Start with a Small, Cheerful Committee

Organising a village produce show is one of the most rewarding jobs in rural life. Start early: hold a first meeting in late winter or early spring, and book the village hall for a Saturday in late August or early September. Check the date against the school fete, church festival and ploughing match.

You need only a chair, secretary, treasurer, schedule secretary and show-day manager. Share publicity, catering, stewards and clean-up among friends. Budget for hall hire, insurance, judges’ expenses, printing, prizes and tea. Charge 50p to £1 per class, children free, and keep a float of change. Check the hall’s public liability insurance and do a simple risk assessment. A successful show needs willing hands and a clear plan, not a grand committee.

Write a Schedule That Tempts Beginners

The schedule is the heart of the show. Print 200 copies for the village shop, pub, school, church and allotments. Include an entry form, closing date, staging times and a contact number. Write plainly, state quantities, and explain whether stalks stay on or jars need plain lids. Keep categories broad enough for anyone to enter.

• Vegetables and fruit: three runner beans, five tomatoes, one marrow, three potatoes, longest carrot, a basket of mixed vegetables, a plate of raspberries.
• Flowers: a vase of sweet peas, one rose, a pot plant, a posy of wildflowers.
• Preserves: raspberry jam, marmalade, chutney, lemon curd.
• Baking: a Victoria sponge, fruit scones, a loaf of bread.
• Crafts: a knitted item, embroidery, a photograph of village life, a painting.
• Children’s classes: ages 5–7, 8–11 and 12–16, with a decorated biscuit, vegetable animal, miniature garden and tallest sunflower.

Add a “novice” class for first-timers and a best in show rosette. Simple categories encourage all ages to take part. Publish the rules: one entry per class per person, exhibits grown or made by the exhibitor, no shop-bought items. Keep fees low and the tone friendly.

Invite Judges Who Explain and Encourage

Book judges at least three months ahead. Ask neighbouring gardening clubs, allotment associations, baking groups and craft groups for recommendations. A retired head gardener can judge vegetables; an experienced jam-maker preserves; a local artist crafts; a primary teacher children’s classes. Send each judge the schedule and confirm expenses, lunch and a small thank-you gift.

Give each judge a steward to write comments and keep classes moving. Cover exhibitor names until judging ends. Judge vegetables on condition, uniformity, size for type and freshness. Judge preserves on appearance, set, clarity and flavour. Judge crafts on skill, finish and originality. Ask judges to explain decisions kindly, especially for children. Announce results only after all judging is complete, then display comment cards beside exhibits so everyone can learn.

Stage the Show for Easy Browsing

Set up the hall the evening before or early on show day. Arrange tables in rows, cover them with clean cloths and display class numbers clearly. Use folded entry labels so names are hidden until judging ends. Stewards receive entries between 8am and 10am, then close classes. Provide spare vases, plates and boards, and keep preserves cool. Put the children’s section at low height.

• Flow: vegetables, flowers, preserves, baking, crafts, children’s classes, then teas and stalls.
• Catering: urn, teapots, milk, sugar, homemade cakes, cake stall, plant stall, raffle and tombola.
• Signage: entry point, judging in progress, results board, toilets, fire exits and first aid.
• Safety: clear walkways, no trailing cables, covered cakes, tongs for serving and hand-washing facilities.

Open to the public in the afternoon. Keep the atmosphere relaxed: background music, a lucky dip for children, and a photographer for the parish newsletter. A successful show smells of cut grass, jam and tea, and sounds of laughter and the clink of cups.

Make It a Tradition That Lasts

After the show, hold a short debrief over the remaining cake. Count takings, pay bills and thank every helper, judge, steward and exhibitor. Ask what worked and what could be easier. Store the schedule, entry forms and labels in a folder. Send thank-you notes, publicise winners in the parish newsletter, and invite newcomers to join the committee.

Rotate jobs to avoid burnout and add one or two new classes each year: a scarecrow competition, a wildlife-friendly garden, a recycled craft. Keep entry fees low, children free, and welcome imperfect entries. The point is participation, not perfection. With a booked hall, a printed schedule, kind judges and plenty of tea, your village produce show will become a highlight of the countryside calendar.