Picking Lists is the term we use to refer to trader/exhibitor/member packs, specifically, the items that are being 'picked' to include within a pack - whether it is a physical pack to be posted or a pack to be emailed out. 

Picking List Rules

Picking list rules can be set up for all sections, trade stands, memberships and event extras and these govern products that are automatically allocated based upon a purchase. Some examples are below: 

  • A 6m x 6m trade stand may receive 2 passes and 1 vehicle pass. 
  • An exhibitor enters three horses into the show and they are issued with four passes and two vehicle passes. 
  • A family membership received two members badges, three children's guest badges and a priority parking pass.

Producing Packs for Posting

The printed packs can include a letter which can mail merge various pieces of information, such as the contact's name, address or company name. A table of purchases can also be included and for those entering competitions this can include a list of entries, the animal name (if relevant) and the scheme/competitor number.

Important points to note: 

  • For members and exhibitor packs, the packs will go to the 'user' that made the purchase - the information held in the 'Your Details' section of the form. This is particularly useful as it will reduce the postage costs for shows where multiple exhibitor/member names are within the same household. 
  • For trade stands and sponsorship, the packs will pull the address from the 'company' section of the form. 

Consideration for this should be made when creating your entry forms to ensure that the correct data is being collected. 

The packs will also include a table titled 'Included in this Pack'. This title can be changed, but it should hold a list of all the items that need to be included in the pack e.g. passes, catalogue vouchers or vehicle passes. 

Include in Picking List? 

This is a checkbox that is included in section & event extras and trade & sponsorship products. Check this box if the product has an item that needs to be packed. E.g. Additional passes would need to have this checked as they would need to be included in the picking lists, as would catalogue vouchers, however, if a trader has purchased an electricity supply or extra tables and chairs these would not be included in their packs. 

Posting Packs

When setting up your letters, it is worth considering using envelopes with a window and spending a bit of time making sure your address lines up correctly in them. This will alleviate the needs for creating labels and will speed along your packing process.