Sheep judging checklist and organising plan

A sheep judging day depends on more than the judging ring. You need the rules, classes and entries settled before participants arrive, while pens, straw, water and safe movement routes must be ready on site. This checklist takes you from date and venue planning through registration, judging, catering and close-down. It also covers details that are easy to miss, such as start numbers, dietary requirements, chilled supplies, parking signs and enough volunteers for busy periods.

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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

Confirm date and location
Check the competition rules
2 people
Assign judge
Arranging a veterinarian
Send invitations
2 people
Publish registration form
Process registrations
2 people
Collect dietary requirements
Update participant list
2 people
Create class schedule
2 people
Assign start numbers
2 people
Order prizes and cups
Book catering
Create the parking layout
2 people
Assign volunteers
2 people
Check the weather forecast
Do the shopping
2 people
Check materials
2 people
Print bib numbers
Assemble participant folders
2 people
Make signs and route arrows
2 people
Keep chilled items refrigerated
Make the site clean and safe
3 people
Set up the judging ring
4 people
Set out the pens and straw
4 people
Set up tables and chairs
3 people
Build party tents
4 people
Set up registration desk
2 people
Set up the judges' table
2 people
Test sound system
2 people
Set up coffee and drinks station
2 people
Prepare awards ceremony
2 people

Event

Receive participants
3 people
Register animals
3 people
Check the animal papers
2 people
Guide sheep to the pens
4 people
Welcome the audience
3 people
Announce the opening
Announce the classes
Guide sheep to the ring
4 people
Record inspection results
2 people
Return animals safely
4 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Check animal welfare
2 people
Check results
2 people
Present prizes
3 people
Announce the farewell
Guide visitors to the exit
2 people

Aftercare

Check out the sheep
3 people
Empty the stalls
4 people
Take down inspection ring
4 people
Clear tables and chairs
3 people
Clean up catering
2 people
Wash dishes
2 people
Clean the grounds
4 people
Dispose of waste
2 people
Count and store materials
2 people
Return borrowed materials
2 people
Publish results
Thank participants

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 80
Registration desk
Foldable tablesqty 4
Stoolsqty 6

Animal supplies

Sheep pensqty 30
Fence panelsqty 40
Gate doorsqty 6
Drinking bowlsqty 30
Feed bowlsqty 20
Hay netsqty 15
Wheelbarrowsqty 3
Pitchforksqty 4
Scoopsqty 3
Rope linesqty 20
Animal brushesqty 12
Haltersqty 20
Hay balesqty 20
Water troughs for the audienceqty 4

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Flashlightsqty 6

Tableware

Platesqty 100
Coffee cupsqty 100
Drinking glassesqty 120
Knivesqty 100
Forksqty 100
Spoonsqty 100

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Storage binsqty 12
Serving traysqty 6
Thermos flasksqty 4

Decorations

Bib numbersqty 30
Route arrowsqty 12
Classroom boardsqty 10
Prize ribbonsqty 30
Cupsqty 10
Ribbonsqty 6

Lighting

LED lampsqty 8
Battery lanternsqty 6

Safety

Barrier tapeqty 4
Traffic conesqty 12
Non-slip matsqty 8
Work glovesqty 12
Reflective vestsqty 10
Flashlightsqty 6

Cleaning

Broomqty 4
Litter pickersqty 3
Bucketsqty 6
Mop setsqty 3
Hand soap dispensersqty 6
Hand sanitizer stationsqty 6

Catering

Groceries

Tips

Set the class schedule and start numbers before printing bibs or assembling participant folders. Leave time to correct registration changes so the judge receives an accurate running order.
Arrange the judging ring, pens, fence panels and gates before sheep arrive. Put drinking bowls, feed bowls, hay nets and straw in place, then check that every enclosure is secure.
Confirm the judge and veterinarian well before the event, and keep the competition rules available at the registration desk. A printed copy prevents delays when a class or eligibility question comes up.
Plan volunteer shifts around registration, ring entry, parking and refreshments rather than assigning everyone to general help. Give each person a clear handover time and keep one contact person available during judging.
Check the weather forecast shortly before the event and finish the site safety check before opening. Secure tents and signs, test microphones and extension cords, and keep chilled food refrigerated until it is needed.

Frequently asked questions

How far in advance should I organise a sheep judging event?: Start venue, date, judge and veterinarian arrangements at least 8 to 12 weeks ahead. Open registrations early enough to build the class schedule and order prizes after numbers are clearer.
When should sheep pens and the judging ring be set up?: Set them up on the day before judging where possible, or at least 3 to 4 hours before the first arrival. This gives you time to check gates, fencing, straw, water and safe access routes.
How many volunteers do I need for sheep judging?: Plan on at least 1 volunteer for registration, 1 for parking, 1 for each active ring or movement area, and 1 coordinator. Add cover for breaks so the event does not stop when someone leaves their post.
What should I check on the morning of sheep judging?: Allow 2 hours for a final check of the site, pens, ring, signage, sound system, bib numbers and participant folders. Confirm the judge, veterinarian, volunteers, catering and the latest participant list before registration opens.

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.