Staging a Daylily Show: Steps and Suggestions

1. Staging a Daylily Exhibition Show An AHS Media Library Production Thanks to Nancy Falck for the content contained in this presentation.

2. Staging a Daylily Show Steps and Suggestions Mobile, AL Show 2006 JacksonMS

3. This program has been prepared by Nancy Falck, Fairhope, AL, using 30 years of experience working with shows and judging shows throughout the southeast. Judging Daylilies (2006), published by the American Hemerocallis Society is the source of AHS requirements and information.

4. Why Should We Have a Show? -Have fun in competition -Attract new members -Validate members work -Educate the public -Fund raising venue -Use talents of members -Nurture friendships

5. Are there specific benefits to the public? • Stimulation of public interest • Demonstrate the merits of daylilies in gardens • Show the use of daylilies in arrangements • Point out advances in color, form, and size • Encourage youth to grow, hybridize, show daylilies • Encourage visits to area gardens Shows always generate conversations about daylilies and gardens *Information from Judging Daylilies

6. Are there benefits to individual members? • A forum for daylily growers to: • See newer registrations • Compare horticultural practices • Encourage the upgrading of collections • Reacquaint themselves with old favorites • Earn rosettes, ribbons, awards Many enjoy the competition of displaying their flowers and winning awards for their efforts. Information from Judging Daylilies

7. How do we have an accredited show? • Review page D1-2 in Judging Daylilies • At least 50% of club members must belong to AHS (Some show chairs must be AHS members-see handbook) • All horticulture judging must be done by AHS Exhibition Judges • Arrangements must be made to acquaint show visitors with the AHS and to seek new members (usually, an education table is used.)

8. How do we have an accredited show? • The schedule must conform to guidelines provided in Judging Daylilies and in the generic show schedule sent from AHS. • A final Report must be sent to the AHS Exhibitions Chairman within 2 weeks after the show (Form is provided). • The name American Hemerocallis Society must be used in all publicity materials. • See Judging Daylilies: Section D

9. How do we get started? • Form a steering committee • Begin a year in advance if possible • Select a steering/planning committee • Include enthusiastic people • Ask judges or experienced people • Choose people with needed talents • Choose someone to keep track of budget • Members of the committee should include show chairman, judges chairman, and staging chairman. It may include other chairs. (A list of all committees will be provided later in the presentation.)

10. How does the steering committee begin? • Visit one or more shows if possible • Schedule initial planning meetings • Present your plans to the membership as soon as possible. Mobile, AL, show

11. When should we schedule our show? • Determine your average peak date. • Check to see if it conflicts with regional or national meetings. The show cannot be sanctioned by AHS if these conflict. • Check to see if it conflicts with nearby shows as judges may be hard to secure. • Determine if your prospective location is available for show and set up times.

12. What are the first decisions? • Secure a location available when needed • Determine if there is a rental fee involved • Find out if tables are available at the site • Ask if table skirting is provided • Do a quick layout to make sure flow will work Mobile, AL, show

13. How much space is needed? • Space for all divisions • See sample show schedule • Estimate number of entries in each section • Space for design division, if this is included • Space for sale, education, hospitality tables • Space for easy access and movement

14. How much room is needed between tables? • There must be flow for placement, judges, clerks, and the public There must be room for 3 judges to see each exhibit as well as room for 2 clerks to help with turning exhibits. Clerks must also be able to punch entry tags and affix ribbons. This means room for 5 people per panel as they move through the exhibits.

15. When do we begin a budget? Now that you have a location, you can begin a budget, noting cost of each fixed item as your steering committee checks them out with AHS, vendors, etc. Set limits for variable expenses. Be prepared to present this to the club as soon as possible. A list of primary budget items will be at the end of this program. Your club may not have every need or you may have special considerations.

16. Are there any one time expenses? • Some possible one time expenses will often make the first show an investment for future shows. • Vases or containers • Signs • Educational display set up • Storage containers • Clerking supplies (hole punches, staplers, aprons, etc.) Hattiesburg built a versatile screen to use for education materials at various events.

17. How do we find judges? • Check with your region’s Exhibition Judges Liaison and other show chairmen • Check with Exhibition Judges Liaisons of nearby states (if this is feasible) Elaine Smelley and Bill Robinson discuss judging Mobile AL show

18. How do we contact judges? • Contact prospective judges Make a personal phone call your initial contact. Follow up with personal note, emails, and a judge’s packet (Show program, map, etc.) Mobile Show Chairman John Falck signs Tom Dickson’s junior judges form

19. What follow-up is needed with judges? • Keep judges posted concerning arrangements for their coming to and judging the show • State whether any costs such as meals, lodging, travel, etc., will be covered • Offer to arrange lodging if needed and provide the judges with confirmation numbers and directions to the lodging and the venue.

20. What is in packet sent to judges? • Directions to the show location • Time to arrive at the venue • Place to assemble (away from exhibits) • Schedule for judging • Show schedule to review prior to coming to judge • Packet should be sent at least 2 weeks prior to the show

21. What expenses are involved with judges? • Travel expenses if over a few miles • Lodging if necessary for those at greater distances • Judge’s coffee/refreshments before judging Nelda Broom, Linda Touchstone, and Sheila Watson judge in Mobile AL show

22. What other expenses are involved? • Judge’s luncheon after judging • Judge’s favor or honorarium (optional) • Judge’s name tag Judges Bill Robinson Vi Steadham, and Linda Touchstone with clerk Russell Coker at Mobile AL Show

23. What is needed for staging? • Tables for exhibits • Tables for education information • Tables for plant sales • Tables for classification • Tables for supplies • Skirting or covers for tables • Storage for the items owned by the club Mobile members Russell Coker and Nell Keown help set covered tables in place.

24. What type containers are needed? • Containers and costs of containers • Tall and slender • Types • Vases (often florist bud vases) • Specially Made Types (see next slide) • Other: Jars, wine bottles, etc. • Neck size • Larger for fat scapes and tall seedlings • Smaller for miniatures and small flowers

25. What kind of containers are best? These are two locally made containers, but many choices are available. Mobile made wooden blocks with various sizes of pvc pipe which can be removed for storage. Hattiesburg made acrylic stands for exhibits.

26. When do I request initial show materials? Email or call the AHS Exhibitions Chairman as soon after the first of the year as possible. This allows time for any changes to be incorporated in the materials. These materials will include a preliminary show report, generic show schedule, and other materials. Also, there is a form to order AHS brochures for the education and hospitality table.

27. What aids will AHS send?

28. When do we order show materials from AHS? • Complete preliminary report and order form as soon as possible (at least 8 to 10 weeks prior to show date) as this is guide for many aspects of the show as well as the show program. This must be returned at least six weeks prior to the show. • The AHS Exhibitions chairman will return your necessary show materials including the final report

29. What does the order contain? • You can order the following (*denotes necessary item) Necessary forms* Rosettes* Entry tags* (You may print local club tags) Colored Ribbons (You may use locally printed ribbons or other designators.) Brochures (Recommended)

30. What must be sent to AHS for approval? • Preliminary show report which includes names of judges, date, location, etc. • Draft of the show schedule which should follow the format of the sample sent with the initial information and forms (This may be mailed or emailed to the Exhibitions Chairman for approval. This must be done in time for approval and printing. These should be available for judges, publicity, and exhibitors prior to the day of the show.)

31. How do I use the generic schedule? • Follow the guide • Adapt specifics • Club name • Chairs of committees • Location • Theme • Any graphic design • Must use AHS logo • May use other graphics • Other specifics

32. How is the program produced and approved? • Determine style (multi-page, folded, etc.) • Use a computer program • Email proof to AHS Exhibitions chairman for approval • Use method which will work with printer or copier company • Save approved schedule in computer or on cd for modification in future shows

33. What are the duties of the show chairman? • Obtaining funding • Ordering materials from AHS • Overseeing work of committees Show chairman John Falck fills in with transporting equipment to show site. A show chairman must back up all jobs—especially for the first few shows.

34. What are the other duties of a show chairman? • Completing accreditation papers • Determining floor plan • Completing final show report • Being the “Go To” person • Thanking all who help **It is important to have a show co-chairman to help with responsibilities and to “under study” the chairman.

35. What are the needed committees? Check complete duties in Judging Daylilies. Several of these committees can easily be combined such as staging and dismantling. • Schedule • Publicity • Staging • Properties • Entries • Classification • Placement • Judges and Clerks • Awards • Education • Hospitality • Dismantling • Tabulations

36. How do we learn about setting up a show? • If possible, visit other shows or seek members who have worked in other shows • Using the show schedule, determine a “floor plan” for the venue • List all needed sections and special tables • Estimate number of entries and space needed for each to determine number of tables needed • Determine placement of tables • Check for traffic flow (and ability to rope off the area if using a mall or such)

37. How do we designate placement sections? • Often tables need dividers to help set up and to help judges know divisions Many clubs use tape to divide tables before placing containers. Smaller dividers can be used to separate Sections and Groups. Mobile uses small sections of screen molding. This is easy to adjust. Any such markings may be removed before judging or opening to the public.

38. How does a venue affect set up design? The Middle Tennessee Daylily Club has the luxury of a large room that is well lit from banks of windows and sky lights. Also, there is ample space for movement of judges and visitors.

39. How can we mark sections and groups? • Computer generated signs on card stock work well. (Usually you can make one set and keep it from year to year.) • You will need signs for each section, division and group as well as signs for the head table. You may need special signs for education exhibits, club awards, etc. • There are many options for using these to aid judges and the public.

40. What do these signs look like?

41. What do other clubs use as markers? These Lucite markers are used by the Middle Tennessee Daylily Club for their show at Cheekwood Botanical Garden.

42. What awards can be used? • Individual exhibits may earn blue, red, or yellow ribbons. Those scoring over 95 receive purple awards and are eligible for major awards. • AHS Major awards receive rosettes as outlined in Judging Daylilies. Clubs usually add a club “trophy.” These are often crystal pieces, pewter, or gardening items or such. These are usually displayed on the head table.

43. What do AHS awards look like?

44. What does a typical head table look like? Head table, Jackson MS If you have a design division, these awards may be placed at one end of the table. Special club awards can also be placed on an end of the table. Winning entries may be placed with the award. This display may be done in many ways. The head table usually displays the rosettes, signs designating categories, and any “trophies.” Top awards like Sweepstakes and Best in Show are usually in the center with others to either side. Winning entries are usually placed with the awards.

45. What do other head tables look like? The Middle Tennessee Daylily Club uses their Lucite award markers and vases to display the winners along with the rosettes earned by each winner.

46. When are awards given to winners? Awards are generally given out at the close of the show before dismantling. Pictures of this make good publicity follow up or for the next year. Far left: John and Nell Keown win at Mobile AL show in 2005. Left: Beth Rea wins seedling award at the Mobile AL show in 2006.

47. What are the special awards? • AHS Achievement Medal • Ophelia Taylor • Special Club Awards Randy Preuss won Ophelia Taylor and an Achievement Medal at Hattiesburg in 2007.

48. What is involved in set up? • Everything should be ready for accepting entries by stated time. Trophies are usually put out on the day of the show. • Space is needed for classification and placement. This can later be used for education or other purposes. • Tables must be arranged, covers placed, and containers must be arranged and filled.

49. What is involved in set up? After arranging and covering tables, Mobile, Al, club members place and fill exhibition containers. Turkey basters work well to measure water. Enough water to last all day is needed, but care must be taken to make sure inserting a scape will not cause the water to overflow. Larger vase type containers may be filled then placed, depending on facilities.

50. What special areas must be set up? • Sales areas need to be set up for access prior to opening of the actual show. Use areas outside designated judging areas or in entry areas to venues. Jackson, MS, sets tables outside the judging area and near the entry hall for the mall used as a venue. In this way sales can go on while judging is happening. It also makes the sales table accessible to mall shoppers.