.
| . | ||||||||||||
|
Roving Specialty Policies and Procedures This book of policies and guidelines has been designed by the Board of the YTCA to assist affiliated clubs and groups of YTCA members who are interested in applying to host the YTCA’s annual Roving National Specialty and Companion Event (hereinafter referred to as “the Roving”). The contents are specific policies to be followed to provide uniformity and structure that will enable affiliated clubs and groups of members to effectively stage and hold the Roving. Much of what is contained in this book will answer questions of procedure that arise. It is to be conformed to as specified. While other questions will certainly arise, and will be answered by the YTCA Board, groups can feel secure knowing that the policies stated herein will guide them through the necessary steps, and when followed will help them avoid many difficulties. These policies are approved by the YTCA’s Board and are to be understood as its directives. The guidelines in this book are meant to supplement the AKC Show/Trial Manual, which all applicants will be expected to know and follow in putting on the Roving. The term “host club” will also be used to mean groups of YTCA members in a specific geographic locality who are applying to put on the Roving. .
. A. Responsibilities of YTCA Board: . 1. Receive and review bids by prospective hosts for future Rovings 2. Approve and award bid for each Roving 3. Select and hire all judges 4. Final approval of show site and the scheduling and signing of contracts. 5. Final approval of the Show Secretary and/or Superintendent 6. Final approval of all Chairs appointed by host club. YTCA Specialty Chairman and Companion Events Chairmen (Obedience & Agility) must be YTCA Members) 7. Provide trophy budget and approve trophies 8. Update policies as necessary 9. Maintain files for records and advice for future Rovings . . B. Responsibilities of Host Club . 1. To submit bid to host the Roving preferably at least two years in advance . 2. Appoint all of Chairs who will be responsible for the following; a. Selection of hotel and all hospitality b. Preparation of all premium list and/or show packet or planning book contents and submitting them for approval to YTCA President and Secretary c. Selection and procurement of all trophies and rosettes d. Catalog and advertising preparation unless otherwise arranged e. f. Recommending selection and arrangements of Specialty Show details i.) Show sites ii.) Show Secretary and/or superintendent iii.) All other details pertinent to conducting the Roving 3. Check
special section for Obedience and Agility.
Hotel Contract: The total room nights to be reserved for the Roving will be determined by contacting the YTCA Board. Two meeting rooms need to be reserved. One for a YTCA Board meeting that accomodates at least 10 people (day and time to be determined by the YTCA President) and one for an educational seminar that will accommodate 50- 75 people. In addition, a banquet room for a joint YTCA/Host club banquet. The banquet room will accommodate approximately 125 people and will also be the site for the annual YTCA Membership Meeting usually held immediately after the dinner. Audio equipment and speaker’s stand must be made available for use during the meeting. Extra tables will be needed for auction items. Usually a “package deal” can be made with the host hotel to provide a block of rooms at a discounted rate, with a hospitality room, and other combination of meeting rooms at nominal charges or gratis if sufficient room nights are used. Shopping for the best arrangement and price is financially beneficial to both clubs and should be done before the bid is submitted to the YTCA Board. Some hotels may try to include performance guarantees (Attrition Clause) in their contracts. Which should be avoided whenever possible. Host hotels may waive such performance guarantees based upon the YTCA’s positive prior experience with other hotels. If a host club encounters such a contract clause, or if it has questions about any hotel contract provision, it should contact the YTCA President and Treasurer to discuss before executing any agreement with the hotel. If the host club uses a hotel or other fee broker to locate a host hotel, such fact MUST be disclosed on your bid. 1.
Have
hotel contract prepared and then forward for review and final approval
by
2.
Prepare and send documents required by AKC, i.e. approval forms for show,
3. Prepare/approve show site diagrams prior to presentation to Board. 4.
Recommend general budget, particularly costs of hotels, seminar, trophies
and
5. Act as liaison between host club and YTCA Board. 6.
Supervise and approve premium lists, planning book and other packet contents
a
7. Submit
recommended final judging programs to YTCA President and Secretary
8. Attend Roving and oversee its operation working with Obedience and Agility. 9. Have full working knowledge of AKC Show/Trial Manual 10. Act as liaison
with the hotel for all complaints raised by hotel against
11. Responsible for requesting
a copy of the YTCA’s liability insurance certificate
D. Responsibilities of Companion Events
Chairmen (Obedience & Agility)
2. Assist show
secretary or superintendent in preparation of Judging Schedule for
3. Approve diagram
of obedience rings with Specialty chairman making sure
4. Attend Roving and assist with obedience rings, set up, conducting the trial etc. 5. Be responsible
for seeing that AKC Obedience Rules and Agility Rules are on
6. Check Agility
section for further Agility responsibilities.
SECTION II A. When an affiliated Yorkie Club decides to issue a bid to host the Roving, the bid should be prepared at least 2 years if not 3 years in advance. Conformation, Obedience and Agility Chairs should be selected. The show site must be selected at the time the bid is submitted. It should also be decided if a licensed superintendent or a show secretary will oversee the operations of the show. The bid should describe all planned activities and events related to the Roving contemplated by the host club. The YTCA specialty should always be the first show of the event week or weekend. . B. A Bid, or invitation, (using the Application in Appendix A) is then submitted to the YTCA Board for approval. Ideally, all applications should be presented prior to December 31st of each calendar year so that the Board may consider the bids at its meeting held in New York each February. The Board will vote on the bid, including sites and Chairs. . C. If approved, the Host Club should then appoint it's own committees as outlined in the AKC Show/Trial Manual, subject to the final approval and authority of the YTCA Board. .. D. The YTCA’s Board will select and contract with all Conformation and Sweepstakes judges for the Roving from the list of judges selected by YTCA members through preference poll balloting. Host clubs will not select YTCA Conformation or Sweepstakes judges for the Roving but may advise the Board about which judges on the YTCA’s preference poll balloting list may be the best draw in its region. Recommendation for the Obedience/Agility judges will be made by the host club. The YTCA has found it more cost effective to hire obedience judges living in the host club’s region of the country rather than by member preference poll. In making a recommendation to the YTCA Board for Obedience/Agility the host club should select an AKC judge approved for all levels of Obedience/Agility and who should be known to appreciate the Yorkie and be well-regarded by Obedience/Agility competitors. Recommendations of at least three (3) judges should be submitted to the YTCA Secretary. The secretary will then submit them to the YTCA Board for approval. The contract with the Obedience/Agility judges will be finalized by the YTCA Secretary. . E. At the New York Board Meeting, during the year in which the host club will be hosting the Roving, the Board may request the Roving Show Chair, Obedience Chair and Agility Chairor other representatives of the host club to be present at the New York board meeting so that any details that need to be addressed may be handled in person. The host club will be notified far enough in advance if such an appearance before the Board is necessary to allow its representative adequate time to make travel arrangements. The question of the cost of incurred expenses if the presence of a host club representative is asked to appear before the board at a meeting out of his/her area should be brought to the attention of the board before such meeting occurs. YTCA will cover the cost of a conference call for the host club’s Chairman or representative if a Conference call is necessary. . F. COMMITTEES: 1. FINANCE - A Finance Chair must be appointed by the host club, preferably the host club’s treasurer. The Finance Chair must be bonded, at no cost to the YTCA, and shall be responsible for presenting proof of event liability insurance from the host club to the YTCA Show Chair if such is not included as part of the services provided by the show superintendent and/or show secretary. He/she will work with the YTCA’s Treasurer in keeping records of all funds incoming and all bills incurred and paid during the course of running the Roving. Within two (2) weeks after the Roving is concluded, this Chair will make a complete Financial Report to the YTCA President, Show Chairs for both shows, and to the YTCA Treasurer, who will make such report available to the YTCA Board. If all financial data is not completed within two (2) weeks of close of the Roving, a preliminary report shall be made to all parties named in the preceding sentence along with an explanation of what data is missing, to be followed as soon as possible with the final report. . 2. HOSPITALITY - Hospitality Room (with its schedule posted on the door) is to be open at published hours during the entire show schedule. It is to be the center of communications for the Club. There should be on hand a "convention package" containing name tags, dinner tickets, and information on local points of interest. The room number and schedule must be posted in the hotel lobby. YTCA Board members will try to help the host club staff the room for the duration of the show. Check with the hotel as far as refreshments . Inquire to establish whether the club can supply their own or is it against their hotel policies. Most Hotels state that all food and beverage served on Hotel property must be supplied and prepared by the hotel. Hospitality Bags will be provided and the cost covered by YTCA. The bags can be ordered along with the Logo Wear. The Host club will be responsible for collecting items for the bags. 1.With the assistance of the show Chairman set up sub-committees. 2. Supervise and assist all hospitality sub committees: Hospitality Room Ballroom decorations Flowers Judges Hospitality ( should be a non-exhibiting member) Judges, stewards and speakers gifts Dinner table center pieces Registration table & exhibitor/attendees Hospitality bags Trophy table decoration and set up. 3. Set up schedule for Hospitality room and post schedule as to when the room will be open. DO NOT LEAVE THE ROOM UNMANED!! 4. Supervise hospitality during all judging for judges and stewards. . 3. TROPHY - The host club will appoint a Trophy Chair who will be responsible for choosing and securing all trophies for the Roving.The YTCA will provide the trophy budget for the Roving. The Trophy Chair will report to the YTCA Board through the Show Chair a complete list of trophies to be offered at the Roving, and the YTCA Board will approve such list prior to any items being purchased by the Trophy Chair. Two pages must be reserved in the catalog in which to list all donors to the YTCA’s Annual Trophy Fund. This list can be obtained from the YTCA Secretary. 5. CATALOGS - It is recommended that the Catalog work be done on the local level whenever possible. The Specialty Show Chairman will need to work closely with the Show Secretary or Superintendent in preparing the catalog and should also coordinate efforts with the Advertising Chair to assure good catalog ad sales. Combined catalogs will be allowed. The catalog must be set up with YTCA in the front section since it is the first show. Different color pages can make each show separate (YTCA one color and Host club a different color.) Catalog sales will be divided equally between both clubs. The decision to print more catalogs over and above what YTCA is contracted for must come from the President and Officers. Contact must be made before catalogs go to print. NOTE* Agility will have a separate catalog which will be taken care of by the Agility Chairperson and Agility show secretary. 6. CATALOG ADVERTISING : The Advertising Chairman will not begin to solicit until the previous years specialty is completed. Solicitation of ads and/or other forms of company sponsorship will need to be done early, at least by the end of the year preceding the Roving because these companies prepare their budgets in the early months annually. He/she will be responsible for collecting and forwarding all Catalog Ads to the Superintendent by the contracted deadline. All money collected is made payable to YTCA and forwarded to the treasurer upon receipt. Post show the Advertising chairman is responsible for returning all photos to their owners. *Check Committee How To Do Section for further Information. 5. CATALOG
SALES –This Chairperson will arrange for persons to be available at all
times during the show hours for catalog sales. Cash box and cash change
will need to be arranged with the YTCA Treasurer. Pre-Show Marked and un-marked
catalogs should be made available to members who wish this service. The
Show Chairman and the YTCA board should determine the cost of these catalogs
including postage ahead of time and a notice must be placed in the planning
book along with an order form. It is the duty of the this chairperson to
carry out the mailing of the above catalogs. Checks are always made payable
to YTCA. All cash collected for the pre-show and cash collected the day
of the show at the catalog table must be turned into the YTCA Treasurer
with an accurate accounting of the total number of catalogs sold the day
of the show, the total of marked and unmarked catalogs sent, the total
number given for club use and the amount of catalogs left over. *Check
Committee How To Do Section for more Information.
6. GROUNDS - A
grounds committee is responsible for organizing the set-up, clean-up, parking,
etc. of the areas in use for the Roving. It is, or at least should
be, a constant job during the time the Roving is in progress. This
committee will be responsible for signs, for placing clean-up equipment
at the host hotel and show site, and assignment of people to patrol
these areas. The importance of our participants leaving clean and orderly
the areas where we have been cannot be overemphasized. *Check Committee
How To Do Section for further Information.
G. CONTRACTS - CONTRACTS – The Show Chairman and/or Facility co-ordinator will be in charge of obtaining the hotel contract . As facilities and services are engaged, contracts will be signed indicating all the details of service, dates, etc. including hotels, grounds, food, banquet, meeting places, and merchandise orders. Approval must be received from the YTCA Board BEFORE any contract binding the YTCA may be signed. Once approved by the YTCA Board, all contracts will be signed by the provider and either the Show Chair or YTCA President. Have hotel contract prepared and then forward for review and final approval by the YTCA President and Treasurer before being signed. If the YTCA President or Treasurer is unable to sign this contract then written permission should be given by YTCA to the Show Chairperson to sign the hotel contract. Copies of all executed contracts
must be provided to the YTCA’s President and Secretary and to the host
club. The Show Chair should maintain a file of all executed contracts
for the Roving and have that file present on site at the show. If
deposits are required, checks may be requested from the YTCA Treasurer
A planning book is a must with the cost shared by both clubs. It is important to prepare and mail this Planning book as early as 4 months in advance of the show so that people can make their plans early (air flights and time off from work). The host club must prepare the planning book or show packet and send to the YTCA’s President and Secretary for proof reading at least TWO WEEKS PRIOR to its printing deadline for editing or additions. The Planning book or show packet will contain all general information regarding the entire event including location, calendar of events, maps, logo wear sales, seminars and meal reservations, etc. In order to save money on printing and mailing, show packets or planning books for YTCA members can be published in the Yorkie Express if time allows rather than being mailed directly to YTCA members. Check with the Yorkie Express Editor in regard to a deadline if you choose to use this plan. The host club may also publish any special info regarding their show in the Yorkie Express. ALL information in the
premium list must be ready for proof reading and sent by the Show Chair
to the YTCA’s President and Secretary at least TWO WEEKS PRIOR to
Show Secretary’s or Superintendent’s deadline for premium list printing.
Any necessary editing will be done by the YTCA President and Secretary.
Since
a combined Premium List can be used it will also be necessary for the Host
club’s President and Secretary to review the Premium List as well. Any
change in entry fees must be approved by the YTCA Board. If the Specialty
has a host club the entry fees should be the same for both shows.
. A. SITE SELECTION - All portions of the Roving must be given indoors. Considerations for hotel selection include adequate parking for cars and several RVs. Available floor space must be no less than 7,000 square feet and 10,000 square feet is more desirable. Ring size dictates space needed, since AKC rules mandate certain sizes and aisle space around the outside (See AKC Show/Trial Manual.) Consideration must be given to Show secretary's or superintendent’s table, trophy table, exhibitor needs, crates, chairs, and vendors. Obedience needs a ring size of about 40’ X 50’ and never less than 35’ X 50’. Agility needs a minimum of 10,000 square feet . . B. JUDGES SELECTION - See Section II, D . C. AKC SHOW/TRIAL MANUAL - Each Specialty is an individual dog show and should follow the procedural guidelines and check list provided by the AKC Show/Trial Manual. This manual should already be in the possession of every show giving affiliated Yorkie Club. If your club does not have one, it should be ordered from AKC. Additionally, there is a set of AKC Rulebooks on Dog Shows, Obedience, and Dealing with Misconduct which can be obtained from the AKC by calling or writing for the most recent copies. These are important since they must be displayed at the Roving and must be secured by the host club. . D. APPLICATIONS - Applications to the AKC must reach them at least 24 weeks before the closing date of the show. They should be prepared by the Show Chair and submitted to the YTCA President and Secretary for approval 26 weeks before the closing date. Application forms can be obtained by calling or writing the AKC. One of the forms, with specifics about the show, comes from their computer shortly after they received the reports of the previous year's show, and will be used, corrected, as part of the application. There is a form for the Judging Panel, and another for Sweepstakes. . E. PREPARATION OF THE PREMIUM LIST - The Premium list can be combined with the host club. It is to be prepared by the Show Chair and Host Club working in conjunction with the show secretary and/or superintendent. If a Superintendent is hired special attention must paid to the deadline for all Premium List material to arrive at the office of the Superintendent. It is advisable to begin to work on this up to six months in advance since this can be a lengthy process. Conformation and Obedience are combined in one Premium List. The Agility Show Chairman will prepare and mail the Agility Premium List. Copies of previous premium lists are available from the YTCA Secretary. When the premium list is ready, one must be sent to each of the judges. Four copies of the premium list must be sent to the AKC, Event Operations, at the time they are sent to the membership.. Once galleys are ready, copies for proofing must be sent to the YTCA President and Secretary at least TWO WEEKS PRIOR to its printing deadline for editing or additions. Only then can they be sent for printing. Questions concerning conduct of the show can usually be answered in the AKC Rule and Guidebooks. At the discretion of the Conformation Judge, Awards of Merit, for up to 4 of the dogs or bitches in the Best of Breed class may be awarded. This must be so stated in the premium list and a rosette should be awarded for each Award of Merit. Of particular note, the age of Veteran Dogs and Bitches in any YTCA Specialty is 8 years and older. Get or produce in Stud Dog or Brood Bitch classes shall be limited to two get or produce for each entry. No parade of champions will be offered at the Roving. .
The Show Chair and Show Secretary or Superintendent are ultimately responsible for all decisions on questions arising during the show hours, particularly during the absence of an AKC Representative. Therefore, their presence is essential during the entire duration of show hours. Should disputes arise, they must consult the YTCA President and must defer to his/her decision in the event of a disagreement. There must be available at the secretary or superintendent's table a copy of the "AKC Rules Applying to Dog Shows", the AKC Show/Trial Manual, and the most recent edition of the AKC COMPLETE DOG BOOK. Of great importance is the Show Chair’s familiarity with the rules and procedures for protests or misconduct. The AKC Booklets are specific on these subjects and must also be available at the secretary or superintendent's table. They are: Guidelines for Judges, Obedience Regulations and Misconduct. .
. A. JUDGE - See section II, D . B. PUBLICITY - Early in the year, letters should be sent to all affiliated Yorkie clubs for their newsletters announcing the Roving Obedience Trial. This publicity will help to encourage non-YTCA members to compete in Obedience. . C. CLASSES AND AWARDS - Rosettes and standard awards will be offered in all classes. High in Trial and Highest Combined Score will receive major awards comparable to what is offered for Best of Breed and Best of Winners. . D.....SCHEDULING - Obedience will run separately from the rest of the show whenever possible to give it the attention it deserves. Schedule Utility first as per AKC rules so that the ring is clean for scent discrimination exercises. Open follows, then Novice. Scheduling Obedience in the morning before Sweepstakes
can work well when only one ring is available.
Appendix A Yorkshire Terrier Club of America, Inc. . . Name of Club ___________________________________________________________ . Proposed Show Date _______________ Is this in conjunction with another show(s)? _______ . If yes, please name show(s) and it's/their date(s): . . . . If your club has given previous specialties, please list your Regular Class entries for your previous 3 shows: . .
. Has your club hosted a YTCA National Specialty before? ______ If yes, please give the . date and location _________________________________________________________________ . Who would be YTCA Show Chairman? ___________________________________________ . Does this person have other experience as a show chairperson? _________ If yes, please list the other experience: . . . . Please provide the names of the following committee chairpersons for the YTCA show, if known. . Performance Events Chairman _______________________________________ . Obedience Chairman ________________________________________________ . Finance Chairman __________________________________________________ . Hospitality Chairman _______________________________________________ . Trophy Chairman ___________________________________________________ . Catalog Chairman __________________________________________________ . . If applicant is an affiliated Yorkie specialty club, how many YTCA members are members of your club? _______________ . If applicant is not an official Yorkie Specialty Club, how many YTCA members are locally available to help with the show? _____________ . What AKC licensed superintendent or other show secretary would you propose to use for the YTCA show? . _____________________________ . Has this superintendent or secretary been contacted yet? ____________ . What will the charges be for superintending the YTCA show? ____________ . Have you submitted site diagrams and details for specific related activities? ___________ . Is the facility already under contract with your club? ___________ If not, when will your club sign a contract for the days in question with the hotel? ______________ . Approximately how far is the proposed show site from the nearest major metropolitan airport in both minutes and miles? ___________________________________ . Is ground transportation readily available from this airport to the show site? ____________ At what approximate cost, if any? __________________ . Does your club carry liability insurance for your show event? ________________ (Please note that the YTCA must be named as an additional insured on your liability policy for the day of your club's event if the roving is being held in conjunction with it. If a cost is associated with such add-on, it is the hosting club's responsibility to pay any additional premium due). . What amount of liability coverage does the proposed superintendent provide for the day of the show(s)? . ____________________________________ . It may sometimes be necessary for the hosting club to pay for items before it can be reimbursed by the YTCA. In order for the YTCA to evaluate your Club's financial solvency, please list the amount of money available in your Club's treasury as of the date of this application. (This information will be kept strictly confidential by the YTCA's Board). $ _________________ . The undersigned officer of the above named club (the hosting club) hereby certifies that the information provided on this application is true and correct, that the membership of the hosting club has passed a motion authorizing it's officers and directors to bid for a YTCA roving specialty show, and that the hosting club has a copy of the AKC's publication Show/Trial Manual, A Guide for Planning AKC Dog Shows and Obedience Trials, and that the officers and directors of the hosting club have read and are familiar with the contents of said Show/Trial Manual. . . Signature of Club Officer . Date |
||||||||||||
| . | ||||||||||||
|
|
||||||||||||
| .<img src="/cgi-bin/Count.cgi?ft=5|dd=C|frgb=255;255;255;&df=login_roving.dat"> | ||||||||||||
| Back to home page | ||||||||||||
 |
||||||||||||
| . | ||||||||||||
| . | ||||||||||||
| . |