Preparing Exhibit Labels and Entry Forms Correctly
An exhibit label is a small piece of paper with a large practical job. It connects the object on the bench with the entry record, the correct class and the person who will collect it. Even a carefully made exhibit can create confusion if its identification is incomplete or attached in the wrong way.
Begin with the instructions supplied by the show. The Forbes Show forms and rules page is an official starting point, but use the forms and directions confirmed for the particular event. Do not design your own substitute label where the organisers require an official card.
Create one reliable entry record
Keep the entrant's name, contact information, section and class number in one place. Copy from that record when completing related paperwork. This is safer than writing each version from memory, especially when a household is entering several items or children use different surnames.
Check spelling and contact details before submitting the form. If you receive a confirmation, compare it with your intended entry rather than simply filing it away. A wrong class number is easier to correct before the delivery period than while a steward is handling a queue of exhibits.
Separate private details from display information
Some information is needed for administration but should not appear on a public-facing exhibit label. Follow the organiser's instructions about anonymity and identification. Do not add a child's school, address or personal contact details merely because there is spare space on a card.
Make the label readable and secure
Use the required format and place the label where the instructions specify. If a handwritten field is permitted, write clearly and use a method that will not easily smear during ordinary handling. Keep decorative lettering for the exhibit itself, not essential class information.
Choose the attachment method according to the object and the rules. A pin, tie or adhesive that is harmless on one material may mark another. Never attach a label in a way that damages food packaging, punctures a delicate textile or interferes with judging. Ask the steward if the required method is not clear.
Keep multiple entries from becoming mixed
Lay out each item with its own paperwork during packing. Check them as a pair, then move the pair into its container. Avoid keeping all the cards in a loose pile beside several similar exhibits. A household entering several cakes or photographs can easily swap two labels without noticing.
A final paperwork check should cover:
- The correct entrant and class number for each item.
- Any required signature, declaration or payment reference.
- The permitted label position and attachment method.
- Confirmation details and the evidence needed for collection.
For photographs or artwork, check whether identifying information belongs on the back, on a separate form or in another specified location. Do not assume every creative section uses the same convention.
Prepare for another person to deliver the entry
If a friend or family member is helping, give them a short written handover note. Include the section, delivery window and any instruction they must communicate. They should be able to identify each package without opening or rearranging it.
Keep corrections orderly
If you discover a mistake after submission, contact the appropriate organiser and explain it clearly. Do not silently change a label and assume the central record will change with it. Keep the corrected information with the original confirmation so there is a clear trail.
At delivery, follow the steward's process for checking and placing exhibits. Ask before making a last-minute change. The goal is to help the organiser maintain a consistent system, not to create an individual arrangement that only one person understands.
Retain what you need until collection is complete
Keep collection slips and entry confirmations in a secure, accessible place. Do not throw away the packaging label simply because the exhibit has been accepted. If another person will collect the work, confirm the required authorisation and give them the right documents.
Good paperwork is deliberately unremarkable: the exhibit reaches the correct class, the judge sees the intended information and the owner collects the right item. Spending a few careful minutes on labels helps ensure that the attention remains where it belongs, on the work you brought to the show.