Club Officers Guidelines for Conducting U.K.C. Events

I. Scheduling Your U.K.C. Dates:

A. U.K.C. WILL NOT issue licenses to any club if it is holding events licensed by any other organization on the same weekend (Saturday and Sunday). This will avoid confusion and misunderstandings.

B. 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, (616) 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 Large Pack or Small Pack events will be scheduled within 100 miles of each other on the same date. U.K.C. 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. U.K.C. 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.

C. Request for additional club dates must be made with ample time to meet Upcoming Events publication requirements. (Allow at least 90 days prior to the event). A maximum of three dates for U.K.C. Licensed Large Pack or Small Pack events will be granted per year.

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

E. 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 U.K.C. Licensed Events” listing in COONHOUND BLOODLINES and BETTER BEAGLING 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 U.K.C. is contacted.


1. Trial Fees . . . . . . . . . . . . . .$20.00

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

F. Advertising Your Event.


1. Advertising other than that appearing in the up-coming 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 by United Parcel Service 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 U.K.C. immediately at (616) 343-9020.

3. If the package is not received two weeks prior to the event, contact Beagle Field Operations immediately at (616) 343-9020.

B. Licensed Officials: All clubs holding U.K.C. licensed events must check to see that the persons serving their event as Judges have a current U.K.C. 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 U.K.C. for verification. If the individual serves your event without a current license, the club will be responsible and may lose approved status for future U.K.C. 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 U.K.C. Events” Sheet.

3. Post entry deadline time.

D. Taking Entries: Carefully follow the procedures outlined in the “Entering Dogs in U.K.C. Events section”.

E. Reporting the Results of Your U.K.C. Event:


1. Complete the Official U.K.C. report forms. Be sure that the U.K.C. 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 Judges and an officer 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 a copy of their reports for a period of one year.

4. Completed and signed reports are then to be returned to U.K.C.’s Championship Department, along with a fee of $1.00 for each dog entered in each licensed event. Reports must be submitted to U.K.C. within ten (10) days of the event or a penalty charge of $20.00 will be made. An additional charge of $20.00 per month will be made for reports that are thirty (30) days past due.

The club will be responsible for following the above rules. Failure to do so will result in the loss of approval of future licensed events and winning placements may be affected.