Introduction

There is no “right way” to host a cactus and succulent show and sale. Events vary depending on your club’s size, venue, budget, and goals. This guide organizes key responsibilities by committee so every volunteer knows their exact role.

The Cactus and Succulent Society of America, Inc. (CSSA) provides official judging standards and additional guidance. Visit the CSSA website for affiliate information and detailed judging criteria.

📌 Note: The CSSA and many Affiliate societies prohibit field-collected plants in their shows, competitions, and exhibitions. Affiliates are strongly encouraged to adopt similar conservation policies.

Why Host a Show & Sale?

A well-run show can:

• Promote membership in your affiliate society
• Educate club members and the public
• Encourage plant conservation
• Provide friendly competition
• Generate income through vendor booths, auctions, merchandise, and plant sales

Committee Structure Overview

A successful show requires teamwork. Recruit dependable volunteers and clearly define responsibilities before planning begins. The table below summarizes potential committee roles.

💡 Tip: The larger your expected attendance, the earlier and more structured your planning should be.

Committee Role	Primary Responsibility
Show Chairperson	Oversees the entire event; final decision-maker
Venue Coordinator	Secures and manages the facility
Vendor Coordinator	Recruits vendors; sets pricing & percentages
Club Treasurer	Manages all finances, payment systems, and sales tax
Hospitality Coordinator	Provides food and snacks for volunteers and vendors
Judging Coordinator	Recruits judges & clerks; runs judging
Publicity Manager	Marketing, media, social platforms, flyer design
Merchandise Coordinator	T-shirts, tote bags, pins — design through delivery
Auction Coordinator	Secures plants; runs live and/or silent auction
Children’s Event Coordinator	Plans and staffs youth activities
Sponsorship Lead	Recruits sponsors and manages their benefits
Volunteer Coordinator	Recruits, schedules, and briefs all volunteers

Committee Lead Responsibilities

Show Chairperson

Leads all planning meetings and coordinates across all committees Approves floor plan and scheduleMakes final decisions on budget, format, and policies Conducts post-event debrief meeting with committee leads

Venue Coordinator

Research options and book the venue (note: many venues book 6–12 months in advance): Community centers, parks and recreation facilities, botanical gardens, school halls, senior centers, local colleges, churches, greenhouses Confirm: adequate space, good lighting, sturdy tables (or ability to bring in rental tables), easy load/unload access, nearby parking, restrooms, and kitchen access Arrange overnight security if the event spans multiple days, especially for outdoor venues Create and distribute the floor plan including: show area, vendor area, reception/info desk, membership table, merchandise sales, plant holding area, auction display, talks/presentations, cashiering, and children’s activity area Coordinate table and signage setup Designate plant drop-off location and communicate deadline to exhibitors Install canopies if outdoors (safety: secure if windy conditions expected) Plan storage of materials for multi-day or recurring shows

Vendor Coordinator

Recruit vendors: local growers, specialty nurseries, potters, soil/fertilizer suppliers, club members, backyard growers, artists, and photographers Establish a clear pricing structure for vendor fees and/or percentage of sales Communicate CSSA policy: no field-collected plants permitted Assign vendor locations on floor plan Serve as primary point of contact for vendor questions before and during event Prepare, distribute, and retain vendor contracts Check with club’s liability insurance to see if they require vendors to provide a Certificate of Insurance

Club Treasurer

Determine payment method: central cashier, vendors handle their payments, or hybrid Ensure sales tax compliance — consult your state’s requirements Coordinate any barcode/POS usage with the CSSA master barcode list Ensure record keeping during live auction (bid amounts and buyer info) Oversee cash boxes and/or POS systems during the event Reconcile all income and expenses post-event

Hospitality Coordinator

Coordinate catering and meal arrangements for the judges’ dinner Provide morning refreshments (coffee and pastries) for volunteers and vendors Organize and oversee lunches for volunteers and vendors during the event Arrange afternoon refreshments Coordinate the dinner for the show and auction, if applicable

Judging Coordinator

Recruit qualified judges and clerks well in advance Prepare judging area and entry placement by category Distribute and collect judging sheets/entry forms (examples at end of document) Coordinate ribbon/trophy awards for each category and skill level Consult CSSA official judging document for criteria guidance

Publicity Manager

Start promotion at least 6–8 weeks before the event Design event flyers (or assign to a volunteer) Distribute flyers: nurseries, retailers, libraries, and senior centers Post to social media gardening groups and plant communities Send publicity materials to CSSA for social media posting Submit to your affiliate newsletter and create a press release for local media (TV, radio, newspapers, and magazines) Submit to the CSSA event calendar Install event signage at the venue

Merchandise Coordinator

Determine merchandise offerings: T-shirts, tote bags, pins, etc. Coordinate design with flyer design (consider using a club member or local artist) Get quantity estimates from Show Chair and Treasurer before ordering Place orders with sufficient lead time (typically 4–6 weeks minimum) Staff the merchandise table during the event Track inventory and sales; report totals to Treasurer

Auction Coordinator

Solicit auction plants including donations from members, vendors, and growers Determine auction format: live auction, silent auction, or both Coordinate auctioneer(s) for live auction Prepare silent auction forms and bid sheets Set up auction preview display before public hours Work with Treasurer to ensure all bids and payments are recorded

Children’s Event Coordinator

Plan supervised, age-appropriate activities for children: potting bench, dish garden station, cactus crafts, plant discovery zone, and small succulent or seed giveaway Recruit and schedule volunteers to staff the children’s area Gather all supplies in advance (pots, soil, plants, and craft materials)

Sponsorship Lead

Sponsors help offset venue, printing, and supply costs  Clearly define sponsor benefit tiers (e.g., logo on signage, social media mention, or free vendor booth) and deliver on agreed sponsor benefits during and after the event Identify and approach potential sponsors: garden centers, landscape companies, tool suppliers, and vendors Send thank-you notes and social media shoutouts pre and post event

Volunteer Coordinator

Recruit volunteers for setup/breakdown, docents, security, cashiers, membership table, plant holding area, entry assistance, workshop support, photography, and hospitality Create a reasonable shift schedule to prevent volunteer burnout Provide name tags and/or event T-shirts for volunteer identification Designate reception, membership, and merchandise table staffing during public hours Post a schedule for talks or presentation schedule and arrange PA announcements Provide docents in the show area to answer visitor questions

Show Categories and Entry Levels

Typical shows and competitions are organized into divisions so visitors can make comparisons and learn about how succulents are classified. Larger shows and competitions may group plants by genus. Some possible categories include:  Please refer to the CSSA document Judging a Cactus & Succulent Show for details

• Cacti
• Succulents
• Other xeric plants
• Seed-grown plants
• Succulent bonsai
• Educational displays (CSSA provides a Best Educational Display award when there are multiple entrants) https://drive.google.com/file/d/1zQprMrwjjlYuR01YiSyyi1lwMFjBmVcX/view
• Cactus and succulent-related art (photography, painting, sculpture, etc.)

Event Day Timeline

Pre-Show Setup

• Distribute floor plan with plant entries organized by categories
• Assign vendor table/space locations
• Set up tables and signage throughout the venue
• Designate plant drop-off location and communicate deadline
• Set up auction preview display
• Establish plant holding area for purchased plants
• Install canopies if outdoors — secure in windy conditions
• Confirm overnight security arrangements (multi-day events)

During Public Hours

• Staff reception, membership, and merchandise tables
• Post and announce talks/presentation schedule via PA
• Station docents in show area to assist visitors
• Maintain security and monitor traffic flow
• Know local emergency contact information and post it for all staff

After Closing

• Hold awards ceremony (and/or banquet if applicable)
• Conduct live auction (if applicable)
• Break down displays

📌 Note: Multi-day events require significantly more setup and breakdown time. Plan for storage of materials between days.

Educational and Interactive Features

Intersperse interactive elements to increase attendance and public engagement.

• Demonstrations of basics of cactus and succulent care, such as repotting, propagation, grafting, and pest control
• Silent auctions at intervals throughout the day
• Hosting Affiliate sale and information booth

Supplies Checklist

Use this checklist during planning and setup. Assign a committee lead responsible for each category.

Area	Items
Set-up and Display	Folding tables Neutral-colored tablecloths Plant show category signage Dividers for plant show categoriesCanopies (if outdoors) Vendor location signage
Administrative	Judging sheets and plant entry forms – examples at end Ribbons and trophies Cash boxes or POS systems (Square, etc.) Membership applications Plant care information handouts Extension cords Microphone / PA system Silent auction bid sheets
Office Supplies	Notepads, pens, pencils, sharpies, and clipboards Tape (Scotch and duct), zip ties, and rope
Emergency Tool Kit	Hammer, wire cutters, and screwdrivers Utility knife, pliers, and pruners
Kitchen / Refreshments	Determine what food/beverages will be provided to vendors and volunteers Assign a Hospitality Coordinator to organize refreshment logistics

Creating a Professional Look

• Clear exterior signage visible from the street
• Good lighting in the show area
• Neat and uniform show entry cards
• Wide aisles for easy traffic flow (ADA compliance is important – minimum of 48”)
• Neutral tablecloths to highlight plants
• Shade canopies if outdoors
• Clearly grouped and labeled plant competition categories on entry tables
• Consider an annual theme for consistent marketing impact

Post-Event Follow-Up

Assign the Show Chairperson to coordinate all of the following:

Distribute feedback surveys to vendors and show participants

Have a post-event debrief meeting with committee members to discuss what worked, what didn’t work, and suggestions for improvement, to make adjustments for the next event

Thank sponsors, vendors, and speakers (personal notes go a long way)

Share event photos on social media

Submit an article and photos to CSSA for publication in social media and To The Point