     m.  Dress the Part:
BCHW Logo Shirts or Western attire. Maybe hard hots shovels safety vests.  Think about a theme?  This helps identify who we are and adds personality to the booth. We want the public to see BCHW members as approachable, knowledgeable, and proud of our organization.

PARADES

1.  Communities LOVE seeing horses in their parades!
2.   Parades can provide tremendous visibility for BCHW, but they require advance planning, good communication, and preparation of both horses and riders.
3.   Parade Consultant:  Karina Heiting-Sogge,  Email: kmhgem@hotmail.com  Text: 206-226-3367

Please confirm permission before publishing personal contact information in materials distributed outside BCHW.

Chapter Parade Coordinator

1.   Each participating chapter should designate a Parade Coordinator.
2.   The coordinator serves as the primary contact between the parade organization and BCHW participants.
3.   Responsibilities may include:
4.   Communicating with parade organizers.
5.   Forwarding maps, staging instructions, parking information, start times, and other details to riders.
6.   Coordinating trailer parking.
7.   Confirming participating horses and riders.
8.   Coordinating banners, flags, decorations, and walkers.
9.   Making sure manure cleanup is arranged.
10. Helping everyone know where they need to be and when.
11. Having one person responsible for communication can eliminate a tremendous amount of confusion on parade day.
12. The All-Important Pooper Scooper!
13. This deserves its own section because experience has shown that finding a pooper scooper can sometimes be one of the biggest parade challenges!
14. Determine who will handle manure cleanup well before parade day.
15. Ideally, a chapter member or other volunteer will fill this role. If someone needs to be hired, the going rate experienced on the west side of Washington in 2026 has been approximately $40.
16. A one-handled muck cart or wagon is highly recommended.
17. Some parades provide manure cleanup personnel, including events in Ellensburg, Washington, and Pendleton, Oregon. However, never assume this service will be provided—ask the parade organizers in advance.
18. Some parades may prohibit horses from participating if manure cleanup has not been arranged.
19. BCHW & Chapter Banners
20. If your chapter has a banner, having two members walk at the beginning of the BCHW entry carrying it is a wonderful way to clearly identify the group.
21. Make sure the BCHW or chapter name is easy for spectators to read.
22. Horse Serapes
23. Horse serapes provide another great opportunity to identify BCHW.
They are fairly simple to make and can be placed behind the saddle and secured with saddle strings or appropriate clips.
24. Always make certain serapes and other decorations are securely attached and cannot become loose or frighten the horse.

Flags

1.   Flags can make a beautiful and highly visible addition to a parade entry, but safety must come first.
2.   Only a trusted, experienced, proven flag horse should be used.
3.   The rider should also have an appropriate flag boot attached to the stirrup to help position and secure the flag.
4.   Never use parade day as the first opportunity to find out how a horse feels about carrying a flag!

Parade Applications

1.   Check application deadlines early.
2.   Most parade applications are now completed online. After applying, make sure you receive confirmation that your application was accepted.
3.   Many parade organizers will also request a short statement for the announcer to read as BCHW passes the reviewing or announcing area.
4.   This is a valuable outreach opportunity. Keep the statement brief and use it to tell spectators:
Who we are. What we do. Why it matters.

Preparing Horses for Parades

1.   A parade can expose a horse to things it doesn't normally encounter on the trail.
2.   Whenever possible:
      a.  Practice riding on streets before parade day.
      b.  Take your horse to different locations and expose it safely to new environments.
      c.  Practice around flags, banners, crowds, noise, vehicles, bicycles, strollers, decorations, and other unusual sights.
      d.  Pair less-experienced horses with calm, experienced horses.
      e.  If both horse and rider are new to parades, consider beginning with a smaller community parade.
      f.   Make sure horses are clean, groomed, and presentable.
      g.  A full bath isn't necessary. A healthy, well-groomed trail horse represents BCHW just fine!

Trailer Parking

1.   Trailer parking can make or break the beginning of parade day.
2.   The Chapter Parade Coordinator should arrive early whenever possible to locate the staging area and determine the best parking arrangement.
3.   Consider making reusable BCHW PARKING signs to reserve space for incoming horse trailers.
4.   If the parking location is difficult to find, directional signs with arrows placed at appropriate locations can also help guide participants.
5.   Always follow the event organizer's rules regarding signage and parking.

Rider Attire

1.   Dress appropriately for the weather while presenting a clean, recognizable BCHW appearance.
2.   Appropriate choices may include:
3.   BCHW Logo clothing
4.   Western clothing
5.   Cowboy hats
6.   Riding helmets
7.   Appropriate riding footwear
8.   Chinks or chaps
9.   Chinks and chaps can be a particularly nice touch and help create a coordinated appearance.
10.  Again, consider a theme.

Decorations

1.   Decorating horses and saddles to match a parade theme can be a lot of fun and makes the BCHW entry memorable.
2.   All decorations must be securely attached to the horse, saddle, breast collar, or rider.
Some possibilities include:
3.   Fourth of July Parades: Patriotic decorations are perfect for the many community parades held around Independence Day.
4.   Daffodil Parade – Tacoma/Puyallup/Sumner/Orting: Coordinate decorations with the floral theme.
5.   Rodeo Parades: Coordinate Western attire, BCHW gear, chaps, chinks, and other decorations with the chapter and parade theme.
6.   Issaquah Salmon Days: The Tahoma Chapter has used fall flowers in saddlebags as seasonal decorations.
7.   Christmas Parades: Battery-operated lights, jingle bells, and holiday decorations can create a wonderful entry. Introduce horses to lights and bells before parade day.
8.   Creativity is encouraged—but horse and rider safety always comes first.
9.   Riding the Parade Route
10. Whenever practical, horses should ride in pairs with approximately one horse length of space between pairs.
11. If additional BCHW members are available, consider having them walk along the route between the horses and spectators. Walkers can help maintain a safe distance while also talking with spectators and answering questions about BCHW.
12.  Avoid allowing horses to move unnecessarily close to spectators, particularly children who may suddenly reach toward a horse.
13.  Remember: we aren't only participating in a parade—we are representing BCHW.
14.  Smile. Wave. Talk to people. Have fun!
15.  When the Parade Is Over
16.  Our responsibility doesn't end when we cross the finish line.
17.  Practice Leave No Trace principles in the staging and parking areas.
18.  Before leaving:
          a.  Remove all horse manure and loose hay.
          b.  Leave the parking area cleaner than you found it.
          c.  Collect BCHW parking and directional signs.
          d.  Make sure equipment and decorations are accounted for.
          e.  Thank the chapter members, riders, walkers, volunteers, and especially the pooper scooper!
          f.   Share photographs with your chapter.
          g.  Share photographs and stories through BCHW state social media when appropriate.
          h.  Talk about the experience at your next chapter meeting.
           i.   Celebrate what went well and make notes about what could be improved next time.

                  MOST IMPORTANTLY — HAVE FUN!

Outreach works best when the public sees BCHW members enjoying what they do.
Every fair booth, parade, expo, community event, and conversation is an opportunity to introduce someone to Back Country Horsemen of Washington.  Some people may decide to become members.
Others may remember our name when they encounter an issue involving trails, public lands, recreation, or access.  And some may simply walk away, understanding a little more about the volunteers who help keep trails open and maintained.  Every one of those connections has value.  Be visible, be welcoming and share what we do.  And most importantly, enjoy representing BCHW