We are transitioning from invoicing Show Companies for the platform after each event to billing exhibitors directly through a per-entry “Platform Fee.” This fee covers access to all core features of the system, including both back office and exhibitor-facing tools.

Why are you making this change?

Our platform has grown to serve both organizers and exhibitors. Direct billing ensures a more equitable distribution of costs, supports long-term sustainability, and allows us to continue innovating while keeping organizer costs under control.

When is this change taking effect?

January 1st, 2026

How much is the platform fee?

$10.00 per entry

Who pays the platform fee?

The exhibitor pays directly except in the case of FEI entries, those are paid by the show company.

How are platform fees collected from the exhibitors?

This will be handled by ShowGrounds in most cases. When we are unable to obtain payment for an entry a fee will be added to the entry. In these cases the payment will be received by the show company and later billed by ShowGrounds

What if an exhibitor’s payment fails?

ShowGrounds will handle outstanding payments, which may include blocking a user from making new entries until their balance is paid.

What about paper entries or check payments?

The $10 fee is added to their show bill as a non-removable charge that you collect and remit to us

When do we get invoiced for pass-through fees?

After your event concludes, with payment due within 7 days of invoice

Can we waive or remove these immutable platform fees?

No, they cannot be removed or waived by show staff

Which entries are exempt from platform fees?

• Any entry that is fully scratched before day 1 of the show
• Zero-charge entries (no fees from show) or charges of any kind.
• Trainer accounts (non-competing, billing only)
• FEI entries – In order to remain compliant with FEI rules, the show company will be invoiced for the Platform Fee for all FEI entries.

Why do we pay for FEI entries?

To comply with FEI fee maximums – exhibitors can’t be charged above FEI limits

What if someone adds/drops FEI classes?

Fees adjust based on final participation – we reconcile after the show

Can exemptions be audited?

Yes, we monitor exemption usage to prevent circumvention

Do we need to update our prize lists?

Yes, you must include platform fee disclosure – standard language available at www.showgroundslive.com/prize-list-disclosure

What if we don’t enforce platform fee collection?

It’s a material breach of our agreement and could result in service termination

Do we need to do anything for existing entries?

No, this only applies to entries made for shows staring on or after January 1, 2026

Can we opt out of the new model?

No, this applies to all shows using ShowGrounds as of January 1, 2026

Will Showgrounds require a new agreement be signed as a result of these changes?

Yes each of our show company partners will need to sign our new SaaS agreement before these changes go into effect no later than January 1, 2026.

How will this impact our operations?

Operationally, this reduces your post-event administrative overhead. You’ll no longer receive a platform invoice based on horse count. Instead, the Platform Fee is collected at the point of entry, typically online, directly from the exhibitor.

Will this change how we create and manage entries?

No. Your entry workflows will remain the same. The only difference is that the Platform Fee will now be visible to and billed directly to the exhibitor during the entry process.

How will exhibitors become aware and setup their payment method, etc.?

Through a guided onboarding process when they next log in. We will begin to onboard users over the remainder of 2025

What if exhibitors have questions about platform fees?

Direct platform fee questions to support@showgroundslive.com

How do we mark FEI classes in the system?

Use built in FEI class designations when creating classes

Can we see platform fee collection status on entries?

Yes, there will be an indication as to whether an entry has completed this step.

When are platform fees refundable?

Only for scratches before the first day of the show or full event cancellation.

Who handles platform fee refund requests?

ShowGrounds handles all platform fee refunds directly

What about partial refunds or class changes?

Platform fees are per entry, not per class – no partial refunds

How does this affect our entry fee pricing?

You may want to communicate that platform fees are now separate from entry fees

Do platform fees affect the fees we collect on entries?

No, you still receive full entry fee payments – platform fees are separate

Are platform fees subject to sales tax?

This is being assessed by state. Sales tax on the platform fee will only be charged if its required by the local jurisdiction.

Will our show company have any costs associated with using the ShowGrounds platform?

Yes, while the main cost of the platform is being shifted to a Platform fee paid by the exhibitor some of our features are being considered Add-ons moving forward. Add-ons are generally features that are not part of the core operations of running a show. They are also features that are used by some but not all our customers. Examples of this include:

– Live Data Integration (Timing Software)

– Live Graphics for scoreboards or video streams.

– Certain video streaming events.

– Circuit Standings.

Can we still offer custom services specific to our event?

Yes. Add-on services like graphics packages, live data integration, and circuit standings management remain available on an à la carte basis and will continue to be billed to the Show Company. This lets you tailor your event offerings without being locked into a one-size-fits-all package.

You can reach out to our support team via email support@showgroundslive.com or call 413-625-3177