Agility show secretary information

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BeatMedia © / The Kennel Club

Being an agility show secretary involves a huge amount of work and administration. 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, and that these changes are always listed in The Kennel Club Media Centre.

Notice to clubs/societies

Read more about the operational plan for the resumption of licensed events during Covid-19.

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 three 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 being 250 dogs)
  • Premier shows are those that hold Kennel Club qualifiers for CruftsDiscover Dogs or Olympia. They will also have standard qualifying classes
  • Championship agility shows hold championship classes which are 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 six 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.

Apply online.

Register as an agility club

There are two ways to run agility competitions; the first is to register as an agility club, the second is to apply for listed status.

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 awarded, the society must have applied to and been approved by The Kennel Club for championship status.

How to run your show

Setting up the show
  • Obtain a licence: apply in writing or via the show date application form which can be found in the club profile, ideally six weeks or more ahead of the show date. Once the date has been checked and agreed, a licence application will be issued to the club. This must be returned with the fee no later than six months before the date of the competition (42 days for limited shows)
  • 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
Selecting your judge

Identify suitably qualified and experienced judges for all classes.

1. 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.

2. 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 The Kennel Club H regulations. Invitations to judges must include a declaration to be signed by the judge, stating that they are so qualified.

3. 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 which must be received at The Kennel Club to be approved, at least 18 months prior to the date of the show.

  • Judges must be invited 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 The Kennel Club's approval must be obtained first
  • 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 similar) and a typewritten name or initials in an email
What administration should I do before the show?
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 
  • 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
  • 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 from our shop) are taken to the show
What should I do after 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, e.g. biting/aggression incidents, formal objections/complaints, changes of judging arrangements, cancellation or abandonment. These should be logged in the incident book and sent to The Kennel Club. Read more about filling out the incident book
  • For premier shows, submit the results to The Kennel Club of the qualifying classes within two weeks of the show
What should I do if I have to cancel my event/show?

It is important that the society and show services department is informed of a cancellation in writing by completing the cancellation of shows form as soon as this decision is made, giving the reason for the cancellation. It should not be assumed that because the licence application form is not returned to The Kennel Club by the due date, that the show will be removed from the show diary. 

If the cancellation is notified far enough in advance, this could free up a date for use by other clubs and societies, and in other instances it will prevent the office assuming the event is going ahead and therefore sending out unnecessary reminder letters for schedules and/or catalogues. 

Read further information about cancellation of events.

Do I need insurance cover?

Society committees must ensure that they have adequate cover for all the society's activities. The 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.

Agility show specimen schedules

The agility regulations specify that shows must issue a schedule which conforms to the current specimen schedule issued by The Kennel Club. They are regularly updated to take account of changes to the regulations or policy, and show secretaries are advised to download the most recent version of the specimen schedule before preparing any show schedules. The specimen schedules are available to download below:

Agility show secretary - frequently asked questions

1. Can a listed status agility team club compete at Crufts?

Yes - if they put together a team and that team wins at a registered club's qualifying heat, then they can compete at Crufts.

2. Our club is looking to get a set of measuring hoops to aid us in putting the right-sized dogs in the right classes. Please could you suggest where we can purchase these from?

These companies supply the measuring hoops:

3. When splitting a class into part 1 and 2, can we have part 1 with 80 dogs and part 2 with 101 dogs or does it have to be a 50/50 split?

It depends on what the class is. If it is a graded class, e.g. 3-5, then you can put grade 3 and grade 4 in one ring together and grade 5 in another ring. However, if it is a combined class it has to be a 50/50 split (to within one dog).

4. I am running an agility show, the large agility combined grades 1-3 has 470 entries at full height and 100 entries at lower height. We are offering separate results for each height. Therefore, could we put all the lower height entries in one 'part' and split the full height entries into either two or three parts?

If a combined class (or single-grade class) needs to be split, it should initially be split be lower/full height and if subsequent splits are required this should be randomly within the height.

5. Do shows have to schedule lower height options as small shows might find it hard to fit them in?

No, we have tried to make it as flexible as possible for societies. There is no requirement to offer lower height classes.

6. Can clubs run the lower height classes without offering the full height as well?

No.

7. Can clubs run a mixture of some lower height classes with full height classes? e.g. run full height large, medium and small classes, but only run the lower height class for medium and small, not large?

Yes, as long as they are running the full height class this won't be a problem.

8. Can the club charge a different entry fee for the lower height classes and the full height ones?

No, all the dogs will be entered in the same class and the entry fee must be the same.

9. What benefits are there for clubs running the lower height classes?

It is anticipated that entries will increase as dogs that have not previously been able to jump The Kennel Club heights will now be able to compete. It is also expected that some dogs may be able to compete for longer in standard classes as they could be dropped to the lower height instead of to veterans/any size classes.

10. If lower height is offered for a class, do both winners of the full height and lower height count towards progression?

Only if the show organisers are offering separate awards for the two heights, which must be detailed on the schedule.

General data protection regulation (GDPR)
Risk assessment for agility shows
Incidents at events

Anything that occurs at an event that is out of the ordinary should be considered an incident and logged in the incident book, even if those involved do not wish to take any action. Learn more about incidents at events.

Please 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.

Agility show management courses

The next agility show management seminar will be announced soon.

The show management seminar is a great way to learn more about the management of agility competitions and is open to all. 

The aim of the seminar is to promote The Kennel Club's best practice in organising agility shows, covering all aspects of administration, planning, health and safety and venue selection. The seminars will also provide an excellent opportunity for delegates to learn from each other’s experiences.

Running a judging seminar

Judging seminars are usually hosted by registered clubs and societies, but any individual or group is welcome to organise and host a seminar. Please contact one of our accredited trainers, who are listed below, to find out more.

Additional information

The seminar content must be presented by an officially appointed Kennel Club accredited trainer.

Societies, individuals or groups organising a seminar should contact one of the accredited trainers (listed below) to invite them to conduct the seminar and arrange a suitable venue. They can then advertise the seminar to attract sufficient attendees. The organisers charge attendees reasonable fees at their discretion and should arrange for payment of the accredited trainer's expenses with the trainer. Trainers will usually bring relevant literature (such as regulation books, judges' guides and judges' record books) to the seminar for purchase by the candidates - in some cases the cost may be included in the seminar fee.

Agility accredited trainers and presenters list

Name and email

Address

Telephone number

Mrs J Fotheringham

Perthshire

01828 640429

Mrs J Gardner

Staffordshire

07787 686806

Mr T Griffin

Dorset

01305 777856

Mrs J Hart

Scotland

07786 077929

Mr C Huckle

Devon

01769 560190

Mr D Jolly

Warwickshire

01788 834670

Miss N Jones

Derbyshire

07709 306382

Mrs C Keith

Scotland

01620 842886

Miss J Lewis

West Yorkshire

 

Miss L Olden

Hampshire 

01794 323037

Mrs L Shore

Lincolnshire

01205 870460

Mr P Hinchley

Avon

 

Ms K McManigan

Kent

 

Mr M Tait

Bristol