How to organise a sheep herding competition

A sheep herding competition needs more than an open field and a start list. Set the rules and judging process first, then secure the competition area, sheep, supervisors and judges before inviting participants. On the day, the field layout, gates, audience barriers, animal rest areas and clear announcements all affect how smoothly each run works. Build the schedule around livestock welfare, allow time for registration and briefings, and prepare a practical wet-weather alternative before people arrive.

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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
Set the match rules
2 people
2
Reserve the competition area
3
Confirm judges
4
Confirm the sheep and supervisors
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Send participant information
2 people
9
Arrange parking spaces
10
Prepare weather scenario
2 people
11
Prepare the start list
2 people
12
Assign volunteers
2 people
13
Print the jury forms
14
Making participant badges
2 people
15
Set out prizes and ribbons
2 people
16
Do the shopping
3 people
17
Check competition materials
2 people
18
Prepare fences and gates
3 people
19
Prepare catering
3 people
20
Inspect the grounds and access points
3 people
21
Mark out the competition field
5 people
22
Mark off audience sections
3 people
23
Set up tents and tables
6 people
24
Hang lighting
3 people
25
Test sound system
2 people
26
Set up registration desk
2 people
27
Set up the catering buffet
3 people
28
Set out water for animals
2 people
29
Prepare starting documents
2 people
30
Carry out animal welfare check
2 people
31
Make coffee and tea
2 people
32
Set out sandwiches and snacks
3 people
33
Brief volunteers
2 people

Event

34
Receive participants
3 people
35
Check the dogs and sheep
3 people
36
Give the opening briefing
2 people
37
Supervise competition events
6 people
38
Record scores
3 people
39
Giving the animals water
2 people
40
Inform the audience
2 people
41
Refill drinks
2 people
42
Serve snacks and sandwiches
3 people
43
Keep the competition field safe
3 people
44
Assist with the finals
5 people
45
Check the result
3 people
46
Handle prize ceremony
3 people
47
Guide farewell and audience exit
3 people
48
Bring the animals back
3 people

Aftercare

49
Gather competition materials
4 people
50
Remove waste
3 people
51
Wash dishes
3 people
52
Take down tents and furniture
6 people
53
Clean the grounds
4 people
54
Remove fences and markers
4 people
55
Return borrowed items
2 people
56
Send match report
2 people
57
Publish results

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Chairsqty 80
Beer benchesqty 10
Waste binsqty 8
Crowd barriersqty 20

Sports equipment

Competition gatesqty 6
Conesqty 30
Marker flagsqty 20
Barrier tapeqty 6
Measuring tapesqty 3
Referee whistlesqty 4
Collarsqty 10
Linesqty 10
Animal water tubsqty 10
Hay and rest matsqty 6

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6

Lighting

LED light stringsqty 6
Work lightsqty 4

Office supplies

Clipboardsqty 12
Ballpoint pensqty 30
Bib numbersqty 60
Participant badgesqty 80
Notice boardsqty 2
Printer paperqty 2
Staplersqty 2
Rolls of tapeqty 6

Decorations

Start and finish bannersqty 2
Directional signsqty 12
Prizesqty 6
Medal ribbonsqty 6

Tableware

Reusable cupsqty 180
Reusable platesqty 120
Reusable cutleryqty 120
Serving traysqty 10
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Coolersqty 6
Water jugsqty 8
Cutting boardsqty 3
Bread knivesqty 4
Pliersqty 8

Cleaning

Dustpans and brushesqty 3
Mopsqty 4
Bucketsqty 4
First aid kitsqty 2

Catering

Groceries

Tips

Write the match rules before opening registration, including run order, time limits, scoring and disqualification points. Give judges and participants the same written version so disputes are less likely on the day.
Confirm the sheep, supervisors and animal-care arrangements several weeks ahead. Plan separate rest space, water tubs and hay or mats, and decide who can pause or stop a run if an animal is stressed.
Mark the field with gates, cones, flags and measuring points at least two hours before the first run. Test every gate and access route, then keep audience sections behind barriers and away from working animals.
Prepare the start list only after registrations and dietary requirements are closed, and print spare copies for the registration desk, judges and announcer. Assign volunteers to parking, check-in, field access and catering rather than leaving these jobs unclaimed.
Treat sound, power and weather as separate checks. Test the microphones and extension leads before the briefing, keep work lights ready for low visibility, and decide at least 24 hours in advance whether tents, a delayed start or a revised layout is needed.

Frequently asked questions

How far in advance should I organise a sheep herding competition?: Start planning at least 8 to 12 weeks ahead. Secure the field, judges, sheep and supervisors first; send invitations only once the date, rules and animal arrangements are confirmed.
How many sheep do I need for a herding competition?: The number depends on your format and how many runs each group makes. Calculate the required groups from the start list, then add a reserve group and allow rest periods so sheep are not worked continuously.
How long should a sheep herding competition take?: Allow around 10 to 15 minutes per competitor for the run, scoring and reset, plus registration and breaks. For example, 20 competitors can require 4 to 6 hours once briefings, livestock rotation and delays are included.
What should I do if it rains on competition day?: Make the decision no later than 24 hours before the event, based on ground safety, livestock welfare and access conditions. Prepare tents, covered registration, protected equipment and a clear postponement or schedule-change message.

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