A producer sells about thirty weekends a year and quotes most of them in one January. QuixChex carries the bid and the deposit that turns it into a date, keeps the pens, the crew and the papers on the account, and has what the judges and the bullfighter are owed worked out before they leave the arena office. Entries and the draw stay in the entry system you already run on.
How a rodeo runs
A committee three hours out asks for a bid in January — two performances and slack over Labor Day. The bid goes out with the dates on it, and when they say yes the deposit holds the weekend. Thursday the trucks come in and the string goes to the back pens. Friday night the window takes entries, stock charges and the office fee, and sells stalls and hookups to the contestants who hauled in. Sunday after the last go the balance is settled, and the announcer, the two judges, the timer and the bullfighter are each paid for two performances before they pull out. The diesel, the feed and the shavings were costed against the weekend on the way, so the margin on it is worked out by Monday, and the sponsor’s banner shots go out that night.
The bid carries the dates it is for. When they agree, the deposit holds the weekend and the balance falls due after the last performance.
Pens and stalls go to whoever is in them, and entry fees, stock charges and the office fee ring against the contestant at the entry office.
Balance taken, crew paid for the performances they worked, and the arena photos out to the sponsor and the committee before anybody has unloaded at home.
Show run. Crew paid. Balance settled.
A season is thirty haulable weekends and they get quoted more or less at once. Every rodeo bid carries the dates it is for, so one sent three weeks ago and never answered reads as a weekend still on the shelf — and the deposit is what turns it into a date.
The announcer, two judges, a timer, a bullfighter and a pickup man, each on his own rate per performance. Two performances is two, worked out to the cent before anybody pulls out. Come January the year-end figures are already totalled by name, and so are the ones who never sent a W-9 back.
Entry fee, stock charge, office fee and the finals hold-back, rung against the contestant who paid them, on a Friday night with a line at the trailer. The draw itself stays in your entry system; this is the money side of that window.
Holding pens, a roping box, the stall a contestant pays forty dollars for and the hookup his rig sits on for two nights — recorded against the grounds they are at, with the gate the stock trucks use and where the rigs turn around. What is still open is a number you can quote on the phone.
The vet’s certificate, the brand inspection, the arena liability cover, the sanction approval letter. Any one of them running out is a weekend that does not happen, and they all run out on different days — so what has already lapsed sits at the top and what is closest behind it comes next. Nothing here reads a state’s rules; it shows you dates, and the call is yours.
Day one
Say you run a rodeo production business and QuixChex sets this up for you before you've typed anything. Every price is editable — they're a starting point, not a rule.
| Service | What it covers | Starting price |
|---|---|---|
| Stock Contract — Two Performances | Stock, chutes, panels and contract personnel for the weekend | $14,500 |
| Arena Ground Work & Setup | Working the ground, setting the arena and striking it after the last go | $1,200 |
| Timed Event Entry Fee | Per contestant, per go — tie-down, steer wrestling, barrels, breakaway | $125 |
| Roughstock Entry Fee | Per contestant, per go — bareback, saddle bronc, bull riding | $150 |
| Team Roping Entry — Per Team | One header and one heeler, split however they enter it | $200 |
| Stock Charge — Per Go-Round | Charged to the contestant on top of the entry fee | $60 |
| Office & Entry System Fee | Per entry, per rodeo — the window and the day sheet | $6 |
| Finals & Awards Fund | Per entry, held back for the finals and the year-end awards | $5 |
| Turn-Out Fine | Entered, drawn and did not show. Waived on a doctor or vet release | $75 |
| Added Money — By Event | The committee’s contribution to the purse — nil until it is priced per event on the bid | $0 |
| Contestant Stall — Per Weekend | Stall on the back side, shavings extra | $40 |
| RV Hookup — Per Night | 30 or 50 amp, water and sewer where the grounds have it | $45 |
| Annual Membership — Card Holder | Renews for the January season, as a recurring plan | $500 |
| Arena Banner — Season Sponsorship | Panel banner for the season, renewing annually like the dues | $750 |
FAQ
No, and it is not trying to. Entries, the roughstock draw, buddy groups, slack and the day sheet stay in the entry system your association runs on. What QuixChex takes is the money at that window — entry fee, stock charge, office fee, finals hold-back — against the contestant who paid it, alongside the contract, the crew and the pens. Two books of who is competing when is one book too many.
No. The two legs it does are money in from contestants and money out to crew. Added money is a line on the bid so the committee’s contribution is written down and priced rather than remembered, but who placed, what the go-round paid and what the average paid are settled by the secretary and the association. Nothing here disburses to a contestant.
Not yet, and it is the first thing this profile should grow. Pens, stalls and hookups are on the account, and so are the papers that travel with a load; the stock standing in them is not. A bull has a name, an age, a season of trips and a record of his own, and half a record is worse than none — so the herd is left out rather than faked up in a field meant for something else.
As one rodeo, with the performance count carried on the crew’s pay lines — a judge down for two performances is paid for two. Each performance is not its own row on the calendar, which is worth knowing before you go looking for one.
By the performance, at each one’s own rate, costed against that rodeo so you can see what the weekend made after the crew. Nothing here cuts a check or files anything — it records what was worked and what it cost, which is what the year-end totals are built out of.
That is the normal case, and the grounds go on the account whether you own them or not: the gate the stock trucks use, where the rigs turn around, water and pens on the back side, a covered arena, an ambulance bay, whether there is an electric eye. It is what the office gets asked on the phone in March about a place nobody has driven to since September.
The rodeo is cancelled and the balance voids with it. Whether the deposit stays with you is your contract’s business, not software’s, and whatever has already changed hands stays reconciled either way. The diesel and the feed are already costed against that weekend, so a wash-out shows up as what it cost instead of as a hole in the season.
Yes, and with cash, which is most of a Friday night. Card and ACH run through the gateway and merchant account you hold — QuixChex integrates with those rather than replacing them — and a cash entry is recorded as cash, so the drawer and the books agree at the end of the night.
Yes. Association dues come round in December for a January season and a panel banner renews alongside them, both charged to a card already on file with nobody standing there. They are the only things in a rodeo office that are not a weekend.
A short call, on your own services and your own customers. We'll show you what the first week looks like, and talk through what it would take to get you there.