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Open Show
Planner/Timetable
Show
Date:
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When
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Done
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Task
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Responsibility
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Who
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Details
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9 months before show
(by / / )
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Decide date
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Club
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Should be a Sunday
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Book judges
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Secretary
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Number required = ( )
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Book trophies from FBAS
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Secretary
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Trophy fee
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Decide venue
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Club
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Needs show hall, auction hall, canteen. water supply, tables and chairs
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Book venue
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Secretary
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Cash from treasurer
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5 months before show
(by / / )
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Collect schedule adverts
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Club
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From local shops/suppliers
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Produce schedule
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varies
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May have to add further adverts from responses to begging letters
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3 months before show
(by / / )
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Post schedules to clubs
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Secretary
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Send adverts to magazines
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varies
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PFK and A&P - Inserts for diary dates and request for gold pin/subscription
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Get show pack from FBAS
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varies
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Includes tank stickers, cards, judges sheets, place stickers - may need extra tank stickers
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Confirm judges
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Secretary
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Write to any that have not confirmed, send them a schedule each
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2 months before show
(by / / )
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Write Begging Letters
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varies
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To manufacturers etc.
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Post begging letters
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varies
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Treasurer to reimburse costs
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1 month before show
(by / / )
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Order trophies
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varies
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1st, 2nd and 3rd places for each class
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Print diplomas/certificates
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varies
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Best fish, best exhibitor, any other if used
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Get place cards
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varies
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1st, 2nd, 3rd & 4th for each class
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Allocate jobs
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Show secretary
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Controlling stewards, directing judges, resolving fights, checking everything else
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Canteen staff
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Serving food
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Door staff
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Booking in, taking money, help desk
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Stewards
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Assisting judges, locating classes
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Chief steward
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Ensuring show hall always staffed
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Auctioneer
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Selling things
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Auction cash
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Getting the money, giving change
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Auction booking
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Booking in lots, recording sales
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Auction runners
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Running
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Raffle
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Hard sell, organising draw
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Show PRO
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Selling the club
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External sign poster
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Putting out & collecting in sign posts, ideally lives nearby
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Calculator bringer
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Ideally several
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Microwave bringer
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One or two? may also need to take kettles etc.
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Judges’ checkers
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Checking marks, writing place cards, writing results sheets, working out overall prizes
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Video bringer
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Or alternative kiddies entertainment
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Stationery bringer
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Sellotape, pens, paper, Blutack, scissors etc.
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Internal sign poster
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Signs for - all classes, show, auction, canteen, toilets, results sheets
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Float bringer
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Cash float for door, canteen and auction
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Organise food
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Canteen staff
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Organise judges' meals
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Canteen staff
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1 week before show
(by / / )
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Buy canteen stock
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Canteen staff
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Food, drink (tea/coffee/orange), plates, cups, sugar, sauces, milk
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Get float
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Float bringer
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Plenty of change - mostly silver
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Organise raffle prizes
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Show Secretary
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Divide gifts from begging letters into raffle prizes/place awards etc.
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(c) 1993, 1994 CDT/DM Cramlington Aquarists Society
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