Organising an Open Show - Initial Planning (Page 2)
Originally Written by Brian Risbridger, Brought Up To Date By Paul Barrow (2008)

Judges

Booking Judges
An active show secretary will constantly keep in touch with the trend during the year at other shows, i.e. the amount of entries, the size of classes etc. With these data, the Show Secretary will be able to book the right number of judges to complete judging in good time. A good Show Secretary will book judges taking into account their ability to judge things like the Championship Classes allocated to the society - for example, coldwater championship classes need an 'A' Class Coldwater Judge. More 'A' class judges should be invited than 'B' class, 'C' class judges do not judge at Open Shows generally.
The number of classes for a judge to complete during an open show is not defined, nor ever will be, but an unofficial estimate is around 50 fish per show, but it must be stressed that this is only a helpful suggestion and not a standard to be regularly installed.
Local, FBAS judges should be approach first simply for financial reasons. Then the nearest FBAS judges should be next followed by judges from other federations.
Letter To Judges (see example)
All invitations to judges should be made and accepted in writing. Failure to do so could result in a society having no redress if a judge fails to turn up. A well-planned letter makes it easier for a judge to reply. The top half of the letter should contain all of the information needed, name of society, date of show, contact details and the request to judge. The bottom half should be in the form of a tear-off strip. It should have the judges name printed at the top (their signature are impossible to read), and in two separate lines: 'I will be available to judge at your show' and 'I will not be able to judge at your show'. It is safer to do it this way that the more usual 'I will/will not be able to judge at your show' as putting a line through the required part take great precision. Finally, at the bottom of this strip is a request for the judges' signature and the date.
When inviting a judge to officiate at your open show you must enclose a stamped address envelope, so often forgotten. When the final schedules are produced you must send a one to each Judge.
Judges From Other Federations
Booking judges from other federations is fraught with problems because the Show Secretary has first to approach the judge, then his J&S Committee and the FBAS, J&S Committee for permission. This is time consuming and the process could break down at any stage with a refusal. No matter which federation the judge comes from, they must judge to FBAS show rules. The only exception is at specialist open show such as of livebearer, when a specialist judge from Fancy Guppy Association, for instance, could judge the guppy class to FGA rules; however this must be stated in the schedule. Best to stick with FBAS Judges if possible.
Naming Judges On Schedules
Judges names should always be printed on the schedule, stating their class 'A' or 'B', and federation. It is most important to note that should the printed schedule not be to the FBAS rules then a judge has the right to withdraw his services even though he has initially accepted the engagement.

Trophies And Prizes

Prizes
Trophies have fallen out of favour over the last decade or so. This is fortunate as they did account for most of the expenditure at open shows. Recent trends have been towards place cards and fish food. The FBAS provided food as part of its show pack and this can be supplemented by be sending out begging letters to major suppliers. It must be said that these companies have been extremely generous of late, and prize have been very good.
Trophies
Many people & small firms are found to be willing to present a Perpetual Trophy, especially if their name is engraved upon them. In this respect it is always best to have these signed for at the prize giving to ensure their safe return next year. Perpetual trophies are awarded for such achievements as: Best Fish in Show, Best Exhibitor. Best Society, Best Exhibit, & Best Catfish etc.
The FBAS provides trophies & cards for Best in Show, Championship Classes, Best pair & Best Breeders Team and a silver pin for the Championship classes as part of their show pack.

Show Schedules

Design of Show Schedule
Your open show schedule is the gateway to successful attendance numbers. A well produced, accurate schedule, sensibly distributed, can make all the difference to your show. There are still mistakes made in schedules and these errors we hope will be eliminated by our previous discussion on FBAS classes. Most show secretaries leave the production of their schedules too late. Plan early, get your date and venue fixed as soon as possible after your previous years show, then you know where you are going and can get down to brass tacks!
Use a computer programme to plan out your schedule. Keep it simple and clear; try to avoid fancy fonts which can be difficult to understand. Included all the necessary information, before concentrating on the non-essential such as adverts. Produce a draft schedule, a flyer and a poster version by the time of the first show of the season and get them out as soon as possible. Once you have your championship classes from the FBAS and all of the judges have replied, you can then set about making a final version - make sure this is proof read by another person as mistakes are hard to spot in your own work. Photocopying the schedule seem the norm these days, the quality of these copies is usually good but they do not reproduce photographs very well. Try jazzing up your schedule with a coloured cover. Professionally printed schedules are expensive and, unless a major show or festival, no worth the extra cost.
With the advent of the internet it is no longer necessary to post out as many schedules as was the case, Schedules can be published on the Society's website, or your society could make use of the excellent service provided by the FBAS website where they will publish a downloadable version for you.
Contents of Show Schedule.

Venue address
Venue postcode (for SatNavs)
A contact number for the day of the show
Contact number, email, address of Show Secretary.
Contact number, email, address of Secretary *
Contact number, email, address of Chairman *
Website address of club website
FBAS Championship Classes
Start & finishing times.
List of Judges, their grade & Federation (if not FBAS)
List of classes.
List of Prizes
Map (must be clear & precise) or map website address.
Date of show
Name of Society
What type of show it is (Open, Livebearer only etc.)
List of prizes
State that the show will be run in accordance with FBAS show rules.
Is gravel allowed (only need to stipulate that it is not)
Stipulate number of fish in a breeders' class (4 or 6)
Remember that it is only necessary to state on the schedule that the show is to be run in accordance to the FBAS show rules, but you must display a copy of these rules somewhere at the show venue and in a position where everyone can see them.

Distribution of the Show Schedule & advertising Show.

Last year's exhibitors (1 copy).
Your society members (1 copy)
The FBAS Trophy Officer (one, draft version) with the application for champ classes)
The FBAS Trophy Officer (3 of the final version, five weeks before the show)
FBAS Webmaster, for downloadable version on FBAS site and free advertising of show.
Judges, all Judges must receive a final copy.
Some need to held back for the show.
Local societies (6 copies)*
All societies who had members attending last year's show (6 copies)*
At any local fishkeeping event (hand out as many as possible)
Leave some at Aquarium shops (flyers/poster and 6 schedules, but replenish them regularly)
Pet shops (flyer/poster and schedules)
Local Community Centres (flyers/poster & 3 or 4 schedules)
Display them at local libraries (flyers or schedule)

* These schedules should be sent out at least 3 weeks before the show because most societies meet fortnightly.
Advertising
Advertising can be split into two sectors, firstly to advertise on behalf of other parties thus obtaining revenue to offset costs and secondly by the advertising of one's own show. In the first instance the show secretary wilt usually be looking for advertising sponsors in the course of his usual rounds during the year. Sponsors need not necessarily be in the aquarist trade, any professional people will do if they are willing to pay for space. Manufacturers of aquatic products often advertise if approached in good time before the show and even sometimes provide useful samples. They do however, have to work to annual budgets so they need to know well in advance of your requirements.
Advertising the open show depends of the enterprise of the show team. The distribution of flyers, poster and schedules has already been discussed and the use of the Internet touched on.
Be careful with the use of the Internet as not everyone can get access to it; a full range of advertising strategies must be employed to maximize entries and visitor numbers.
The Internet is an international showcase for your Open Show. If your society has its own website, great use can be made of it by devoting a page to the show. This page is not as restrictive as paper and ink because it can contain colour pictures, or even video. By careful use of hyperlinks, viewers can be guided around lots of relevant material connected to the show; last year's results and pictures, links to the FBAS website for an explanation DEFRA Licenses etc. Make your website known by putting its address on all correspondence, posters, flyer and schedules. Try emailing a simplified schedule to exhibitors instead of mailing. Remember that some providers restrict the monthly traffic of users, so keep this schedule as small as possible, in megabyte terms, by removing picture and unnecessary information. Text the societies website address to prospective exhibitors, most mobiles have excellent Internet connection these days.
Approach local radio stations, local press and produce flyer and posters that can be arranged in places high public access, but not too soon. Ten days before the show is quite enough or the news of your show will lose its impact. Shops, community centres, libraries, public transport and the venue of your show provide perfect media for such work.
Entertainment
Entertainment at shows nowadays is restricted to the auction of complaining about the judges. Most exhibitors enjoy the auction and, it makes money for the club, it should be encouraged. Don't forget the kids; they can become very disruptive if they are cooped up in the auction all day. Try using them as runners for the auction - they love being involved, have colouring books and pencils handy and make sure they are cater for with popular foods and drinks.

Paperwork Provided By The FBAS

The items below are sent to FBAS societies after they have been accepted to run championship classes:

Best In Show Forms.
Best In Show Certificates .
Brooch Scheme Form.
Championship Class Certificates.
Championship Class Forms.
Judging Sheets.
Place Stickers.
Special Stickers.
Supreme Breeders Class Certificates. *
Supreme Breeders Class Forms. *
Supreme Pairs Class Certificates. *
Supreme Pairs Class Forms. *
Tank Number Stickers.

* New for 2008
Judging Sheets (see example)
As an affiliated FBAS society you will be entitled to a free issue of Judging sheets and place stickers from the FBAS When applying remember to enclose a draft schedule as proof of the intended event. It is advisable to buy extra judging sheets and stickers at an earlier date if you do not already carry stocks, they may be used within the society throughout the year and serve as a reserve stock in case extras are required or some postal disaster overtakes your show quota. Judging sheets should have been prepared before the show date with the name of the organising society, date of show and the features pointed. Use a ballpoint pen or other waterproof ink for this, as these sheets sometimes get wet leading to the ink running and being unreadable. Since the beginning of 2008 the pointed features have changed. There are in total 5 variations of the new marks scheme with Single Fish, Goldfish, Koi, Fish Pairs, and Breeders all requiring different headings. Plants, Furnished Aquaria, Home Furnished Marine, Aquascape & Ponds retain the old 5-20 system, with variation between classes. Look at the left of a new Judging sheet, double sided with new and old on either side, for the pointing feature for a particular class. On each judging sheet circle the marks scheme being used (on the extreme left) with a hi-lite pen - this gives the exhibitor a double check of the features being pointed.
Number Stickers
These are provided by the FBAS as part of their show pack. There can be filled in one of two ways: simply starting at one and going on to the number of expected entries is the easiest, for Pre-booking shows, you have to start at one for each class and go on to the number booked in for that class. You could waste time and get into bother using the last method at shows which are not pre-booked. Whatever method used, make sure they're filled in with ballpoint or waterproof ink as the sticker inevitably get wet and the number may wash off otherwise.
Place Stickers
These are provided by the FBAS in their show packs. They follow the same color convention as place cards: red for 1st, blue for 2nd, yellow for 3rd and green for 4th. These should be fixed to the tank after the society's officials have checked the judging sheet.
FBAS Special Stickers
These are provided by the FBAS in their show packs. Special Sticks are only award under strict guidelines and should only be stuck to exhibit gaining first place at the request of a judge. Judges usually affix Special Stickers themselves.

Paperwork Produced By Society.

The society needs to produce the following items for their shows.

Award cards - 1st to 4th place in each class (see example)
Flyer to advertise show in shops etc.
Schedule.
Class Place Cards
Results Sheets (see example) 
Acceptance forms for perpetual trophies
A list of special award that need to decided by judges. This is important these days as the FBAS needs Best in show, Best Breeders, Best Pairs and the society may need awards such as Best catfish, Best Cichlid etc.

Award Cards  
Most societies produce a separate place card for their open shows from those which they use within their club throughout the year. It projects a better image to produce a better quality card for the open show. Remember that at an FBAS Open Shows it is expected that cards are awards to fourth place. Championship Classes and Supreme Championship Classes, N & X are provided with cards to 4th place by the FBAS. The FBAS Brooch Scheme requires that place card have certain information on them: the name of the society & 'Open Show', the date of the show, the place gained, the class, the exhibitors name, the point gained, the show secretary's signature, the judge's signature and a 'Star' applied by the judge. Failure to comply with any these could mean the card not being counted towards the Brooch Scheme. It is a simple matter to print a set of four cards on an A4 sheet of paper using a computer, one sheet containing 4 firsts, one containing 4 seconds etc. These can be cheaply photocopied onto thin, coloured card; red for 1st, blue for 2nd, yellow for 3rd and green for 4th is the accepted convention. Always have extra sets of cards printed, as mistakes are common. Other cards may be produced for 'Best Fish in Show' and 'Specials' etc. Save time by making your cards out in advance for each class before the show. You can make them neater and have them already arranged to complete when your show starts.
What must be on an Award Card to comply with FBAS Gold Pin Award

Name of Society
Type of Show Open, inter-club etc.
Date of Show
Place Awarded (1st, 2nd, 3rd or 4th)
Show Class
Exhibitors Name
Points
Show Secretaries Signature
Judge's Signature
Space at Top Right for Award Star (stuck on by judge when signing cards)
See an example

Class Place Cards
A well organised show secretary will not only make the classes are clear in the schedule, but will have Class Place Cards on the bench. These cards should display basic and sub-divided classes clearly, and be printed on one side only to indicate to exhibitors that they should be benching on one side of the bench only. These cards can be printed on a computer and laminated, or obtained from the FBAS.

Paperwork Provided By The TTAA

TTAA Special Stickers
The TTAA Show Secretary provides these. These stickers indicate that a fish has qualified for the TTAA Championship Class at the end of the year. The rule governing these awards are not as strict as those for the FBAS, and stewards are usually requested to attach them.
TTAA Special Cards
These should be filled-out during the show.
Other Stationary

Blu-tack to stick results on wall (do not use sellotape it lifts off paint)
Pens to fill in cards etc.
Markers to fill in results sheets
Hard-backed book for booking in
Sellotape to attach judging sheet and result sheets
Ruler
Calculators
Pencils
Rubbers
Spare paper
Plastic bag for prizes