Running a Live Show
If you have been to a few live shows then you will probably start to think about running your own show. I firmly believe that every single shower should run at least one show at some point to understand the levels of stress and work that come with it. Appreciating this will help you become a lot more understanding towards the show host!
That said there is really nothing worse than a badly run live show (OK slight exaggeration) and if you are going to take on this task you need to make sure you are ready for it. Running your own show can be great fun but it is also a lot of hard work and you need to learn to be assertive and take control. A good show host will be well organised, friendly and very very very controlling. Honestly running shows is just one big power trip (I jest of course...).
That said there is really nothing worse than a badly run live show (OK slight exaggeration) and if you are going to take on this task you need to make sure you are ready for it. Running your own show can be great fun but it is also a lot of hard work and you need to learn to be assertive and take control. A good show host will be well organised, friendly and very very very controlling. Honestly running shows is just one big power trip (I jest of course...).
Running your own live show is hard work but can be really rewarding
Am I Ready to Run a Show?
Running a live show is a huge time commitment and can be very tiring. If you want to run a show you need to be realistic with yourself about whether or not you can make that kind of commitment. You cannot go and let your entrants down by not bothering to finish jobs or simply cancelling the show last minute.
Below are some questions you might want to ask yourself if you are thinking of running a show:
Do I have enough time?
Preparing for a live show takes a lot of time. You will need to cut certificates, prepare judging lists, answer entrant questions, visit and book halls, go shopping, write up results afterwards, the list is endless. Be realistic about the amount of free time you have and prepare accordingly. Not all jobs can be done well in advance (such as shopping, judging lists or writing up results) so you will need to make sure you have plenty of time in the before and after the show to get these done.
Am I able to turn up on show day and run the show?
As someone who suffers from a serious long term health condition I know how tough it can be to run a show when you are unwell but the reality of the situation is that you have made a commitment to run that show. If you have a health problem, or family problems, or whatever other problems that mean you can be a little unreliable then running a live show just isn't for you. One solution is to run the show in conjunction with someone else, just make sure you don't make them do all the work or let them down last minute if you were supposed to have done certain jobs.
Do I have an adult who will support me?
If you are under 18 you will need an adult to help you run the show. You won't be able to do things like book the hall or apply for BMECS qualification without an adult because of contract law. You may also need access to a PayPal account to receive entry fees. Make sure that you have someone who is fully supportive of your decision to run the show and is aware of the responsibilities involved.
Do I have enough experience?
You shouldn't run a show until you've attended a few other shows. This will help you in every aspect of show running, from putting together a good schedule to managing things on the day. The more shows you go to the more confident you will that you are able to run a show.
Will I take control?
As show host the smooth running on show day is your responsibility. If someone has a difficult question about a class are you going to be able to answer it? Can you sort out last minute gaps in the judging list because someone hasn't turned up? Will you be an assertive steward and make sure that things keep running? It's time to channel that inner warrior, you are going to need to be assertive!
Will anyone come?
That probably sounds horrible but it is a realistic question. For most people this isn't too much of a worry but if you are planning a very specialist show or one in a more remote area it would be a good idea to gauge interest first to ensure that you aren't left out of pocket.
Below are some questions you might want to ask yourself if you are thinking of running a show:
Do I have enough time?
Preparing for a live show takes a lot of time. You will need to cut certificates, prepare judging lists, answer entrant questions, visit and book halls, go shopping, write up results afterwards, the list is endless. Be realistic about the amount of free time you have and prepare accordingly. Not all jobs can be done well in advance (such as shopping, judging lists or writing up results) so you will need to make sure you have plenty of time in the before and after the show to get these done.
Am I able to turn up on show day and run the show?
As someone who suffers from a serious long term health condition I know how tough it can be to run a show when you are unwell but the reality of the situation is that you have made a commitment to run that show. If you have a health problem, or family problems, or whatever other problems that mean you can be a little unreliable then running a live show just isn't for you. One solution is to run the show in conjunction with someone else, just make sure you don't make them do all the work or let them down last minute if you were supposed to have done certain jobs.
Do I have an adult who will support me?
If you are under 18 you will need an adult to help you run the show. You won't be able to do things like book the hall or apply for BMECS qualification without an adult because of contract law. You may also need access to a PayPal account to receive entry fees. Make sure that you have someone who is fully supportive of your decision to run the show and is aware of the responsibilities involved.
Do I have enough experience?
You shouldn't run a show until you've attended a few other shows. This will help you in every aspect of show running, from putting together a good schedule to managing things on the day. The more shows you go to the more confident you will that you are able to run a show.
Will I take control?
As show host the smooth running on show day is your responsibility. If someone has a difficult question about a class are you going to be able to answer it? Can you sort out last minute gaps in the judging list because someone hasn't turned up? Will you be an assertive steward and make sure that things keep running? It's time to channel that inner warrior, you are going to need to be assertive!
Will anyone come?
That probably sounds horrible but it is a realistic question. For most people this isn't too much of a worry but if you are planning a very specialist show or one in a more remote area it would be a good idea to gauge interest first to ensure that you aren't left out of pocket.
Think creatively when planning your show and have some fun with it
Planning Your Show
OK so you've decided that you are up for the challenge of running your very own live show, good for you, it's gonna be hard work but it is hugely rewarding and it is important to give something back to the hobby.
So your first task is going to be plan your show. You've got a lot of decisions to make but this is the fun part! It is your chance to get a bit creative, have fun with your schedule and theming, make your show unique to you.
Finding a Venue
The first and arguably most important step is to find a venue to host your live show. You may already have somewhere in mind which is why you have decided to host a show but you may also have no idea where you are going to host it.
When looking for a venue there are several different factors that you need to think about:
(1) Location
The hall needs to be easy to find and get to. Think about the transportation links, a hall right next to a motorway is brilliant, a hall in the centre of London is not brilliant! You also want a hall that is reasonably close to where you live, you are going to be tired enough without having a long drive to get there in the morning.
(2) Car Parking
If you have 15 people coming to your show your car park needs at least 15 spaces. The car park should be free and next to the hall. You cannot expect entrants to carry boxes for miles from a pay and display car park. Think about how you would feel if you had to do that on a show morning!
(3) Hall Size
As a general rule the hall should be large enough to fit at least 16 tables around the outside and three tables in the middle for rings with space to walk around them. You do not want people cramped into a small space as this is how things get broken. Equally if you are just running a small show you do not want a huge hall where people can't hear what is happening at one end!
(4) Number of Tables
As a general rule if you have 15 entrants you will need 20 tables. That will give you one table per entrant, three tables for rings and two spare (one for the raffle and one for a sales table or your general bits and bobs). Tables should be a good size (6ft), extra small tables are always a bonus. There should also be enough chairs for each entrant to have at least two chairs by their table, one for them and one for their helper.
(5) Kitchen
Your hall should have a kitchen. This doesn't have to be anything fancy but should at least include a fridge and a kettle. Nothing leads to unhappy showers like a lack of caffeine.
(6) Cost
Ask how much it is going to cost to hire the hall. If possible negotiate an 'all day' hiring fee. You do not want to have to be out by a certain time as this can cause problems if the show overruns. Think about your budget and whether the hall is affordable, even if it is perfect in every other way if it is too pricey then it is not worth it.
Things to avoid
Most things will be obvious, don't ask people to climb stares, for example but there are also other things you may want to think about. Hiring per hour is generally best avoided as this will mean that you have to be out by a certain time, this can cause problems if the show overruns or you have entrants that haven't packed during the show and are taking ages to leave. There may also be a booking after you which could cause problems.
You may also want to think about when you can collect the key and when you can set up. Some halls will let you set up the night before, a real godsend on the show morning! Being able to collect the key the night before is also good as it means you don't have to wake someone up at ridiculous a'clock on a weekend.
Generally speaking be sensible. You've attended shows, you know what works and what doesn't. You know what people will like and what people won't. Be practical and put the needs of your entrants first. There is no such thing as a perfect hall but generally speaking as long as it isn't like a sauna or a fridge, has enough tables & parking and has a kettle most people will be happy.
Picking a Date
You will now need to pick a date for your show. It is best to have several different possible dates in mind just in case the hall isn't available on your first choice.
Take a look at the list of live shows in the BMHC group (or relevant group for your area) and choose a few free weekends when you know you don't have any other commitments and will have enough time before and after to do all the prep work. It is best to avoid a weekend when there is already a show and you obviously don't want to clash with another show!
Give these dates to your hall in order of preference and then book! Once you've booked make sure to note your show date into the BMHC list (or similar) so that nobody books another show on the same day.
When choosing your date also be mindful of other things - if you are booking a show in Rothersthorpe hall for example you would not want to do it the same weekend as Silverstone because they close all the roads. Equally booking a show the same day as a national event such as the World Cup Final may not make you popular.
Deciding on a Schedule
You've got your venue, you've booked a date now all you need to do is decide upon your schedule. This is where you can really have some fun and get creative.
The first decision you need to make is what type of show you are going to run. Are you going to run a specialist show (e.g. minis) or a general show?
You then need to think about what sections you want to have. I think a good formula is three large sections and three small sections. If you want to have performance make this a smaller section or cut out another section if you want it to be larger. Performance takes much longer than in hand so think about this if you are going to add it in.
You also want your schedule to make sense. If you have workmanship classes then it would be prudent to also have a custom and artist resin section so that people can enter their models in as many classes as possible. Equally if you have collectability it makes sense to have original finish.
If you are running a more specialist show then you can be more niche with your sections. For example and OF show may have sections for Breyer Traditional or Peter Stone instead of a more general original finish section.
Once you have your sections you can now add in your classes. Assuming you are not running a performance only show, nor have a huge performance section I think a good number of classes is between 100-150. Pretty much all my shows have 150 classes and this works well in my experience. As it is your first show go for less rather than more. A more specialist show may allow for more classes as they may be smaller in number and therefore run faster.
Make sure you cover all types of models. When writing a class list it is best to start with the following classes and then add others in afterwards:
Youngstock & Foals (or if you intend to split this class up 'Other Youngstock')
Fantasy & Decorator
Donkey, Mule & Exotic
Other Purebred Horse
Other Purebred Pony
Partbred Horse
Partbred Pony
Note that in the above you could literally show every single breed or type of model, so if you start with that nothing will have been forgotten! Even if you forget to say add Thoroughbred they can always go in Other Purebred so it isn't the end of the world.
If you have been to shows you should have a decent idea of what classes are full and what aren't. It is an unwritten rule in the UK that sections start with Arabian and that's always a good starting spot. Classes such as Thoroughbred, Warmblood/Sport and the american stock breeds are always quite full so you could think about splitting these down further if time allows.
Most shows will run the same class list for sections of the same size as this helps prevent confusion, that said different sections will have different 'full' classes so you could always adapt this to fit the section. A specialist section such as Animal Artistry should have more finessed classes based around what moulds are actually available.
So what about performance and workmanship? Well basically start in exactly the same way. For performance I would always start with:
Other Performance
Scene
Other English
Other Western
Those four classes will cover all things so you can then start to put more specific classes in. I think it is always a good idea to have both an English Ridden and a Western Pleasure class but apart from that you are free to put in what you think would work best at your show.
With workmanship the two classes I would start with are:
Fantasy/Decorator
Other Colour
Again that covers every single colour so you can start to add more unique colours from then onwards. Other Dilute is always a good class to have as well as it takes things like cremellos out of Other Colour. But it really depends on how many entries you think there will be and how much you want to split the classes up.
If you have decided to have a fun section then throw your rulebook out of the window (please don't actually throw the device you are reading this on out of a window that won't end well) and have some fun! Things like 'Other Animal' 'Mare and Foal' 'Horse Most Like Owner' are all common choice but have fun with it. If your show has a theme then think about how you could theme your fun classes to suit.
Writing Your Schedule
At the bottom of this page you will find some free to download schedule and class list templates. You are free to use these as you want BUT you must include the copyright notice at the bottom.
When you are writing your schedule make it clear and concise, use bullet points and logical class numbers to help your entrant find all the information they need. Remember everything they need to enter and attend your show must be in the schedule so don't forget anything! Also avoid the temptation to change it once published, so double check your class list against your own show string and models to make sure nothing has been forgotten.
The following information needs to be in your schedule and clear and easy to find:
Show Name
Date
Doors Open Time
Show Start Time
Location
Entry Cost
Charity Information (if relevant)
BMECS Qualification (if relevant)
Number of Entries Per Class
Class List (preferably numbered)
Details of Championships (as part of your class list)
Rules
Sponsorship Costs (if relevant)
Raffle Details (if relevant)
Payment Information
Contact Information
Directions & Map to Venue
You may also want to include a list of FAQ's or 'Where should my horse go?' answers. There are some common breeds that cause problems like the British Spotted Pony so answering this in advance will help entrants to know what they are doing.
Make sure all the information is clear, concise and easy to find. Think about how you would feel reading the schedule, can you easily find out what time the doors open? Is there a map in case you get lost? Can you read and understand the class list with ease?
How much to charge?
The standard price for most UK live shows is £15.00, if you charge more than this you will need to justify it by maybe providing nicer prizes or some lunch. Work out your budget in advance and make sure that you can cover your costs. You do not want to be subsidising the show.
Charging for half entries is a good option for raising a little more extra money and fitting more people in the same amount of space. Make sure you are clear that they can only bring a certain number of models (I do up to 20) and will have to share a table. I charge £10.00 for a half entry and £15.00 for a full entry.
It is also usual to charge a proxy fee, this is an amount someone pays to have their horses shown on their behalf, they should not be attending the show. I charge £5.00 for this, it should usually be a lot less than the entry fee but as the person will still win prizes etc. it is not unreasonable to charge a decent amount.
Finally you may want to think about charging for spectators. Some people seem to bring half their extended family along to shows and in a small room this can get quite cramped! A small charge of say £2.00 for a spectator is not unreasonable considering the fact that they will still eat food and drink hot drinks and they are still taking up space!
When to open doors?
You need to think very carefully about how long the show is going to take. You need to make sure that people have plenty of time to set up (I think 45 mins-1 hour is reasonable) and allow for people who may be running late. Personally I choose to open doors at 8.30am for a 9.30am start but some shows do open earlier. I certainly wouldn't start after 9.30am unless it is a very small show as you are likely to run quite late.
How many entries per class?
You want your classes to be full but you also don't want seven million OF Thoroughbreds on the table. So choose an entry limit that makes sense for your show. A more specialist show could have a higher limit, but a more general show a lower one. It is usual to have lower limits for performance and workmanship classes. If you think a class will be particularly full you could limit just that class, just make sure it is clear on the schedule!
Personally for general shows I go with 3 per breed class and 2 per performance & workmanship class. Some people may go higher, some lower, it's entirely up to you.
Launching Your Show
Now you have everything ready and in place it is time to launch your show! Where you launch it is entirely up to you but we would recommend you check the rules of any qualification status you've applied for (BMECS has rules regarding where and how a show should be launched to ensure it is open to all) and also think about where the most possible people will see details of your show.
We also recommend creating a Facebook group for your show, this is common practice now and helps people keep abreast of any developments as well as chatting and getting to know each other prior to the show.
The best places to launch a show are:
British Model Horse Collectors Facebook Group
Your Own Website/Blog
Your Own Facebook Page
Other Social Media Channels (Instagram/Facebook Profile/YouTube etc)
Model Horse Forums (MHL/Blab etc)
It's always good to put the information in as many places as possible so as many different people can see the details as possible. As soon as you upload schedules and launch the show you should start getting entries so be prepared!
Keeping Track of Entries
You need to keep an accurate cash flow and also keep track of all your entrants. I recommend you use a spreadsheet for this as it is easy to use and works well for the purpose.
On your spreadsheet put the following headings:
Entrant Name
Entry Type (full, half etc)
Payment Amount
Payment Method
Email Address (make sure you get their permission to keep hold of this following GDPR)
Number of Spectators
Possible Judge?
I then also write the class numbers across the top.
You can download a template entry spreadsheet at the bottom of this page.
So your first task is going to be plan your show. You've got a lot of decisions to make but this is the fun part! It is your chance to get a bit creative, have fun with your schedule and theming, make your show unique to you.
Finding a Venue
The first and arguably most important step is to find a venue to host your live show. You may already have somewhere in mind which is why you have decided to host a show but you may also have no idea where you are going to host it.
When looking for a venue there are several different factors that you need to think about:
(1) Location
The hall needs to be easy to find and get to. Think about the transportation links, a hall right next to a motorway is brilliant, a hall in the centre of London is not brilliant! You also want a hall that is reasonably close to where you live, you are going to be tired enough without having a long drive to get there in the morning.
(2) Car Parking
If you have 15 people coming to your show your car park needs at least 15 spaces. The car park should be free and next to the hall. You cannot expect entrants to carry boxes for miles from a pay and display car park. Think about how you would feel if you had to do that on a show morning!
(3) Hall Size
As a general rule the hall should be large enough to fit at least 16 tables around the outside and three tables in the middle for rings with space to walk around them. You do not want people cramped into a small space as this is how things get broken. Equally if you are just running a small show you do not want a huge hall where people can't hear what is happening at one end!
(4) Number of Tables
As a general rule if you have 15 entrants you will need 20 tables. That will give you one table per entrant, three tables for rings and two spare (one for the raffle and one for a sales table or your general bits and bobs). Tables should be a good size (6ft), extra small tables are always a bonus. There should also be enough chairs for each entrant to have at least two chairs by their table, one for them and one for their helper.
(5) Kitchen
Your hall should have a kitchen. This doesn't have to be anything fancy but should at least include a fridge and a kettle. Nothing leads to unhappy showers like a lack of caffeine.
(6) Cost
Ask how much it is going to cost to hire the hall. If possible negotiate an 'all day' hiring fee. You do not want to have to be out by a certain time as this can cause problems if the show overruns. Think about your budget and whether the hall is affordable, even if it is perfect in every other way if it is too pricey then it is not worth it.
Things to avoid
Most things will be obvious, don't ask people to climb stares, for example but there are also other things you may want to think about. Hiring per hour is generally best avoided as this will mean that you have to be out by a certain time, this can cause problems if the show overruns or you have entrants that haven't packed during the show and are taking ages to leave. There may also be a booking after you which could cause problems.
You may also want to think about when you can collect the key and when you can set up. Some halls will let you set up the night before, a real godsend on the show morning! Being able to collect the key the night before is also good as it means you don't have to wake someone up at ridiculous a'clock on a weekend.
Generally speaking be sensible. You've attended shows, you know what works and what doesn't. You know what people will like and what people won't. Be practical and put the needs of your entrants first. There is no such thing as a perfect hall but generally speaking as long as it isn't like a sauna or a fridge, has enough tables & parking and has a kettle most people will be happy.
Picking a Date
You will now need to pick a date for your show. It is best to have several different possible dates in mind just in case the hall isn't available on your first choice.
Take a look at the list of live shows in the BMHC group (or relevant group for your area) and choose a few free weekends when you know you don't have any other commitments and will have enough time before and after to do all the prep work. It is best to avoid a weekend when there is already a show and you obviously don't want to clash with another show!
Give these dates to your hall in order of preference and then book! Once you've booked make sure to note your show date into the BMHC list (or similar) so that nobody books another show on the same day.
When choosing your date also be mindful of other things - if you are booking a show in Rothersthorpe hall for example you would not want to do it the same weekend as Silverstone because they close all the roads. Equally booking a show the same day as a national event such as the World Cup Final may not make you popular.
Deciding on a Schedule
You've got your venue, you've booked a date now all you need to do is decide upon your schedule. This is where you can really have some fun and get creative.
The first decision you need to make is what type of show you are going to run. Are you going to run a specialist show (e.g. minis) or a general show?
You then need to think about what sections you want to have. I think a good formula is three large sections and three small sections. If you want to have performance make this a smaller section or cut out another section if you want it to be larger. Performance takes much longer than in hand so think about this if you are going to add it in.
You also want your schedule to make sense. If you have workmanship classes then it would be prudent to also have a custom and artist resin section so that people can enter their models in as many classes as possible. Equally if you have collectability it makes sense to have original finish.
If you are running a more specialist show then you can be more niche with your sections. For example and OF show may have sections for Breyer Traditional or Peter Stone instead of a more general original finish section.
Once you have your sections you can now add in your classes. Assuming you are not running a performance only show, nor have a huge performance section I think a good number of classes is between 100-150. Pretty much all my shows have 150 classes and this works well in my experience. As it is your first show go for less rather than more. A more specialist show may allow for more classes as they may be smaller in number and therefore run faster.
Make sure you cover all types of models. When writing a class list it is best to start with the following classes and then add others in afterwards:
Youngstock & Foals (or if you intend to split this class up 'Other Youngstock')
Fantasy & Decorator
Donkey, Mule & Exotic
Other Purebred Horse
Other Purebred Pony
Partbred Horse
Partbred Pony
Note that in the above you could literally show every single breed or type of model, so if you start with that nothing will have been forgotten! Even if you forget to say add Thoroughbred they can always go in Other Purebred so it isn't the end of the world.
If you have been to shows you should have a decent idea of what classes are full and what aren't. It is an unwritten rule in the UK that sections start with Arabian and that's always a good starting spot. Classes such as Thoroughbred, Warmblood/Sport and the american stock breeds are always quite full so you could think about splitting these down further if time allows.
Most shows will run the same class list for sections of the same size as this helps prevent confusion, that said different sections will have different 'full' classes so you could always adapt this to fit the section. A specialist section such as Animal Artistry should have more finessed classes based around what moulds are actually available.
So what about performance and workmanship? Well basically start in exactly the same way. For performance I would always start with:
Other Performance
Scene
Other English
Other Western
Those four classes will cover all things so you can then start to put more specific classes in. I think it is always a good idea to have both an English Ridden and a Western Pleasure class but apart from that you are free to put in what you think would work best at your show.
With workmanship the two classes I would start with are:
Fantasy/Decorator
Other Colour
Again that covers every single colour so you can start to add more unique colours from then onwards. Other Dilute is always a good class to have as well as it takes things like cremellos out of Other Colour. But it really depends on how many entries you think there will be and how much you want to split the classes up.
If you have decided to have a fun section then throw your rulebook out of the window (please don't actually throw the device you are reading this on out of a window that won't end well) and have some fun! Things like 'Other Animal' 'Mare and Foal' 'Horse Most Like Owner' are all common choice but have fun with it. If your show has a theme then think about how you could theme your fun classes to suit.
Writing Your Schedule
At the bottom of this page you will find some free to download schedule and class list templates. You are free to use these as you want BUT you must include the copyright notice at the bottom.
When you are writing your schedule make it clear and concise, use bullet points and logical class numbers to help your entrant find all the information they need. Remember everything they need to enter and attend your show must be in the schedule so don't forget anything! Also avoid the temptation to change it once published, so double check your class list against your own show string and models to make sure nothing has been forgotten.
The following information needs to be in your schedule and clear and easy to find:
Show Name
Date
Doors Open Time
Show Start Time
Location
Entry Cost
Charity Information (if relevant)
BMECS Qualification (if relevant)
Number of Entries Per Class
Class List (preferably numbered)
Details of Championships (as part of your class list)
Rules
Sponsorship Costs (if relevant)
Raffle Details (if relevant)
Payment Information
Contact Information
Directions & Map to Venue
You may also want to include a list of FAQ's or 'Where should my horse go?' answers. There are some common breeds that cause problems like the British Spotted Pony so answering this in advance will help entrants to know what they are doing.
Make sure all the information is clear, concise and easy to find. Think about how you would feel reading the schedule, can you easily find out what time the doors open? Is there a map in case you get lost? Can you read and understand the class list with ease?
How much to charge?
The standard price for most UK live shows is £15.00, if you charge more than this you will need to justify it by maybe providing nicer prizes or some lunch. Work out your budget in advance and make sure that you can cover your costs. You do not want to be subsidising the show.
Charging for half entries is a good option for raising a little more extra money and fitting more people in the same amount of space. Make sure you are clear that they can only bring a certain number of models (I do up to 20) and will have to share a table. I charge £10.00 for a half entry and £15.00 for a full entry.
It is also usual to charge a proxy fee, this is an amount someone pays to have their horses shown on their behalf, they should not be attending the show. I charge £5.00 for this, it should usually be a lot less than the entry fee but as the person will still win prizes etc. it is not unreasonable to charge a decent amount.
Finally you may want to think about charging for spectators. Some people seem to bring half their extended family along to shows and in a small room this can get quite cramped! A small charge of say £2.00 for a spectator is not unreasonable considering the fact that they will still eat food and drink hot drinks and they are still taking up space!
When to open doors?
You need to think very carefully about how long the show is going to take. You need to make sure that people have plenty of time to set up (I think 45 mins-1 hour is reasonable) and allow for people who may be running late. Personally I choose to open doors at 8.30am for a 9.30am start but some shows do open earlier. I certainly wouldn't start after 9.30am unless it is a very small show as you are likely to run quite late.
How many entries per class?
You want your classes to be full but you also don't want seven million OF Thoroughbreds on the table. So choose an entry limit that makes sense for your show. A more specialist show could have a higher limit, but a more general show a lower one. It is usual to have lower limits for performance and workmanship classes. If you think a class will be particularly full you could limit just that class, just make sure it is clear on the schedule!
Personally for general shows I go with 3 per breed class and 2 per performance & workmanship class. Some people may go higher, some lower, it's entirely up to you.
Launching Your Show
Now you have everything ready and in place it is time to launch your show! Where you launch it is entirely up to you but we would recommend you check the rules of any qualification status you've applied for (BMECS has rules regarding where and how a show should be launched to ensure it is open to all) and also think about where the most possible people will see details of your show.
We also recommend creating a Facebook group for your show, this is common practice now and helps people keep abreast of any developments as well as chatting and getting to know each other prior to the show.
The best places to launch a show are:
British Model Horse Collectors Facebook Group
Your Own Website/Blog
Your Own Facebook Page
Other Social Media Channels (Instagram/Facebook Profile/YouTube etc)
Model Horse Forums (MHL/Blab etc)
It's always good to put the information in as many places as possible so as many different people can see the details as possible. As soon as you upload schedules and launch the show you should start getting entries so be prepared!
Keeping Track of Entries
You need to keep an accurate cash flow and also keep track of all your entrants. I recommend you use a spreadsheet for this as it is easy to use and works well for the purpose.
On your spreadsheet put the following headings:
Entrant Name
Entry Type (full, half etc)
Payment Amount
Payment Method
Email Address (make sure you get their permission to keep hold of this following GDPR)
Number of Spectators
Possible Judge?
I then also write the class numbers across the top.
You can download a template entry spreadsheet at the bottom of this page.
Pre-Show Prep
So this is really happening, you are running your own show but there is still a LOT to do. But don't worry, the best thing to do is to write a list and set a schedule with deadlines, that way you will make sure to get everything done even if there are a few hick ups along the way.
The best advice I can offer you is to NOT LEAVE EVERYTHING TO THE LAST MINUTE. I've done that in shouty letters because it is important. Keep on top of tasks over the months running up to the show and then by the day before you will feel a lot less stressed about it. Also (on a horribly negative note) if you happen to be hit by a bus two days before your back up show holder can run the show on your behalf.
Also remember your show is unique, although I've tried to cover everything here there may be jobs you don't have to do and there may also be extra jobs that need doing, write your own ToDo list for your own show and make sure you stick to it!
The Budget
This is the first thing you need to do and one of the most important. If you make a budget make sure to stick to it, also be realistic about how much everything is going to cost.
Below is a list of things that you will need to include:
Hall Hire
BMECS Qualification
Certificates/Rosettes/Prizes
Food & Drink
Admin Stuff (raffle tickets, pens, post it notes etc.)
Printing Costs
You may also want to budget for:
Raffle Prizes
Goody Bags
The first thing to do is to look at what your basic income will be. This will be the number of entrants x the cost of entry. So a standard show with 15 entrants at £15.00 each will bring in £225. From that you need to pay for everything, if you get things like sponsorship this can help fund extra prizes and you may want to donate some things yourself to save costs but it is best to budget with this figure in mind.
As you run more and more shows you will start to hoard things like pens, post it notes and raffle tickets. If you plan to run more shows in the future it is better to buy cheaper job lots online than spend more in shops for single items.
To help you out I've put a sample budget below based on one of my own live shows:
Entrant Income: £225.00
Hall Hire = £60.00
BMECS Qualification = £15.00
Certificates = £30.00
Rosettes = £50.00
Prizes = £50.00
Food & Drink = £15.00
Admin Stuff & Printing = £5.00
For my own shows where costs come to less than expected I use the spare money to fund extra prizes or buy some nice things for the raffle. When people sponsor classes I make sure there are things like extra rosettes for those classes. It is worth noting that if this is your first show you will need to spend much more buying things like raffle tickets, pens etc. as you won't already have some of these. I also buy tea, coffee and sugar at the beginning of the year and use it for all my shows throughout the year, just topping up when needed.
BMECS Qualification
If you want your show to be a BMECS qualifier you will need to apply for BMECS qualification. Please make sure to read all these documents BEFORE launching your show as there are rules about how a show should be advertised and launched.
Apply for BMECS qualification as soon as possible so you don't fall foul of any deadlines and you give the team as much time as possible to print your tickets. If you have questions about filling in forms etc. then direct those to the BMECS team and they will be able to help you out.
To apply for BMECS qualification please visit the BMECS website here: https://bmecs.weebly.com/
Once you have received qualification status you can advertise your show as a qualifier but not before.
You will receive your BMECS tickets in the post prior to the show, these will need cutting and sorting. As you cut them check that they are all correct so any issues can be dealt with before the show.
I recommend sorting the tickets into the running order and by ring. That way they can just be placed at the end of the ring on the day and people can work down the pile.
Rosettes
Most live shows award rosettes for champions and this may be something you will want to think about doing. There are loads of different rosette suppliers both within the model horse hobby and outside so shop around and find someone you can both afford and like.
Be clear with your rosette maker about exactly what you want and how many you need. Rosettes can be pricey so make sure to stick within your budget! The best thing to do is to work backwards starting with the supremes, then the section championships and then any smaller championships. Rosettes should get smaller as you go, the bigger the award the bigger the rosette. Doing this will ensure that the best placings get the best prizes and you stick within your budget.
When your rosettes arrive make sure to check they are all correct so any issues can be dealt with well in advance.
Trophies
Many shows award trophies for supreme championships and even smaller championships. There are lots of online suppliers of trophies so shop around and find some that you like. Many will also offer free engraving which is a nice touch.
Like rosettes the best thing to do is work backwards starting with the higher placings and see what you can afford. You don't have to offer both trophies and rosettes, what you award is entirely up to you.
Prizes
You may decide that you want to offer some sort of prize, either on top of rosettes/trophies or instead of. That will depend on your show and your budget.
Common prizes are themed items (for example Welsh cakes), model horses and sweets/chocolate. It can be fun to award prizes themed to that section (e.g. an OF for the OF section) and it can also be fun to theme prizes for the show (I awarded umbrellas for our British show last year). Discount stores and pound shops are great places to visit if you are looking for fun prizes.
Certificates
You don't have to use certificates, you can use ribbons instead, but these are generally the most cost effective option for placings. The first decision you need to make is how you are going to get them printed. You have two options: (1) Print them at home (2) Get them printed elsewhere. Personally I find it cheaper to pay for them to be printed at a printing company, they are better quality and it is far more cost effective then paying for printer ink on my home printer. But this is entirely up to you.
Once you've decided how you want to print them you can design them. Have fun! Think about the theme of your show and get creative. Colours of certificates will vary but as a general rule in the UK the placing colours are:
1st = Red
2nd = Blue
3rd = Yellow
4th = Green
After 4th it is pretty much anything goes but below I've put what is usual
5th = Pink/Orange/Silver
6th = Purple/Maroon/Pink
You can of course go for the Royal/Pony Club variation and swap around 1st & 2nd and 3rd & 4th just to confuse everyone but I would generally recommend against this!
Make sure to get your certificates printed in good time as they will need to be cut out and sorted prior to the show. Once cut out you can either sort them into envelopes for each class (including the relevant BMECS tickets) or simply put them in piles according to placing. It is entirely up to you what you find easier and what will work best for you on the show day.
A final note on certificates - don't use a really shiny paper. Although this looks nice it makes them hard to write on and can be annoying. A matte paper works best.
Raffle
You will need to start preparing items for your raffle if you are holding one at your show. You can ask or raffle prize donations online and from friends and family, you could also source and donate some prizes yourself. Put a box aside to start to fill with raffle prizes. As a general rule I would always make sure to have:
Model Horse
Cuddly Toy
Box of Chocolates/Sweets
Bottle of Alcohol
Those are good raffle prize staples and will always be popular. Of course encourage your entrants to bring along as many things as possible on the day!
As well as your raffle prizes you will need to make sure to buy raffle tickets and paper cups. Raffle tickets are best purchased online in job lots (you can usually get a good price for packs of 5 books), buy more than you need, it is better to have too many then to run out on the day. Make sure to buy different colours if you are buying more than one book. Remember they don't need to be good quality, they will just be thrown away! If you are using the cup based system for your raffle then make sure to get some paper cups in advance.
Goody Bags
Some shows like to give their entrants little goody bags or gifts. These can be a fun thing to hand out and make the show feel a bit more special. Think about your shows budget and whether you can afford them. You could simply just give everyone a chocolate bar, it doesn't have to be something special! Last year I gave each entrant a plant for my floral themed show. They cost 99p each and were rather popular with my mother who collected the left over ones at the end of the day (she currently has a very impressive grape vine as a result).
You should at least make sure that every entrant is given a pen, this will help prevent ring pen based thefts and is useful for those who have forgotten to bring one.
Running Order
Writing a running order is essentially the job of taking your class list and deciding how it will work on the day. You will need to split the sections up across your rings (three rings is normal) and decide what will run first. How you split it is up to you but here are some top hints:
(1) Performance first
Always put performance first, it takes up a lot of time and people may have packed horses with tack on that they also want to show in hand
(2) Workmanship before in hand
If you run workmanship last people always forget and pack their horses. Running it first gets it out of the way.
(3) Don't clash workmanship with custom/artist resin
If you do this guaranteed there will be someone with a horse in two rings
(4) Never run the same performance type across three rings
If you run Western pleasure, Western games and Western trail at the same time you will guaranteed have at least one person who has the same horse/doll/saddle needed for all three rings. If running performance across three rings split by type (e.g. English in Ring 1, Western in Ring 2 and Other in Ring 3)
(5) Run bigger sections first
By running the larger sections first they get over and done with. I've been to many a show where a phrase like "O God there is still AR to go" has been uttered at 3pm when it becomes clear we are going to be there till midnight.
(6) Publish in advance
By publishing your running order in advance people can see whether there might be a chance that they have a horse in more than one ring and accommodate for this (this is really a performance based issue, if your show is just in hand this won't happen)
The final thing to note may seem obvious but some people don't do it and that is your running order should make sense. However, you do it it should be logical and follow reasonably sequentially. That will help prevent confusion on the day.
Results Sheets
Once you have your running order you can create and print out your results sheets.
Your results sheets should be large enough that people can write down clearly their placings. I usually leave a space for 1st & 2nd only but you can of course ask people to write down full placings to 6th place.
Put the results together in order of the running order so that people can simply work down the list. I tend to do one set of sheets per ring and staple them together. Make sure to make it completely clear what results go where.
Judging List
You have two options when it comes to judging (1) Pre-assigned judges per section (2) ask suitable entrants for judging lists and assign them individual classes each.
Both methods has its advantages and disadvantages and it is up to you which you choose. I am not going to go into massive detail here about putting together a judging list because I have written a detailed tutorial with pictures here.
When asking people for judging lists give them a strict deadline but make it reasonable. The Wednesday before the show is usually a good day, by then they should have taken stock of any results from the weekend before and know who they are taking. There are always some useless people like me who forget to send them in but just sit them in the worst seats on the day and make passive aggressive comments to them, that works well.
If there are classes which nobody can judge it is your responsibility as show holder to pull your own entries and judge them yourself. This is one of the reasons I would always recommend that someone under 18 years of age runs a show with someone older, not only can they sign all the paperwork and take the entry fees but they can also judge those pesky "everyone is entering" classes (i.e. bay workmanship...)
Judges for a BMECS qualifier (and really any show) should be experienced, BMECS also requires that they are over 18 years old. Sadly even the most experienced judges get it wrong sometimes but the best way to avoid criticism is to make sure the people you choose to judge know what they are doing. Also think very carefully about the reliability of the person you choose to judge, if they tend to be a little late turning up to shows (or don't turn up at all)! then maybe don't put them down to judge as this can cause you problems on the day. When they turn up you can then get them to help out but it will greatly reduce your on the day stress levels if all your judges are there and on time.
Finally, make sure your judges aren't given too much to do and it is evenly split between them. If someone has volunteered to judge a whole section (or ring) then reward them. It may simply be a strip of raffle tickets or you could give them a box of chocolates or even a little model to say thank you. One of the best things about this hobby is 90% of people pitch in to help and get things done, but even the most kind hearted of souls will feel taken advantage of so make sure to reward where reward is due.
Entry Packs
These don't have to be anything special but as a general rule you should provide each entrant with a judging list and running order. I would also make sure to give every entrant a pen.
You can of course include more in their entry packs. You may want to include some information about the charity you are supporting and any adverts from your show sponsors. I've also included some fun quizzes and games as well to give people something to do during a showing lull.
If you intend to pre-assign tables then print these out and staple the entrants name on front. If the entrant is judging it is a good idea to highlight the classes they are judging for them. You can then quickly lay these out on show day.
Food Shopping
The day before or a few days before you will need to go food shopping for the show. As a bare minimum you should buy:
Tea
Coffee
Milk (semi-skimmed or skimmed - seriously who buys full fat milk?)
Sugar
Some form of snacks are also usually expected, cakes, biscuits and crisps always go down well. If you know you have people attending who are vegan/vegetarian/gluten free etc. then make a point of sourcing something for them so they don't feel excluded. You can get really yummy gluten free and vegan sweet food nowadays!
You could also bake a cake or some cupcakes yourself. It doesn't have to be anything special but it's a nice touch and a chance to show off your own baking skills. It is also often cheaper than buying a tray of cupcakes particularly if you already have the ingredients at home!
Make sure to also take a black bin bag and recycling bag as you will need to take all your rubbish and recycling home with you.
Hall Hire/Key Collection
Make sure to pay the full amount for your hall in good time and arrange well in advance to collect the key. I always prefer to collect the key the night before but some halls insist on collection on the morning of the event.
The best halls have a key box, so you just need to type in a code to get the key. This is brilliant as it means you don't have to wake anyone up at ridiculous a'clock and you can get there as early as you like.
It is worth also thinking about public liability insurance. I already have this as part of my business but it is a good idea to look into it if you run lots of shows. It isn't too expensive and it will protect you in case anything goes wrong. For a very large and expensive event or show you will need to get event insurance.
Everything Else
There are a myriad of random other jobs that you will need to do before the show. Some of these are optional but generally they are a good idea to do.
(1) Ring Running Order/Judging List
Print off a large print running order (including judging list) for each ring. You can mark off the classes as you go by the ring and you can easily check what is next and who is judging as you walk up and down.
(2) Post it Notes & Pens
Make sure to purchase post it notes and pens for each ring. That way people can write down their results and also breeds for their entries.
(3) Ring Numbers
However you do it make sure to put ring numbers for each of your rings. I just use a piece of folded card but you can get more creative if you want to!
(4) Extra Entrant List/Judging List
Print off a list of all the entrants and also a spare master judging list for you to keep hold of. You'll need these on the day, in particular to see which entrants only paid half entries and how many spectators they all have.
Your Own Entries!
Finally don't forget about your own entries! It's a good idea to prepare your own list well in advance (of course you'll be judging so you will need to) and also to pack a good few days before. That way you will make sure that nobody is forgotten.
When entering a show you are also running it is best not to show as many as you normally would. You will spend the day running around anyway, don't make it harder on yourself! Particularly if it is the first show you have run.
Get Everything Together
The day before put all of the show stuff, including your own entries together. Write a checklist of all the items you need (or use the one below) and make sure that everything is done. Like with a real live show I would recommend an early night as you are going to have to get up rather early the next day.
Below is my pre-show checklist:
Raffle Prizes
Raffle Tickets
Post It Notes
Pens
Rosettes
Certificates
Trophies/Prizes
Goody Bags
Entry Packs
Ring Signs (1,2,3)
Running Orders
Judging Lists
Food & Drink
Entrant List
Own Horses
Camera
Show List
Show Extras (breed cards etc.)
Own Lunch
Finally head off to bed, set 20 different alarms and try and get some sleep. Those live show nightmares are a real thing guys, don't worry, we all get them.
The best advice I can offer you is to NOT LEAVE EVERYTHING TO THE LAST MINUTE. I've done that in shouty letters because it is important. Keep on top of tasks over the months running up to the show and then by the day before you will feel a lot less stressed about it. Also (on a horribly negative note) if you happen to be hit by a bus two days before your back up show holder can run the show on your behalf.
Also remember your show is unique, although I've tried to cover everything here there may be jobs you don't have to do and there may also be extra jobs that need doing, write your own ToDo list for your own show and make sure you stick to it!
The Budget
This is the first thing you need to do and one of the most important. If you make a budget make sure to stick to it, also be realistic about how much everything is going to cost.
Below is a list of things that you will need to include:
Hall Hire
BMECS Qualification
Certificates/Rosettes/Prizes
Food & Drink
Admin Stuff (raffle tickets, pens, post it notes etc.)
Printing Costs
You may also want to budget for:
Raffle Prizes
Goody Bags
The first thing to do is to look at what your basic income will be. This will be the number of entrants x the cost of entry. So a standard show with 15 entrants at £15.00 each will bring in £225. From that you need to pay for everything, if you get things like sponsorship this can help fund extra prizes and you may want to donate some things yourself to save costs but it is best to budget with this figure in mind.
As you run more and more shows you will start to hoard things like pens, post it notes and raffle tickets. If you plan to run more shows in the future it is better to buy cheaper job lots online than spend more in shops for single items.
To help you out I've put a sample budget below based on one of my own live shows:
Entrant Income: £225.00
Hall Hire = £60.00
BMECS Qualification = £15.00
Certificates = £30.00
Rosettes = £50.00
Prizes = £50.00
Food & Drink = £15.00
Admin Stuff & Printing = £5.00
For my own shows where costs come to less than expected I use the spare money to fund extra prizes or buy some nice things for the raffle. When people sponsor classes I make sure there are things like extra rosettes for those classes. It is worth noting that if this is your first show you will need to spend much more buying things like raffle tickets, pens etc. as you won't already have some of these. I also buy tea, coffee and sugar at the beginning of the year and use it for all my shows throughout the year, just topping up when needed.
BMECS Qualification
If you want your show to be a BMECS qualifier you will need to apply for BMECS qualification. Please make sure to read all these documents BEFORE launching your show as there are rules about how a show should be advertised and launched.
Apply for BMECS qualification as soon as possible so you don't fall foul of any deadlines and you give the team as much time as possible to print your tickets. If you have questions about filling in forms etc. then direct those to the BMECS team and they will be able to help you out.
To apply for BMECS qualification please visit the BMECS website here: https://bmecs.weebly.com/
Once you have received qualification status you can advertise your show as a qualifier but not before.
You will receive your BMECS tickets in the post prior to the show, these will need cutting and sorting. As you cut them check that they are all correct so any issues can be dealt with before the show.
I recommend sorting the tickets into the running order and by ring. That way they can just be placed at the end of the ring on the day and people can work down the pile.
Rosettes
Most live shows award rosettes for champions and this may be something you will want to think about doing. There are loads of different rosette suppliers both within the model horse hobby and outside so shop around and find someone you can both afford and like.
Be clear with your rosette maker about exactly what you want and how many you need. Rosettes can be pricey so make sure to stick within your budget! The best thing to do is to work backwards starting with the supremes, then the section championships and then any smaller championships. Rosettes should get smaller as you go, the bigger the award the bigger the rosette. Doing this will ensure that the best placings get the best prizes and you stick within your budget.
When your rosettes arrive make sure to check they are all correct so any issues can be dealt with well in advance.
Trophies
Many shows award trophies for supreme championships and even smaller championships. There are lots of online suppliers of trophies so shop around and find some that you like. Many will also offer free engraving which is a nice touch.
Like rosettes the best thing to do is work backwards starting with the higher placings and see what you can afford. You don't have to offer both trophies and rosettes, what you award is entirely up to you.
Prizes
You may decide that you want to offer some sort of prize, either on top of rosettes/trophies or instead of. That will depend on your show and your budget.
Common prizes are themed items (for example Welsh cakes), model horses and sweets/chocolate. It can be fun to award prizes themed to that section (e.g. an OF for the OF section) and it can also be fun to theme prizes for the show (I awarded umbrellas for our British show last year). Discount stores and pound shops are great places to visit if you are looking for fun prizes.
Certificates
You don't have to use certificates, you can use ribbons instead, but these are generally the most cost effective option for placings. The first decision you need to make is how you are going to get them printed. You have two options: (1) Print them at home (2) Get them printed elsewhere. Personally I find it cheaper to pay for them to be printed at a printing company, they are better quality and it is far more cost effective then paying for printer ink on my home printer. But this is entirely up to you.
Once you've decided how you want to print them you can design them. Have fun! Think about the theme of your show and get creative. Colours of certificates will vary but as a general rule in the UK the placing colours are:
1st = Red
2nd = Blue
3rd = Yellow
4th = Green
After 4th it is pretty much anything goes but below I've put what is usual
5th = Pink/Orange/Silver
6th = Purple/Maroon/Pink
You can of course go for the Royal/Pony Club variation and swap around 1st & 2nd and 3rd & 4th just to confuse everyone but I would generally recommend against this!
Make sure to get your certificates printed in good time as they will need to be cut out and sorted prior to the show. Once cut out you can either sort them into envelopes for each class (including the relevant BMECS tickets) or simply put them in piles according to placing. It is entirely up to you what you find easier and what will work best for you on the show day.
A final note on certificates - don't use a really shiny paper. Although this looks nice it makes them hard to write on and can be annoying. A matte paper works best.
Raffle
You will need to start preparing items for your raffle if you are holding one at your show. You can ask or raffle prize donations online and from friends and family, you could also source and donate some prizes yourself. Put a box aside to start to fill with raffle prizes. As a general rule I would always make sure to have:
Model Horse
Cuddly Toy
Box of Chocolates/Sweets
Bottle of Alcohol
Those are good raffle prize staples and will always be popular. Of course encourage your entrants to bring along as many things as possible on the day!
As well as your raffle prizes you will need to make sure to buy raffle tickets and paper cups. Raffle tickets are best purchased online in job lots (you can usually get a good price for packs of 5 books), buy more than you need, it is better to have too many then to run out on the day. Make sure to buy different colours if you are buying more than one book. Remember they don't need to be good quality, they will just be thrown away! If you are using the cup based system for your raffle then make sure to get some paper cups in advance.
Goody Bags
Some shows like to give their entrants little goody bags or gifts. These can be a fun thing to hand out and make the show feel a bit more special. Think about your shows budget and whether you can afford them. You could simply just give everyone a chocolate bar, it doesn't have to be something special! Last year I gave each entrant a plant for my floral themed show. They cost 99p each and were rather popular with my mother who collected the left over ones at the end of the day (she currently has a very impressive grape vine as a result).
You should at least make sure that every entrant is given a pen, this will help prevent ring pen based thefts and is useful for those who have forgotten to bring one.
Running Order
Writing a running order is essentially the job of taking your class list and deciding how it will work on the day. You will need to split the sections up across your rings (three rings is normal) and decide what will run first. How you split it is up to you but here are some top hints:
(1) Performance first
Always put performance first, it takes up a lot of time and people may have packed horses with tack on that they also want to show in hand
(2) Workmanship before in hand
If you run workmanship last people always forget and pack their horses. Running it first gets it out of the way.
(3) Don't clash workmanship with custom/artist resin
If you do this guaranteed there will be someone with a horse in two rings
(4) Never run the same performance type across three rings
If you run Western pleasure, Western games and Western trail at the same time you will guaranteed have at least one person who has the same horse/doll/saddle needed for all three rings. If running performance across three rings split by type (e.g. English in Ring 1, Western in Ring 2 and Other in Ring 3)
(5) Run bigger sections first
By running the larger sections first they get over and done with. I've been to many a show where a phrase like "O God there is still AR to go" has been uttered at 3pm when it becomes clear we are going to be there till midnight.
(6) Publish in advance
By publishing your running order in advance people can see whether there might be a chance that they have a horse in more than one ring and accommodate for this (this is really a performance based issue, if your show is just in hand this won't happen)
The final thing to note may seem obvious but some people don't do it and that is your running order should make sense. However, you do it it should be logical and follow reasonably sequentially. That will help prevent confusion on the day.
Results Sheets
Once you have your running order you can create and print out your results sheets.
Your results sheets should be large enough that people can write down clearly their placings. I usually leave a space for 1st & 2nd only but you can of course ask people to write down full placings to 6th place.
Put the results together in order of the running order so that people can simply work down the list. I tend to do one set of sheets per ring and staple them together. Make sure to make it completely clear what results go where.
Judging List
You have two options when it comes to judging (1) Pre-assigned judges per section (2) ask suitable entrants for judging lists and assign them individual classes each.
Both methods has its advantages and disadvantages and it is up to you which you choose. I am not going to go into massive detail here about putting together a judging list because I have written a detailed tutorial with pictures here.
When asking people for judging lists give them a strict deadline but make it reasonable. The Wednesday before the show is usually a good day, by then they should have taken stock of any results from the weekend before and know who they are taking. There are always some useless people like me who forget to send them in but just sit them in the worst seats on the day and make passive aggressive comments to them, that works well.
If there are classes which nobody can judge it is your responsibility as show holder to pull your own entries and judge them yourself. This is one of the reasons I would always recommend that someone under 18 years of age runs a show with someone older, not only can they sign all the paperwork and take the entry fees but they can also judge those pesky "everyone is entering" classes (i.e. bay workmanship...)
Judges for a BMECS qualifier (and really any show) should be experienced, BMECS also requires that they are over 18 years old. Sadly even the most experienced judges get it wrong sometimes but the best way to avoid criticism is to make sure the people you choose to judge know what they are doing. Also think very carefully about the reliability of the person you choose to judge, if they tend to be a little late turning up to shows (or don't turn up at all)! then maybe don't put them down to judge as this can cause you problems on the day. When they turn up you can then get them to help out but it will greatly reduce your on the day stress levels if all your judges are there and on time.
Finally, make sure your judges aren't given too much to do and it is evenly split between them. If someone has volunteered to judge a whole section (or ring) then reward them. It may simply be a strip of raffle tickets or you could give them a box of chocolates or even a little model to say thank you. One of the best things about this hobby is 90% of people pitch in to help and get things done, but even the most kind hearted of souls will feel taken advantage of so make sure to reward where reward is due.
Entry Packs
These don't have to be anything special but as a general rule you should provide each entrant with a judging list and running order. I would also make sure to give every entrant a pen.
You can of course include more in their entry packs. You may want to include some information about the charity you are supporting and any adverts from your show sponsors. I've also included some fun quizzes and games as well to give people something to do during a showing lull.
If you intend to pre-assign tables then print these out and staple the entrants name on front. If the entrant is judging it is a good idea to highlight the classes they are judging for them. You can then quickly lay these out on show day.
Food Shopping
The day before or a few days before you will need to go food shopping for the show. As a bare minimum you should buy:
Tea
Coffee
Milk (semi-skimmed or skimmed - seriously who buys full fat milk?)
Sugar
Some form of snacks are also usually expected, cakes, biscuits and crisps always go down well. If you know you have people attending who are vegan/vegetarian/gluten free etc. then make a point of sourcing something for them so they don't feel excluded. You can get really yummy gluten free and vegan sweet food nowadays!
You could also bake a cake or some cupcakes yourself. It doesn't have to be anything special but it's a nice touch and a chance to show off your own baking skills. It is also often cheaper than buying a tray of cupcakes particularly if you already have the ingredients at home!
Make sure to also take a black bin bag and recycling bag as you will need to take all your rubbish and recycling home with you.
Hall Hire/Key Collection
Make sure to pay the full amount for your hall in good time and arrange well in advance to collect the key. I always prefer to collect the key the night before but some halls insist on collection on the morning of the event.
The best halls have a key box, so you just need to type in a code to get the key. This is brilliant as it means you don't have to wake anyone up at ridiculous a'clock and you can get there as early as you like.
It is worth also thinking about public liability insurance. I already have this as part of my business but it is a good idea to look into it if you run lots of shows. It isn't too expensive and it will protect you in case anything goes wrong. For a very large and expensive event or show you will need to get event insurance.
Everything Else
There are a myriad of random other jobs that you will need to do before the show. Some of these are optional but generally they are a good idea to do.
(1) Ring Running Order/Judging List
Print off a large print running order (including judging list) for each ring. You can mark off the classes as you go by the ring and you can easily check what is next and who is judging as you walk up and down.
(2) Post it Notes & Pens
Make sure to purchase post it notes and pens for each ring. That way people can write down their results and also breeds for their entries.
(3) Ring Numbers
However you do it make sure to put ring numbers for each of your rings. I just use a piece of folded card but you can get more creative if you want to!
(4) Extra Entrant List/Judging List
Print off a list of all the entrants and also a spare master judging list for you to keep hold of. You'll need these on the day, in particular to see which entrants only paid half entries and how many spectators they all have.
Your Own Entries!
Finally don't forget about your own entries! It's a good idea to prepare your own list well in advance (of course you'll be judging so you will need to) and also to pack a good few days before. That way you will make sure that nobody is forgotten.
When entering a show you are also running it is best not to show as many as you normally would. You will spend the day running around anyway, don't make it harder on yourself! Particularly if it is the first show you have run.
Get Everything Together
The day before put all of the show stuff, including your own entries together. Write a checklist of all the items you need (or use the one below) and make sure that everything is done. Like with a real live show I would recommend an early night as you are going to have to get up rather early the next day.
Below is my pre-show checklist:
Raffle Prizes
Raffle Tickets
Post It Notes
Pens
Rosettes
Certificates
Trophies/Prizes
Goody Bags
Entry Packs
Ring Signs (1,2,3)
Running Orders
Judging Lists
Food & Drink
Entrant List
Own Horses
Camera
Show List
Show Extras (breed cards etc.)
Own Lunch
Finally head off to bed, set 20 different alarms and try and get some sleep. Those live show nightmares are a real thing guys, don't worry, we all get them.
On the Show Day
Today is the day, you've worked your backside off for the last 3 months just so for the next 8 hours 14 people can have an amazing day out. It seems a little silly but trust me it is worth it, there is honestly nothing better than seeing people enjoying a show you've put together and watching all your hard work pay off.
Packing the Car
Just like a normal show day the first thing you will need to do is pack everything into the car/cars (yes normally it does take two cars, but we have the shop stock as well). Make sure you have got anything out of the fridge (like milk) and any batteries or cameras that you put onto charge. Double check you have everything and head along to the hall.
Don't forget to make yourself a cup of tea or coffee in a thermos to take with you!
Unpacking
When you get there and have worked out how to unlock the doors and put the lights on start off by bringing everything in from the car. If you have helpers one person can unload whilst another does tables, even if they can't stay all day it is a good idea to ask a family member to help set up and clear away, they don't need to know anything about model horses to carry boxes and move tables!
Create two piles, one of your own stuff and one of the show stuff so that everything stays organised.
Putting Out Tables/Chairs
Start by putting the tables around the outside. You will need to give each entrant a table with space in between to move around. You will also need a table for the raffle and if possible a table to lay out all the prizes. There should be enough space between tables so that people can move around without knocking into each other.
You can now put out three rings, if you have spare tables and enough space you may want to put double tables. A 'T' or 'H' shape works well if you have space, but if not just put them side by side.
Now put out at least one chair by every table. If an entrant has paid for an extra spectator then give them an extra chair. If you have enough you can give everyone two chairs, most halls have plenty of chairs. Put some spare ones to one side if you need to block the storage cupboard door.
If there are smaller tables available put one of these by each ring, that means that people can write down results without knocking anything on the table.
Walk around the hall and check that everyone can move around the rings and tables with ease and without knocking into each other.
Arranging Everything
It's now time to unpack and arrange everything. I normally do this as I unpack but a good first job is to lay out the entry packs on each table, particularly if you are pre-assigning tables. Give out a pen to each entrant.
For each ring you should have:
3x Pens
Ring Sign
Post It Notes
Running Order/Judging List
Results Sheet
Certificates
BMECS Cards
This is where having an extra table by each ring comes in handy. If you don't have this set up a results table next to the raffle and also set up a prizes table to avoid too much clutter. That will leave each ring with a sign, pens, post it notes and a running order.
Arrange the prizes for championships on a prizes table. Not only does this look nice for entrants it means you can easily get hold of them when needed.
Arrange your raffle prizes on the raffle table placing a cup by each one. Put the books of raffle tickets and a pot for the money to one side ready to sell tickets mid morning.
Organise the kitchen by setting out tea, coffee and sugar by the kettle. Pop the milk in the fridge and arrange any snacks so that people can easily get to them.
If you have time start to unpack your own horses so you are ready and prepared for doors open and can help people find their tables and greet them.
Caffeine!
Grab a cup of tea or coffee and make sure to have some breakfast (even if it is a doughnut), you will need the energy! If you have a helper you could ask them to do this before you leave.
Greeting Entrants
It is a good idea to put your own table close to the door, that way you can unpack and greet at the same time. As each entrant arrives say hello, introduce yourself as the show host if they don't know you and show them to their table. Make sure to let them know that if they have any problems they can come and find you.
Point out the raffle table and the kitchen so that they can pop any prizes they've donated into the raffle and also make themselves a hot drink.
Opening the Show
At the show start time you can open the show. This will be your first piece of loud speaking of the day so make sure you are in good voice!
Introduce yourself as the show host and point out any co-hosts or helpers that people can direct questions to throughout the day.
Point out where the kitchen is and where the toilets are. Give people information about what to do in the event of a fire and ensure they know where fire exits and the assembly point are.
Explain what horses will move into championships so that people know and also which ring is which. If you have a steward introduce them.
Point out where the raffle table is and when raffle tickets will be sold. Tell people how much they will cost. Remind people that they need to keep one half of their tickets and then put the other halves in the pot.
Point out the results sheets to people and remind them that if they do not write down their results their BMECS cards will not be valid.
Remind judges to sign their BMECS cards or those won't be valid either!
Wish everyone a good show and start things off! If you have a steward let them call the rings and classes, otherwise finish your speech by letting people know what the first class is in each ring.
Keeping on Top of Things
Having a steward can be a great help but we aren't always that lucky. You need to make sure that your show runs smoothly and it is up to you to keep on top of classes.
I find the best way to do this is to walk up and down the room. I walk up to each ring, see what is going on, call anything that needs to be called (Anymore entries for Ring 3 OF Thoroughbred? No? Clara you are judging that one, your BMECS cards are on the table) and usually tidy up any rubbish. At the same time I'm moving and removing my own horses, writing down my own results and generally just running everything with a sense of manic precision that others could only dream of (and entrants dread).
If you see a class just sitting there with nothing happening, do something! Shows run well when everything keeps moving, try not to let a ring sit with inaction for a long period of time.
If a judge is judging two rings at the same time then take control. Either judge the class yourself or see if there is someone else who can, that will prevent any unwanted delays.
When looking for championship judges the general rule is one judge for a tiny championship and three for a section or supreme championship. Try to encourage under 18s to get involved and shadow judges, particularly in championships. If you see someone sat looking a bit lost why not walk up to them and ask if they would like to help you judge a class? You have a responsibility as show host to make sure everyone has a great time.
Awarding Prizes
A well organised prize table will help you keep on top of awarding prizes. Hand judges everything they need or lay it out on the table for them ready. If you can put certificates and BMECS cards on a small table by the ring this will save you a lot of time and effort.
Make a clear note on the running orders at the end of rings if a class is sponsored and requires extra prizes, that way even if you forget the judge or someone else should notice and remind you!
If you forget to award a prize don't worry, just find out who won and hand it over. Last year I forgot to award the trophies for an entire show until the very end of the day, it honestly isn't the end of the world, everyone got them.
Breaking for Lunch
When you choose to break for lunch and how long you leave is up to you. Sometimes it is very much a matter of playing it by ear, look at how the show is moving and how restless your entrants are getting. It is always best to try and break at the end of a section or with all rings in the same place, that may mean one ring finishes before others but don't worry too much about that.
Make your entrants aware of your intentions (e.g. We are going to break for lunch once Original Finish is over in Ring 1) so that they know. When you do break for lunch make an announcement and let people know that they can put sales out in the rings.
Remind people that they can purchase more raffle tickets from you and take the opportunity to go and make yourself a cup of tea or coffee, you will need it.
Remember that your raffle will eat into your lunch hour so leave time for it. The larger the raffle the longer it will take, I've been to shows where the raffle has taken over 45 minutes! Be aware of this and cut the break short if you need to. An hour is usual for lunch including the raffle. But if the show is running behind be clear about that say "we are running a bit behind so we are only going to have 15 minutes for lunch and then the raffle I'm afraid, I know I don't want to be here at midnight". Entrants understand and they would much rather have a smaller break than a really late finish.
The most important thing - sit down. This is your chance for a break too so sit down and rest. O and pack some of your own horses if you can!
Running the Raffle
About 11 o'clock find someone who looks bored to go and sell raffle tickets for you. If you have a helper they can do this, if not a partner of a shower is usually a good option. Most will be experienced enough in the showing world to know that this could be expected of them, you will probably have a good idea of who will and won't be up for the task.
Hand them a pot to put the money in, the book of tickets and explain to them the cost and that they need to give both halves to the entrants. They should return unused tickets and the money to you once they've gone round everyone. People may approach you to buy more later on so keep these to hand.
When it comes to running the actual raffle get a large bowl and a recycling bag. Announce that you are going to run the raffle and make sure that everyone is back in from outside. Once everyone has their tickets and is ready you can begin!
Work your way along the table, leaving the big ticket prizes until last. Tip the tickets from each pot into the bowl and then ask the winner of the last lot to draw the winning ticket. Announce the colour and then the number clearly so everyone can hear. Pour the non-winning tickets into the recycling bag as you go.
At the end of the raffle announce that the show will restart in 5 minutes and allow people to pop their tickets into your recycling bag. Ask people to clear the rings of sales. At this point it is a good idea to collect up used post it notes and pop those in the recycling bag as well. Make sure everything is ready for the afternoon classes and make yourself another hot drink. If you have a spare couple of minutes try to get some horses packed before the show starts up again.
The End of the Show Day
The final event of the day will be the supreme championship. You will need at least three judges for this. At this point many people will be clearing away models and packing their cars. Your helper may want to put away a few tables if it is possible to do this without causing damage to any horses.
If you are not judging the supreme (if you don't have an entry you really should help) then use the time it takes them to judge as an opportunity to pack up your own horses. Your helper can deal with other things but only you can pack your horses so this should be a priority for you.
As entrants leave wish them a safe journey home, thank them for coming and congratulate them on any results. If you are lucky some may stay to help clean up but don't expect them to, it is afterall your show and your responsibility.
Cleaning the Hall
You will need to leave the hall as you found it. Make sure to collect up any rubbish and take away all the food you brought with you. Neatly stack the tables and chairs back where you found them.
Once the hall is clear you will need to sweep, the last thing you take out should be your rubbish bag with the swept dirt in. The hall should be clean and all the lights turned off.
Return the key as per your instructions and head off home.
Heading Home
Once home I would rest. Sit down and have a takeaway in front of the TV. Don't worry too much about everything else until the next day. Running a show is exhausting and you have earned a bit of a rest.
Packing the Car
Just like a normal show day the first thing you will need to do is pack everything into the car/cars (yes normally it does take two cars, but we have the shop stock as well). Make sure you have got anything out of the fridge (like milk) and any batteries or cameras that you put onto charge. Double check you have everything and head along to the hall.
Don't forget to make yourself a cup of tea or coffee in a thermos to take with you!
Unpacking
When you get there and have worked out how to unlock the doors and put the lights on start off by bringing everything in from the car. If you have helpers one person can unload whilst another does tables, even if they can't stay all day it is a good idea to ask a family member to help set up and clear away, they don't need to know anything about model horses to carry boxes and move tables!
Create two piles, one of your own stuff and one of the show stuff so that everything stays organised.
Putting Out Tables/Chairs
Start by putting the tables around the outside. You will need to give each entrant a table with space in between to move around. You will also need a table for the raffle and if possible a table to lay out all the prizes. There should be enough space between tables so that people can move around without knocking into each other.
You can now put out three rings, if you have spare tables and enough space you may want to put double tables. A 'T' or 'H' shape works well if you have space, but if not just put them side by side.
Now put out at least one chair by every table. If an entrant has paid for an extra spectator then give them an extra chair. If you have enough you can give everyone two chairs, most halls have plenty of chairs. Put some spare ones to one side if you need to block the storage cupboard door.
If there are smaller tables available put one of these by each ring, that means that people can write down results without knocking anything on the table.
Walk around the hall and check that everyone can move around the rings and tables with ease and without knocking into each other.
Arranging Everything
It's now time to unpack and arrange everything. I normally do this as I unpack but a good first job is to lay out the entry packs on each table, particularly if you are pre-assigning tables. Give out a pen to each entrant.
For each ring you should have:
3x Pens
Ring Sign
Post It Notes
Running Order/Judging List
Results Sheet
Certificates
BMECS Cards
This is where having an extra table by each ring comes in handy. If you don't have this set up a results table next to the raffle and also set up a prizes table to avoid too much clutter. That will leave each ring with a sign, pens, post it notes and a running order.
Arrange the prizes for championships on a prizes table. Not only does this look nice for entrants it means you can easily get hold of them when needed.
Arrange your raffle prizes on the raffle table placing a cup by each one. Put the books of raffle tickets and a pot for the money to one side ready to sell tickets mid morning.
Organise the kitchen by setting out tea, coffee and sugar by the kettle. Pop the milk in the fridge and arrange any snacks so that people can easily get to them.
If you have time start to unpack your own horses so you are ready and prepared for doors open and can help people find their tables and greet them.
Caffeine!
Grab a cup of tea or coffee and make sure to have some breakfast (even if it is a doughnut), you will need the energy! If you have a helper you could ask them to do this before you leave.
Greeting Entrants
It is a good idea to put your own table close to the door, that way you can unpack and greet at the same time. As each entrant arrives say hello, introduce yourself as the show host if they don't know you and show them to their table. Make sure to let them know that if they have any problems they can come and find you.
Point out the raffle table and the kitchen so that they can pop any prizes they've donated into the raffle and also make themselves a hot drink.
Opening the Show
At the show start time you can open the show. This will be your first piece of loud speaking of the day so make sure you are in good voice!
Introduce yourself as the show host and point out any co-hosts or helpers that people can direct questions to throughout the day.
Point out where the kitchen is and where the toilets are. Give people information about what to do in the event of a fire and ensure they know where fire exits and the assembly point are.
Explain what horses will move into championships so that people know and also which ring is which. If you have a steward introduce them.
Point out where the raffle table is and when raffle tickets will be sold. Tell people how much they will cost. Remind people that they need to keep one half of their tickets and then put the other halves in the pot.
Point out the results sheets to people and remind them that if they do not write down their results their BMECS cards will not be valid.
Remind judges to sign their BMECS cards or those won't be valid either!
Wish everyone a good show and start things off! If you have a steward let them call the rings and classes, otherwise finish your speech by letting people know what the first class is in each ring.
Keeping on Top of Things
Having a steward can be a great help but we aren't always that lucky. You need to make sure that your show runs smoothly and it is up to you to keep on top of classes.
I find the best way to do this is to walk up and down the room. I walk up to each ring, see what is going on, call anything that needs to be called (Anymore entries for Ring 3 OF Thoroughbred? No? Clara you are judging that one, your BMECS cards are on the table) and usually tidy up any rubbish. At the same time I'm moving and removing my own horses, writing down my own results and generally just running everything with a sense of manic precision that others could only dream of (and entrants dread).
If you see a class just sitting there with nothing happening, do something! Shows run well when everything keeps moving, try not to let a ring sit with inaction for a long period of time.
If a judge is judging two rings at the same time then take control. Either judge the class yourself or see if there is someone else who can, that will prevent any unwanted delays.
When looking for championship judges the general rule is one judge for a tiny championship and three for a section or supreme championship. Try to encourage under 18s to get involved and shadow judges, particularly in championships. If you see someone sat looking a bit lost why not walk up to them and ask if they would like to help you judge a class? You have a responsibility as show host to make sure everyone has a great time.
Awarding Prizes
A well organised prize table will help you keep on top of awarding prizes. Hand judges everything they need or lay it out on the table for them ready. If you can put certificates and BMECS cards on a small table by the ring this will save you a lot of time and effort.
Make a clear note on the running orders at the end of rings if a class is sponsored and requires extra prizes, that way even if you forget the judge or someone else should notice and remind you!
If you forget to award a prize don't worry, just find out who won and hand it over. Last year I forgot to award the trophies for an entire show until the very end of the day, it honestly isn't the end of the world, everyone got them.
Breaking for Lunch
When you choose to break for lunch and how long you leave is up to you. Sometimes it is very much a matter of playing it by ear, look at how the show is moving and how restless your entrants are getting. It is always best to try and break at the end of a section or with all rings in the same place, that may mean one ring finishes before others but don't worry too much about that.
Make your entrants aware of your intentions (e.g. We are going to break for lunch once Original Finish is over in Ring 1) so that they know. When you do break for lunch make an announcement and let people know that they can put sales out in the rings.
Remind people that they can purchase more raffle tickets from you and take the opportunity to go and make yourself a cup of tea or coffee, you will need it.
Remember that your raffle will eat into your lunch hour so leave time for it. The larger the raffle the longer it will take, I've been to shows where the raffle has taken over 45 minutes! Be aware of this and cut the break short if you need to. An hour is usual for lunch including the raffle. But if the show is running behind be clear about that say "we are running a bit behind so we are only going to have 15 minutes for lunch and then the raffle I'm afraid, I know I don't want to be here at midnight". Entrants understand and they would much rather have a smaller break than a really late finish.
The most important thing - sit down. This is your chance for a break too so sit down and rest. O and pack some of your own horses if you can!
Running the Raffle
About 11 o'clock find someone who looks bored to go and sell raffle tickets for you. If you have a helper they can do this, if not a partner of a shower is usually a good option. Most will be experienced enough in the showing world to know that this could be expected of them, you will probably have a good idea of who will and won't be up for the task.
Hand them a pot to put the money in, the book of tickets and explain to them the cost and that they need to give both halves to the entrants. They should return unused tickets and the money to you once they've gone round everyone. People may approach you to buy more later on so keep these to hand.
When it comes to running the actual raffle get a large bowl and a recycling bag. Announce that you are going to run the raffle and make sure that everyone is back in from outside. Once everyone has their tickets and is ready you can begin!
Work your way along the table, leaving the big ticket prizes until last. Tip the tickets from each pot into the bowl and then ask the winner of the last lot to draw the winning ticket. Announce the colour and then the number clearly so everyone can hear. Pour the non-winning tickets into the recycling bag as you go.
At the end of the raffle announce that the show will restart in 5 minutes and allow people to pop their tickets into your recycling bag. Ask people to clear the rings of sales. At this point it is a good idea to collect up used post it notes and pop those in the recycling bag as well. Make sure everything is ready for the afternoon classes and make yourself another hot drink. If you have a spare couple of minutes try to get some horses packed before the show starts up again.
The End of the Show Day
The final event of the day will be the supreme championship. You will need at least three judges for this. At this point many people will be clearing away models and packing their cars. Your helper may want to put away a few tables if it is possible to do this without causing damage to any horses.
If you are not judging the supreme (if you don't have an entry you really should help) then use the time it takes them to judge as an opportunity to pack up your own horses. Your helper can deal with other things but only you can pack your horses so this should be a priority for you.
As entrants leave wish them a safe journey home, thank them for coming and congratulate them on any results. If you are lucky some may stay to help clean up but don't expect them to, it is afterall your show and your responsibility.
Cleaning the Hall
You will need to leave the hall as you found it. Make sure to collect up any rubbish and take away all the food you brought with you. Neatly stack the tables and chairs back where you found them.
Once the hall is clear you will need to sweep, the last thing you take out should be your rubbish bag with the swept dirt in. The hall should be clean and all the lights turned off.
Return the key as per your instructions and head off home.
Heading Home
Once home I would rest. Sit down and have a takeaway in front of the TV. Don't worry too much about everything else until the next day. Running a show is exhausting and you have earned a bit of a rest.
Things such as personalised pens can be a fun way to make a show feel more special
Post Show
Once your live show is over there are still a few more jobs that need to be done.
Obviously the first job is to unpack everything! If you plan on running future shows it is a good idea to group together things such as your ring signs, pens and raffle tickets into a box and label it. That way you will be able to find everything next year. You could also keep any left over certificates for use in a future show.
You will need to thank all your entrants for coming and also count up the amount of money you raised. This can be announced in the same post along with a link to any pictures you took during the show. You can then pay in the charity money and send it off to the relevant charity.
Writing Up Results
The single most important job is to write up the results. This should be done within a few days of the show. Type them up and then upload them online (or email them to entrants who don't use Facebook) so that everyone can see them.
Ask people to comment any amendments below. I usually find the best way to deal with amendments is to leave them all and do them all at the same time. I usually give people 2 weeks to make amendments and then submit the results to BMECS. It is a good idea to give people a final reminder and a deadline. Of course make sure to check your own results as well!
Once your results are submitted you are done. Have a rest and then start planning the next one :D
Obviously the first job is to unpack everything! If you plan on running future shows it is a good idea to group together things such as your ring signs, pens and raffle tickets into a box and label it. That way you will be able to find everything next year. You could also keep any left over certificates for use in a future show.
You will need to thank all your entrants for coming and also count up the amount of money you raised. This can be announced in the same post along with a link to any pictures you took during the show. You can then pay in the charity money and send it off to the relevant charity.
Writing Up Results
The single most important job is to write up the results. This should be done within a few days of the show. Type them up and then upload them online (or email them to entrants who don't use Facebook) so that everyone can see them.
Ask people to comment any amendments below. I usually find the best way to deal with amendments is to leave them all and do them all at the same time. I usually give people 2 weeks to make amendments and then submit the results to BMECS. It is a good idea to give people a final reminder and a deadline. Of course make sure to check your own results as well!
Once your results are submitted you are done. Have a rest and then start planning the next one :D
A good example of an organised show ring. Note the ring sign, running order and certificates on the table ready to be used.
Dealing with Problems
I was in two minds about whether to put this here but I think it is prudent to accept that running a live show comes with a few issues and you may have to deal with them. Below I've posted some common problems and how I would personally approach them.
The best advice I can give you is this, it is YOUR show, it is up to you how you run it and as long as you abide by any qualification rules you can pretty much do what you want. If you want to combine Arabian with Shetland into one class it may be weird but it is your show and you can do it. That said it is a good idea to stick to convention, that reduces any risks of problems and helps to prevent confusion. If you do decide to do something weird make it clear in advance so that entrants know what is happening.
Online Schedule Complaints/Criticism
This does happen a lot and it is a bit annoying. Not every show can cater for every person, I've had people complain about the location of my shows before (because clearly I'm going to run one in a really inconvenient place for me just so one person is happy). You have two options here:
(1) Ignore
(2) Say you accept their criticism but this is how you are choosing to run your show (and possibly explain why you made the decision).
Some criticism may be perfectly legitimate but a lot will just be online trolls. The more time you spend in the hobby the more you will get used to who those people are, they probably aren't going to come to your show anyway so the best thing to do is ignore them.
Forgotten Classes
Sometimes criticism is legitimate and it will turn out you have forgotten something really important (one year I forgot AA Mule in the AA section, despite having about 20 of them myself). If you haven't submitted your BMECS application yet you can amend your schedule and add them in. Otherwise you have three options:
(1) Combine them into another suitable class
(2) Run the class as a non-qualifier
(3) Forget the class completely
You could always ask entrants what they would prefer, usually one or two are popular choices. Just make a note for next year and move on, we've all done it.
Drop Outs
It's a good idea to have a clear drop out policy in advance. This has become such a problem at my own shows that I now clearly state that I won't ever refund people if they drop out.
A more common approach is to refund someone if you manage to fill their space. This makes sense as it doesn't affect your cash flow.
Personally, I would never refund someone if the space isn't filled. That may sound harsh by 99% of drop outs seem not to even attempt a good excuse. It has become a not so nice aspect of the hobby that people seem to think that they can drop out of a show 2 days before and get their money back.
No Shows
Sometimes people simply won't show up. Some may message you, some may not.
Personally again, I would never refund them. The one time I couldn't make a show I tore up the cheque they sent me to refund. When I dropped out of a show because of a clash last year again I never asked for a refund. I personally wouldn't expect one if I couldn't make the show because I know that money has already been spent and I would rather money was raised for charity.
Entrant Arguments
Very rarely you may have to negotiate a minefield of personal relationships. This is a nightmare for a show host and really something you could do without.
The best approach is to sit them at opposite ends of the hall. If they cause serious problems on the day ask them to leave, if you feel too scared to then refer to an older hobbyist for help. There will always be at least one strong personality in the room who should help you out.
Thankfully it is rare that such arguments blow over into a full blown row at a show. The best thing to do is to just make sure the two people who don't get along don't actually have to be in each other's personal space.
Hall Hire Problems
This is the ultimate nightmare, problems with hall hire. I have experienced issues only once (a flood on the hall floor between day 1 and day 2).
If your hall becomes unavailable you should get a refund for the hall but that doesn't help when you have to refund entrants and move dates and find a new venue.
This is where event insurance is a good idea as it should protect you.
If you do get last minute problems then the best option is to try and find an alternative venue, this is near impossible last minute but a social media call for help may result in something coming up, even if you end up having the show in someone's barn!
Make sure if there are problems you complain and never use that venue again. Also feel free to publicly name and shame if they have really messed you around.
Sometimes problems may occur that are nobodies fault, this is just life. Buildings burn down, rivers flood, you can't control this just take it on the chin and deal with the situation as best you can. It is not your fault and it isn't fair that you should take a financial hit but that is very much life. All I can say to this is, event insurance.
Missing Prizes/BMECS Cards etc.
This is where ordering well in advance is a good idea. That way if things don't turn up you can sort them out.
Last year I completely forgot to order the rosettes for a show. I begged the woman who does my rosettes and she was incredible (she sadly no longer runs her business or I would be giving her a massive shout out here) and got me rosettes. Next day delivery, local shops and 24 hour supermarkets are your friends in these situations.
If stuff is missing then contact the person immediately. Always make sure to give the date of your event so they can get you the items in time.
Forgotten on the Day
We've all done this. The best thing to do is to run the show close to home and have someone who can drive helping you throughout the day. That way they can pop back to your house and grab forgotten items. This is one of the main reasons I choose a venue 5 minutes away, because I always forget something.
If you forget something and you can't simply replace it then make do. You could post on prizes/BMECS cards afterwards and you can create a make shift results sheet on a laptop, tablet or in a notebook.
If needs be send someone off to the local shops to try and find something suitable. I once went to a show where, when we ran out of raffle tickets, we made our own from torn up pieces of paper! These things happen, just deal with it as best you can and move on.
The best advice I can give you is this, it is YOUR show, it is up to you how you run it and as long as you abide by any qualification rules you can pretty much do what you want. If you want to combine Arabian with Shetland into one class it may be weird but it is your show and you can do it. That said it is a good idea to stick to convention, that reduces any risks of problems and helps to prevent confusion. If you do decide to do something weird make it clear in advance so that entrants know what is happening.
Online Schedule Complaints/Criticism
This does happen a lot and it is a bit annoying. Not every show can cater for every person, I've had people complain about the location of my shows before (because clearly I'm going to run one in a really inconvenient place for me just so one person is happy). You have two options here:
(1) Ignore
(2) Say you accept their criticism but this is how you are choosing to run your show (and possibly explain why you made the decision).
Some criticism may be perfectly legitimate but a lot will just be online trolls. The more time you spend in the hobby the more you will get used to who those people are, they probably aren't going to come to your show anyway so the best thing to do is ignore them.
Forgotten Classes
Sometimes criticism is legitimate and it will turn out you have forgotten something really important (one year I forgot AA Mule in the AA section, despite having about 20 of them myself). If you haven't submitted your BMECS application yet you can amend your schedule and add them in. Otherwise you have three options:
(1) Combine them into another suitable class
(2) Run the class as a non-qualifier
(3) Forget the class completely
You could always ask entrants what they would prefer, usually one or two are popular choices. Just make a note for next year and move on, we've all done it.
Drop Outs
It's a good idea to have a clear drop out policy in advance. This has become such a problem at my own shows that I now clearly state that I won't ever refund people if they drop out.
A more common approach is to refund someone if you manage to fill their space. This makes sense as it doesn't affect your cash flow.
Personally, I would never refund someone if the space isn't filled. That may sound harsh by 99% of drop outs seem not to even attempt a good excuse. It has become a not so nice aspect of the hobby that people seem to think that they can drop out of a show 2 days before and get their money back.
No Shows
Sometimes people simply won't show up. Some may message you, some may not.
Personally again, I would never refund them. The one time I couldn't make a show I tore up the cheque they sent me to refund. When I dropped out of a show because of a clash last year again I never asked for a refund. I personally wouldn't expect one if I couldn't make the show because I know that money has already been spent and I would rather money was raised for charity.
Entrant Arguments
Very rarely you may have to negotiate a minefield of personal relationships. This is a nightmare for a show host and really something you could do without.
The best approach is to sit them at opposite ends of the hall. If they cause serious problems on the day ask them to leave, if you feel too scared to then refer to an older hobbyist for help. There will always be at least one strong personality in the room who should help you out.
Thankfully it is rare that such arguments blow over into a full blown row at a show. The best thing to do is to just make sure the two people who don't get along don't actually have to be in each other's personal space.
Hall Hire Problems
This is the ultimate nightmare, problems with hall hire. I have experienced issues only once (a flood on the hall floor between day 1 and day 2).
If your hall becomes unavailable you should get a refund for the hall but that doesn't help when you have to refund entrants and move dates and find a new venue.
This is where event insurance is a good idea as it should protect you.
If you do get last minute problems then the best option is to try and find an alternative venue, this is near impossible last minute but a social media call for help may result in something coming up, even if you end up having the show in someone's barn!
Make sure if there are problems you complain and never use that venue again. Also feel free to publicly name and shame if they have really messed you around.
Sometimes problems may occur that are nobodies fault, this is just life. Buildings burn down, rivers flood, you can't control this just take it on the chin and deal with the situation as best you can. It is not your fault and it isn't fair that you should take a financial hit but that is very much life. All I can say to this is, event insurance.
Missing Prizes/BMECS Cards etc.
This is where ordering well in advance is a good idea. That way if things don't turn up you can sort them out.
Last year I completely forgot to order the rosettes for a show. I begged the woman who does my rosettes and she was incredible (she sadly no longer runs her business or I would be giving her a massive shout out here) and got me rosettes. Next day delivery, local shops and 24 hour supermarkets are your friends in these situations.
If stuff is missing then contact the person immediately. Always make sure to give the date of your event so they can get you the items in time.
Forgotten on the Day
We've all done this. The best thing to do is to run the show close to home and have someone who can drive helping you throughout the day. That way they can pop back to your house and grab forgotten items. This is one of the main reasons I choose a venue 5 minutes away, because I always forget something.
If you forget something and you can't simply replace it then make do. You could post on prizes/BMECS cards afterwards and you can create a make shift results sheet on a laptop, tablet or in a notebook.
If needs be send someone off to the local shops to try and find something suitable. I once went to a show where, when we ran out of raffle tickets, we made our own from torn up pieces of paper! These things happen, just deal with it as best you can and move on.
Trophies make a really lovely prize and aren't always that expensive
Free Downloads
Below are a selection of schedule templates, class list templates and an entrant spreadsheet template for you to download.
If you are using our templates please make sure to include the copyright.
There were no issues with these files at the time of upload to the best of my knowledge. If you discover ANY problems with any of our downloads (dodgy things, weird looking text etc) please contact us.
If you are using our templates please make sure to include the copyright.
There were no issues with these files at the time of upload to the best of my knowledge. If you discover ANY problems with any of our downloads (dodgy things, weird looking text etc) please contact us.
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Entry Spreadsheet
This template will allow you to keep track of entrants to your show. It includes tabs for entrant details, sponsorship, waiting list and cash flow. Make sure to adapt it to your own shows requirements. |
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Sample Schedule 1
Show sections: OF, CM, CTF (large), AR, Performance, Workmanship (small) No small championships, only section championships 114 classes |
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Sample Schedule 2
Show sections: OF, CM, AR (large), Performance, Workmanship, CTF (small) Small championships 150 classes |
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Sample Class Lists
A selection of class lists including in hand, performance, workmanship, animal artistry and fun. Available with or without small championships. To be added into your own schedule. |
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Sample Show Pack
Includes:
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