ACTION PLAN – FLOWER SHOW

Prior to Flower Show

Item / Time to Action
Order marquee / 2 months in advance
Create Invitation and produce categories for Entry Forms. Photocopy double sided. / 2 months in advance
Mail out Invites/Entry forms to other projects / 2 months in advance
Order Portaloos / 2 months in advance
Order medals – for 1st, 2nd and 3rd for each category / 1 month in advance
Order or source trestletables for entries to be displayed on / 1 month in advance
Order band or other music / 1 month in advance
Decide on side stands and who should run them e.g.tombola, raffle, treasure hunt / 1 month in advance
Arrange interpreter for anyone with hearing difficulties / 1 month in advance
When entries are received log them / Ongoing
Create signs for – garden (areas of garden), toilets,car park, flower show entries, judges, raffle, treasure hunt, tombola, refreshments, refreshments price list, toilets / 1 month in advance
Prepare numerical cards for exhibits for each class category / 1 month in advance
Mail out invites to Judges / 1 month in advance
Prepare list of judges with titles/judges’ packs / 2 weeks in advance
Shop for
Plastic Cups
“ Plates
“ Cutlery (Teaspoons, knives, forks)
Napkins
Banqueting Roll (for Exhibit Tables)
Prizes (sweets) + Diabetic prizes
Cakes
Crisps
Tea
Coffee
Sugar
Squash / 2 weeks in advance
Milk - order extra milk / 1 week in advance
Sweep area wheremarquee is to be erected / Day before marquee arrives
Marquee– erected / Day before
Erect tables in marquee / Day before
Cover tables in banqueting roll / Day before
Put out any exhibits which are available / Day before

THE FLOWER SHOW DAY

Item / Responsible
Early start (8 am?) / All staff. Volunteers if possible
Organise floats / Garden Manager
Marquee– Arrange cards for class categories on tables in marquee / Administrator
Arrange for staff to list exhibits - each category is sub divided into 50 numbers and each entry is allocated a number within that category. / Staff
Position tables gazebos or umbrellas (decide on position ofstands) / All staff
Create Signs– Garden (areas of garden), Toilets, Car Park, Entries, Flower Show Entries, Judges, BBQ, Raffle, Treasure Hunt, , Tombola, Refreshments, Refreshments Price List, Toilets, Golf / Signs to be put up in relevant locations.
Staff/Volunteers to prepare their stands / Staff & volunteers
Tea Room & Refreshments
Clear room, arrange tables & cover, cut cakes, arrange cakes on plates, put outplastic cups, prepare tea pots and coffee in cups. Put up signs and price lists / Staff & volunteers