How to organise a sheep shearing festival

A sheep shearing festival needs two plans running together: a safe, calm workflow for the animals and a clear visitor programme. Start with the date, shearing schedule and venue layout before inviting anyone. Then confirm veterinary support, volunteers, catering and equipment early enough to fix gaps. On the final week, weather, power, tools and ground conditions become the main risks. Use the task and equipment lists below as your working checklist, and assign one person to coordinate the shearing area on the day.

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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 date and program
2 people
2
Attach sheep shears
3
Check the venue and grounds
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Recruit volunteers
2 people
8
Inform the veterinarian
9
Check the weather forecast
10
Check the shopping list
2 people
11
Order catering
12
Check tools
2 people
13
Do the shopping
3 people
14
Chill drinks
2 people
15
Bring supplies to the location
3 people
16
Mow and inspect the grounds
2 people
17
Set off the sheep shearing area
3 people
18
Prepare the animal enclosure
3 people
19
Check power outlets
2 people
20
Set up tables
4 people
21
Set up chairs
3 people
22
Build party tents
4 people
23
Hang up decorations
3 people
24
Hang lighting
3 people
25
Place information signs
2 people
26
Set up the registration table
2 people
27
Set up the catering table
3 people
28
Prepare coffee and tea
2 people
29
Prepare snacks
4 people
30
Prepare barbecue
3 people
31
Gather the animals calmly
3 people
32
Set out shaving equipment
2 people
33
Conduct a safety check
2 people

Event

34
Welcome visitors
3 people
35
Explain the program
36
Guide the sheep shearing demonstration
4 people
37
Explain animal welfare
38
Demonstrate wool
2 people
39
Guide children
3 people
40
Monitor the animal enclosure
2 people
41
Serve coffee and tea
2 people
42
Serve snacks
2 people
43
Refill drinks
2 people
44
Empty trash bins
2 people
45
Check toilets
46
Operate barbecue
3 people
47
Serve barbecue dishes
3 people
48
Serve vegetarian options
49
Provide music
50
Check lighting
51
Guide visitors out
2 people
52
Bring the animals back
3 people

Aftercare

53
Store leftovers safely
2 people
54
Collect tableware
3 people
55
Collect waste
3 people
56
Clean the barbecue
2 people
57
Clean the kitchen
3 people
58
Clean the grounds
4 people
59
Clean the animal enclosure
3 people
60
Take down party tents
4 people
61
Clear tables and chairs
4 people
62
Remove decorations
2 people
63
Dismantle lighting
2 people
64
Inventory materials
2 people
65
Return borrowed items
2 people
66
Process leftover food
67
Handle lost and found

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 80
Beer tablesqty 6
Bar stoolsqty 8
Buffet tablesqty 3
Waste binsqty 8
Parasolsqty 4

Tableware

Reusable platesqty 100
Reusable bowlsqty 50
Reusable cupsqty 150
Wine glassesqty 40
Coffee cupsqty 60
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving traysqty 8

Equipment

Barbecueqty 2
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Extension cordsqty 6
Power stripsqty 6
Portable speakersqty 2
Microphone
Wool scale
Wool cratesqty 6
Sheep shearing machinesqty 3
Shaving razorsqty 12
Oil for shaversqty 4
Backup clippers
Toolboxesqty 2
Fire extinguishersqty 2

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Pliersqty 6
Barbecue spatulasqty 4
Small bowlsqty 20
Coolersqty 4
Water jugsqty 8
Thermos flasksqty 6
Aluminum traysqty 10

Animal supplies

Fence panelsqty 20
Sheep haltersqty 12
Drinking bowlsqty 6
Feed bowlsqty 6
Hay netsqty 4
Hay balesqty 12
Hayqty 4
Drinking water tubsqty 6
Rubber stable matsqty 8
Wool sacksqty 20
Work glovesqty 12
Body thermometer

Decorations

Buntingqty 8
Directional signsqty 12
Information boardsqty 6
Tableclothsqty 12
Chalkboardsqty 4
Chalk markersqty 8

Lighting

String lightsqty 8
LED lampsqty 12
Lanternsqty 8

Cleaning

Hand broomsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Washing-up basinsqty 4
Hand soap dispensersqty 6
Toilet brushesqty 4
Disinfectant sprayqty 4

Catering

Groceries

Tips

Set the date and programme before sending invitations, then give guests a firm registration deadline at least 10 days before the festival. Use the responses to collect dietary requirements and estimate seating, cups and serving equipment.
Plan the sheep area separately from food and visitor seating. Allow a clearly marked enclosure, keep information signs visible, and leave enough space for wool crates, the wool scale and people moving safely around the shearing work.
Contact the veterinarian before publishing the programme, not just when a problem occurs. Confirm who is available on the day and keep the animal enclosure, shears and working area ready for inspection before visitors arrive.
Check power and weather 48 hours before the event. Test outlets, extension cords, power strips, coffee machines and portable sound equipment, and decide where party tents, parasols and tables will move if rain or strong wind is forecast.
Do the shopping and bring supplies to the site before setup day if possible. Chill drinks, check reusable plates and cups, serving utensils, waste bins and kitchen knives, then count critical tools again on the morning of the festival.

Frequently asked questions

How far in advance should I plan a sheep shearing festival?: Set the date and programme at least 8 weeks ahead, especially if you need a veterinarian, catering and volunteers. Send invitations once the shearing timetable and venue layout are confirmed, with registrations closing about 10 days before the event.
How do you set up a sheep shearing area?: Choose a dry, level area away from food service and the main visitor route. Prepare the enclosure, place wool crates and the wool scale within reach, check the shears and leave a clear working zone before guests enter.
When should I check the weather for a sheep shearing festival?: Check the forecast 7 days before the event for planning and again 48 hours before setup. Recheck on the morning itself, because tents, parasols, lighting and the animal area may need repositioning in wind or rain.
How many volunteers are needed for a sheep shearing festival?: For a small festival, schedule at least 4 volunteers: one for the shearing area, one for animal flow, one for registration and signs, and one for food and drinks. Add one extra person for every 25 to 30 expected visitors so breaks and unexpected tasks are covered.

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.