Hiring Judges
Before I get into my topic for this month I would like to say that I was really gratified by the amount of correspondence that I received concerning last month’s article on withholding awards. I appreciate that so many of you took the time to write and most particularly I was happy that the need for withholding at the class level was reinforced by everyone who wrote. If we all keep this in mind and have the courage to withhold first place ribbons from undeserving dogs, we will protect the integrity of the UKC Championship title.
I do have one more comment on that subject. This was passed along to me by a dear friend who is an AKC judge. He had been having this same struggle at AKC shows, trying to determine when to withhold. He went to a well respected long-time judge for an opinion and this is what he was told: Don’t look at a dog and ask yourself ‘is it bad enough to withhold on’, instead, look at a dog and ask yourself ‘is it good enough to win?’ My friend and I thought that this made so much sense and helped to clarify how to make decisions on withholding. I hope that it might help you.
Club Event Manual
On to the subject at hand. I’m pleased to announce to you all that the new United Kennel Club Event Manual is a hairsbreath from being completed; I am just waiting for a few final corrections and additions. Once I have those and the Manual has had a final proofing, it will be put into PDF form and e-mailed to all club secretaries. Then each club can print as many copies as are needed, or burn the Manual onto a CD to give to club officers and take along to shows as a handy reference. The Manual contains all the information that clubs need to successfully schedule, plan and execute any UKC licensed event. The Manual outlines in detail the responsibilities of the Event Chairperson and the Event Secretary (or Event Manager, if one is hired), gives a detailed timeline and has an easy to follow event check list. It also contains examples of correspondence and forms that are needed when putting on an event.
Hiring Judges
There are a number of sample letters and forms in the Manual that relate to hiring judges for your event, and that subject is what I would like to touch upon this month. The information in the Manual is meant to help clubs improve communication with their judges. There are sample letters for inquiring as to a judge’s availability for a particular event and for confirming an accepted judging assignment. There are also samples of a judge’s contract, a hospitality information sheet, and a judge’s expense record.
It’s important that clubs understand that there are several steps involved in securing judges for an event, and these steps should be followed in a timely fashion. While e-mail is certainly easy and convenient, careful records should be kept (by the club and the judge) and so any email correspondence should be accompanied by a word document on club letterhead that can be printed out and kept for reference. The initial inquiry to a judge should clearly spell out the type of event, the date(s) and the location of the event. It should list the entire assignment that the judge is being asked to accept, and request a list of all financial requirements (fee and expected expenses such as air or mileage, hotel, parking, meals, etc.). The initial contact with the judge should contain the complete name, address and phone number of the person corresponding with the judge and clearly state the name of the club and a date by which the judge is expected to respond to the invitation.
When the judge returns the availability inquiry, if the assignment was accepted then the club should immediately send a confirmation letter along with two copies of a contract. The contract must state the name of the club, the dates of the event and the fee and estimated expenses that will be covered. It must also list the entire judging assignment that is being given to the judge. The judge will then sign both copies of the contract, return one (in the self addressed, stamped envelope that should be included), and keep one. It is only at this point that a judge considers himself hired for an event. Inquiries do not constitute a confirmed assignment and this is why all correspondence with a judge should be completed in a timely manner.
About three months prior to the event, a Hospitality Information sheet should be sent to each judge. The judge will fill out and return this sheet. It should contain spaces for all of the judges contact information, including an emergency contact name and number, what sort of room accommodations the judge will need and for what days, and all airport information if the judge is flying (such as airline, flight number and arrival and departure times.)
At least ten days before the show, there should be a final communication between the club and the judge, giving the judge the name and address of the hotel where reservations have been made (and driving directions if needed) and the name and cell phone number of the person that will be picking up the judge at the airport.
There is a form in the new Manual that can be sent to each judge in advance of the event, or handed out when they arrive, that will make it much easier for judges to keep track of their expenses. The judge can turn in the completed sheet at the end of the assignment and the club will have a permanent and complete record of what each judge cost.
Here are a couple of miscellaneous things for clubs to keep in mind. Judges should always be made aware of whether an event is indoors or outdoors. If outdoors, will there be tents for shade and/or rain protection? If indoors, is the building heated/air-conditioned? And what are the expected weather conditions for the weekend of the event? This information is invaluable in helping the judges to pack correctly so they will be comfortable at the event.
When judges fly in the day before an event, the club members are often busy setting up at the grounds. Clubs should be aware that judges who fly and are dropped off at a motel might have no way to get to dinner. Arrangements should always be made for someone to take the judges that have no transportation out to dinner, or to coordinate schedules between judges that fly and those that drive so that everyone can have a nice dinner and some time to relax together. Please make certain that there is transportation and information available on nice restaurants in the area.
Good communication between clubs and their judges is important. Judges who fly frequently are stressed by delayed flights, crowded planes and the general hassles of air transportation. Knowing where they are going, who will be meeting them and that a nice dinner is waiting makes for happy judges, and happy judges makes for good judging and happy exhibitors. That’s what we all strive for at UKC events, so let’s keep those lines of communication open.
Correspondence is always invited at vincefan@centurytel.net
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