Sheep Shearing Festival Checklist

A sheep shearing festival needs more than a program and a few tables. You are coordinating animals, skilled shearing work, visitors, food service and an outdoor site at the same time. Set the date and running order early, then confirm the venue, veterinarian, volunteers and registrations before ordering supplies. The final week is mainly about weather, tools, power, chilled drinks and moving everything to the location. Use this checklist to keep preparation in the right order.

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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 date and program
2 people
Attach sheep shears
Check the venue and grounds
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Recruit volunteers
2 people
Inform the veterinarian
Check the weather forecast
Check the shopping list
2 people
Order catering
Check tools
2 people
Do the shopping
3 people
Chill drinks
2 people
Bring supplies to the location
3 people
Mow and inspect the grounds
2 people
Set off the sheep shearing area
3 people
Prepare the animal enclosure
3 people
Check power outlets
2 people
Set up tables
4 people
Set up chairs
3 people
Build party tents
4 people
Hang up decorations
3 people
Hang lighting
3 people
Place information signs
2 people
Set up the registration table
2 people
Set up the catering table
3 people
Prepare coffee and tea
2 people
Prepare snacks
4 people
Prepare barbecue
3 people
Gather the animals calmly
3 people
Set out shaving equipment
2 people
Conduct a safety check
2 people

Event

Welcome visitors
3 people
Explain the program
Guide the sheep shearing demonstration
4 people
Explain animal welfare
Demonstrate wool
2 people
Guide children
3 people
Monitor the animal enclosure
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Operate barbecue
3 people
Serve barbecue dishes
3 people
Serve vegetarian options
Provide music
Check lighting
Guide visitors out
2 people
Bring the animals back
3 people

Aftercare

Store leftovers safely
2 people
Collect tableware
3 people
Collect waste
3 people
Clean the barbecue
2 people
Clean the kitchen
3 people
Clean the grounds
4 people
Clean the animal enclosure
3 people
Take down party tents
4 people
Clear tables and chairs
4 people
Remove decorations
2 people
Dismantle lighting
2 people
Inventory materials
2 people
Return borrowed items
2 people
Process leftover food
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 program before sending invitations, and allow time for registration processing and collecting dietary requirements. Final guest numbers should be available before you order catering or set out buffet tables.
Treat the shearing area as a separate work zone. Mow and inspect the grounds, prepare the animal enclosure, set up the area, and keep wool crates and the wool scale close to the demonstration without blocking visitor access.
Check the weather forecast at least 7 days before the festival and again the day before. Party tents, parasols, waste bins and clear information signs should be ready before guests arrive, not added after the first shower.
Test every power outlet before setting up coffee machines, kettles, lighting, speakers and a microphone. Bring extension cords and power strips, and keep cables away from animal and visitor routes.
Do a tool and shopping check 2 to 3 days before the event. Chill drinks the day before, load reusable plates, cups, bowls and cutlery together, and bring catering, coolers and other supplies to the site in one planned run.

Frequently asked questions

How far in advance should I plan a sheep shearing festival?: Set the date and program at least 8 to 12 weeks ahead. That gives you time to confirm the venue, inform the veterinarian, recruit volunteers, send invitations and process registrations before the final shopping week.
When should I check the weather for a sheep shearing festival?: Check a first forecast 7 days before the event and make the final decision 24 hours before opening. Use that second check to confirm party tents, parasols, ground access and any changes to the outdoor setup.
How many volunteers do I need for a sheep shearing festival?: Plan for at least 1 volunteer for registration and information, 1 for food and drinks, and 1 to 2 people around the animal enclosure and visitor flow. Add extra help if shearing, catering and cleanup happen at the same time.
When should I order catering and buy the drinks?: Order catering as soon as registrations and dietary requirements are known, usually 1 to 2 weeks before the festival. Do the main shopping 2 to 3 days ahead and chill drinks the day before.

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