Most shows are held in the fall from September to December. All of these facts must be taken into consideration when planning a date. Determine the breed of birds that will be at the show. To save time and money try to select a Judge that not only judges one breed of bird, but who can judge the other breeds. The club selects 4-5 Judges and then letters are written by the club secretary or show manager asking the Judge if the date will fit into their schedule, what their fee is, whether money is needed for personal expenses and asking about transportation while in town.
Most Judges write their bids on the letter and return it to the club.
I sometimes send a copy of the letter along with the original to the Judge and this way the Judge has one for their files. Don't plan on membership dues to pay for a show that can cost into the thousands. The first thing that needs to be done is to keep a separate account for the show. A separate account will help the club track how much there is saved towards the total amount needed. One of the ways Washington Cockatiel Fanciers earns show money through the year is to set up raffle tables at other bird marts and sell tickets for the items on the table.