Club Officers Guidelines for Conducting UKC Events
*Revised January 1, 2002

I. Scheduling Your UKC Dates:

A. Contact the Field Operations Department at the United Kennel Club at the following address to determine if the requested date is available and does not conflict with another club’s event: Field Operations/United Kennel Club, Inc., 100 East Kilgore Road, Kalamazoo, MI 49002-5584, (269)
343-9020. This must be done to see if the requested date is available and does not conflict with another club’s event.

To avoid conflicts, no two clubs will be scheduled within 100 miles. UKC endeavors to maintain the same dates for your licensed club events from year to year; however, they may vary a week or so, depending on the change in the calendar. Be sure to check the dates indicated on the Confirmation. These dates cannot be changed without approval from United Kennel Club. UKC will mail the Confirmation to your corresponding officer approximately four months prior to your event. If there is any question about your dates, contact the Field Operations office immediately. Clubs or organizations cannot advertise their events until they have received a Confirmation of their requested date from the United Kennel Club, Inc.

B. Request for additional club dates must be made with ample time to meet Upcoming Events publication requirements. (Allow at least 60 days prior to the event). A maximum of three dates for UKC licensed events will be granted for the first probationary year, thereafter a maximum of 7 dates will be granted.

C. A club may not change the location of an event without contacting UKC at least 90 days prior to the event. UKC reserves the right to grant or deny approval.

D. When the Confirmation is received by the corresponding officer, they must fill out all the requested information on the front. If all information is not included no license will be granted. Make sure that the Officer’s List contains the correct names, addresses and phone numbers of the club’s officers. Return one copy of the Invoice/Confirmation with the Officer’s List (if there are changes) and the proper fee two months prior to the event by the first of the month. Provided the completed confirmation is received on time, your event will then be listed free in the “Upcoming UKC Licensed Events” listing in COONHOUND BLOODLINES and American Beagler magazines the month before the event is to be held. If the confirmation is not received by the deadline, the date will not be held for the next year unless UKC is contacted


1. Fees

a. Hunt .......................................................$25

b. Bench Show............................................$15

2. Checks or money orders for fees are to be made payable to the United Kennel Club, Inc. and mailed along with UKC’s copy of the confirmation.

E. Advertising Your Event.


1. Advertising other than that appearing in COONHOUND BLOODLINES and American Beagler free upcoming events listing is recommended but not required.

2. If club does decide to advertise, the information in the advertisement must be the same as the information in the Upcoming Events listing. The “Upcoming Events” listing is the final authority. If information in an advertisement for an event disagrees with the information found in the Upcoming Events list, then the Upcoming Events list is considered correct and what the club must go by.

A. License and Event Supplies:


1. The license and supplies will be mailed approximately four (4) weeks prior to the event.

2. Upon receipt of the package, the corresponding officer should check to make sure they have received all needed materials. If not, contact UKC immediately at (269) 343-9020.

3. If the package is not received two weeks prior to the event, contact Field Operations immediately at (269) 343-9020.

B. Licensed Officials: All clubs holding UKC licensed events must check to see that the person serving their event as Bench Show Judge has a current UKC license. If the person does not have a current license in their possession, DO NOT schedule them to judge the event. You have the right to request to see the license or you may contact UKC for verification. If the individual serves your event without a current license, the club will be responsible and may lose approved status for future UKC licensed events. This policy will be rigidly enforced. If you have difficulty obtaining a
licensed individual to judge your event, contact Field Operations for assistance. Please confirm the status of the license well in advance of the event.

C. Things to do the Day of the Event:


1 Post legible signs at all major intersections directing participants to your club.

2 Post license and “Entering Dogs” in UKC Licensed Event Sheet.

3 Post entry deadline time and deadline for return of scorecards.

4. Club is responsible for having an adequate number of qualified judges on hand.

5. Post the length of the Registered Winners Pack (1 or 2 hours).

D. Taking Entries: Carefully follow the procedures outlined under the “Master of Hounds Guidelines” and “Entering Dogs in UKC Licensed Events”.

E. Reporting the Results of Your Event to UKC:


1. Complete the Official UKC report forms. Be sure that the UKC number, Sire and Dam information, the registered owner’s name, handler’s name and address for each is correct. Use dog’s complete registered name on reports since this information will be published.

2. The completed report forms are then to be checked and signed by all required individuals. Hunt Report Forms must be signed by the Master of Hounds and at least two officers of the club (not less than three different persons). Bench Show Report Forms must be signed by the Bench Show Judge and at least two officers of the club (not less than three different persons). Three signatures are required. Each person signing a report should review it thoroughly. Their signature indicates that they have done so and that the information is correct.

3. Clubs must retain their copies of their reports in addition to the scorecards for a period of one year. The Master of Hounds or Bench Show Judge must also keep their copy of the reports for one year.

4. Completed and signed reports are then to be returned to UKC’s Championship Department, along with a fee of $1.50 for each dog entered in each licensed event. Reports must be submitted to UKC within ten (10) days of the event or a penalty charge of $20 will be made. An additional charge of $20 per month will be made for reports that are thirty (30) days past due.