How to organise a calf judging event

A calf judging event needs two plans running together: one for participants and one for the animals. Start by confirming the date, venue, judging rules and veterinarian, then open registration early enough to check calf details and dietary requirements. On the day, keep registration, animal movement, judging and refreshments in a clear sequence. The tasks and equipment list below covers the practical setup, from pens and water points to microphones, certificates and catering.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm date and location
2
Set inspection rules
2 people
3
Assign judge
4
Confirm veterinarian on standby
5
Open the participant list
6
Send invitations
2 people
7
Publish registration form
8
Process participant registration
9
Collect dietary requirements
10
Check calf details
2 people
11
Assign start numbers
2 people
12
Send participant confirmations
13
Prepare awards ceremony
2 people
14
Order prizes and certificates
15
Determine catering quantities
2 people
16
Do the shopping
2 people
17
Check calf transport
18
Check the weather forecast
19
Inspect animal enclosures
2 people
20
Securely cordon off the site
3 people
21
Check power outlets
2 people
22
Check water stations
2 people
23
Clean the cow and calf stalls
3 people
24
Bed pens
3 people
25
Set up the judging ring
3 people
26
Mark the audience route
2 people
27
Set up tables and chairs
4 people
28
Build party tents
4 people
29
Hang lighting
2 people
30
Set up the sound system
2 people
31
Set up registration desk
2 people
32
Set up inspection office
2 people
33
Set up the veterinary area
2 people
34
Number the stalls
2 people
35
Fill water bowls
2 people
36
Prepare coffee and tea
2 people
37
Set up lunch buffet
3 people
38
Display prizes
2 people
39
Place information signs
2 people
40
Brief volunteers
3 people

Event

41
Receive participants
3 people
42
Register calf details
2 people
43
Hand out race numbers
2 people
44
Guide calves to pens
4 people
45
Announce the opening
46
Assemble judging groups
2 people
47
Bring the calves to the ring
4 people
48
Record the judging results
2 people
49
Inform the audience
50
Serve coffee and tea
2 people
51
Serve lunch and snacks
3 people
52
Refill drinks
2 people
53
Check animal welfare
2 people
54
Keep pens clean and dry
3 people
55
Check water and feed
2 people
56
Enter inspection result
2 people
57
Prepare awards ceremony
2 people
58
Carry out award ceremony
3 people
59
Serve dinner
3 people
60
Answer audience questions
2 people
61
Conduct final animal check
2 people
62
Check out participants
2 people
63
Load calves safely
4 people
64
Collect lost property

Aftercare

65
Wash dishes
3 people
66
Collect waste
3 people
67
Clean up catering
3 people
68
Take down inspection ring
4 people
69
Empty the stalls
4 people
70
Clean the grounds
4 people
71
Clear away tents and furniture
4 people
72
Inventory materials
2 people
73
Return borrowed materials
2 people
74
Take waste to the collection point
2 people
75
Send Results to Participants

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Dressing Room Barriersqty 12
Registration desk
Inspection bureau
Waste binsqty 8
Animal pensqty 30
Feed bowlsqty 30
Drinking bowlsqty 30
Hay racksqty 30

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Thermos flasksqty 6
Serving plattersqty 10
Serving traysqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 4
Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Calf haltersqty 30
Calf Brushesqty 10
Wheelbarrowsqty 3
Scoopsqty 4
Pitchforksqty 4
Water hosesqty 2
Handwashing stationsqty 3
First aid kitsqty 2
Fire extinguishersqty 4
Walkie-talkiesqty 6
Clipboardsqty 6
Pensqty 30
Laminator
Cable reelsqty 3

Decorations

Buntingqty 8
Site signsqty 12
Bib numbersqty 10
Bib holdersqty 30
Stage backdrop

Lighting

LED work lightsqty 8
String lightsqty 4
Flashlightsqty 6

Catering

Groceries

Cleaning

Bucketsqty 6
Mopsqty 4
Broom setsqty 4
Floor squeegeesqty 3
Cleaning clothsqty 20

Sports equipment

Inspection ring postsqty 20
Barrier tapeqty 8
Fence connectorsqty 24
Rubber non-slip matsqty 20

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Chef's knivesqty 4
Pliersqty 6
Measuring jugsqty 4
Thermos cupsqty 12

Tips

Set the judging rules before invitations go out. Participants need the inspection criteria, entry requirements and registration deadline in writing, not only on the day.
Give registration its own workstation and prepare start numbers before arrivals begin. Check each calf’s details against the participant list so corrections do not delay the judging ring.
Inspect the animal area before participants arrive: clean and bed the stalls, test water points, position feed equipment and cordon off the site securely. Keep halters, brushes and wheelbarrows where the handlers can reach them.
Check the weather forecast several days before the event and again on the morning itself. If outdoor judging is possible, confirm the party tents, power supply, extension cords and a dry route between pens and the ring.
Plan prize giving and catering around the judging timetable. Order prizes and certificates early, and prepare separate serving equipment and hot-drink supplies so refreshments do not interfere with animal inspections.

Frequently asked questions

How far in advance should I organise a calf judging event?: Start planning at least 6 to 8 weeks ahead. Confirm the venue, judge, veterinarian and inspection rules first, then allow time for registration, calf-data checks, catering and prize orders.
When should calf judging registration close?: Close registration at least 7 days before the event. That gives you time to verify calf details, assign start numbers, confirm participants and calculate catering quantities.
What should I check on the morning of a calf judging event?: Allow 2 to 3 hours before the first arrival for a full site check. Inspect the pens, bedding, water, feed equipment, ring barriers, registration desk, power outlets, sound system and weather protection.
How many drinks should I provide for a calf judging event?: For the first hour, plan on 2 to 3 drinks per person, then adjust for the expected duration and weather. Include hot drinks as well as water and chilled options, and add extra cups for handlers and volunteers.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.