How to organise a dog show from start to finish

A dog show needs more than a ring and a list of entries. Start by fixing the date, location and rules, then build the schedule around your judges, ringmasters and class sizes. Registration, dog details and participant communication must be finished early enough to print a reliable catalog and prepare folders. On the day, clear ring layouts, water, waste stations, announcements and a veterinary contact keep the show moving 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 people
2
Draft the show rules
2 people
3
Approach jury members
4
Approach ringmasters
5
Arranging a veterinarian
6
Draft invitations
7
Send invitations
2 people
8
Publish registration form
9
Process registrations
2 people
10
Confirm participants
11
Collect dietary requirements
12
Check dog details
2 people
13
Create class schedule
2 people
14
Plan start times by class
2 people
15
Print participant list
16
Compile the catalog
2 people
17
Order prizes and ribbons
18
Book catering
19
Communicate dog-friendly rules
20
Check the weather forecast
21
Do the shopping
2 people
22
Sort prizes and ribbons
2 people
23
Prepare participant folders
2 people
24
Prepare name badges
25
Prepare coffee and tea
2 people

Event

26
Open venue
2 people
27
Inspect the grounds
3 people
28
Set up tents
4 people
29
Cordon off the ring
3 people
30
Lay out ring mats
3 people
31
Set up tables
3 people
32
Set up chairs
3 people
33
Set up registration desk
2 people
34
Set up judges' table
2 people
35
Test sound system
2 people
36
Check the lighting
2 people
37
Mark walking routes
2 people
38
Mark the dog walking area
2 people
39
Refill water stations
2 people
40
Set up catering
3 people
41
Set out coffee and tea
2 people
42
Display prizes
2 people
43
Brief the registration team
2 people
44
Welcome the judges
2 people
45
Register participants
4 people
46
Hand out introductory information
2 people
47
Direct dogs to the rings
3 people
48
Announce the opening
49
Guide classes
4 people
50
Record results
2 people
51
Set up the ring equipment
2 people
52
Collect judging forms
2 people
53
Inform participants
2 people
54
Refill drinks
2 people
55
Serve snacks
3 people
56
Serve coffee and tea
2 people
57
Remove trash and dog waste
3 people
58
Refill the water tubs
2 people
59
Guide the audience to the final
2 people
60
Lead the final
4 people
61
Present prizes
3 people
62
Announce the closing
63
See participants off
3 people

Aftercare

64
Turn off the sound equipment
2 people
65
Clean up catering
3 people
66
Wash dishes
3 people
67
Clear tables and chairs
4 people
68
Gather ring materials
3 people
69
Take down tents
4 people
70
Collect waste
3 people
71
Clean the grounds
4 people
72
Clean the restrooms
2 people
73
Archive results
74
Email results to participants
75
Return borrowed materials
2 people
76
Store leftover stock
2 people
77
Process lost property
78
Keep invoices and receipts

What to bring

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

Furniture

Party tentsqty 4
Tablesqty 12
Chairsqty 80
Judges' tableqty 2
Registration deskqty 2
Waste binsqty 10
Clothes racksqty 2
Dog crateqty 8
Grooming tableqty 4
Parasolsqty 4

Equipment

Portable speakersqty 2
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Laptopsqty 2
Label printer
Printer
Charging stationsqty 3
Walkie-talkiesqty 8

Ring materials

Barrier postsqty 24
Barrier tapeqty 12
Ring matsqty 4
Dog leashesqty 12
Number signsqty 80
Ringmaster tablesqty 4
Measuring sticksqty 4
Water tubsqty 16
Drinking water containersqty 8
Dog waste bag dispensersqty 8

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Coffee potsqty 4
Thermos flasksqty 6
Serving traysqty 6

Decorations

Show bannersqty 6
Welcome sign
Directional signsqty 12
Tableclothsqty 12
Rosettesqty 80
Medalsqty 40
Trophiesqty 12
Name badgesqty 100
Pensqty 30
Badge holdersqty 80
Buntingqty 8

Lighting

LED string lightsqty 8
LED work lightsqty 6
Flashlightsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Serving spoonsqty 6
Cooling platesqty 8
Kettlesqty 3
Coffee filtersqty 100
Thermometerqty 2

Cleaning

Broomqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 6
Spongesqty 12
Hand soap dispensersqty 8
Hand sanitizer pumpsqty 8
Paper towel dispensersqty 8
Dog waste bag dispensersqty 12
Dog waste pickersqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Cable matsqty 12
Work glovesqty 12
Safety vestsqty 12

Office

Catalogsqty 100
Participant foldersqty 80
Jury formsqty 200
Registration formsqty 100
Clipboardsqty 20
Markersqty 20
Ballpoint pensqty 40
Staplersqty 4
Rolls of tapeqty 12
Notepadsqty 12

Catering

Groceries

Tips

Set the class schedule only after checking the number of registrations and available judges. Plan realistic start times for each class, then print the participant list and catalog from the final version rather than an earlier registration export.
Confirm judges, ringmasters and a veterinarian before invitations go out. Participants need to know who is judging, where to register and what dog-friendly rules apply before they arrive.
Prepare each ring as a complete working area: barrier posts and tape, ring mats, number signs, a ringmaster table, measuring sticks, leashes, water tubs and drinking water. Checking these items together prevents a missing piece from delaying the first class.
Give registration a dedicated desk with a laptop, printer, label printer, name badges and participant folders. Bring extension cords, power strips and charging stations as well; outdoor power is often limited or located farther away than expected.
Plan for both dogs and people when checking the site and forecast. Arrange shade or shelter with tents and parasols, provide waste bag dispensers and bins, and confirm catering quantities after collecting dietary requirements rather than guessing on the day.

Frequently asked questions

How far in advance should I organise a dog show?: Start planning at least 12 weeks before the show. Confirm the date, location, rules, judges, ringmasters and veterinarian first, then allow several weeks for registrations and participant confirmations.
When should dog show registrations close?: Close registrations at least 10 to 14 days before the event. That gives you time to check dog details, create the class schedule, print the catalog and contact participants about missing information.
How much time should I allow per dog show class?: Use the expected number of dogs and the judging format to set the timing, rather than assigning one fixed duration to every class. Add a 10- to 15-minute buffer between major sections for ring changes, announcements and late arrivals.
What should I prepare for a dog show in bad weather?: Check the forecast 48 hours before the show and again on the morning itself. Have party tents, parasols, ring mats, water containers and a clear communication plan ready so dogs, judges and participants can stay safe and dry.

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.