How to organise a dog show from first decision to final ribbon

A dog show runs smoothly when administration, dog welfare and ring operations are planned in that order. Start by confirming the date and venue, then check permits, insurance and veterinary cover before opening registration. Once entries are known, assign judges and ring staff, publish clear rules and build the ring layout around the expected number of classes. The final week is for printing lists and numbers, sorting prizes, checking access, power and weather, and briefing everyone on arrival times.

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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 people
2
Check permits
3
Check insurance
4
Assign judges
5
Assign ring staff
6
Arranging a veterinarian
7
Send invitations
2 people
8
Open registration form
9
Publish competition rules
10
Determine prize categories
2 people
11
Process registrations
2 people
12
Check participant details
2 people
13
Collect dietary requirements
14
Confirm start times
15
Create the ring layout
2 people
16
Assign start numbers
2 people
17
Inform participants
2 people
18
Order prizes and ribbons
19
Order food and drink supplies
20
Check the weather forecast
21
Arrange key and access
22
Print race numbers
2 people
23
Print participant lists
2 people
24
Prepare route signs
2 people
25
Sort prizes
2 people
26
Check equipment
2 people
27
Do the shopping
2 people
28
Chill drinks
2 people
29
Prepare snacks
3 people
30
Mow and inspect the grounds
2 people
31
Check the venue for safety
2 people
32
Build party tents
4 people
33
Set up tables and chairs
4 people
34
Set out the dog rings
4 people
35
Set up the jury tables
2 people
36
Set up registration desk
2 people
37
Set up catering point
3 people
38
Connect the speakers
2 people
39
Set up signage
2 people
40
Place waste stations
2 people
41
Fill dog water stations
2 people
42
Carry out the final site check
3 people
43
Brief volunteers
2 people

Event

44
Staff registration desk
2 people
45
Hand out race numbers
2 people
46
Welcome visitors
3 people
47
Guide dogs to the rings
4 people
48
Announce the opening
49
Supervise judging rounds
6 people
50
Collect judging forms
2 people
51
Process interim results
2 people
52
Serve coffee and tea
3 people
53
Serve snacks
3 people
54
Refill drinks
2 people
55
Check water supply
2 people
56
Clean up dog waste
2 people
57
Empty trash bins
2 people
58
Guide the audience to the final
2 people
59
Lead the final
5 people
60
Present prizes
3 people
61
Announce the closing
62
See visitors out
3 people

Aftercare

63
Close catering
3 people
64
Wash dishes
3 people
65
Clear the site
5 people
66
Clean up dog waste and litter
3 people
67
Take down tents and furniture
5 people
68
Switch off equipment
2 people
69
Remove plates and materials
3 people
70
Clean the venue
4 people
71
Take waste to the collection point
2 people
72
Dry and store materials
3 people
73
Return borrowed materials
2 people
74
Keep leftovers refrigerated
2 people
75
Collect lost property

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Jury tablesqty 4
Bar stoolsqty 6
Tableclothsqty 10
Changing boothsqty 2

Sports equipment

Bollardsqty 40
Barrier tapeqty 8
Ring matsqty 4
Start number ringsqty 120
Dog agility obstaclesqty 6
Water tubsqty 12
Dog leashesqty 8
Dog crateqty 6

Equipment

Speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Coolersqty 6
Thermos flasksqty 6
Kettlesqty 3

Kitchen

Coffee machinesqty 2
Food warmersqty 3
Serving traysqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Scissorsqty 4
Serving tongsqty 6
Measuring cupsqty 3

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Sugar bowlsqty 4
Milk jugsqty 4

Decorations

Buntingqty 8
Balloon archesqty 2
Bannersqty 6
Prize tablesqty 2
Number platesqty 4
Chalkboardsqty 8

Lighting

LED string lightsqty 6
Work lightsqty 4
Flashlightsqty 6

Cleaning

Waste binsqty 12
Dog waste bag holdersqty 8
Broom setsqty 4
Litter pickersqty 4
Mopsqty 4
Bucketsqty 6
Washing-up bowlsqty 3

Catering

Groceries

Tips

Secure the venue, permits, insurance and veterinary arrangements before sending invitations. Allow at least four weeks for registration and keep one named contact responsible for participant questions.
Set registration deadlines early enough to check every participant’s details, collect dietary requirements and assign start numbers. Send confirmed start times and arrival instructions at least seven days before the show.
Design the ring layout after you know the likely entry numbers. Mark boundaries with bollards or barrier tape, place ring mats where needed, and keep water tubs and a quiet crate area close without blocking steward access.
Give each ring a written staffing plan with a judge, ring staff and a backup contact. Print participant lists, rules and start numbers, and prepare a microphone and speakers so changes can be announced without sending people across the site.
Check practical access the day before: keys, tables, chairs, tents, power leads, coolers and weather protection. Sort prizes and ribbons by category before doors open; searching for awards during judging causes avoidable delays.

Frequently asked questions

How far in advance should I organise a dog show?: Start venue, permit, insurance and veterinary arrangements at least 8 to 12 weeks ahead. Open registration only after the core logistics are confirmed, and close entries no later than 7 days before the show.
How do I plan the ring layout for a dog show?: Allow enough space for safe movement, judging and waiting areas, then mark each ring with bollards or barrier tape. Finalise the layout after entries close and publish ring assignments and start times at least 7 days in advance.
When should dog show participants receive their start numbers?: Assign numbers after registration checks are complete, usually 5 to 7 days before the event. Send each participant their number, ring, class and arrival time, then keep printed backup lists at the registration desk.
What should I arrange for dog welfare at a dog show?: Arrange a veterinarian before registration opens and provide water tubs, shaded or covered areas and a quiet crate space. Check the site at least once on the day for heat, slippery surfaces, crowding and access to emergency help.

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.