Planning UKC Events.

A. Appointing an Event Committee. At least one year prior to any event, the club shall appoint an Event Committee. When the club secretary receives the “Event Application for a Scheduled Weekend” (approximately nine months prior to the corresponding date for a club’s event), the package will include an Event Report Order form and other information regarding the upcoming event. The Event Report Order Form must be sent to the Event Secretary. The remainder of the package must be sent to the Event Chairperson. The Club Secretary is responsible for ensuring that these forms are promptly sent to the appropriate Event Committee members.

B. Event Committee positions. The Event Committee shall consist of a minimum of two persons: the Event Chairperson and the Event Secretary.

C. Requirements for Event Chairperson and Event Secretary. Both the Event Chairperson and the Event Secretary must be in good standing with UKC.

D. Event Committee information on “Event Application for a Scheduled Weekend”. The names, addresses, telephones and e-mail addresses (when applicable) of the Event Chairperson and the Event Secretary must be listed on the “Event Application for a Scheduled Weekend”.

E. Prohibition against Event Chairperson and Event Secretary serving as Judge. No person may serve as a Judge for the host club at any event held on the same weekend when that person is serving as Event Chairperson or Event Secretary. The Judge (or alternate Judge) for any particular event may not be designated as the individual to accept either advanced/pre-entries or day-of-show entries for that event. Entries should not be received at the judge's mailing address for any event in which they are judging. Furthermore, it is recommended that an Officiating Judge not prepare or handle any entries for any event hosted by a club on the same weekend for which they are judging.

F. Presence of Event Chairperson and Event Secretary at events. The Event Chairperson and the Event Secretary must be present during events at which they are serving in these capacities.

G. Replacing Event Chairperson or Event Secretary. Once an application to hold an event has been approved by UKC, the club may not replace the Event Chairperson or the Event Secretary unless the change has been requested in writing to and approved by UKC. If circumstances prevent the Event Chairperson or the Event Secretary from serving on the day of the event, the club President or another club officer must appoint a replacement. The Event Secretary must include notice of the replacement with a written explanation of the reasons for the change when submitting the event results to UKC.

H. Event Chairperson Responsibilities. The Event Chairperson is responsible for planning and conducting the event in accordance with UKC rules. The duties of the Event Chairperson include, but are not limited to:

1. UKC paperwork. The Event Chairperson is responsible for completing and submitting the “Event Application for a Scheduled Weekend” on time and with the required fees.

2. Show Committee. The Event Chairperson may appoint additional committee members to assist with such duties as he/she may delegate.

3. Ring Stewards. The Event Chairperson is responsible for ensuring that experienced ring stewards are assigned to assist each Judge.

4. Show site. The Event Chairperson is responsible for procuring a suitable show site. This includes the responsibility for executing all contracts and acquiring all permits that may be required by local jurisdictions. The Event Chairperson is responsible for ensuring that mats are available for indoor shows when the surface is not suitable for the planned activity.

5. Judges. The Event Chairperson is responsible for hiring and sending written contract agreements to Judges who are properly licensed by UKC for the event and breeds they will be judging. Judges must be hired sufficiently in advance of the event so that their names and assignments can be included on the “Event Application for a Scheduled Weekend”. The Event Chairperson must keep the signed Judges’ contracts on file for at least one year after the event.

6. Show veterinarian. A veterinarian must be in attendance or on call for each UKC event. Where local laws require that a veterinarian be in attendance, the Event Chairperson is responsible for ensuring that the club is in compliance.

7. Show photographer. Clubs are encouraged to provide a photographer to take show photos at events. The Event Chairperson is responsible for providing entrants with the UKC requirements for publishing win photos with the event reports in BLOODLINES magazine.

8. Motels. The Event Chairperson is responsible for appointing a member of the host club to serve as a representative to the local motel managers and for notifying local motel managers how to contact this representative with complaints about exhibitors.

I. Event Secretary Responsibilities. The Event Secretary is responsible for:

1. Ordering forms. Upon receipt of the Event Report Order Form from the Club Secretary, the Event Secretary must order from UKC the type and number of forms required to report results from the scheduled event(s).

2. Event license. Approximately six weeks prior to an event, UKC will mail the Event License to the Event Secretary, who is responsible for bringing the license to the event. Any exhibitor at the event who wishes to see the license must be allowed to do so.

3. Rulebook and Breed Standards. The Event Secretary is responsible for bringing a copy of the current Official UKC Conformation Rules and Regulations and current UKC breed standards to the event.

4. Catalogs. If the club elects to offer a catalog of exhibitors, the Event Secretary is responsible for preparing the catalog.

5. Entry taking. The Event Secretary is responsible for accepting only completed and signed entry forms. The Event Secretary assigns an armband number to each entry, which shall be written on the entry form and in the Judge’s book. When applicable, the Event Secretary also enters the height and weight of the dog on the entry form.

6. Armbands. The Event Secretary is responsible for ensuring that the club has an adequate supply of numbered armbands for exhibitors to wear while participating in conformation shows.

*7. Preparing and receiving Judges’ books. The Event Secretary is responsible for preparing Judges’ books by writing the armband number and registration number of each dog in the class as indicated on the exhibitor's entry form. Immediately following judging, each Judge will return his/her signed Judge’s books to the Event Secretary. The Event Secretary must give each Judge one copy of his/her Judge’s book prior to the Judge leaving the show grounds, on the day of thier last assignment, retain one copy in the club’s records for one year, and forward one copy to UKC with the event report.

8. Weighing Toy Fox Terriers (Conformation Only). Toy Fox Terriers participating in conformation events must be weighed prior to the first judging of that breed on the weekend. The Event Secretary is responsible for ensuring that all Toy Fox Terriers are weighed prior to competition and for entering the weight of each Toy Fox Terrier in the space provided on the entry form. No person who is exhibiting a Toy Fox Terrier in a show may weigh a competitor’s dog prior to that show.

9. Submitting event results. All event results must be received at UKC within 10 business days of the event. The Event Secretary is responsible for submitting the results using the forms provided by UKC for each event. Clubs shall be fined at least $20 per month for each licensed show/trial report submitted past the deadline.

*10. Submitting entry forms. The Event Secretary is responsible for making a copy of each entry form prior to sending the original entry forms for each dog that is entered in the event to UKC with the event results. The Event Secretary must keep the copies of all entry forms for one year after an event.

11. Recording fees.

a. Submission of Recording Fee. The Event Secretary is responsible for ensuring that the correct recording fees are paid when the event results are submitted to UKC.

b. Recording Fee Amount. The recording fee of $1.50 per entry must accompany the Official Report, except for the classes of Groups, Best In Show, Best In Multi-Breed Show, Special Exhibition and Total Dog.