Getting Started: 6 steps for setting up your show

Follow these 6 steps and you will have your Show Homepage setup and running in no time. If you would like to get a full tour of Showman and all of its features, you can schedule a call with one of our specialists to go through everything or checkout this demo video.

The 6 Steps to Show Success

1. Set Your Basic Event Information
2. Customize your show Settings
3. Add in any additional Entry Questions
4. Input the details on your individual Shows
5. Add/Configure Show sponsors & sponsorships
6. Set up your financial information

1. Set the Basic Event Information

The first tab in the Event Section is the Overview tab. This is where you can set the event specific details and information related to your show. There are different fields here with space for you to add in information. This information will be visible to anyone who visits your Show Homepage. If you aren't sure what to put or if there aren't any relevant details for a particular field, that is okay. You can leave it blank and the entire field will be hidden from the Show Homepage. 

Here are a few other things to keep in mind when adding overview info:

• For your website link, be sure to include the full URL (including the https://) for the link to work properly. You can copy and paste the URL from your browser to make sure it's correct.
• You can do some basic formatting in the text areas. Extra spaces will be saved if you want to space out some of the information you write in.
• Remember to click the "Update Event" button at the bottom of the page whenever you are done updating any of the fields.

2. Customize Your Event Settings

After filling in the Overview information you can move on to the Settings tab. The Settings tab is where you will set the dates and settings that control the timing of your event as well as how some ages and prices are calculated. Keep reading below for an explanation of the different settings.

Credit Card Fees

The very first setting you will see is " Do you want to charge credit Card fees to exhibitors?". If this box is checked, then the 3.5% credit card fee will be passed onto the exhibitors when they check out and submit their entries online. If this box remains unchecked, then the fee will be absorbed by the show and the fee will be taken out from the amount the show receives after the exhibitor pays.

• What's up with the 3.5% fee? - Convenience comes at a cost. In order to accept payments via credit card, payment processors charge businesses a small processing fee. This is true when getting gas, eating out or shopping online. Most businesses build that cost into their prices, while also factoring in the convenience of getting access to their funds sooner and not having to deal with physical cash or checks. With Showman you have access to our integrated online payment system, making it easier for exhibitors to pay and for you to get paid.
• Worried about paying the fee? You have a few options:

1. Absorb the fee and factor the fee into the costs of running the show. Some easy ways to do this are: increase prices by $1, charge a pen fee or get an extra sponsor for your show. This is the encouraged option if you're able, since it takes the responsibility off of your exhibitors. 
2. Pass the fee along. Exhibitors will have the fee tacked onto their invoice when they checkout.

Entry Settings

These are settings that affect the dates around when entries are accepted and when late fees take effect.

• What day do you want to start accepting Online Entries? - This is the day that online entries will open up and exhibitors will be able to enter the show.
• After which date will late fees be applied? - This is the due date for early entries; after this date new exhibitors that enter will be charged the late rate. Note: If your show doesn't have a late fee, you can leave this field blank.
• What is the last day to submit online entries? - This is the last day that online entries will be open. Once this date is passed then the exhibitors will no longer be able to add/edit their entries. They will still be able to view their entries online or make any final payments if they have any outstanding dues owed.
• Allow Exhibitors to add additional entries at their original entry rate - If this box is checked, exhibitors who submitted entries before the late fee deadline can continue to add entries after that deadline while still receiving the early pricing. 
• Show will accept entries the day of show? - Check this box if you are allowing exhibitors to arrive the day of the show and enter the show. This does not affect your ability as the Show Administrator to add new exhibitors the day of the show. This will just advertise to exhibitors on the Show Homepage if you are accepting walk-in exhibitors.

Member Pricing

If your show offers discounted pricing for members of a county, club or association then you can use the Member pricing options.

• Show has member pricing? - Check this box if you want to enable member pricing for your show.
• What is the Membership called? -  This is the name of the membership.

Class Settings

• What date do you use when calculating age for Breeding classes? - This is the date that is used to calculate the age of your breeding animals. Note: This is only used for breeding classes that use calculated ages. These are usually breeding shows that have generic age ranges for animals, i.e. 3-6 Months. This can be left blank if you don't have breeding classes. 
• What date do you want to use when calculating age for Showmanship classes? - This is the date that is used to to calculate the exhibitor's age for showmanship classes. For example if the age is as of Jan. 1st of the current year you would put that date here.

*Remember to click the "Update Event" button at the bottom of the page whenever you are done updating the settings.

3. Add Entry Questions

Entry questions (one tab over from Settings) are great for getting additional information from your exhibitors. You can use as many entry questions as you need or none at all, it is up to you.

Here are a few ideas of some information that might be useful to collect using entry questions:

• Penning/stalling
• Bedding
• Camping/RV Spaces
• Apparel
• A headcount or tickets for dinners

Learn more about how to create Entry Questions

4. Set Individual Show Details

From the Shows Section you can set the details, pricing and schedule information for the individual shows going on at your event. Before editing details, currently you will need to send the information about your show structure to your show specialist so we can get the show templates created for you.  After they are created, you will be able to go in and edit additional show info that exhibitors will see when they are entering your show. 

Click here to learn more about the show settings

5. Add & Configure Sponsors

From the Sponsors Section, create various sponsor levels so sponsors can sign up and pay online. You can also manually add in any sponsorships already collected offline. Note that you do need to create sponsor levels before you will be able to add any sponsors.

Click here for a step by step to set up your online sponsorship form

6. Set up your financial information

Connect your bank account by adding in your account info through the link in the Financial Section. You will need either a debit card or the account and routing numbers that can be found at the bottom of your check. You can set up a personal account or a business/non-profit account. If you have an EIN number, then you should be setting up a business/non-profit account. Once you complete your account setup, we will send a $1 test deposit to verify your bank account. 

This process does take a few days, so we recommend you take care of it early so you are all set to receive your entry fee funds when you need them. We automatically send funds after your show is over, or upon your request, we can send beforehand. 

Click here to learn more about setting up your bank account