NOTE: the cost estimates shown in this timetable are based on a two day, 6 ring, 250 entry show. These estimates will vary according to the area in which the show is held, the number of
entries at the show, and the number of spectators who attend. We do hope, however, that this guideline will be of some assistance to your club in their show planning.
24 Months Before the Show
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- Decide on show date
- Contact showhall for tentative/definite booking
- Contact judges and get their contracts - CFA Show Rule: 25.01
- Send one liner to Almanac when you know date/place
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12 Months Before the Show
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- Plan budget for show
- Contact show set-up service for cages - est. $ 50.00 contract fee
- Place deposit on showhall - est. $ 250.00
- Choose your show committee - CFA Show Rule: 13.03
- License your show with CFA (includes annual dues for year of show) est. $150.00 - CFA Show Rule: 12.04
- Contact preferred show hotel for group rate if available
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6 Months Before the Show
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- Design your show flyer and print 1000 copies - est. $ 50.00 - CFA Show Rule: 19.01
- Send show flyer to CFA Central Office, Regional Director & judges as required by Show Rules - CFA Show Rule: 16.03-16.040
- Begin to distribute show flyers at shows
- Plan layout of showhall
- Contact person for people food at show
- Draw up list of contacts for vendor booths and/or /catalog ads
- Plan the map you intend to use for directions
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4 Months Before the Show
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- Contact travel agent re judges air reservations est. $2000.00 (if using relatively close judges)
- Plan your publicity campaign
- Make up a distribution list for publicity material
- Contact CFA Public Relations Director for list of publicity contacts in your area
- Design Publicity posters - CFA Show Rule: 14.08
- Send advertisement to CFA Almanac if planning to do so - est. $40.00 for 1/4 page ad
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3 Months Before the Show
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- Send letters to prospective booth people - est. $ 5.00 for postage
- Send letters to prospective catalog advertisers - est. $ 5.00 for postage
- Make hotel reservations for judges - CFA Show Rule: 16.05
- Plan judges dinner (if having one) and make reservations
- Put together list of supplies needed for show
- Contact groups who may be willing to steward - CFA Show Rule: 13.05a
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2 Months Before the Show
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- Put a website show announcement online - if one of your members has that capability.
NOTE: The Great Lakes, Midwest, Northwest, Southwest and Southern Regions have online show schedules with links to show announcements. Check out the online CFA Regional web sites for further information on how to have your club included.
- Sign a contract for stewards - if having a group, ie. Brownies, or Girl/Boy Scouts
- Arrange for clerks - CFA Show Rule: 13.05b
- Print maps (w/ hotel info) for confirmations - est. $ 20.00 - CFA Show Rule: 17.04d
- Send hotel info/map to set-up service
- Print posters - est $ 50.00 for high quality
- Send judges letter with show flyer, travel, showhall & hotel info, include phone numbers - CFA Show Rule: 16.05
- Place ribbon/rosette order - est. $ 250.00 deposit
- Start purchasing supplies (paper towels, etc.) when on sale - est. $ 100.00
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4 Weeks Before the Show
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- Distribute show posters
- Send 1/2 contract price to set-up service - est. $ 400.00
- Accept entries and return confirmations - est. $ 100.00 postage, supplies
- Arrange for judges transportation volunteers
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2 Weeks Before the Show
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- Mail publicity to radio/tv/newspaper - est. $ 20.00 for postage
- Check through delivered rosette order/ all there?
- Have club get together to rip paper towels before the show
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1 Week Before the Show
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- Make up judging schedule - CFA Show Rule: 15.09
- Print show catalogs - est. $ 400.00 depending on number printed - CFA Show Rule: 20.01-20.04
- Contact set-up service re number of cages required
- Bench the show - CFA Show Rule: 6.01-6.12; 11.12
- Give the hotel credit card imprint for judges rooms
- Pick up cash float for gate from bank
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The Day Before the Show
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- Put exhibitor labels on catalog
- Take equipment to showhall
- Set up showhall
- Pick up judges at airport
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The Day/s of the Show
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- Check-in exhibitors. Be sure to have a list of who owes how much.
- Pickup judges and take to showhall
- Arrange for tab to be run with people food vendor
- Pay judges - est. $2000.00 for judging fees/expenses
- Pay clerks/stewards - est. $ 450.00 - CFA Show Rule: 26.01-26.06
- Pay hospitality for judges/clerks/stewards - est. $ 200.00
- Pay set-up service balance owing - est. $ 600.00
- Relax and ENJOY!! Once started, the show should pretty well run itself.
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The Day
After the Show
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- Overnight show results to CFA - est $18.00 US Postal Service Express Mail - CFA Show Rule: 16.10
- Pay balance of hotel charges - est. $ 800.00 - $1,000.00
- Tally and deposit receipts from gate
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The Week
After the Show
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- Reimburse members for expenditures on supplies - est. $ 200.00
- Pay balance of showhall - est. $1000.00
- Invoice contacts for catalog advertising - est. $ 2.00 for postage
- Remove all publicity posters from office, stores, posts, etc.
- Pay for publicity expenses - est. $ 150.00 depending on how extensive a campaign
- Pay for balance of rosette order -est. $ 500.00
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