Sheep Herding Competition Checklist and Planning Guide

A sheep herding competition needs more than a marked field and a start list. You must confirm the sheep, supervisors, judges and competition rules early, then coordinate access, fencing, spectators, volunteers and weather plans. Use this checklist to work through registrations, participant information, equipment, catering and judging paperwork in the right order. It also helps you spot details that are easy to leave until the final day, such as animal water, lighting, parking and clearly marked audience areas.

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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

Set the match rules
2 people
Reserve the competition area
Confirm judges
Confirm the sheep and supervisors
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send participant information
2 people
Arrange parking spaces
Prepare weather scenario
2 people
Prepare the start list
2 people
Assign volunteers
2 people
Print the jury forms
Making participant badges
2 people
Set out prizes and ribbons
2 people
Do the shopping
3 people
Check competition materials
2 people
Prepare fences and gates
3 people
Prepare catering
3 people
Inspect the grounds and access points
3 people
Mark out the competition field
5 people
Mark off audience sections
3 people
Set up tents and tables
6 people
Hang lighting
3 people
Test sound system
2 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Set out water for animals
2 people
Prepare starting documents
2 people
Carry out animal welfare check
2 people
Make coffee and tea
2 people
Set out sandwiches and snacks
3 people
Brief volunteers
2 people

Event

Receive participants
3 people
Check the dogs and sheep
3 people
Give the opening briefing
2 people
Supervise competition events
6 people
Record scores
3 people
Giving the animals water
2 people
Inform the audience
2 people
Refill drinks
2 people
Serve snacks and sandwiches
3 people
Keep the competition field safe
3 people
Assist with the finals
5 people
Check the result
3 people
Handle prize ceremony
3 people
Guide farewell and audience exit
3 people
Bring the animals back
3 people

Aftercare

Gather competition materials
4 people
Remove waste
3 people
Wash dishes
3 people
Take down tents and furniture
6 people
Clean the grounds
4 people
Remove fences and markers
4 people
Return borrowed items
2 people
Send match report
2 people
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

Set the match rules before opening registrations. Include the course format, timing, judging criteria and any requirements participants need to know so the start list can be prepared without last-minute changes.
Confirm the sheep and their supervisors well in advance, then check that animal water tubs, hay, rest mats, collars and lines are ready before competitors arrive. Do not rely on competition-day shopping for animal supplies.
Inspect the competition field and access points before setup day. Mark the course with cones and marker flags, and check every gate, fence and barrier so spectators cannot enter the working area.
Plan the final two hours before the first run in detail: place the start list and participant badges, set out jury forms and clipboards, test the microphones and sound system, and keep extension cords away from public walkways.
Prepare a wet-weather alternative before invitations are sent. Tell participants what changes if the ground becomes unsafe, and arrange tents, work lights, parking guidance and audience barriers rather than improvising after rainfall.

Frequently asked questions

How far in advance should I organise a sheep herding competition?: Start at least 8 to 12 weeks ahead. Confirm the competition area, judges, sheep and supervisors first, then send invitations and set a registration deadline that leaves time to prepare the start list and participant information.
What should be ready on the morning of a sheep herding competition?: Before the first competitor arrives, the field should be marked, fences and gates checked, animal water and rest areas set up, and the audience sections separated. Allow at least 2 hours for equipment checks, signage, badges, jury forms and sound testing.
How many volunteers are needed for a sheep herding competition?: Plan separate cover for registration, parking, the competition field, audience control and animal supervision. For a small event, allow at least 5 volunteers, then add one extra person for every busy entrance or additional activity area.
What equipment is easy to forget for a sheep herding competition?: Small operational items are often missed: spare pens, printer paper, tape, staplers, clipboards, bib numbers and batteries or power access for the sound system. Check these 2 to 3 days before the event, when there is still time to replace them.

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.