09/28/2026
Show Calendar Management and Regional Director Review
Show scheduling has historically been an important responsibility of CFA Regional Directors because the Regional Director is most familiar with the clubs, exhibitors, geography, travel patterns, and show activity within the region. This process is especially important for new and developing clubs, as it provides guidance, structure, communication, and assistance with CFA requirements and procedures.
Show scheduling is a regional management responsibility. The Regional Director's role with show scheduling is to assist the club, review relevant regional information, identify potential conflicts or concerns, and bring requests requiring approval to the Show Scheduling Committee for discussion.
Each Regional Director is responsible for periodically reviewing the show calendar for accuracy as it relates to shows within their region.
No individual Regional Director is authorized to independently approve or deny a show date request that requires Show Scheduling Committee approval. Such requests must be submitted to and reviewed by the Show Scheduling Committee.
Show date review should not be based solely on compliance with the 500-mile rule. Other considerations may include:
· Impact on adjacent regions.
· Number of CFA shows already scheduled on that weekend.
· Geographic location of those shows.
· Whether the shows draw from the same exhibitor base.
· Whether adding another show on that weekend could weaken existing shows or create unnecessary conflict.
The following procedure will be used for show date requests requiring Show Scheduling Committee approval. It is intended to provide a clear, consistent process for reviewing proposed show dates, identifying potential conflicts, and addressing concerns before final approval. If practical issues arise after implementation, the committee may review and adjust the process as needed.
Show Date Request Procedure
· A club requesting a show date that requires Show Scheduling Committee approval shall complete the Show Date Request Form online and submit it to the appropriate Regional Director.
· The club shall specify whether the request is for a one-time event or whether the club is planning to establish the date as its traditional show date. Traditional date status is established when a club holds a show on the same weekend for two consecutive years. A club establishing a new traditional date must obtain the required scheduling approval while the date is being established.
· The Regional Director shall review the traditional show date calendar, existing regional show dates, possible conflicts within the region, possible impact on adjacent regions, the 500-mile rule, and whether other shows may draw from the same exhibitor base.
· After completing the preliminary review, the Regional Director shall submit the show date request, along with any relevant information regarding potential conflicts or concerns, to the Show Scheduling Committee for review and discussion.
· Once the request is submitted to the Show Scheduling Committee, the Regional Directors shall have 24 hours to raise any objections or concerns.
· If no objections or concerns are raised within 24 hours, the proposed show date shall be posted to the CFA news list for a 7-day comment period.
· If an objection, concern, or conflict is raised during the 24-hour committee review period, the proposed show date shall not be posted until the matter has been reviewed by the Show Scheduling Committee.
· The Regional Director raising the objection, concern, or conflict shall provide the basis for the issue, including any relevant information regarding regional conflicts, adjacent-region impact, the 500-mile rule, the number or location of other shows on the same weekend, exhibitor-base overlap, or any other factor affecting the best interests of CFA, the clubs involved, or the fancy as a whole.
· The Show Scheduling Committee shall review the objection, concern, or conflict and attempt to resolve the matter. The committee may request additional information from the requesting club, the appropriate Regional Director, or any other affected Regional Director.
· After review, the Show Scheduling Committee may:
· Determine that the matter has been resolved and allow the proposed show date to be posted for the 7-day comment period.
· Request that the club consider an alternate date or provide additional information before the request proceeds.
· Determine that the proposed date should not proceed because of a substantial scheduling concern.
· If the proposed show date is posted and no objections are raised during the 7-day comment period, the show date is approved.
· If an objection is raised during the 7-day comment period, the matter shall return to the Show Scheduling Committee for review. The 7-day comment period is not a vote. The Committee will consider the information received but is not bound by it.
Committee Review of Objections to Posted Show Date Requests
If an objection is received during the seven-day posting period for a show date request, the requesting club and the party raising the objection will be given an opportunity to provide relevant information or written submissions for the committee's consideration.
The Chair will schedule a Zoom meeting of the Show Scheduling Committee for discussion of the objection and the information submitted.
A majority of the committee members will constitute a quorum. Following discussion, a determination will be made by a majority vote of the members participating in the vote.
The committee may determine that the objection does not warrant changing or denying the requested date and allow the request to proceed, or it may determine that the objection raises a scheduling concern requiring further action.
If Board review of the committee's determination is requested, the matter will be referred to the CFA Board.
· Regional Directors and clubs retain the right under the CFA Show Rules to take a scheduling dispute to the CFA Board for final resolution. A club wishing to exercise that right should notify its Regional Director so the matter can be brought before the Board.
A proposed show date shall only be posted after the 24-hour committee review period has ended with no objections or after any concern raised during that period has been reviewed by the Show Scheduling Committee and the Committee has determined that the request may proceed.
Final approval should consider both the written rules and the overall best interests of CFA, the clubs involved, and the fancy as a whole.
The goal of this process is to protect the show calendar, avoid preventable conflicts, support new and existing clubs, and ensure that show dates are approved in a way that strengthens CFA as a whole.
Notification of a Club Not Holding a Show
A club that will not be holding a show on its traditional date shall notify its Regional Director in writing. The notification shall include the affected show date and any request for an exception or intent to return to a traditional date, if applicable.
When required by the CFA Show Rules, the Regional Director shall submit the notification to the Show Scheduling Committee for review and any necessary action.
A club taking one year off from its traditional date should provide the required notification at least 100 days in advance.
