How to organise a cattle judging event

A cattle judging event runs smoothly when animal welfare, judging rules and movement around the site are planned before anything is set up. Start by confirming the date, location, inspection rules and judges, then open registration and assign class divisions. In the final days, check permits, power, weather and animal enclosures. On the day, keep registration, the judging ring, animal routes and public access clearly separated so handlers, judges and visitors can move safely.

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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 judges
4
Arranging a veterinarian
5
Send invitations
2 people
6
Open the registration form
7
Register participants
2 people
8
Assign class divisions
2 people
9
Confirm participants
10
Collect dietary requirements
11
Order prizes and ribbons
12
Check permits
13
Check power supply
2 people
14
Check the weather forecast
15
Check the shopping list
16
Do the shopping
2 people
17
Collect prizes and ribbons
18
Inspect animal enclosures
2 people
19
Clean cow stalls
3 people
20
Set out the animal route
2 people
21
Set up the judging ring
3 people
22
Barrier off the public route
2 people
23
Fill refrigerators and coolers
2 people
24
Set out the supplies
2 people
25
Set up registration desk
2 people
26
Sort bib numbers
2 people
27
Register the cows
3 people
28
Check the animals
2 people
29
Wash and brush the animals
4 people
30
Welcome the judges
31
Hang up the inspection schedule
32
Test audio and microphone
2 people
33
Set up coffee station
2 people
34
Set out lunch and snacks
3 people

Event

35
Welcome the audience
3 people
36
Announce the program
37
Call the judging classes
38
Guide the animals into the ring
5 people
39
Record inspection results
2 people
40
Keep the judging ring clear
3 people
41
Giving the animals water
3 people
42
Serve coffee and tea
2 people
43
Refill drinks
2 people
44
Refill snacks
2 people
45
Empty trash bins
2 people
46
Check toilets
47
Judge the final class
3 people
48
Present prizes
3 people
49
Publish results
2 people
50
Inform the audience about departure
51
Bring the animals back
5 people
52
Check the final animals
2 people

Aftercare

53
Clear out the audience area
4 people
54
Dismantle furniture
4 people
55
Take down inspection ring
3 people
56
Clean animal enclosures
4 people
57
Wash dishes
3 people
58
Collect waste
3 people
59
Clean the grounds
4 people
60
Clean materials
3 people
61
Count inventory
62
Store materials
2 people
63
Return borrowed materials
2 people
64
Send results to participants
65
Organize invoices and receipts

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Folding chairsqty 80
Beer tablesqty 6
Registration desk
Clothes racksqty 2
Waste binsqty 10
Crowd barriersqty 20
Cow boxesqty 30
Feed bowlsqty 30
Water tubsqty 20

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Knivesqty 100
Forksqty 100
Spoonsqty 100

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 4
Microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Scale

Animal care

Haltersqty 35
Cow ropesqty 35
Brushesqty 20
Bristle brushesqty 10
Hoof pickersqty 6
Water hosesqty 3
Bucketsqty 20
Hay balesqty 20
Hay balesqty 30
Scoopsqty 6
Wheelbarrowsqty 3
Manure forksqty 6
Disinfectantqty 5

Registration

Bib numbersqty 40
Inspection formsqty 100
Pensqty 30
Clipboardsqty 15
Prize ribbonsqty 40
Cups and rosettesqty 40

Decorations

Flagsqty 12
Bannersqty 6
Route signsqty 15

Lighting

LED lampsqty 8
Work lightsqty 4
Light Stripsqty 3

Safety

First aid kitsqty 2
Safety vestsqty 12
Work glovesqty 20
Flashlightsqty 6
Warning tapeqty 4

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Snack plattersqty 12
Serving tongsqty 8
Cooling matsqty 8

Cleaning

Broomsqty 5
Floor squeegeesqty 3
Buckets for cleaningqty 5
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the judging structure before inviting participants. Write down the inspection rules, class divisions and judging order, then give judges and registered handlers the same information before the event.
Treat animal movement as a separate plan. Mark the animal route, inspect the cow boxes and stalls, place feed bowls and water tubs, and keep public access behind crowd barriers.
Do not leave welfare arrangements until the last week. Confirm the veterinarian early and check that halters, cow ropes, brushes, bristle brushes and the scale are available before animals arrive.
Use the final 48 hours for a site and supply check. Confirm permits, power outlets, extension cords, microphones and speakers, then check the weather forecast and prepare party tents or other shelter already included in the plan.
Set up registration before the first handler arrives. Place the registration desk, participant information and class details together, while refrigerators, coolers, coffee equipment, cups, glasses and waste bins are ready in the hospitality area.

Frequently asked questions

How far in advance should I organise a cattle judging event?: Start planning at least 8 to 12 weeks before the event. Confirm the date, location, judging rules, judges and veterinarian first, then allow time for invitations, registration and class assignments.
When should cattle judging registration close?: Close registration at least 7 days before judging if possible. This gives you time to confirm participants, assign class divisions, check dietary requirements and prepare the judging order.
What should I check the day before cattle judging?: Complete the site and equipment check 24 hours beforehand. Inspect stalls and enclosures, confirm the animal route and judging ring, test the power supply and sound system, and recheck the weather forecast.
How do I keep cattle and spectators safely separated?: Use a clearly marked animal route and barrier off the public route before arrivals begin. Keep crowd barriers around the judging ring and animal holding areas, with handlers directed through registration rather than across visitor areas.

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.