Agility Show Administration

© Ann ONeill
 

If you are an Agility Show Secretary there is a huge amount of work and administration to be undertaken. This section provides all the information you need to assist with the task in hand. Secretaries should be aware that changes and developments are made to the discipline throughout the year; these changes are always listed in The Scribe - The Kennel Club Agility newsletter or via press releases.

Agility Events

Agility Matches are restricted to members of the show society only.

Limited Agility Shows are shows at which the classes (except for standard classes) may be limited by numbers of class entries, overall numbers of entries, specific breeds, residence of competitors, membership of societies or limited by other factors as agreed by the Kennel Club. Limited agility shows may have 3 standard progression classes. 

Open Agility Shows are just that, open to all who wish to take part and may cap the total number of dogs in a class (the minimum cap/limit is 250 dogs).

Premier Shows are those that hold Kennel Club qualifiers for Crufts, Discover Dogs or Olympia. They will also have standard qualifying classes.

Championship Agility Shows hold a special Championship Class which is divided into three separate rounds. The winner and 2nd placed dogs being awarded an Agility Certificate and a Reserve Agility Certificate.

Special Events

When an agility show/event is holding a non-scheduled final, and finalists have been invited to attend, special permission is required. This is to ensure that those competing in the final are safeguarded should any problems arise.  Applications for permission to hold Special Events must be made at least 6 months prior to the event, except when a series of qualifying heats are held prior to a Special Event Final, in which instance permission must be granted prior to any of the heats being held. For further information regarding the requirements for Special Events, please email cat@thekennelclub.org.uk.

Who can run the different types of Agility Show?

Open and Limited Agility Shows are licensed by the Kennel Club and run by both registered and Listed Status Clubs.

Championship and Premier Agility Shows are licensed by the Kennel Club and run by registered clubs and societies. Before running a Championship Show, at which Agility Certificates ("tickets") are given out, the society must have applied to and been approved by the Kennel Club for Championship Status.

Running an Agility Show

Societies setting up and running agility shows need to address a number of main tasks:

  • Nominate a Show Secretary, Show Manager and (optionally) a Show Committee (the Show Manager may not enter a dog or compete at the show)
  • Decide on a date, a venue and the classes to be run. Most Societies run their shows in the same week in each year.
  • Provisionally book the intended venue (for new venues consider venue size, surface, road access and availability of water, power and waste disposal).

1. Set up the show

  • Obtain a licence: apply in writing or via a Show Date Application form to the Kennel Club's Show Diary section for the desired competition date, ideally 18 months or more ahead of the show date; once the date has been checked and agreed, a licence application will be issued to the club, which must be returned with the fee no later than 6 months before the date of the competition (42 days for limited shows).
  • Complete a Guarantors' declaration and return to the Kennel Club
  • Confirm the venue and check any conditions of use and cancellation terms
  • Draw up a budget
  • Book your show processors (if used) and online entries service (if used)
  • Draw up a provisional ring plan, allocating classes to rings on the basis of estimated numbers of entries Book agility equipment (provisional)
  • Book trophy and rosette suppliers, caterers and veterinary cover
  • Book hired facilities if required, such as skips, toilets, PA system, 'walkie-talkie' radios, tables and chairs, marquees, score tents, fire extinguishers

2. Judges

Identify suitably qualified and experienced judges for all classes

   a. Limited

Judges of special classes in limited shows do not need to conform to the specific H regulations. For standard classes in limited shows Judges are required to adhere to the Agility 'H' Regulations.

   b. Open/Premier

The Kennel Club does not approve Open/Premier Show level judging appointments. However, your society's show committee must be satisfied that the person is qualified in accordance with Kennel Club H Regulations. Invitations to judge must include a declaration to be signed by the judge, stating that they are so qualified.

   c. Championship

The 'Agility Championship Show Judges Nomination' form must be received at the Kennel Club for approval at least nine months prior to the date of the show. For first time appointments, this form must be accompanied by a completed 'Questionnaire for proposed Championship Agility Judge' and must be received at the Kennel Club, to be approved, at least eighteen months prior to the date of the show.

  • Judges must be invited in writing, and asked to accept in writing; the club should then confirm the appointment in writing to form a three-part contract, except in a Championship Class where Kennel Club approval must be obtained first - see the Judges Section for details.
  •  It is permissible to manage judging contracts via email. In terms of the signatures required to offer the invitation and in accepting the appointment, the following methods are accepted:
    • Scanned manuscript signatures
    • The judge's indication of acceptance by including 'I accept the terms of the contract' or 'I am able to judge at your show and I accept the terms of the contract' (or something similar) and a typewritten name or initials in an email.

3. Administration before the Show

  • Prepare and distribute a show schedule, using the appropriate Limited, Open, Premier of Championship Show Specimen Schedule as a basis. Two copies of the Schedule must be sent to the Kennel Club - at least three months before the show date for Championship Shows, and at least one month before for Open and Premier Shows
  • Prepare a risk assessment (see the Sample Risk Assessment form for guidance) and develop a safety plan to minimise risks
  • Arrange adequate public liability insurance (the certificate must be displayed at the competition, with the Kennel Club licence)
  • Appoint ring managers and allocate tasks such as parking control, PA system announcers, results processing, prize presentations, ring refreshments and judges and helpers lunches, car park checks for hot dogs, signage and equipment management

4. Final Preparations

  • Once entries have closed, finalise the ring plan, splitting classes where numbers of entries make it advisable. Ensure no judge will be scheduled to judge classes for which 450 or more dogs have been entered (take into account change of grade notifications received from competitors after the entries have closed). Check for class timing clashes (especially for classes with low numbers of entries)
  • Advise judges of their classes and numbers
  • Prepare a helpers list to ensure efficient use of volunteer helpers
  • Confirm numbers of trophies and rosettes, catering and refreshment requirements, ring equipment etc
  • For Championship classes only, prepare a catalogue including competitor details for each Championship class
  • Conduct a draw for running orders in all classes, and notify all competitors by post of their running orders and the ring plan (show processors will generally do this for you). Be sure to notify any changes of judges if applicable

5. At the show

  • Ensure copies of the Regulations, all entry forms, catalogues, the competition licence, insurance certificate, awards, judges correspondence and an official Kennel Club incident Book (available free on request from the Kennel Club) are taken to the show
  • For Championship shows, within two weeks of the end of the show, send a fully completed copy of the catalogue, with all awards marked to the Services Team at the Kennel Club
  • Within two weeks, report to the Kennel Club if there were any incidents requiring a report, for example biting/aggression incidents, formal objections/complaints, changes of judging arrangements, cancellation or abandonment
  • For premier shows submit the results to the Kennel Club of the qualifying classes within two weeks of the show

NOTE: The above list gives an idea of general timescales but many individual tasks will be done in a different order from above depending on circumstances.

Cancellation/Postponement of Event

If a society has to cancel its event the Secretary must contact the Working Dog Activities Department at the Kennel Club as soon as the decision to cancel has been made.  Contact can be made via email; cat@thekennelclub.org.uk or 0844 4633 980 (ext. 295 or 207). For more information about what is required when a society cancels/postpones an event, please click here. 

Insurance

Society Committees must ensure that they have adequate cover for all the Society's activities. Kennel Club Insurance cover is specifically designed for canine clubs or societies, including public and products liability and directors' and officers' liability insurance at a competitive price. For more information about insurance visit www.kcclubsandtrainersinsurance.org.uk

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Related Topics

Agility

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