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Junior Classic Handbook for Host State Association

10900 Dover St. Westminster, CO 80021 303.465.2333 | www.gelbvieh.org


Thank you for your bid to host the AGJA Junior Classic! This handbook is only meant to be a guide. As you read it, keep in mind that you may add your own thoughts and ideas to make Junior Classic a success.


Responsibilities of Host Association(s) for AGJA Jr. Classic The association(s) hosting the American Gelbvieh Jr. National Classic shall assume the following responsibilities: 1. Fund raising ideas for sponsorship of show. a. donated heifer/embryo sale b. semen auction c. raffles 2. Following is a check-list of other responsibilities of the host state: a. date b. facilities (any costs over $5,000 is responsibility of state host group) c. estimated cost of facility rent d. estimated cost of daily clean up e. motels and camping (coordinate hotel contract with AGJA advisor) f. electricity g. water h. sound system (can be included in facility costs) i. exhibitor gift (optional) j. wash racks k. tie outs l. make bedding available m. show arena decorations n. seating for arena o. telephone p. local veterinarian (24 hour call) q. lunch stand and or concessions r. assist with arrival/stalling of exhibitors s. in-state promotion (TV, radio, newspaper, etc.) t. Fun Day activity (may be on grounds, off grounds; optional but encouraged.) u. unique backdrop for pictures (AGJA will provide curtain & banner. If state desires a more unique backdrop the state is responsible for the cost.) Additionally the state must provide the following financial support 1. Provide two evening meals for exhibitors and parents 2. Provide breakfast (donuts, coffee, juice) each morning of show (Mon.-Fri)

We strongly encourage states to find additional sponsors, donations or methods to trim costs, in order to conserve the funds of the American Gelbvieh Jr. Association.


Responsibilities of the American Gelbvieh Junior Association for the AGJA Jr. Classic The American Gelbvieh Jr. Association and Advisor shall assume the following responsibilities: 1. Overall control/coordination of the show in cooperation with the host state(s) 2. Coordinate site selection with host state(s) 3. Coordinate and contract all motel accommodations 4. Coordinate and contract fairground facilities 5. Provide certificate of insurance for the show 6. Provide ribbons, premiums and trophies 7. Pay the expenses for up to a limit of $5,000: A. cattle barns, tie-outs, judging arena and related costs. B. clean-up, and janitor services C. sound (PA) system and telephone 8. Coordinate and print the official show program and other necessary materials, using a printer of AGJA’s choice. 9. Provide security at fairgrounds 10. Coordinate all official photography 11. Make final selection of judges and pay expenses for Show Judge 12. Contact state veterinarian for health rules 13. Contact local veterinarian, available on 24 - hour call 14. Designate work schedule for board members - check-in, ring help, etc. 15. Provide a show announcer 16. Provide official show banner for picture backdrop (unless host state opts for something unique to their show) 17. Provide stall cards and exhibitor numbers 18. Decisions of the show official shall be final.


Host State Responsibilities


Task Completion Timeline Two Years Prior Establish Preliminary Budget and Schedule Present Proposal to AGJA Confirm Dates Secure Facilities Form Committees Two Years to Six Months Prior Obtain Sponsorships One Year Prior Select Theme** Present Update to Jr. Membership Nine Months Prior Establish Detailed Budget Six Months Prior Complete Detailed Schedule

**Theme and Logo Considerations

Develop your ideas early so you can use the theme and logo for promotion and fund raising. The theme and logo are the basis for: 1. Promotions 2. Awards 3. Decorations throughout the event -especially show arena 4. Photo back drop area 5. Color scheme 6. Banquet decorations 7. Advertising / special services Suggestions are to choose colors that are practical and cost effective. The logo also must be functional- able to be applied to many different items, and easily visible and recognizable to set the event apart. The Gelbvieh World can assist in design if needed.


Optional Planning Committee Structure Overall Chairman • Obtain and sign all facilities contracts. Forward copies to appropriate committee chairmen and AGA Director of Youth Activities (DOA). In order for the AGJA to provide liability insurance, the DOA must sign contracts. • Work with all committee chairmen and AGA DOA to establish event schedule. • Establish deadlines for committee budgets to be submitted. • Schedule regular planning meetings with committee chairman. • Contact headquarters hotel room blocks and confirm information like name of block, rates, call-in deadline, etc. • Obtain alternate lodging locations, including camping facilities. Provide all contact information and rates to AGA DOA. • Coordinate an on-site show supply company. • Compile special announcements list for AGA DOA. Treasurer • Determine if hosting affiliate is eligible to be state sales tax exempt • Compile committee budgets and incorporate into one overall event budget • Coordinate all deposits and disbursements into and out of account • Make regular accounting reports to Overall Chairman, all committee chairmen, and AGA DOA. • Mail invoices for sponsorship commitments Fundraising Chairman • Establish a budget and submit to Treasurer • Obtain general event sponsorships: corporate, business, breeders. Contact potential corporate sponsors a minimum of 18 months prior to event. • Provide Treasurer with list of sponsors to be invoiced and amounts • Keep detailed list of all sponsors with complete addresses for recognition. Provide lists to AGA DOA prior to Junior Classic and again immediately after Junior Classic. Show and Facilities Chairman • Establish a budget and submit to Treasurer • Coordinate event activities with the manager of the facilities • Contract bedding for both stalling and tie-outs (both initial bedding and additional bedding for later in the week) • Assess environmental requirements for waste removal if not handled by facility • Contract a source for hay • Coordinate set-up and tear down of barn stalls and tie-outs • Set work schedule for committee throughout the event to assist with stalling, electricity, water, etc. issues. • Work with AGA DOA to assign stall space • Coordinate show arena set-up throughout the event to assist with show ring, make up area, announcer’s stand, and tables. • Make arrangements for on-site veterinarian services • Contact state veterinarian for health regulations and provide them to AGA DOA • Provide access to a scale for processing of animals (preferably digital) Social and Recreation Chairman • Establish budget and submit to treasurer • Work with Overall Chairman in adding optional social and recreational events to the schedule including Fun Day Activities. Arrange transportation, trips, meals, etc. for these functions. Hospitality Chairman • Establish a Budget and submit to treasurer • Coordinate all details concerning providing snacks and meals, including menus, contracting caterers, determining serving locations and equipment, etc. • Obtain water cooler supply source • Obtain optional items for participant welcome packs


Facility Considerations

When it comes to selecting a facility, keep a few things in mind: • Make sure the facility is large enough to handle 300 head of cattle and tack space. To keep everyone comfortable throughout the week, please select a facility with ample space. • Keep in mind, this facility will be used in July!! Consider the heat factors that may be involved. Make sure the facility has space for meals and contests. Please try to find a facility that can accommodate everything from small presentation rooms to larger secure areas (for arts & crafts, photography, etc.) to a large (or more than one) show arena. • Ample electricity is needed! • Ample wash rack space is needed! • Check out the tie out situation -plenty of space -shade -grassy areas to exercise cattle? • Ask the facility their policy on vendors and concessions. Some do not allow for outside vendors. This could really impact the price of food for exhibitors and catering for meals throughout the week. • Check into their waste removal and disposal costs as well as janitorial costs. These can really add up! • Most contracts need to be signed years in advance. Start early in the planning process. • Check on the location of the facility -is it in close proximity to hotels, restaurants, gas stations, etc. Is it in a safe location? You will find several other items to think about as you start the planning process. This is just a guideline. Facility costs will be your biggest variable to determine the budget you will need for your event. Please make sure to check all costs before you sign a contract. Surprises such as union labor can throw a big wrench into your budget.

Stalling and Bedding • • • • • • • • • •

Make sure your facility has ample electricity. This can really cause you a big headache if you are dealing with electrical problems all week. The AGA will provide the host state with information regarding the number of states, juniors and cattle entered as soon as possible after entries close and will work with the host state for stalling assignments Allow plenty of stalls for each state -remember to allow for tack space. The amount of room given can have a big impact on how the week starts off. We want everyone as comfortable throughout the week as possible Try to have tie outs in as much shade as possible. This can help allow exhibitors to tie out at a comfortable time in the late afternoon so they can participate in evening junior national functions. Bedding, Hay, Straw, and Feed by providing a vendor or finding a sponsor. It is the responsibility of the host state to obtain information about hay and feed. Hay or feed can usually be obtained from the facility or you may contact a local feed store to deliver feedstuffs as needed. Check with your facility as to if they will provide bedding and straw to sell, or if it is your responsibility as a host state, to make arrangements to provide bedding and straw. Make arrangements as to the type of bedding for stalls and tie outs as early as possible to inform the exhibitors ahead of time. The above information (as well as any other pertinent information) needs to be made available to the AGA office and Gelbvieh World as early in the year as possible (February) so this information can be included in the Gelbvieh World magazine and the AGJA newsletter.


Location/Facility Requirements

Approximately 85 hotel rooms per night. (Note: Hotel room numbers may be increased for later half of Classic as more people will be in attendance for shows) Stalling for approximately 300 head. Registration/Contest Check-In...................................8 tables 1 table A-M; 1 table N-Z; 1 table shirts/banquet tickets; 2 tables for contest sign up: Quiz Bowl, Judging, Team Fitting, Showmanship; 1 table for ambassador books and state scrapbooks; 1 table for posters, 1 table for photos Scrapbook Contest......................................................1 table Silent Auction ............................................................6 tables Quiz Bowl, each division will need:..........................3 tables, 10 chairs for contestants Ambassador Program ................................................private meeting space with table and chairs Poster Contest............................................................enclosed (out of weather) display area, open wall space for display Judging Contest..........................................................2 tables, Microphone Sales Talk....................................................................9 chairs Photo Contest.............................................................enclosed (out of weather) display area, photo display racks Team Fitting Contest..................................................electrical outlets, microphone and table Impromptu Speaking.................................................3 quiet areas with table and chair for judge, separate quiet preparation area with tables and chairs; divisions run simultaneously.

Advertising Contest...................................................10 tables and chairs for each table (normally meal area works for this contest) Mentoring Program....................................................microphone (meal area or arena will work for seating) Creative Writing.........................................................enclosed (out of weather) display area; 1-2 tables Showmanship & Cattle Shows...................................announcer’s table and microphone, tables for ribbons and awards, table for photo back drop **Awards Banquet.........................................................microphone, podium, elevated stage, 4-8 tables for awards display, photo backdrop area. Seating for 400 people. **Annual Meeting ........................................................microphone, podium, elevated stage with seating for 10 people, wireless microphone for audience, projection screen and LCD cart, seating for 200 people. **Dance........................................................................table for DJ, electrical set up, tables and chairs, water station **Denotes AGA Set Up Expense. AGA will pay expenses for rentals if additional costs are separate from facility fee.


Arena • • • •

A few decorations in the arena can make a huge difference. Plants, flowers, flags, table skirts, etc. can really add to the whole effect. Shavings are a nice touch if they are available. Often times plants and flowers can be donated from a local greenhouse with a little promotion. Make sure to have an awards area set up and then a head table and chairs for AGA staff and Junior Board members -as well as chairs for the judges and announcer.

Meals •

• •

Meals are an important part of the week. Try to have as many meals as financially possible. Sometimes, just concentrating on noon meals and breakfasts works out better than evening meals- this way parents don’t have to leave the fairgrounds during the day for food, and evenings are left more open for individual family activities. Check with your local Convention and Visitors Bureau for opportunities in providing meals - especially donuts and juice in the morning. Meals can be a real cost savings and convenience to families -please try to accommodate as much as possible in your budget and planning.

Sound System • • • •

The P .A. system should sound in all of the barns and show arena. If possible, have a cordless microphone for the judges and another microphone for the announcer at the table. Make sure you know how to run the sound system before the show starts and how to fix (or reach someone who can fix) any problems that may occur throughout the show. Have extra batteries available in case the microphone goes out.

Hospitality Area • • •

It is a good idea to host a hospitality area somewhere in the facility. Drinks (water, tea, lemonade, coffee) and snacks can be provided. Toys, movies, games, etc., can also be provided for children to play. This is a great way to keep younger children occupied and give them a chance to interact with other children.

Hospitality Gifts •

Goodie bags may be given during check-in to all exhibitors. These bags can contain informational items, food coupons, as well fun trinkets -usually donated by local businesses or agricultural associations throughout your state.


AGJA Responsibilities


Award Requirements 6 Grand Champion Awards Grand Champion Gelbvieh Female Grand Champion Bred & Owned GV Female Grand Champion Balancer Female Grand Champion Bred & Owned BA Female Grand Champion Bred & Owned Bull Grand Champion Market Steer

6 Reserve Champion Awards Reserve Champion Gelbvieh Female Reserve Champion Bred & Owned GV Female Reserve Champion Balancer Female Reserve Champion Bred & Owned BA Female Reserve Champion Bred & Owned Bull Reserve Champion Market Steer

21 Divison Champion Awards Div. 1 Gelbvieh Female Div. 2 Gelbvieh Female Div. 3 Gelbvieh Female Div. 4 Gelbvieh Female Div. 5 Gelbvieh Female Div. 6 Gelbvieh Female Div. 7 Gelbvieh Female

21 Reserve Division Awards Div. 1 Gelbvieh Female Div. 2 Gelbvieh Female Div. 3 Gelbvieh Female Div. 4 Gelbvieh Female Div. 5 Gelbvieh Female Div. 6 Gelbvieh Female Div. 7 Gelbvieh Female

Div. 1 Gelbvieh Bred & Owned Female Div. 2 Gelbvieh Bred & Owned Female Div. 3 Gelbvieh Bred & Owned Female Div. 4 Gelbvieh Bred & Owned Female Div. 5 Gelbvieh Bred & Owned Female Div. 6 Gelbvieh Bred & Owned Female Div. 7 Gelbvieh Bred & Owned Female

Div. 1 Gelbvieh Bred & Owned Female Div. 2 Gelbvieh Bred & Owned Female Div. 3 Gelbvieh Bred & Owned Female Div. 4 Gelbvieh Bred & Owned Female Div. 5 Gelbvieh Bred & Owned Female Div. 6 Gelbvieh Bred & Owned Female Div. 7 Gelbvieh Bred & Owned Female

Div. 1 Balancer Female Div. 2 Balancer Female Div. 3 Balancer Female Div. 4 Balancer Female Div. 5 Balancer Female Div. 6 Balancer Female Div. 7 Balancer Female

Div. 1 Balancer Female Div. 2 Balancer Female Div. 3 Balancer Female Div. 4 Balancer Female Div. 5 Balancer Female Div. 6 Balancer Female Div. 7 Balancer Female

Group Awards Champion Best 3 Heifers Reserve Best 3 Heifers Champion Best 3 Steers Reserve Best 3 Steers Customary Awards Tony Hayek Memorial Award to Champion B&O GV Female $300 for Grand Champion GV Female $200 for Reserve Champion GV Female $200 for Grand Champion GV B&O Female $100 for Reserve Champion GV B&O Female $150 for Champion Balancer Female $100 for Reserve Champion Balancer Female $100 for Champion B&O Balancer Female $75 for Reserve B&O Balancer Female


Award Requirements Continued Approximate Number of Classes 35 for Gelbvieh Females, Bulls, and Steers 15 for Balancers Showmanship Awards (Customary Buckles) Champion Junior Champion Intermediate Champion Senior Reserve Junior Reserve Intermediate Reserve Senior Contest Awards Quiz Bowl Champions (3 Divisions, customary ceramics) Quiz Bowl Reserve Champions (3 Divisions) Ambassador, Jr. & Sr. (Customary Belt Buckles and Shirts/Jackets) Board of Directors (Recognize retiring directors) Pee Wee Showmanship (Usually about 30 participants) Poster Contest (First –Third in 3 divisions, customary gift by Gretchen Powles) Judging Contest Champion Teams, 3 divisions (Customary Large Notebooks) Judging Contest Reserve Teams, 3 divisions (Customary Small Notebooks) Judging Contest High Point Individual, 3 divisions (Customary Belt Buckle) Judging Contest Reserve Individual, 3 divisions Junior Herdsman of the Year State Herdsmanship ($100) Sales Talk Champion, 3 divisions Sales Talk Reserve, 3 divisions Photo Contest Champion, 3 Divisions Photo Contest Reserve, 3 Divisions Editor’s Choice Photo Award Team Fitting Champion, 2 divisions (6 Awards Total) Team Fitting Reserve, 2 divisions (6 Awards Total) Impromptu Speaking Champion, 3 divisions Impromptu Speaking Reserve, 3 divisions Advertising Contest Champion, 3 divisions Advertising Contest Reserve, 3 divisions (customary wooden pen) State Scrapbook ($75 Champion, $50 Runner Up) Creative Writing, 3 divisions Grid Merit Contest Champion Grid Merit Contest Reserve


Judges Requirements Quiz Bowl

3 Moderators for Preliminaries 2 Moderators for Finals

Ambassador

2 Judges

Board of Directors

4 ballot counters

Poster Contest

1-2 Judges

Judging Contest

Official, 4 or more reasons takers

State Herdsmanship

3 Judges

Sales Talk

Photography

2 for each division, 6 total (prefer a combination of nonGelbvieh Breeders and Gelbvieh Breeders) 1 Judge

Team Fitting

2 Judges

Impromptu Speaking

1 Judge for each division, 3 total. Prefer outside judges.

Creative Writing

1 Judge (judged ahead of time)

Scholarship Applications

3 Judges

Showmanship

1-2 Judges

Steer Show, Balancer Show, and B&O Bulls

1 Judge

Gelbvieh Females

1 Judge

An AGJA Director will be in charge of each contest: supplies, score sheets, timers, etc. The host state should see the facilities requirements and work with the AGJA Director in charge of the contest to ensure set up.


Show Office

This is the main headquarters from which to run the show. It is highly recommended that you have someone working in the office at all times -so that as exhibitors come in throughout the day, their questions can be answered. Computers, phone, copier and P A system are all essential items for the show office. A Kinko’s store close by is also helpful- there are always last minute programs, posters, etc. that need to be made. It is helpful to post a schedule of events in the office, as well as important phone numbers and directions (hotels, veterinarians, hospitals, Wal-Mart, feed stores, etc.) Walkie-Talkies are also a huge help in the communications process. It is highly recommended that these are available to be used. It is a good idea to have ice available -either to give away or sell. This can be handled out of the show office. The AGA and the Junior Board will also be based out of this office -so please try to find a location that will be big enough to handle the “crowd” comfortably. Checklist: • Filing and calculation system for contest points • Meal tickets • Maps of the facility and city • list of restaurants and directions • list of hotels with phone numbers and directions • Phone to receive incoming messages for exhibitors • P.A system to make announcements in the barn • Directions to the nearest hospital • Phone numbers of veterinarians • Walkie Talkies • Office supplies • Copier with plenty of paper

Photo Back Drop • • • • • •

Make sure to order a sign in advance. The sign should include: the name, the year, logo, and location. Make sure it is easy to read. Not too deep and hung up high enough so when people stand in the photo, the year and name are still readable. Watch the curtain color! Use common sense. A light royal blue or gold color usually works well. Avoid dark blue or black. Make the backdrop big enough so that the photographer does not have to worry about the outside edges. Plants are a nice touch to the backdrop area. Make sure there are ample shavings and a slight mound built up at the backdrop area. Also have a wheelbarrow. fork and shovel handy for the photographers. Keep the backdrop area simple -too much clutter can really take away from the animal and exhibitor. Plants work nicely as a bit of a filler -but try to avoid any unnecessary lattice work or frames.

Awards Banquet • • • •

Choose a facility that can comfortably accommodate 400 people. This number varies depending on the number of entries. The banquet set up should include a photo backdrop area close to the head table and the awards so pictures can be taken in a timely matter and with ease. Make sure the P.A system is working properly and can be heard from all areas of the room. Banquet decorations may vary depending on the budget. Consider centerpieces being given away as door prizes.


Notes


Classic Responsibilities