Show Secretary Pack Guidelines

How to Use Your Show Secretaries' Pack

A QUICK RUN-THROUGH

First take your entries which have come to you via the mail, internet or telephone depending on what you have specified in the show advert, make sure that your 'scrawled in a hurry' phone entries are readable. Collate your entries together and count the total number of rats entered into the breed and new varieties classes. This will determine whether or not you will need to contact the NFRS General Show Secretary for an additional judge for the show. It is generally felt that to judge more than 120-150 rats is too excessive for one person, so if your total entry comes in at around this figure contact your judge to see if they are happy judging this number in the time allotted, and if not then contact the NFRS General Show Secretary to request an additional judge.

When taking your entries you need to know the following:

The easiest way that I can think to demonstrate some of the rudiments of being a show secretary is to set out the task using an example.

Your pretend entries are:

Abacus Stud

2 Agouti adult does
1 Berkshire kitten buck
1 Cinnamon Pearl adult buck
1 Breeders Pet buck
1 Burmese adult doe
1 Ivory adult doe

These entries now have to be put onto the entries sheet (Show Schedule) and a list of each exhibitor's entries and their exhibits tank numbers is produced for each exhibitor's reference. I use a duplicate book for this purpose but you can use whatever method is suitable for you.

As I process each exhibitor's entry I try to re-arrange their entries into show schedule order, again this is the way that I do things and you may find it easier to do the same. Enter each rat in turn onto the entries sheet under its class, and then transfer the details (tank number, variety, sex etc) onto the exhibitor's reference copy. Please remember that if you are show secretary for a one or two star show you will need a copy of the Pet Show Schedule for all your pet entries. For three star shows the pet classes are at the bottom of the ordinary Show Schedule.

Abacus Stud entries should look like this:

01 - 1 New Variety (Ivory)
1801 - 1 Berks kit buck
4301 - 1 Agouti ad doe
4302 - 1 Agouti ad doe
5501 - 1 Cinn. Pearl ad buck
5901 - 1 Guide Standard ad doe
6901 - 1 Breeders Pet (3 star show)
Or
7401 - 1 Breeders Pet Buck (1 & 2 star show)

(Entries in the Guide Standard classes are the varieties currently covered by guide standard regulations regardless of their markings or coat type.)
Once these are all written out you will then be able to write out the tank labels. I use the exhibitor's reference copy for this purpose. The tank numbers are written or printed onto sticky labels which the exhibitor will fix onto their tanks at the show. These are written or printed in different colours to help the stewards and the judge recognise the different categories more easily.

The colours normally used on tank labels are:

Adults - (odd class numbers) in black
Kittens - (even class numbers) in red
Pets - in green*
New Varieties - in blue*

(* other colours may be used as long as they can be seen clearly)

For entries in the New Varieties class, you must write the variety of the rat on the label. Once you have completed the labels attach them to the corresponding exhibitor's reference copy.

Next you will need to write out the critique forms and result slips for the show using the information on your completed entries sheets. Keep the paperwork for the pet show separate from that for the main classes as there is usually a pet judge in addition to the judge for the main show. Critique forms can be used for the pet show but it is not compulsory, you can use the old fashioned judging forms for the pet judge to write on if they are available, it is up to you.

For breed classes set out the result slips according to the entries you have taken. List the tank numbers down the left-hand side of the results slip, leaving the other columns blank to be filled out with the by the judge with their placings. The results slip will be passed to you to enable you to write out the prize cards during the day.

Fill out one critique form per exhibit, entering the tank number, variety, show date, show name and the judge's name. DO NOT fill in the exhibitor's name until either the close of judging or the judge directs that you can do so during the show. The critique forms have a carbon copy attached. The white copy is given to the exhibitor at the end of the day and the pink to the judge to take home to write up their show report from.

It is best to ask the judge prior to the start of judging how they would like to work. Some judges keep all their critique forms until the close of judging and then pass them all to the Show Secretary so that the exhibitor's names can be filled out. Others may let you have all the 2nd, 3rd, 4th and non-placed critique forms to fill out and keep the critique forms for the 1st's for their reference as they go along, and yet others may let you have the lot.

Do not make the white copies of the critique forms available to the exhibitors until the end of the show and don't leave them in a location where they can be easily looked at. There have been instances of them being read by "all and sundry" and complaints ensued.

You can also fill out some information on the star sheet, prize cards, judge's expenses form and treasurer's sheet etc. to save yourself time on the day. For example you will know how many entries you have in each class, so if you have three PEW adults entered then you could fill out the date, venue and judges name on a first, second and third card place card for that class bear in mind that judges can withhold first place and that judges can be changed at the last minute which means that you may have to re-write the cards on the day.

You could also collate a list of the tank numbers of the juvenile entries, novice's and the (stud) bucks to aid the judge to identify them for judging in the relevant classes.

ON THE DAY OF THE SHOW

On the day of the show ensure that you arrive at the venue in plenty of time to set up. Place yourself in a position that is accessible to the members, but close enough to the judge so that you can lend a hand in the proceedings if required. Make sure the judges table is placed in the best light available, the more natural the lights source the better.
You will probably find that the majority of the day is taken up with filling out show cards, critique forms and collecting money from exhibitors which will mean that the day will go very quickly, but make sure you take time out to enjoy the show. There are usually other members who are more than happy to lend a hand writing out cards etc on the day, and your trusty stewards can usually be relied on to help out with the collating of results slips and finding out who has won what rosette. I usually hand the rosette list to the judge prior to judging so that they can fill it out as they go along or once the challenges have been judged. If you have not already collated a list of the juvenile entries, novice exhibitors and the (stud) bucks then this will also need to be done during the day.

If an exhibitor notifies you that they will be unavoidable late you can postpone the start of judging for up to 30 minutes. You can also ask the judge if he/she will judge around the classes that the late person has entered in to give them more time. This is purely the judge's choice.

PET SHOWS (Held at some 1 & 2 star shows or held on second day of a two day 3 star show)

These mini shows within a show are a superb learning environment for trainee show secretaries, stewards and judges. Therefore a separate show secretary should be appointed to carry out the Pet Show administration. The pet classes (adult owned, juvenile owned and breeders pet) are split into bucks and does, giving six classes in total with three challenges, Best Adult Owned, Best Juvenile Owned and Best Breeders Pet. The winners of the challenges then compete against each other to establish the overall Best Pet.

A separate Pet Show Schedule has been produced for this purpose with all classes being in the 70's. These shows are only held at one and two star shows.

PET CLASSES

There are three classes; Adult Owned Pet (64), Juvenile Owned Pet (65) and Breeders Pet (66). These are completed in the same way as the variety classes and are only used at three star shows. Remember that the classes are based on the age of the owner and not the particular animal.

BREEDER'S PET CLASS

The Breeder’s Pet class is set up for exhibitors that have registered a stud name, or are eligible to register one, to show their pets in. This class is judged by the pet judge in the same way as any other pet class. The class entry fee is also the same as the pet classes. This class competes for the Best in Show Pet award along with the Adult Owned and Juvenile Owned pet classes.

JUVENILE ENTRIES

When you take entries from a juvenile member ensure that their breed class entries are first entered into their correct breed class and then also entered into the juvenile exhibitors' class at the end of the show schedule as this class is judged separately at the end of the show and that their pets are judged in the juvenile pet class. Juvenile members are those under sixteen years of age.

NOVICE EXHIBITS

When you take your entries remember to ask if the breeder is a Novice and which of their entered rats they bred as anyone who has not qualified for a stud name is eligible for entry into the best novice class.

STUD BUCK CLASS

All adult males, excluding New Varieties, are eligible for the Stud Buck class. Since the Spring Cup Show 2006 the winning stud buck is eligible for stars and the class has its own Best Stud Buck card.

STAR SHEETS

As you write out your prize cards, enter the tank number from the 1st of each class in the corresponding box on the star sheet provided, remembering not to put the exhibitor's name next to it. When the sheet is completed hand it to the judge to enable them to decide which rats to award stars to. The judge will indicate that they have awarded stars to a particular animal by placing a ring around the chosen pen number. I usually keep all of the red 1st cards separate from the rest as this makes it easier to find the corresponding card to the tank number indicated by the judge to receive a prized star sticker on the back of it from your sheet of star stickers. Once this has been done you can then write the exhibitor's names onto the sheet next to their winner's numbers, this sheet must be forwarded to the Standards Officer after the show. Remember to complete every class regardless of whether stars have been awarded or not.

ROSETTES

Each class has a rosette which will be awarded as indicated on the Rosette Sheet by the judge. You should write the exhibitor/stud name on the back of each rosette to be awarded, ready for the presentations. All unused rosettes should be returned after the show to the General Show Secretary's Administration Assistant for re issue

CUPS

A record of who wins what cups at a show should be made. The winner should be asked to sign the record and give details of their current address and phone number. It should also be recorded whether or not the cup was available for presentation on the day of the show. This record should be sent to the NFRS Cup Secretary.

PRESENTATIONS

No presentations are to be made at ANY show until the venue is thoroughly cleaned, tidied and checked by the Show Secretary or Show Manager. The NFRS has been banned from venues on previous occasions, because exhibitors have left rubbish and dirty bedding behind, in halls, car parks, toilets etc.

ADVERTISING YOUR SHOW IN PRO-RAT-A

You will need to put an advert for your show in Pro-rat-a. Include as many details as possible including, date, venue, judges, starting time, star rating and details of how you want entries to your show to be made (by post, telephone or email). If you want entries via an NFRS email address please contact the webmaster as soon as possible, and certainly prior to placing your advert. If your show has a sponsor, raffle, kitchen, entry fee, does not allow any sale stock etc, you will need to advertise this as necessary. Deadlines for advertisements are published in Pro-rat-a.

ENTRY FEES

Entry fees are currently £1.00 per rat for both adults and juveniles in all classes.

HIRE TANKS

Hire tanks are currently charged at £3.00 per tank. Exhibitors may hire no more than two tanks at each show.

Hire tanks are held by several members of the NFRS. If hire tanks are required by an exhibitor please telephone either the General Show Secretary or the Hon. Secretary to arrange for some to be available on the day.

SHOW TANKS

Exhibitors can pen two kittens in a show tank together as long as the rats are of the same sex but of a different variety to each other. Adult rats must be penned separately. The exhibits must be shown on pale natural substrate and are only allowed carrot, cucumber or apple in the show tank with them as a source of moisture/nourishment. In extreme heat, as many of our tented summer shows can be, exhibitors can place water bottles on top of the show tanks for their rats, but warn each exhibitor to mark their water bottles with the animals corresponding pen number to avoid them becoming muddled and placed on the wrong tank by busy stewards. In colder weather it is permissible to use white shredded bedding in addition to the substrate.

PRE BOOKED STOCK

Any exhibitors/members bringing rats for collection at the show on the day must first inform you that they are doing so.

Any kittens pre-booked for exchange for sale must be between 6-13 weeks of age and each seller must supply the buyer with documentation for each animal sold indicating the Breeders name and address and the kitten's date of birth.

NO kittens under the age of 6 weeks are allowed to be brought to NFRS shows for any reason.

A notice area will be provided at NFRS shows where the availability of rat kittens may be advertised by their owners at the show. The advertisement must include the rats' date of birth, colour and sex and the sellers, name, address and contact details and it must be displayed in the area provided or deemed appropriate by the officiating Show Secretary or Show Manager on the day. Show Secretaries and Show Managers may use their discretion to remove any advertisements deemed inappropriate. Their decision is final.

STEWARDS

Remember to book at least one steward before the day of the show (if the Judges Training Coordinator hasn't done so already). There are normally two stewards per show and priority will be given to those on the Judges Training Scheme, as they have to undertake six stewarding appointments before they can start sitting-in with judges. Sitting-in appointments are organised by the Judges Training Coordinator.

SHOW MANAGERS

The role of a show manager is to do exactly that, manage your show for you. While you are busy with the show administration they can oversee the setting up and clearing away of your show. Make sure everything is running on time. Supervise the collection of all monies. Keep the judge well watered and make arrangements for their lunch. They can help with enquires from members of the public and signpost requests to the appropriate breeders or committee members allowing you the time to get on and do your job. If you do not have a show manager for your show contact the General Show Secretary.

TRADE STANDS

Trade stands are permitted at NFRS shows where space allows. Trade stands are charged at the rate of £20 for non members and £10 for members. The only trade stand exempt from fees is the NFRS Promotions Stand.

RAFFLE

The NFRS run a raffle at most of their shows, it is a good source of income and helps to counteract rising venue costs. Remember to ask your exhibitors as they place entries with you to bring a raffle prize. On the day of the show ask a willing member to go around and sell raffle tickets for you and keep a table spare to display the prizes on.

KITCHEN

If you can book the kitchen at a venue arrange for someone to take responsibility for managing this area. Having a kitchen operating will provide meals/snacks and refreshments for show goers and is a good source of income for the show helping to counteract rising venue costs. Separate guidelines are available for this.
Do not allow ANY animal in ANY catering area at a show as this often results in complaints by members of the public, other exhibitors, other clubs and venue owners/committees. It can also lead to the loss of the venue altogether.

JUDGE'S EXPENSES FORM

Please ensure that you fill out the Judges' Expenses form and pass it to the judge. They can then sign it and forward it with their write up to Pro-rata.

TREASURER’S BALANCE SHEET

I usually complete my Balance Sheet after the show when I get home in comparative calm. Please fill out all the areas, as requested and return all monies to the Treasurer within two weeks of the show.

AT THE END OF THE SHOW DAY

At the end of the day, please ensure that you:

EQUIPMENT REQUIRED

A check list is included at the end of this pack. As many Show Secretaries have their own way of doing things, only the items in black are a must.

FINAL WORD

Above all, enjoy your day as a show secretary. The job is not as difficult as it first looks and gets easier each time you do it. Many people find it helps to do as much as you can before the day itself as this tends to make the day less busy and more easily enjoyed.

Show Secretary’s Equipment Checklist

If you have any difficulties or queries, please do not hesitate to get in touch:


General Show Secretary
Lisa Grove

General Show Secretary’s Administration Assistant
Elaina Friend

Judges Training Coordinator
Lian O’Sullivan

Standards Officer
Ann Storey

Hon. Treasurer
Estelle Sandford

Cup Secretary
Nicola Broadbridge

All other addresses required can be found on the inside of the front cover to Pro-rat-a.

Please contact the General Show Secretary if you have any questions or queries on being a show secretary.