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:
rental of grounds
6 Months in Advance:
inventory of current awards
Order new Awards and arrange them at the show
and hand out postcards to advertise the NE shows
Show information on Website & with Poultry Show Central
Request sanctioning paperwork from the APA and ABA
4 Months in Advance:
and submit Poultry Press Ad
local feed stores and Poultry Supply companies to ask for Raffle donations or
ad space in our show book
Show Book & Entry Form
and send 8.5 x 11 flyers to disburse and hang
Judges for show
3 Months in Advance:
Bill Wulff to show to take pictures and run advertising
around for donations ($$ and items for raffle)
and disperse show flyers in local feed stores, 4-H Offices
Contact 4-H offices (and Poultry Clubs) to announce the show and ask for help
pre-show email with showbook and entry
local florists to ask for donations
Hard Mailing with showbook and entry
vendors for shavings to be delivered for setup
fairgrounds to discuss food options
Advertise show and raffle on Facebook
Month of the show:
for raffle table: buy raffle tickets,
bags for tickets, etc.
Entries via hard mail.
tags and entry report
Show Day posters
show agenda cards and poster
special donations $$$ from people
and stuff envelopes for awards
water cups for Bantams, Large Fowl, Waterfowl, Turkeys
Speaker System for announcements
raffle tickets and bags;
Set up raffle area
Directional Signs by road(s)
Cages, tables, etc.
and mark aisles, direct location of areas, number of cages in each area/row
cage and row signs
Agenda in Hall, (18) Class Signs on Rows, (18) Champion Row, (1)
award area: Ribbons on cages and other
ribbons on a string, hanging
tablecloths, flowers, etc.;
Set up decorations
Day of the Show:
People in, give them an exhibitor list, show agenda and ask them to update
their contact information on the Contact List
pictures of show and Class Champions
50/50 raffle and get tickets for use
donations as they come in, place bags for tickets, sell tickets, run raffle
Showmanship: schedule, announcements,
notes on class winners and special prize winners
Junior and Open Class Champions to Champion Row
Track of judges and their schedule, bring them next classes to judge
for sick birds
Show Hall (Flowers, Tablecloths, Signs, etc)
all birds according to APA and ABA standards
tear down cages and clean building
Show Reports to APA, ABA and breed clubs
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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