Managing Livestock Show Entries

1. Managing Livestock Show Entries Texas 4-H and Youth Development

2. Objectives • Communication • Entry night or entry sign-up day • Registration papers • Signatures • Summary sheets of each 4-H member • Using checklist • Cash Management • Mailing Hard Copies Texas 4-H and Youth Development

3. Communication • Agent should communicate any new rules to families and youth. • Information such as show dates, deadlines, changes, etc. should be communicated when necessary. • All exhibitors/families should receive a handbook with show dates, websites, rule changes, schedules, entry information, weight breaks, and other pertinent information Texas 4-H and Youth Development

4. Entry night or entry sign-up day • Depending on size an organized entry day should be considered to better manage the process • An entry day or entry night sign-up will allow agents to better assist youth in gain necessary information about their project. • It is the county administrator/secretary assist in this process • Some entries require notaries so having a public notary present may be a good idea. • Sign-up deadlines should be set at least one week prior to the official sign-up deadline Texas 4-H and Youth Development

5. Registration Papers • Request breeding animal exhibitors to bring registration papers to sign-up • Some forms require information only found on registration papers • Agents can also check dates on papers to assure ownership requirements. Texas 4-H and Youth Development

6. Signatures • Exhibitor and parent signatures required on most entry forms • Parents can sign for minors or youth 18 years of age or younger • Agents should never sign entry forms for the exhibitor or parent Texas 4-H and Youth Development

7. Summary sheets for each 4-H member • Should use summary sheets to document 4-Her’s entries, gate and car passes, chute permits, and et. • Agent may need to consider adding an entry processing fee to each individuals total fee • This would create funds for postage and other expenses • Summary sheet can be used as a check sheet • Summary sheet should be signed by both parent and youth Texas 4-H and Youth Development

8. Using Checklist • Agent should review livestock exhibitor mailing list, validation list for each species, and 4-H exhibitor major show summary forms to ensure correctness and make sure no one is left off. • More than one person should proof Texas 4-H and Youth Development

9. Cash Management • Agents should adhere to Extension’s Financial Resource Management guidelines when processing livestock show entries • Agents should not personally handle money in the process Texas 4-H and Youth Development

10. Mailing Hard Copies • When mailing required hard copies and checks to major shows, agents should use “Certified” or “Registered” mail so it can be traced if lost and requires show officials to sign for the entries upon receipt. Texas 4-H and Youth Development

11. Conclusions • Agents should communicate any new rule changes each year. • Agents should set up a time for livestock entries to be brought in. • All registration papers should be brought in so entries can be properly filled out. • Agent should make sure that all signatures are present from parents and youth. Texas 4-H and Youth Development

12. Conclusions • Agents should establish summary sheets for all 4-Hers. • Having a checklist is important in making sure exhibitors have all the necessities when attending a show. • Extension Agents should not handle entry fee money for stock shows. • When mailing hard copies it is recommended to use “certified” or “registered” mail in case it is lost or stolen. Texas 4-H and Youth Development