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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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