Club Officers Guidelines for Conducting UKC® Events
* Revised January 1, 2009

REQUIREMENTS FOR UKC APPROVED CLUBS:

I. Getting Your Club Approved by UKC:

A. The club name submitted to United Kennel Club will be considered your club's official name and will be utilized by UKC unless otherwise notified by your club in writing and signed by at least three officers of theclub. We should be informed immediately of the names, complete addresses and telephone numbers of new officers and particularly the Corresponding Officer following each election.

B. UKC recommends a membership of 25 to 35 members. Clubs with less than 35 members are rarely successful.

C. Constitution and By-Laws must be submitted to UKC.

D. UKC rules and policies and your local laws must be followed. A statement to this effect must be included in the Constitution and By-Laws.

Sample: All licensed events sponsored by the club will be run in accordance with the rules and policies set forth by the organization for which the license has been issued.

E. The club must provide a complete membership list of all of the active members.

F State the exact location where the events will be held (city and county). Be sure to list the next closest city if your location is not shown on the Atlas.

G. A completed officers list stating the name, address and phone number of each officer. You must keep UKC updated on any change of officers or addresses.

Note: Because of the apparent over saturation of clubs holding UKC Licensed Events, the Coonhound Field Operations Department must inform your club of the following policy:

Upon receipt of your club's request for approval, including your Constitution and By-Laws, club officer list and membership list, the Coonhound Field Operations Department will review not only your club's location but the number of clubs that are within approximately 50 miles of your club actively holding UKC Licensed Events. It is possible that your club will not be approved to hold UKC licensed Events based on club density.

II. Suggestions for successful events:

A. Practice or "buddy" hunts should be conducted to familiarize members with the UKC Nite Hunt Honor Rules.

B. Contact your State Corporation office in order to make the club a non-profit Corporation.

C. It is suggested that you purchase a liability insurance policy before conducting events.

D. Periodic rules seminars should be held to update members on rule changes.

E. Appoint separate committees for Nite Hunts, Bench Shows, Field Trials and Water Races. Committees for kitchen, membership, trophies or any other club activity will spread the workload around and insure success.

F. Appoint a membership chairman to coordinate membership drives.

G. Develop an active youth program to bring young hunters into your club. They are your future!

III. Scheduling Your UKC Dates:

A. Contact the Coonhound 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 E Kilgore Rd, Kalamazoo MI 49002-5584, (269) 343-9020, hounds@ukcdogs.com. 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 seven (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 Officier's List (if there are changes) and the proper fee two months prior to the event by the first of the month. Dates will not be held indefinitely. 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 the UKC website the month before the event is to be held.

E. Advertising Your Event.

1. Advertising other than that appearing in COONHOUND BLOODLINES free upcoming events listing is 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.

3. Immediately check the Upcoming Events Listing in the month prior to your event to see if all information is correct. Corrections may only be made for events held later than the 15th of the month. Corrections must be phoned in by the deadline for the issue the month the event is being held.

IV. How to Conduct your UKC Licensed Event.

A. License and Event Supplies:

1. The license and supplies will be mailed approximately four (4) weeks prior to the event to the corresponding officer currently on file at UKC.

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 or hounds@ukc dogs.com.

*B. Licensed Officials: All clubs holding UKC licensed events must check to see that the person serving their event as Master of Hounds (in MOH format events) or Bench Show Judge has a current UKC license. If the person does not have a current license in his possession, DO NOT schedule him or her to officiate 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 officiate 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, "Entering Dogs" in UKC Licensed Events Sheet and MOH/HD Checklist.

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

4. Club is responsible for having an adequate number of qualified Guides on hand. *Club is also responsible for guides they use having permission to hunt where they take their casts.

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, 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. Depending on the type of event held, all report forms must be thoroughly checked and signed by the MOH/HD, Bench Show Judge or Chairman of Judges and no less than two club officers. *Three different signatures are required.

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.

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.