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Earthdog Test Procedural Manual How to Plan and Run an Earthdog Test Table of Contents Chapter 1: Planning Chapter 2: Applications and Judges' Panel Questionaire Chapter 3: Committee Duties in Preparation for and During Event Introduction This manual is designed to assist you in conducting an AKC Earthdog test from start to completion. No single publication can cover every issue that may occur. Guidelines will be laid out with suggestions, timeline, equipment lists and other materials you will find helpful in planning and holding your Earthdog Event. Should you need more information, we urge you to contact us; we are here to help. Background The American Kennel Club's Earthdog Test Regulations became effective October 1, 1994. The Earthdog Program has seen a brisk growth since its inception. Each year new clubs have formed and been approved to host Earthdog events. Annually, the number of dogs participating in Earthdog events has risen. This growth rate has necessitated changes in the Earthdog Program. The American Kennel Club works closely with Earthdog clubs, evaluating their progress and working with them on any troublesome areas. Periodically, Advisory Committees have been established to address issues and changes that have been suggested by the fancy. Through this process, the sport has continued to flourish while raising its standard of performance. AKC Code of Sportsmanship PREFACE: The sport of purebred dog competitive events dates prior to 1884, the year of AKC's birth. Shared values of those involved in the sport include principles of sportsmanship. They are practiced in all sectors of our sport: conformation, performance and companion. Many believe that these principles of sportsmanship are the prime reason why our sport has thrived for over one hundred years. With the belief that it is useful to periodically articulate the fundamentals of our sport, this code is presented. • Sportsmen respect the history, traditions and integrity of the sport of purebred dogs. • Sportsmen commit themselves to values of fair play, honesty, courtesy, and vigorous competition, as well as winning and losing with grace. • Sportsmen refuse to compromise their commitment and obligation to the sport of purebred dogs by injecting personal advantage or consideration into their decisions or behavior. • The sportsman judge judges only on the merits of the dogs and considers no other factors. • The sportsman judge or exhibitor accepts constructive criticism. • The sportsman exhibitor declines to enter or exhibit under a judge where it might reasonably appear that the judge's placements could be based on something other than the merits of the dogs. • The sportsman exhibitor refuses to compromise the impartiality of a judge. • The sportsman respects the AKC bylaws, rules, regulations and policies governing the sport of purebred dogs. • Sportsmen find that vigorous competition and civility are not inconsistent and are able to appreciate the merit of their competition and the effort of competitors. • Sportsmen welcome, encourage and support newcomers to the sport. • Sportsmen will deal fairly with all those who trade with them. • Sportsmen are willing to share honest and open appraisals of both the strengths and weaknesses of their breeding stock. • Sportsmen spurn any opportunity to take personal advantage of positions offered or bestowed upon them. • Sportsmen always consider as paramount the welfare of their dog. • Sportsmen refuse to embarrass the sport, the American Kennel Club, or themselves while taking part in the sport. Chapter 1: Planning For an event to be successful, a great deal of planning is involved. The first organizational meeting is a time to consider many things. A. Scope: The first consideration is the scope of your Test. Be realistic. Will your event draw club members only? Is your area one with a large number of the Earthdog fancy allowing you to expect a large entry? A safe plan would be to hold a small event that will grow over time, as your club's experience and the interest in the sport grows. Planning for too large of an event in the beginning can deplete your work force as well as your finances. Surmise what classes your area can support then determine the size of event to hold. B. Work Force: The number of people able to work the day of the event should also be a strong consideration when planning the scope of your Test. The majority of club members will want to run their dogs. This causes them to have much to do the day of the event in that they will have responsibilities as members of the committee, in addition to running their dogs. C. Timeline: Development of a timeline will be beneficial to all Committee members. When an event is separated into tasks, with start and completion dates, it allows an event to be tracked. The timeline will help to ensure tasks are completed on schedule. Monitoring the timeline will make you aware of possible problem areas and situations that can be resolved before they become critical. There is a logical flow to planning an Earthdog Test. Determining the scope of your event and appointing/electing a Test Committee are the first two steps. Before a site can be considered classes offered, and the size of your event must be determined. Before prospective judges can be contacted or the site secured the date must be decided. The Committee officers, dates of the event, when. or if, to close entries, when to draw for run order if you offer Master, as well as your judges, location, classes being offered, and emergency contacts (Disaster and Emergency Plan form), must be established before you complete your application to hold an event. Before ribbons and awards are ordered you must know the classes being offered. Examine your event site to know equipment needed and the amount of work involved preparing the site. Your equipment list will be directly related to the type and size of your Event. When a timeline is followed, all the information and work are in place and ready for the next step. D. Chairperson: The Chairperson as well as the other committee members must be members of the club, know the Earthdog Regulations, possess strong organizational skills, and have the ability to delegate jobs, positions and work. The Chairperson must be able to prepare schedules and encourage Committee members to work within designated time frames and budget. An individual with good people skills and time to communicate with committee members is highly desirable. It is also necessary that they be able to enforce AKC rules and regulations with site owner, judge and contestants. The Chairperson must also understand how each den and den area is properly laid out according to AKC regulations. They must examine the test site, evaluate the equipment and understand the work involved in making the site ready. The Chairperson shall appoint and oversee both a set-up and clean-up committee. E. Committee: The Committee may be appointed or elected and must consist of at least five club members including the Chairperson. Every Committee member shall have a copy of and be completely familiar with the Earthdog Regulations, Dealing with Misconduct and the Disaster and Emergency Plan. F. Secretary: The Secretary need not be a member of the club. The Secretary must be completely familiar with the Earthdog Regulations. The Secretary or a club officer may complete the event application. The Secretary must be supplied with all the information to be published in the Premium List. All entries will be sent to the Secretary. The Secretary will make the Event Premium List. All event information, questions or other concerns from The American Kennel Club regarding the event(s) will be sent to the Secretary. The individual selected should be well organized with strong secretarial and people skills. Because the Secretary need not be a club member, consider hiring an individual who has experience in this area. If you decide to do this, have a contract. This contract should cover all areas the Secretary will handle including the event timeline, the work expected, reimbursement for expenses (i.e., postage, telephone, copying, Premium List, office supplies, etc.) and the secretarial fee. G. Publicity Chairperson: Select a creative person to devise ways of advertising your club's event. This person will supply information to magazines, dog club newsletters, etc., while adhering to publishing deadlines. H. Chief Steward: The Chief Steward will coordinate a crew of individuals responsible for the event-day operations. This requires assigning persons to ensure the Judge has Timers, Den Stewards, and refreshments. This person also assigns Gate Stewards, Runners, Parking Attendants and other helpers as the event and facility may require. One of the main responsibilities of this position is to ensure the individuals understand the role they have been assigned. I. Awards Chairperson: The Awards Chairperson will be responsible for securing all ribbons and trophies as set forth in the Earthdog Regulations. A list of awards and a brief description of each trophy must be given to the Secretary to be included in the Premium List. Should the club wish to have sponsorship of awards, the Awards Chairperson will secure these sponsorships. J. Hospitality Chairperson: This important position requires making arrangements in advance for Judges' lodging, transportation (to and from the airport if necessary), as well as meals and refreshments during the event. If a banquet, Judges' dinner, or other club activity of this nature is planned, the Hospitality Chairperson is responsible for making the arrangements. The Hospitality Chairperson could also be assigned to acquire all the information for the Disaster and Emergency Plan. This information must be to the Secretary in a timely manner and should be distributed to all Committee members. K. Budget: The budget is one of your first considerations. You must project your expenses, establishing realistic figures within which all Committee members can work. Obvious expenses are site rental, the Judges' expenses, AKC application and recording fees, insurance, publicity, ribbons and awards. Other expenditures, some of which may be donated, borrowed or rented, are: rats, feed, bedding, watering and feeding equipment, fencing, t-posts, shade for holding areas and other equipment necessary for setting up den areas. Also required are signs to the event; secretarial office supplies, clip boards, calculator, carbon paper, file folders, portable file box, copying, telephone bills, pens, contestant numbers, rubber bands, display board to post scores; printing and postage for Premium List, garbage cans, bags, poop scoopers, disposal; rest room facilities, toilet paper; public address system; and stop watches. Power sources may also require extension cords. The entry fees for your club's event will be determined in large measure by the costs involved in hosting the event. Divide total expenses by a conservatively estimated number of possible entries. The resulting figure is your minimum entry fee. L. Date: The date selected for your club's event is important. Careful consideration should go into selecting the date. Weather may be a prime consideration. Try to avoid severe weather periods. Avoid dates that are in conflict with other dog-related activities, this could affect your attendance or your work force. Teaming up with an existing event is also a possibility. The Hospitality Chairperson could also be assigned to acquire all the information for the Disaster and Emergency Plan. This information must be to the Secretary in a timely manner and should be distributed to all Committee members. M. Facility: The Classes you are offering will determine the facility you select. Measure all den areas to ensure they meet the sizes as specified in the Earthdog Regulations. Check that all fences are in good repair. If repairs or other changes are necessary, negotiate with the facility owner. A club workday spent repairing fences could lower the cost of the facility. The contract for rental of the facility should include the date(s), price, insurance information, and equipment that will be included - dens, electricity, rest rooms, etc. N. Judges: Judges must be on the list of active Earthdog Judges. You may obtain a copy of the Earthdog Judge Directory by calling the Performance Events office or by going to The American Kennel Club web site at http://www.akc.org. O. Classes: Test Classes: In all the regular Classes no portion of the den, including the release point, should be less than 20 feet from the edge of the den area. These classes need not be fenced. However, the Junior den should be located well away from major activity to allow the novice dogs every opportunity to work. You should demarcate a spectator area for all classes, where spectators WITHOUT dogs may watch the classes. All dens will need to be at least 100 feet from the holding areas. And you will need fencing for at least the Introduction to Quarry den area. Master: If you are having the Master Class you will need to be sure you have adequate space for a min. walk up of 100 yards. You will want to provide a walk up that is challenging. That could mean bringing in obstacles like materials to make brush piles, etc. Introduction to Quarry: Be sure you have an area that is either protected or well away from the rest of the test area to give the Introduction to Quarry class a quiet den area. It should be securely fenced as the dogs entered in this class will be novices. Be sure the den area meets, or exceeds, the minimum of no less than 40'X40'. P. Quarry Be sure to have adequate rats for all classes offered. Take into consideration the weather and number of entries expected. The hotter it is and the more entries you have, you may want to have more than one pair of rats per class. Chapter 2: Applications and Judges' Panel Questionaire A. Licensed and Member Events Suggested Timeline • The Event Secretary or a Club Officer may fill out the Application and Judge Panel Items on this list may be Questionnaire. A Club Officer must sign accomplished earlier this application. than time suggested. • The application fee is $35.00 per day at Secretary or Club Officer this writing and must accompany the application and be received at AKC a 9 months prior to Event: minimum of 90 days prior to the event. Request an application form from The American • If you are planning an event with back to Kennel Club. If your Club back Tests, one following another, each has given an event in the day must have a separate application form. past, your Club Secretary If you are planning one event that will cover was mailed a turn around multiple days, you will fill out one form and the Application application form for each day. and Judges' Panel Questionnaire. Build dens. • Read the application carefully to ensure you understand the specific information 16 weeks prior to the being asked in each area. When Event: Contact completing the application, print clearly or Committee members to type. Avoid the common error of confusing have them begin gathering the Event location address, the Secretary's all the information address and the location for Drawing for necessary to complete the running order address. It is important to Application and Judges' check the box indicating whether your Questionnaire. Event will be open to all breeds or to a single breed (specialty clubs only). 16 weeks prior to the Following the judge's number and name, event: Contact club clearly and specifically list the classes the treasurer for application judge(s) will judge. Ensure all addresses fee. Fill out form. and phone numbers have been entered accurately. 14 weeks prior to the event: Send the • A current membership list of the event- application packet to: The hosting club must be sent to The American American Kennel Club Kennel Club. Be sure to include an updated Performance: Event list of club officers as well as members. Plans, 5580 Centerview This guarantees that The American Kennel Dr., Raleigh, NC 27606- Club has the most current list of your club's 3390 officers and members. This should be sent to AKC, 5580 Centerview Drive, Raleigh, NC 27606 to the attention of the manager of Registration Operations, Station 2. • Disaster and Emergency Plan: A separate Disaster and Emergency Plan must be completed for each event or multiple events. This form requests names, addresses and telephone numbers for an ambulance service, the local fire department, the police department and hospital. The plan should also include information concerning disasters specific to your area (i.e. earthquake, tornado, etc.) • Make copies of the Disaster and Emergency Plan for Club members. Keep at least one copy readily available at the Secretary's table during the course of the event. The information on this form is important, and will save valuable time in an emergency situation. • Send all paperwork for your Event in one package. This includes the Application and Judges' Panel Questionnaire, fee(s), Disaster and Emergency Plan and current Officer/membership list. Make at least one copy of the completed application for your records. It is suggested, while not required, that you send the application using a traceable form of mail service (e.g., USPS Express Mail, UPS or FedEx). This will be an added expense, but one well worthwhile should the application become missing. A simple phone call can trace your application, eliminating frustration. • Application form and all accompanying paperwork must be sent to arrive no less than 90 days prior to the event. • You will be sent notification when The American Kennel Club has processed both your club's application and Judges' panel. B. Application for Sanctioned A and B Secretary or Club Officer • The majority of the above information for Licensed or Member Tests applies to 16 weeks prior to Event: Sanctioned Events also. Make sure you have the Sanctioned Test • The Sanctioned A & B application was Application form. If not, sent to you when you applied to Club request this form from The Relations to become an Earthdog Club. American Kennel Club, Answer all questions on the form. Print Performance Events. clearly or type. 8 weeks prior to Event: • The sanction fee is $15.00 per day; the fee Contact Committee must accompany the application form(s). members to get them gathering all the • Send all paperwork for your Event in one information necessary to package. This will include the Application fill out the Application and and Judges' Panel Questionnaire, fee(s), Judge's Questionnaire. Disaster and Emergency Plan and current 6 weeks prior to Event: membership and Officer list and a copy of Contact Club treasurer for the Premium List. Make at least one copy of application fee. Fill out the completed Application for your records. It form. is suggested, while not required, that you send the application using a traceable form 5 weeks prior to the of mail service. The US Express Mail, UPS and FedEx are a few of the possible methods Event: Send the to send your application. This will be an application packet to: added expense, but one well worth the expense should the Application become lost. The American Kennel A simple phone call can trace your Club Application, eliminating frustration. Performance: Event Plans 5580 Centerview Dr. • This form must be sent to arrive no less Raleigh, NC 27606- than 4 weeks prior to the Event. • Sanctioned A Premium Lists must be approved by The American Kennel Club prior to their distribution. • Sanctioned B Events do not require a Premium List; a flier is sufficient. Chapter 3: Committee Duties in Preparation for and During Event A. First meeting: 12 to 18 months prior to • First organizational meeting select/elect event: Have Chairperson and each committee's organizational meeting leadership. • Determine scope of eventand necessary work force. Make a list of preferred judges, possible event facilities, and dates. B. Chairperson: Chairperson • Communication is important to conducting a successful event. Establish a line of Throughout planning communication with the club and committee and during the event: members. This can be accomplished by Keep an open line of telephone, postcards/letters, email communication with all (remember all members may not have Committee Heads. access to this form of communication) or frequent committee meetings. 10 to 18 months prior to your event: Contact • Develop Timeline - Establish Budget - prospective Judges. Determine Entry Fees. Give Committee Forward contracts and Heads position-specific information, timeline Judge's Affirmation Form and budget. to judges immediately following their agreement • Encourage Committee Heads to solicit club to judge. members to serve on the various committees. Monthly, contact Committee Heads: Give • Contact prospective Judges as soon as and receive progress the date has been determined. reports. • A contract should be sent to the Judge 10 weeks prior to event with all terms agreed upon between parties. date: Work on the This includes travel arrangements, judging Application Form(s) fees (if any), accommodations, meals and should begin. Monitor its other expenses. It should specifically name progress until mailed 14 party responsible for all expenses and if the weeks before the date of judge will pay, then be reimbursed by the the event. club, or if the club will be directly responsible. Forward to judge, with self-addressed 6 months to date of stamped envelope, two copies of the mailing: Track progress contract, one for his/her records and one to of the Premium List. be returned to the club with signature. On the date and at the • The Judge's Affirmation Form should location specified in the accompany the contract or be sent by the Premium List: Attend Secretary at a later date. If you do not send "draw for run order." Give this form, be sure that it has been completed Secretary a schedule, per prior to the start of the event. Again, two day, that classes will run. copies of the form are helpful, one for the Judge to keep and one to be signed and 7 days prior to the returned to the Club. Event: Contact all Committee Heads to • Monthly, contact all Committee Heads to ensure that everything is give and receive progress reports. Offer ready for set-up day and assistance if needed. the event. • Arrange for Event Application to be sent On the date set by to The American Kennel Club. The Event Course Director: Attend Secretary may complete the Application but the Event set up. the form must have the signature of a club officer. The day before event: Gather all equipment. • Gather the necessary information from Committee members to have Application The day of the Event: completed. Arrive early. Check that all Committee members are • Check that application has been mailed at in position and everything least 14 weeks before the event. is ready to begin on time. Correct any problem • Contact Secretary for Premium List areas. progress, monitor and assist as necessary. Ensure Premium List is mailed on time. Throughout Event: Be available to Committee • Plan class sequence. Master should run members and assist as first while scenting conditions are good and needed. dens are fresh. Junior and Senior may run with a staggered start after Master is End of the day: Clean the completed, if you have enough dens. facility to be in better Introduction to Quarry may begin at any time, condition than before preferably before Junior as many novice event. dogs will run in both classes. By starting Intro first, you will alleviate conflicts with the Junior Following Event: Contact class. Secretary for progress report on event records to • Attend the "Draw for run order." Give the The American Kennel Secretary the Event Schedule, if this has not Club; see that all bills been done. have been paid; write thank you notes; event • Check that you have insurance and that and financial report to premium has been paid. club. • The week prior to Event contact all Committees to ensure all assignments are completed and everything is ready for set up day and event. Offer assistance with any problem areas. • Equipment for the Event that will be beneficial: Two-way radios for the Chairpersons; others may be at Secretary's desk, with the Judge(s), Gate Steward, Chief Steward. Earthdog Regulations - necessary for each Committee member Dealing with Misconduct - necessary for each Committee member • Day of Event - Just before the first orientation, it is a good idea to have a brief general meeting to introduce judges, committee members, AKC representative (if in attendance), inform contestants about the site, and where dens and spectator areas are located. • Following the Event, check with Secretary to ensure all event information has been sent to be received by The American Kennel Club in a timely manner. Make sure there are no outstanding expenses to be paid. Write notes thanking each Committee member. • Next Club meeting submit a report of the event, including possible improvements and financial statement. C. Secretary Secretary • When your Event package arrives, open it 14 weeks prior to the immediately to ensure you have the Event: Send Judges' necessary paperwork for your event. Check Affirmation forms to all each item on the shipping list against the judges. contents to ensure all necessary forms, paperwork and other information has been 6 months prior to included. Next, compare the contents with Premium List mailing your schedule of events to ensure you have date: Schedule deadlines everything you need for each class. If you for when you are to find anything missing, contact AKC receive information. Begin immediately. mailing list. • Event packet. The American Kennel Club 1 month to 6 weeks prior provides a variety of forms for use at to Premium List mailing Earthdog Events. The actual paperwork may date: Begin creation of vary, as will the type and number of forms. Premium. The forms and paperwork are continually monitored and updated as necessary to Event packet: Open facilitate growth of the Program. Check the immediately upon receipt. date at bottom left hand corner of form to denote that you are using the most recent Have Premium List form. proofread upon completion. • Copies: You will receive one original of each form to reproduce, as your event requires. 1 week prior to entry opening date: Mail • Prepare Premium list: The following Premium List. American Kennel Club certification statement must appear on one of the first three pages: Do not accept entries before entry opening "Permission is granted by The American date. Kennel Club for the holding of these events under The American Kennel Club Rules and Label all entries: Note Regulations." the date each entry arrives and the order received. Also include the specific address of the event's location; the date of the event(s); Catalog: Begin updates whether it held by an American Kennel Club as entries arrive. Member or Licensed Club; the name of the Club or Association offering the Test, and list Do not accept entries of eligible breeds. The Premium List shall following closing date include the following information: names, and time. addresses, and telephone numbers of the Earthdog Test Secretary and Chairperson as Run order: On date and well as the veterinarian on duty or on call location specified in the during the Test. Also to be included are Premium List have names and addresses all Committee drawing for run order. members; all Club Officers; Judges and which segments of the event they have been The week preceding assigned; list of Classes being offered, dates Event: Fill in score sheets entries will be accepted; date, time and and other paperwork; location of closing and drawing of run order gather all the necessary for Master class; times the grounds will be supplies and equipment. available; detailed map and/or explicit directions to the site; at least one Official The day of the Event: American Kennel Club Earthdog Entry Form Arrive early. (fill in the appropriate information for your club), a list of all placement awards, ribbons One hour prior to the or rosettes and trophies (trophies must have starting time. Have entry brief description). You may include contact table ready; Paper work information for local restaurants, lodging with for each Class is rates, and whether they accept dogs. As well prepared. as club planned dinners or banquets, lunch arrangements, if any special activities. At the conclusion of each Class: Have Make a list of all information you will need placement, award for the Premium List. Give each Committee information and awards Head a written copy of the information ready. Be sure the starting pertaining to their committee. Require the and ending time for each information be sent in document form to Class is recorded on the eliminate errors. Include the date the Sheet for Judge's Books requested information must be received by and that the Judge signs you. Begin gathering names and addresses all paperwork. for the Premium List mailing. At the end of the day: • Check to ensure each committee has given Ask treasurer to write you the information necessary to complete check for American the Premium List. Contact particular Kennel Club fees; make Committee Head for missing information. sure the Judge has signed all paperwork; clean • The "Judge's Affirmation Form" should facilities. accompany the Judges' contract or may be sent out by the Secretary at a later date. It To be received within 7 must be sent to the judge approximately 14 days: Mail results to The weeks prior to the event or earlier. It must be American Kennel Club. completed and signed by the Judge and Secretary before the event. Two copies of the form are helpful, one for the Judge's records and one to be returned to the club with signature. • Have the Premium List proofread by several people before printing. • Take Premium List to printers. When ordering, remember to include Premium Lists to be sent to The American Kennel Club, judges, entire club membership and committee members. • Make address labels for the Premium from your mailing list, including one to be sent to The American Kennel Club, and to each Judge. • All Premium Lists for an Event shall be mailed at the same time. Premium Lists should be mailed at least one week prior to opening of entries, allowing all prospective contestants to receive the Premium List before the opening date. If there are to be day of test entries, the earlier you get your premium out, the more time people will have to plan to attend your event. • Back up help is valuable to this position. The job requires a great deal of time and typing. Assistance proofreading and with coordinating Premium Lists and address labeling can be extremely helpful. This can train someone to be Secretary at future events. Help at the entry table on the day of the event, is essential. • The draw for run order in Master is to be open to the public and shall be officiated by the Secretary or the Chairperson. This is to be a random drawing. However, when possible, individuals with more than one entry will be separated by at least one dog. • Preparing Paperwork. • Score sheets: One judging sheet for each class will be sent in your packet. Copies must be made of the judging sheets to accommodate the number of entrants per class. • Contestant numbers. Develop a filing system so it is easy to hand out contestant numbers. Writing the name of the dog and owner on the back of contestants' numbers can be helpful. • Gather all supplies you will need the day of the Event: Portable file box Clip boards (6 or more) Protection from the weather Paper weights Score Sheets Table File folders Chairs Pens - pencils (lots) Contestant numbers Display board Correction fluid Rubber bands Event paperwork Paper clips Garbage container Calculator Event information labels for ribbons • Arrive early, set up tables and have everything ready at least one hour before the scheduled starting time. Hand out contestant numbers and mark the dog as present on the drawing board to be posted at the den area. • Remind the Judge to record the starting and ending time for each Class. • Sheet for Judge's Book: You will receive the Judges' sheets in your Event packet from The American Kennel Club. The Judges' sheets are signed and certified by the judge and Test Secretary and sent to the AKC to be received within 7 days of the completion of the event. The Sheet for Judge's Books require the beginning and ending time for each Class be recorded. Avoid the most common error; not recording this information as it happens. It is difficult to record this information accurately at the end of the day. • At the conclusion of the day, have the Judge sign all paperwork. • Secretary's Report Form: The Test Secretary Report form is completed at the end of the day. A separate Secretary's report must be made for each event. When filling out the portion for the number of dogs, this is the number of dogs entered in the regular classes, not the number that actually ran. Dogs run in non-regular classes are not counted. Be sure to also record the number of each breed entered. This form will be sent to The American Kennel Club. It is wise to copy this completed form, keeping it with your Club's records of the Event. • American Kennel Club Recording Fees: A recording fee for each dog entered must be sent to The American Kennel Club. Before leaving the grounds, have the treasurer write the check to The American Kennel Club. The check must accompany all reports. • Submission of Event Records: To be received within seven days of the completion of a Licensed or Member Earthdog Event, the Secretary shall forward to The American Kennel Club a completed Secretary's Report; the Official Sheet for Judge's Book(s), The American Kennel Club Junior Handler Certification (for those Junior Handler(s) that received a Qualifying score) and all recording fees. • It is suggested, while not required, that you send the Test Results using a traceable form of mail service. The US Express Mail, UPS and FedEx are a few of the possible methods to send your application. This will be an added expense, but one well worth the expense should the Event results package become lost. A simple phone call can trace your Event result package, eliminating frustration. • Maintaining Records: All original entry forms are to be kept by the hosting Clubs for six months and be available to The American Kennel Club should they request them. It is wise to make copies of all the information sent into Event Records at the completion of the Test in the unlikely event they become lost in transit. D. Chairman Chairman • Inspect facility and measure to ensure the den areas are within the sizes specified in 6 - 12 months prior to the Earthdog Regulations and. Check to see Event: Inspect facility; that fences are in good repair and livestock make list of repairs. tight. Make a list of any repairs that may be necessary. 6 months prior to Event: Order Earthdog • Appoint work crew for set up, day of Event Regulations from The den changes or repairs if they become American Kennel Club or necessary, and to take down and clean the get them from secretary. Event site. Dividing the work crews to set up individual dens will expedite the set up time. 2 months prior to Event: Give each member of the set up crew a copy Check all equipment, of the Earthdog Regulations with the den that make repairs. they will be responsible for setting up highlighted. (Many hands make fast work of a 1 - 2 weeks prior to large job but not if the owner wonders what Event: Gather tools, dens he should be doing or waiting for a needed and supplies. tool.) Day of Event: Instruct • The fencing and dens for each class will Crewmembers when vary so be sure workers are aware of changes will be made to changes to dens and requirements for each the dens. Ensure the class. necessary equipment is available. • The tools and supplies necessary for setting up, changing den set ups during the At the end of the Event: Event and take down following the Event are Clean facility, leave it in important. You may find you need equipment better condition than when not listed in the following due to your facility you arrived. and its special requirements. • Suggested Equipment List: 100' tape measure (at least one) 25' tape measure (several, one for each work crew) T-post driver (one for each work crew) T-post puller (one or more) Material to attach panels to T-posts or fence; suggested materials: nylon ties, baling twine or wire, duct tape Pocket knives Wire cutters Hammer (several) Nails - staples Fencing for spectator locations Garbage cans (several in various locations) Poop scoopers or plastic bags Earthdog Regulations, one for each member of the set up Committee. • Setting up for the Event. Distribute tools and equipment. (Bring extra Earthdog Regulations in case someone forgot to bring their copy.) Get crews started by first doing the overall measurements, then the placement of dens. • Day of Event. Give the set up crew responsible for making den changes a copy of the schedule. Go over each den change. • Clean up. Leave the facility in better condition than when you arrived. F. Publicity Chairperson Publicity Chairperson • Use your imagination.Creative ideas can get the word out about your Event in fun and 6 to 12 months prior to interesting advertisements. Send Event your opening date: Begin information to clubs in surrounding states for advertising inclusion in their newsletters. Research magazines that carry event lists. Some Earthdog facilities have web pages with upcoming Events. Send your information to any appropriate email dog Lists. Your Event will be listed in The American Kennel Club's Gazette Supplement Events Calendar, and on the AKC web site located at www.akc.org following the processing for your application. G. Chief Steward Chief Steward • A large work crew is required to operate efficiently. The people filling these positions 1 month prior to Event: can make everyone's day more pleasant and Give Committee members the Event run smoothly. job description information. • Each member of this Committee must know and understand their job. At least a Day of Event: Arrive month before the Event give each member a early. written job description. Give Rat Stewards information on their class requirements. Give Parking Attendants:Be Gate Stewards information on running order on site 1½ hours before and rules regarding change of running order starting time. according to AKC Regulations. Chief Steward: Be at the • Equipment List: Secretary's table to meet Judges ½ hour before Stop watches Event start. Batteries for above Pens Gate Steward(s): Have Clip boards first dog at the gate when Umbrellas Judge arrives at den to start. • Timers, one per Judge. Another position that offers a great opportunity to learn. The Runners: Ready to work, Timer should check with the Judge before collecting score sheets the test begins to see exactly when to start and delivering and stop the time. refreshments. • Gate Stewards. A good Gate Steward will Throughout the day: keep the proper line up of dogs at the holding Check to ensure your area and ready to run. The Gate Steward Committee is keeping should have a list of dogs entered by their everything running run order for every Class. Some clubs have a smoothly. board near the gate where this order can be recorded. The Gate Steward can cross off Following Event: Clean dogs as they enter the den area. The Gate facility, leave it in better Steward should have one dog in the den, one condition than when you on deck and one in the hole at all times. arrived. • Runners. Seems like you can't have too many of these. This is one position kids love because it is an active job. One Runner per den is advised so that anything the judge needs can be provided, e.g. stopwatch, pen, refreshments, etc. • Parking Attendants. If your parking space is limited, the use of Parking Attendants. H. Awards Chairperson Awards Chairperson • Sponsorship for Class and special awards. The Awards Chairperson can make 1 to 12 months before a major contribution to the Event finances by the Premium List is getting all or most of the awards sponsored. sent: Get Class and This may be done by soliciting Class or awards sponsors. breed award sponsorships in the Club, personal phone calls or letters. Don't forget 1 to 12 months before to contact local businesses for sponsorships. the Premium list is sent: Businesses are best contacted in person. Purchase trophies and send a brief description to • Be creative in thinking of ways to induce Secretary. and reward individuals and businesses that sponsor Classes. Recognizing 1 month before Event: sponsors in the flyer is one idea; paint signs Order ribbons. with their names and addresses to set around the facilities; use your imagination. 1 week prior to Event: This should not take the place of a personal Make labels for back of "Thank you" note following the Event. ribbons or rosettes. • Make a form to be filled out by the Day of Event: Set up contributor. This will help recording trophy table. Assist in contributions and ensure correct spelling of handing out all ribbons names and addresses, plus the amount and trophies. donated. Following Event: Clean • Trophies may be awarded for individual facility very well. breeds, the oldest dog with a Qualifying score, breed Champions with Qualifying scores, etc. Only dogs with qualifying scores can be awarded trophies at American Kennel Club Events. • All special awards and trophies must be listed with a brief description in the Premium List. • The type of trophy is limited only by your budget. Practical items: buckets, collars, leashes, feed dishes, and picture frames make great trophies. Fancy is great too; silver plaques and service items, engraved glassware and portraits of the dog can be wonderful to receive. • Ordering ribbons or rosettes. See the Earthdog Regulations for qualifying ribbons as well as information required on ribbons. Be sure to order enough ribbons for both non-regular and regular classes. • Name of the class, date, location of Event must be included on the back of each ribbon/rosette. Having this printed on each ribbon/rosette is an added expense and ribbons/rosette not used at this Event cannot be used at a future Event. A simple solution is to make self-sticking labels to attach to the back of ribbon/rosettes with the necessary information for each set of placement awards. These labels will be attached just before awarding of ribbons/rosettes and to only those used. This leaves all ribbons/rosettes not used unmarked and available for the next Event. • A list of all awards and trophies with a brief description must be sent to the Event Secretary, in writing, at least six weeks prior to the Premium List mailing date. Ask the Secretary when she wants the information and have it to her on time. • Equipment: Table to display awards and any decorations you wish. Labels to attach to the back of each ribbon/rosette. • Presenting ribbons and awards. Work closely with the Secretary so you will have all ribbons and other awards ready following each Class. Attach information labels to the back of each ribbon before the award ceremony. Hand the ribbons and awards to the Judge, not the contestant. • Write thank you notes to everyone who sponsored an award. If finances allow, many sponsors enjoy a picture, taken during the presentation of awards. I. Hospitality Chairperson Hospitality Chairperson • Gather all the information required on the Emergency plan form. Make sure you have 16 weeks prior to Event. all the addresses and phone numbers Get Emergency Plan correct. This information must be provided to information. the individual making out the Event Application. Make copies of this form to 3 to 12 months prior to distribute to all Committee members the Event. Make all Judges' morning of the Event. Check with local Red transportation and lodging Cross for information regarding disaster arrangements. precautions for specific area. Secretary will set the • Make Judges' arrangements as agreed date. All motel and upon in the contract. (You can get this restaurant information information from the Chairperson.) They may must be in; be on time. include booking airline flights, transportation to and from the Event and motel 4 to 5 months prior to accommodations. Event. Arrange Judge's dinner or banquet, make • Locate several motels in the area that reservations. accept dogs; get rates, the addresses and phone numbers to include in the Premium Several months before List. the Event. Arrange for lunches and refreshments. • Contestants new to the area always appreciate a list of good restaurants with The day the Judge addresses and telephone numbers. This arrives. Be on time to pick information is a joy to find in the Premium up from airport. List. This information must be given to the Secretary in writing. The Secretary will give Day of Event. Get you a deadline. Have information in on time. directional signs up early; Emergency Plan to all • Judge's dinner or banquet may be Committee members; scheduled for the Event. Make all provide refreshments, reservations. You can add this information to lunch. the Premium List and Catalog. Following Event. Clean • Refreshments and lunches during the facility; leave it in better Event depend greatly on the facility, work condition than when you force and budget. Some clubs provide coffee arrived. and doughnuts in the morning, either free or for sale. • Water, coffee and soda for Judges and workers should be available at all times. • Lunches can be a lunch wagon, a local club (4-H, school group), or a group willing to set up a lunch. Of course, if you have enough workers, your Club can provide lunches. Most clubs provide a free lunch to all workers as well as the Judge. • Equipment and supplies necessary depend on what your Club has decided concerning refreshments and lunches. Direction signs to Event location Tables and table cloths Coolers and ice for cold drinks Thermoses for coffee or hot water Eating utensils Plates Coffee pot Extension cords Napkins Paper towels Food Coffee and cold drinks Cream and sugar • Pick up Judge(s) at the airport, pay for motel. • Put up signs to the Event site. • Give all Committee members a copy of the Emergency Plan. Tell each Committee member where the closest telephone is located. • Coordinate with Chief Steward for a Runner who will check with and deliver refreshments to the Judge(s) and all working Committee members (don't forget the Rat Stewards). The Runner should make the rounds frequently. • Clean facility, pick up all trash, and take directional signs down.
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