Activities Shows, Competitions and Trials policy on cancellation of events

Updated 13 May 2020

(For advice on Dog Shows please click here)

It is important that the Society and Show Services Team is informed in writing of a cancellation. It should not be assumed that because the licence application form is not returned to the Kennel Club by the due date the show will be removed from the diary. Secretaries are asked to confirm any cancellation in writing to the Society and Show Services Tea, as soon as this decision is made giving the reason for the cancellation. If the cancellation is notified far enough in advance this could free up a date for use by other clubs and societies, in other instances it will prevent the office assuming the event is going ahead and sending out reminder letters for schedules and/or catalogues.

Cancellation of Shows - due to Adverse Weather Conditions and Disease Outbreaks

The Kennel Club expects Clubs & Societies to place the health & safety of everyone involved in a Kennel Club Licensed Event as paramount, therefore the Committee should make the collective decision with regards to cancelling a show or competition or postponing a Field Trial.

Written notification should be submitted to the Shows and Societies Services Department of the Kennel Club.

The Kennel Club will refund the Licence fee for shows which are cancelled and not rescheduled. No charge will be made for changes of dates.

A Field Trial may be postponed as long as the rescheduled date is within 14 days of the original. The original draw and judges should be used.

The Kennel Club will refund the Licence fee for shows which are cancelled and not rescheduled. No charge will be made for changes of dates.

For further information, please email: sass@thekennelclub.org.uk

 Activities (excluding Field Trials and Dog Showing) FAQs

Question: Can I postpone my licensed event/trial to a later date?
Answer: An event cannot be postponed to a later date. Another date may be booked to replace the cancelled event for the future in consultation with the Kennel Club but must be considered as a separate show/trial.

Question: Who do I contact when cancelling or postponing my licensed event/trial?
Answer: As soon as the decision is made to cancel, the Kennel Club Society and Show Services Department must be contacted by email sass@thekennelclub.org.uk

Question: How will I receive a refund of the licence fee?
Answer: The licence fee will be refunded automatically. If this does not occur you should contact the licensing department by email sass@thekennelclub.org.uk

Question: I run an Agility show, have cancelled the show, and do not intend on rescheduling, should I refund the money?
Answer: You must provide refunds to competitors, however the Society can deduct reasonable costs from these refunds. Unless the entry fees are refunded in full, a full set of the licensing club’s detailed accounts for the show should be submitted to the Kennel Club within 3 months of the decision to cancel the event with a copy of the clubs refund policy and the date that action was taken on this refund policy. This will apply to all activity disciplines.

Question: I have cancelled an event, can I keep any money as profit?

Answer: No. Where a show is cancelled in its entirety before the event, no profit may be made from any part of the show and refunds must be given less reasonably incurred expenses.

Question: How should I refund entries?

Answer: Where possible, as stated in the specimen schedule wording, competitors should be refunded in the manner in which they entered the show.

Question: If I refund my entries in full do I still need to send accounts to the KC?

Answer: No. If you have refunded in full you do not need to submit accounts. You will just need to submit a covering letter confirming and providing evidence of the refund.

Question: If not all competitors want a refund, can I keep their entries?

Answer: If some competitors don't take the refund then you will need to donate the surplus money to a charity named by the Society.

Question: Will I need to refund entries in full if the cancellation is prior to the closing date?

Answer: Yes, in this case all entries need to be refunded in full, as the contract between the Society and the competitor is not in place until the closing date.

Question: My club needs to cancel its Match night, what do we need to do?

Answer: This should be treated the same as cancelling a show. Refunds should be given less reasonable expenses, and no profit should be made from cancelling.

Agility FAQs Only

Question: My dog is due a second measurement however all the shows are cancelled, what can I do?

Answer: Any dog with a 2nd or 3rd measurement outstanding, since 17 March, will need to have this carried out by 1 July 2021. Until this date a dog which has had its 1st measurement may continue to compete regardless of whether it has had its 2nd or 3rd measurement.
This date will remain under review based on the current situation, but will not be brought forward.

Question: Do I still need a third measurement even though all the shows are cancelled?

Answer: Yes, the measuring procedure still applies. Any dog with a 3rd measurement outstanding, since 17 March, will need to have this carried out within 3 months from the time shows are able to run again.

Question: Am I able to enter my dog into shows once they are able to run again?

Answer: Yes, if your dog had a 2 nd or 3rd measurement due between 17 March and the date in which shows are able to run again, you are able to enter into shows, as long as the measurement is carried out within 3 months.

Question: I need to have my dogs first measurement carried out, will the 3 months still apply to me?

Answer: No, you will need to follow normal procedure and have your dog measured before you are able to compete.

Field Trials FAQs only

Question: Can I postpone my Field Trial to a later date?

Answer: Field Trials must be rearranged within 14 days of the original date of the trial. In this situation the draw and judges for the original trial still stands and the Society needs to pay a £6 fee to amend the licence to reflect the new date/venue.

Question: Who do I contact when cancelling or postponing my Field Trial?
Answer: As soon as the decision is made to cancel, the Kennel Club Field Trial Departments must be contacted by email gundogs@thekennelclub.org.uk 

Question: I have cancelled an upcoming Field Trial, what should I do if I am unable to re-arrange the trial within 14 days?
Answer: If the Society is not able to re-arrange their trial within 14 days, then this is referred to as a cancellation. Another date may be booked to replace the cancelled trial for the future in consultation with the Kennel Club but must be considered as a separate trial. In this situation the Society need to re-advertise the trial, undertake another draw before the trial. If the Society is unable to re-arrange their trial within the same Field Trial season then their licence fee is returned to them.

Question: How will I receive a refund of the licence fee?
Answer: You will need to request a refund by contacting the Kennel Club Field Trials Department gundogs@thekennelclub.org.uk

Further information 

For further information please read our cancellation/ postponement policy here. 

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