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Activities Using AgShow that Help a Show Secretary

Index:

Activities have been divided into general categories:
  1. Schedule preparation.
  2. Printing the Schedule Booklet.
  3. Entries and printing the Entry Catalogue.
  4. Reports required for Show Day.
  5. Results, including printing individually labelled Prize Certificates.
  6. Memberships
  7. Sponsorships
  8. Trade Stall sites
  9. End of Year and Future Planning
  10. Getting Ready for Next Year
  11. Miscellaneous and AgShow Utilities

Short Summary for the General Use of AgShow:

The data for a show is kept in a single '.sho' show data file for each year. Within this file are the schedule, stewards, entrants, entries, results, sponsorships, trade stall sites and assignments etc.
A brief summary of the main activities when using AgShow over a calendar year:
  1. 'Roll-Over Files for New Year' from within AgShow Utilities is the first activity, where your previous year's data file is copied to a new '.sho' data file with all entries deleted, stall sites unassigned etc. Hence, your new '.sho' data file still contains the schedule and all contact personal details so is almost immediately ready for the next show.
    Note that in the first year of use, instead of a rollover, the Schedule details are required to be entered, by section, subsection and class at a time. Fortunately, this long, arduous task only needs to be performed once.
  2. Edit the schedule for the next year's show using the Define Schedule screen.
  3. Print the Schedule as a Word '.rtf' document so that the details can easily be copy/pasted into your Schedule Booklet.
  4. Enter your show competition entries as they arrive from within the Enter a Show Entry screen.
    Record the Entry Payments then send the entrants a Confirmation of Entry that lists all of their entries and payments.
  5. Print Stewards Class Sheets containing all entries for each class that can be distributed to your stewards/judges.
    Once all of the entries are in, larger shows can even print out an Entry Catalogue for distribution at judging time. (The Entry Catalogue can even contain pictures of the exhibits or animals!)
  6. Enter the Results into AgShow.
    Now the Results By Entrant report details prizes for each entrant.
    And, the Results By Class report can be printed to a file for the local newspaper.
    Aggregate results are easily obtained with the Aggregate Results report.
    Even Mark Prizes as Collected which can be indicated within the above reports and helps with the tracking of prize collection.
Additionally, AgShow has facilities for Stewards, Sponsorships, Memberships, Trade Stall sites, plus Special Requests provide the flexibility to include any extra items that you wish to create.
See below for a full list of all activities and reports that AgShow can help with.

Activity A: Preparing the schedule in AgShow

  1. From AgShow's Main Menu select the Schedule Menu then using last years schedule as a guide, enter the show schedule into AgShow by:
    1. Defining each of the show’s non-cash Prizes (Don't worry if you miss some as you can always add to the list later.)
    2. Define each of your Sections, such as Cooking, Goats, Horses. Hint: Do not mix animal types within a section, eg. Dogs and Cats, because User-Defined Headings are based across a whole section. Even if Horses and Showjumping will have different User-Defined Headings then they should be defined as separate sections.
    3. Define each of your Subsections within each section. This is easy within Cattle etc. as each breed is its own subsection. Some sections do not break up into subsections, in that case create a subsection called, say, 'Classes'.
    4. Define the show Classes for each subsection.
    5. Define the Placings and Prizes for each class.
    6. Stewards can be entered on a section, subsection or class basis. Specify your own steward (judge? - you choose) positions from the Schedule Menu.
    7. Sponsors can also be specified on a section, subsection and class basis.
    8. Notes, in RTF (Rich Text Format), can be entered for each section, subsection and class, as well as notes printed at the beginning and end of the schedule. Examples of notes are Rules and Regulations, contact names, special conditions etc. Even pictures can be incorporated.
    9. Some sections require extra information to be collected for each entry, such as a Rider’s Name for showjumping, or Sale Price for artwork. These optional User-Defined Headings can be specified for each section.
  2. The Cash Prize Lists, particularly the Cash Prizes Summary provides a list of prizes for each class, plus subsection and section subtotals. This report can also be useful in determining total cash prize requirements.
  3. Print the Schedule (Formatted) and distribute each section to the section stewards so they can ensure the information is correct. When the stewards return their revised listing corrections can easily be made to AgShow.
  4. Update Cash Prizes, Set Class Entry Fees and Renumber Class IDs are three AgShow features that allow quick, easy and accurate updating of last year’s schedule for the next year.
  5. Class Affiliations can be used to 'tag' classes that something in common. eg. results are to be sent to a governing body, or they collate together for an Aggregate Prize. See Hints and How Tos for more information.

    Schedule Hint: for ideas look at the schedule outline for the 'agshdemo.sho' sample data file that is installed with agShow. The Goats and Horse sections are good examples for User-Defined Headings. Load 'agshdemo.sho' with File-->Open in the Main Menu.

Activity B: Collating and Printing the Schedule Booklet:

  1. Once you are happy with the contents of your schedule in AgShow you can print it from within AgShow. However, you will probably prefer to load the schedule into a publishing program, such as Microsoft Word, so that you (or your publisher) can add pictures, advertisements and other information to create your final schedule booklet.
  2. There are two methods to load the Schedule into Word:
    1. From within AgShow use the Print Schedule from the Schedule Menu then use the W button to print the schedule directly into Microsoft Word. This creates a well formatted .rtf (Rich Text Format) document that can be then inserted into any publishing program, using copy and paste.
    2. From within Word, load the AgShow Word Template so that you can directly import schedule details from AgShow into the current Word document. This method formats the document correctly, even with an option of using Word Styles, so that you have complete control for formatting the final schedule document.
  3. If changes to class details in AgShow are to be made after formatting your final schedule booklet in Microsoft Word you do not need to repeat the above steps as the updated class details from AgShow can be inserted directly into a Microsoft Word document. This is performed within Word on a section or subsection basis using AgShow's Word Template.
  4. If required, print the Sample Entry Form incorporated into AgShow for inclusion with your booklet which outlines any extra information required for each of your sections.
  5. For efficient distribution of the schedule booklet, AgShow can produce mailing labels of entrants from the previous year's show.
  6. If you load your schedule onto the Internet then AgShow can make this so easy:
    1. Print each section's schedule to a .pdf document using the PDF button in the Print Preview Toolbar.
    2. Load the .pdf documents onto your web server and point the schedule's links to them.

Activity C: Processing Entries and the Entry Catalogue Booklet

  1. From the Entries Menu, select Entry of a Show Entry to type the entries into AgShow as they are received.
  2. Extra information, such as a Horse's Name, is entered when entering entries. You can also open an Entry Notes RTF editor so that extra information can be entered for an entry to be printed in the Entry Catalogue, even including a picture of the entrant, or maybe the animal!
  3. Email or post a Confirmation of Entry/Tax Invoice back to each entrant. This ensures the entries have been typed in correctly, and provides a method of informing entrants of incorrect fee payments. This report also details all GST payments made by the entrant in entry fees, special requests, membership and gate fees.
  4. The Entrants with Fees Owing report is also useful for chasing up entrants who have not paid all of their fees.
    The Entrants with Overpaid Fees even has a check box to tick off refunds!!
  5. The Special Requests form (selected from the Entry of a Show Entry) allows you to specify any type of extra request by an entrant. Examples are for particular types of pens or stalls, supply of straw, lunches, caravan sites etc.
  6. When all entries have been entered, the Exhibit Numbers can be reordered within each class via a number of options, including on one of your User-Defined Headings, such as Date-Of-Birth. (Reports, such as Stewards Class Sheets and the Entry Catalogue, are ordered by exhibit number.)
  7. The Entry Catalogue Booklet can now be printed that contains the entries for each class that can be distributed to the entrants within the section.
  8. The Entry Count and Entry Fee Income is also a very useful report.

Activity D: Reports Required for Show Day

  1. Before show day a number of reports can be printed to help you order prizes, collate and distribute prizes, label exhibits and list the entrants for each class. These reports are selected from the Show Day Reports Menu and include:
  2. Membership Labels, can be printed onto Business Card perforated paper then posted using AgShow’s Mail Merge. These cards are required to be presented at the gate for free entry. Alternatively, a Membership List can be printed for distribution to people manning the gates to identify members as they arrive.

Activity E: Results

  1. On show day from the Results Menu select the Entry of Placings to enter the results as they filter in.
  2. When an entrant attends the Secretary's office to collect his/her prizes, use the Mark Prizes as Collected form to, well, tick off Prizes and Cash Prizes that have been collected.
  3. Print the Results By Class for distribution to local newspapers, who probably prefer it in Text Only format.
  4. The Results By Entrant report contains all of the prizes won by a single entrant, so enabling easy single payment of prize money to entrants who have won multiple prizes. The report also specifies any included GST in the prize money, information the entrant requires for their taxation purposes and can even be emailed to the entrant from within AgShow with a couple of mouse clicks.
  5. The Cash Prize Payout Summary list prizes paid by section, subsection, class or even by entrant. Optionally, a column can be displayed containing the amount of Cash Prize recorded as Collected.
  6. Print the Aggregate Winners list for each section, combined subsections or selected classes.
  7. Winners By Prize and Winners By Place provide quick access to view winners for the selected prize or placing. In particular, the Winners By Prize report is extremely useful for collating information required for personalised prizes, such as engravings on trophies or for sewings on named sashes.
  8. Design and print your own Prize Certificates all individually printed with the winning entrant’s details. (The Prize Certificate feature alone could save the Show Society more money than the cost of AgShow!)
    Or, if you already have preprinted certificates, print Prize Certificate Labels for each winner and paste them onto your certificates.

Activity F: Control Your Memberships

  1. Define your own Membership Categories, eg. Member, Junior and even family memberships.
  2. Assign Memberships to the contacts and record their Payments.
  3. Email or print and post Membership Tax Invoice that outines the contact's the memberships and payments.
  4. Membership Lists can be distributed to gate-keepers for clarification of members.
  5. Or, print Membership Labels onto business card sheets so that every member has their own ID card for presentation at the gate.
  6. Membership Renewal Notices can be sent out at the end of each year.
  7. The Membership Category Summary lists the count and income for each of your categories.
  8. Use the AgShow to Microsoft Word Mail Merge feature to compose communications with your members. Letters can be emailed or printed and put into [window] envelopes for posting.

Activity G: Control Your Sponsorships

  1. AgShow support for Sponsorships comprises:
  2. Sponsorships are specified in the Sponsorships By Contact page accessed from the Sponsorships Menu, plus in the Define Schedule page for a Section, Subsection or Class sponsorships.
  3. From the Sponsorships Menu:
  4. Who collects your sponsorship money? In the Sponsorships screen is a 'Collector' field for each sponsorship. Select a contact who is responsible for, well, collecting the money then the 'Sponsorship List' printed by 'Collector' provides the 'Collectors List'.
  5. Use the AgShow to Microsoft Word Mail Merge feature to:

Activity H: Trade Stall Sites

Trade Stall Sites are a typical feature of Agricultural Shows for selling showbags and for local businesses to display and sell their produce. The hiring, allocation and collection of fees for these sites are another administrative task for the show Secretary. Incorporated into AgShow is a Trade Stall Management System. Steps in using AgShow to administer trade stall sites are:
  1. Define the Stall Sites. Sites can also have Stall Site Extras, such as electricity costs. The 'Extras' are user defined so could be for anything you require.
    Hire fees are divided into the general hire fee plus the cost of the Extras. AgShow clearly shows GST charges included within the fees.
  2. Allocate or Assign Stall Sites to stall holders as the requests come in.
    AgShow even supports an 'Early Bird Discount'!
  3. Email or print and post a stallholder’s Booking Confirmation and Tax Invoice confirming the requested sites are booked with required Extras, that fees have been paid correctly and specifying any GST applicable on the fees.
  4. Stallholders Site List can be included within the schedule booklet.
  5. Trade Stall Allocation and Stallholders Site and Fee lists can be printed for administrative purposes.
  6. Extras Listing displays the number and income from each of the Stall Site Extras.
  7. For distribution of next year’s promotional material, Mailing Labels of all the previous year’s stall holders can easily be printed.
  8. Or, use AgShow’s Mail Merge feature to communicate with stallholders via mass mailouts or by email.

Activity I: End-Of-Year and Future Planning

  1. After your show SoftShow's Annual License Fee is due. The invoice can be printed directly from within AgShow in the General Menu.
  2. AgShow is not an accounting system, but the GST Summary, Fees and Payments Summary and Cash Prize Payout Summary reports will provide valuable data for your taxation commitments.
  3. Summary reports, such as the Entry Count and Entry Fee Income in each section or class (selected from the Entries Menu), provide useful information for planning the schedule for the following year.

Activity J: Getting Ready for Next Year

  1. Use the Membership Renewal notices to remind all members of their memberships for the next year.
  2. Much of the schedule, stall site information and contact details will be relevant from one year to the next, and AgShow allows you to reuse this information. The AgShow Utilities program contains an option for setting up next year’s show file from the data within the current file.
  3. The main option in AgShow Utilities is Roll Over Files for New Year that sets up a new data file clearing entries and stall allocations. Carried over are the schedule, stewards, sponsorships, entrant, membership, stall sites and stallholder details, so that they do not need to be reentered again.
  4. Use the Sponsorships Mail Merge to print a mass mailing requesting sponsors from the previous show to renew their sponsorship for the next show.

Activities K: Miscellaneous and AgShow Utilities

  1. Mailing Labels can be printed at any time for members, entrants, stallholders or any combination of the above.
    (AgShow supports many different sized labels, including your own customised size.)
  2. Microsoft Word’s Mail Merge interface enables members, entrants and stallholders name and address details to be used to produce mass mail-outs. This feature alone could change the way that you communicate with your membership base, as well as entrants, stewards, sponsors and stallholders.
  3. Microsoft Word – AgShow Connection within Word allows formatted schedule information to be directly read into Word - extremely useful for the schedule preparation.
  4. AgShow Utilities is a separate program distributed with AgShow that contains many useful features: