After putting on my first show, I realized how much I didn't know beforehand. Here's some tips for putting on your first show. Good Luck.
So, you want to host a model horse show - -
Pre-Show (2-4 months in advance)
How many entrants would you like to have?
NAMHSA approved?
Locate appropriate show hall (probably the most expensive item on your list)
- Large enough
- Affordable
- Easy to find
- Well lit
- Bathrooms close by
- Sound system (if required)
What divisions will be available?
- Performance, china, decorators, workmanship, novice, OF Breyer, OF Stone, Rare Breyer, Rare Stone, Custom, Artist Resin, Mini Custom, Mini Artist Resin, etc. It’s nearly impossible to have them all at one show (in one day). Choose what suits you and your area best.
- These are always fun to have, however, they add time and cost to your show so they must be considered appropriately. Rosette ribbons are the most costly. The more Champion classes you have, the more ribbons required, the higher the cost.
- NAMHSA has a core class list. I don’t think it’s required anymore, however, it is certainly beneficial. You want to offer the right mix of classes so your show attracts as many entrants as you want. You may want to check out other show class lists for ideas.
Show Yahoo Group – Comes in handy for providing information to show attendees
Entry fee
- You may choose to offer an “early bird” special, which encourages people to get their entries in early. Most showers wait until the last week before the show to get their entries in. If you need the cash for down payments on the show hall or ribbons, it might be a good idea to encourage the early entry. Also, you may want to consider offering a discounted price for people who only show in one division or bring a very small show string.
- To keep track of who will be attending, you need to have everyone complete and submit an entry form including their name, address, phone, e-mail address, 3 show initials, or any other pertinent information you might need.
Donations/raffle items? If yes, see “Donation” section.
Order ribbons (probably the 2nd most expensive item on your list)
Judges
- You may advertise for judges or ask people you know from the hobby, if they would judge at your show. They should be knowledgeable in the area you are requesting them for. It would be great to get judges from outside your usual Region, however, due to the cost, it’s more reasonable to select people within your show area. There is currently no criteria for judging, pretty much anyone may be allowed to judge. It is in your best interest, and the interest of your entrants, to make sure your judges are qualified and knowledgeable. However, it is only one person’s opinion, as is all “judging”.
- Will your show be single judged, or a panel of judges? A panel of judges is great, however, it takes way more judges obviously. The panel judging works better for smaller shows with fewer divisions.
- It’s a good idea to consider offering your judges some kind of recognition for their time. This may be done by offering them reduced or free entry into the show. You could cover the cost of their lunch, or offer financial assistance for travel fees. You could provide complimentary raffle tickets or some other sort of recognition. It’s up to you.
Name tags – always a good idea so people can get to know each other.
Lunch
- You will probably want to take some time out for a lunch break (30 to 60 minutes) is the usual time. You can be as elaborate as having the lunch catered, as simple as having them pack their own lunch, or have them go out during that time to purchase their lunch (if you are in an area that offers that type of quick service). Again, it’s up to you. My suggestion is to keep it simple. If you can pre-order sandwiches or pizza from a local facility, then have someone pick it up at the specified time, that works out pretty well.
Show packet should include: class list, donator names, any other information you want to make sure everyone has on show day.
Judges sheets
- Include a sheet for every class they will judge, including the Champion classes. It needs to have a space for class name, number of models in the class, model’s name, and 3 initials of model’s owner. The judge must list the top two placings (for NAMHSA requirements). You may have them list all placings, it’s up to you. The top 3 is the usual number to have them list. It saves time for the judges.
Mentors for 1st time showers – To encourage new hobbiests, it helps to offer a mentor for the day. Someone they can go to with questions regarding the hobby and showing.
Advertising – NAMHSA requires an ad plan. (MH$P, Region Yahoo Groups, Haynet, Model Horse Blab, local tack shops and feed stores, Saddle Up magazine)
Show survey – This gives entrants a chance to make suggestions and gives you the opportunity to make improvements for your next show.
Pre-Show (the night before) – do as much as possible
- Set up tables
- Set up raffle items – see “Donation” section
- Set out show packets
- Organize ribbons,
- Covers for tables (tablecloths)
- Label everything (show tables, raffle tables, coffee/food tables, sign-in table, etc.)
- Sign-in table attendee
- Coffee maker
- Go’fer (someone to pickup donuts, lunch, etc.)
- Raffle ticket seller
- Raffle ticket puller
- Raffle ticket secretary (writes down the item, who donated it, and who won it)
- Announcer
- Judge nursemaid (someone to make sure they have judges sheets, pencils, clip boards, etc.)
This may be done in several ways. Often, entrants will bring an item with them to the show, however, you may want to ask for donations. You may either simply put an ad in several locations (MH$P, Model Horse Blab, etc.), or you may e-mail people and ask for donations.
Give people enough time to come up with a donation and you will be more successful. Artists need time to create. If you contact them 2 weeks before your show, you will not get the responses you desire. Make sure to contact people 2-3 months before your show date for optimum positive results.
If you choose to contact people via e-mail, make sure to provide the appropriate information:
- Date and location of your show
- Charity you are sponsoring (if any)
- Estimated size of your show (how many will be entering)
- NAMHSA approved?
- What do they get (if anything) for donating to your show? Complimentary ad in your show brochure? Complimentary raffle tickets?
If the response is yes, thank the person immediately. Let them know you will follow with them in a few weeks (if it’s alright with them). You actually need to ask them if they would like a follow-up. Some people are very pleased to have a follow-up, others are annoyed.
When an item is received, an immediate e-mail notifying the donator that the beautiful item has arrived is required.
After the show, the donator deserves to know who won their item and how it was received at the show. Send another thank you and include some information as to how the show went and who won their item.
People do not have to donate to your show. You are honored to have them even consider this donation. You need to be appreciative. These people are generous and deserve your consideration.
The raffle items need to be appropriately labeled at the show for the greatest amount of recognition for the donator. The donators and their studio name should be displayed in the show brochure.
Post Show
After the show is over, there is still work to do.
Notify Donators of raffle winners
- Within one week of the show, you should contact all the donators and provide them with a short thank you note including who won their raffle item. This thank you should come from whomever did the raffle request. It would be nice to also list the raffle winners on your website, stating what item they won, and who donated it.
Show results
- Within 2 weeks of the show, the show results need to be completed and e-mailed to the entrants for their review and corrections. NAMHSA requires the show results and a list of entrant’s names within 30 days of your show. This is an item you can delegate to someone other than yourself.
Create a free website at Webs.com