How to run a well-organized poultry show

Whether you've been the show secretary of a show for years, want to start a new show in your area, or are just needing a reminder of why you need to thank the show secretary every show you attend, here is a wonderful compilation of the tasks that need to happen in order to successfully run a well-organized poultry show. All the credit goes to Dan Castle, the show secretary for the Connecticut Poultry Breeders show, for sharing his list with the poultry community.

1 Year in Advance:

Coordinate rental of grounds
Coordinate Insurance

6 Months in Advance:

Take inventory of current awards
Order new Awards and arrange them at the show
Make and hand out postcards to advertise the NE shows
Update Show information on Website & with Poultry Show Central
Request sanctioning paperwork from the APA and ABA

4 Months in Advance:

Create and submit Poultry Press Ad
Call local feed stores and Poultry Supply companies to ask for Raffle donations or ad space in our show book
Create/Update Show Book & Entry Form
Create and send 8.5 x 11 flyers to disburse and hang
Coordinate Judges for show

3 Months in Advance:

Invite Bill Wulff to show to take pictures and run advertising
Call around for donations ($$ and items for raffle)
Hang and disperse show flyers in local feed stores, 4-H Offices
Contact 4-H offices (and Poultry Clubs) to announce the show and ask for help
Send pre-show email with showbook and entry
Contact local florists to ask for donations
Send Hard Mailing with showbook and entry
Contact vendors for shavings to be delivered for setup
Contact fairgrounds to discuss food options
Advertise show and raffle on Facebook

Month of the show:

Plan for raffle table: buy raffle tickets, bags for tickets, etc.
Accept Entries via hard mail.
Create coop tags and entry report
Create Show Day posters
Plan show layout
Print show agenda cards and poster
Collect special donations $$$ from people
Create and stuff envelopes for awards
Purchase Table Covers
Purchase water cups for Bantams, Large Fowl, Waterfowl, Turkeys

Setup:

Bring Speaker System for announcements
Bring raffle tickets and bags;
Set up raffle area
Setup Directional Signs by road(s)
Setup Cages, tables, etc.
Bring Ribbons
Hang Coop Tags
Measure and mark aisles, direct location of areas, number of cages in each area/row
Bring cage and row signs
Hang (3) Agenda in Hall, (18) Class Signs on Rows, (18) Champion Row, (1) Showmanship/Presentation area
Bring backpack blowers
Bring Show Cups
Set up award area: Ribbons on cages and other ribbons on a string, hanging
Bring tablecloths, flowers, etc.;
Set up decorations

Day of the Show:

Sign People in, give them an exhibitor list, show agenda and ask them to update their contact information on the Contact List
Take pictures of show and Class Champions
Run a 50/50 raffle and get tickets for use
Accept donations as they come in, place bags for tickets, sell tickets, run raffle of items
Run Showmanship: schedule, announcements, awards
Keep notes on class winners and special prize winners
Bring Junior and Open Class Champions to Champion Row
Keep Track of judges and their schedule, bring them next classes to judge
Check for sick birds
Judge Junior Showmanship
Decorate Show Hall (Flowers, Tablecloths, Signs, etc)
Judge all birds according to APA and ABA standards

Post Show:

Clean bathrooms
Help tear down cages and clean building
Submit Show Reports to APA, ABA and breed clubs
Post Results and Pictures to website and social media

For more detail, including who should be responsible for each of these tasks, download the pdf of Dan's original spreadsheet which goes into even more detail.

Thank your show secretaries and volunteer to help the months, weeks, and days before the show. The biggest reason shows shut down is for lack of volunteers to help so do your part with your local shows.

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