My Dog Events

This is the person in charge of setting the equipment in the rings according to the layout of the course maps provided by the judge. There are multiple course changes throughout the day.

1. You must have experience reading a coordinates map. If you can pull a tape measure out and roll a measuring wheel, you can easily learn how to do it.
2. Early arrival each trial day is a must for this position.
3. At the end of the day you will need to preset the courses (flagging) for the following day with map coordinates only.
4. Once a course has been built, you walk around the ring with the Judge as they wheel the path and you tweak as they direct.
5. We typically setup two rings, so when a course build is completed in one ring, you begin building the next course.
6. Assist the Equipment Manager with the unload and load of the equipment trailer.

This person is responsible for assigning volunteers to specific tasks.

1. Create documentation that is printed and posted at the trials so volunteers (usually exhibitors) know what tasks they are providing in which ring and which class(es). It is favorable for this person to have a computer or access to a computer and basic knowledge of Excel or the willingness to learn.
   1. From the opening date to the date of the trial, exhibitors and their friends submit forms online noting their availability to volunteer for tasks they prefer. Upon submit, a copy of this form is sent to you.
   2. Once the agility trial has closed, the Trial Secretary assigns armband numbers to the exhibitors, generates a Volunteers Report, and then emails this to you along with an Excel spreadsheet template to work with to make this task easy for you.
   3. The Volunteers Report clarifies which tasks the exhibitors have volunteered for and which classes they are running in. You assign volunteers according to the tasks they chose and avoiding the classes they are running in.
   4. You send the completed documentation to the Agility Trial Secretary who will post it on the website with the Confirmation Letter. An email is sent to the exhibitors about this letter and that the Volunteer Sheet is available for review.
   5. If someone contacts you for a change, you update the Excel spreadsheet and email the revised file to the Trial Secretary.
   6. Print at least four copies of the Volunteer spreadsheet and bring it with you to the trial.
   7. On the day(s) of the trial, post one copy of the Volunteer spreadsheet on the table near the Trial Secretary's setup where exhibitors will look to see if open spaces are available for tasks which need volunteers. They will typically fill these in themselves. Check this sheet often to update your own copy. Post one copy at each ring, and the last copy is for you to keep, typically on a clip board.
   8. On the day(s) of the trial, make sure the volunteers are in attendance and remind them where they agreed to work. If someone is not present, secure another volunteer to fill the position.
   9. Before each class, call out to volunteers to take their places in the ring and when applicable, give them a Vegas Voucher, meal ticket, or raffle ticket to each volunteer.

There are no advanced tasks for this job; it is all done on the subject days of trial. Some of these tasks are done by several people, and typically one person at the trial site for those tasks performed during a trial.

This person is responsible for:

1. Providing or aquiring the transporting of the equipment trailer roundrip to and from the trial site.
   1. It is a requirement that the towing vehicle is equipment with electronic trailer brakes to haul the trailer.
   2. The person driving the two vehicle is required to provide information to the Club so that they may be added to the Club's insurance policy.
2. Check trailer and equipment.
   1. Trailer and some contents need to be checked prior to traveling for:
      1. Equipment stability
      2. Securing factors
      3. Battery packs for the power drivers (drills) need to be fully charged
3. Create post-trial list of any equipment in need of repair, replacement of supplies used, and then send (email is fine) the final inventory accounting to the Club.
4. Return of the trailer and keys to the appropriate club member.
5. At the trial:
   1. First person to arrive at the trial site each day typically two (2) hours before judging starts. Unlock the gates and trailer.
   2. Setup the generator for the Agility Trial Secretary.
   3. Engage a group of people for set up which is usually the afternoon prior to the first day of the trial, sometimes early morning the first day of the trial.
   4. Make certain the equipment is in good condition and properly assembled.
   5. Make certain all equipment and accessories are in their place each day of the trail.
   6. Secure equipment in the trailer such as the timing equipment, ribbons, and generator at the end of each day.
6. Post trial loading of the trailer includes securing the equipment properly. There is a binder in the trailer outlining this procedure.

Event Committee Members must be club members. Minimum of five (5) required on site, including chairman; the trial secretary may be on the committee only if they are a member of the club.

The members help with answering on-location exhibitor questions and in the event of a more serious issue, hold a trial committee hearing to determine the best way to manage the issue.

Following is news the Agility Trial Secretary receives from time-to-time with details.

September 15, 2011

Event Committee Reminders: If you are working with a club that receives a complaint and after they investigate it they decide the complaint does not meet the criteria to hold a trial committee hearing, they still need to submit their minutes, the written complaint & the procedural checklist (as far as it was done) to Jack Norton so it is on-file at the AKC office. This shows that the committee did their job and investigated the complaint.

It's just like if the committee fills out the form to disqualify a dog and then decide not to, they still send in the form to AKC to show they did their job and investigated the incident. In most cases with things of this type, just be sure to tell them that they need to send a copy of everything to AKC, so that AKC knows the committee properly handled the situation and has the information on file if someone calls or writes in with a question about it.
 

Gate Steward is responsible for calling handlers with their dogs to the ring, on deck, and in the ring. Gate Sheets with the Running Order is provided to manage this task.

September 15, 2011 as per AKC Agility Trial Secretaries' Newsletter

Separating Multiple Dogs with Same Handler on the Gate Sheet: If a handler has multiple dogs within the same jump height, those dogs may be separated to allow for adequate spacing between runs, including moving one of the dogs to the start of a prior jump height. It is important that the run order of the dogs within the same jump height does not change, however it is ok to move a dog out of order (i.e. in front of or behind) another dog/same handler that is in a different jump height.

Example: A handler is showing dogs "a" and "b" in the 26 inch jump height class and also one dog "c" in the 24 inch jump height class. Dog "a" may be moved to run between when the 20s conclude and the 24s begin, thus giving that handler more time between runs. This process keeps the ring from waiting on that handler to switch dogs when the 26 jump height is running. It does not matter if dog "a" is now in front of dog "c" so long as the dogs within the same jump height class did not switch in order (i.e. dog "b" may not be put between the 20s and 24s).

When entries first close we ask that Trial Secretaries continue to provide as much space as possible within a jump height for handlers who are running multiple dogs. If additional space is still desired the exhibitor should discuss the options that are available with the judge, as it is the judge who is responsible for any gate sheet changes during the trial weekend.

Responsible for providing beverages and food at the trial stie. All out of pocket expenses for groceries and supplies are reimbursed by the Club with your receipts. Funds can be issued in advance of your shopping trip.

1. This position requires that you tend to the hospitality needs throughout the day as you will be responsible for managing supplies, food, and the distribution of food.
2. Foods need to be fresh so shopping is recommended two to three days before the first day of the trial.
3. The Club keeps an inventory of the paper and plastic products and you would be informed if you needed to purchase paper products, plastic utensils, condiments, etc.
4. Go to the market and purchase all necessary items including fresh foods and supplies. A Club member will give you a supplies list.
5. Purchase the ice on your way to the site daily.
6. You plan the meals, prepare, and serve them.*
7. Set up the hospitality area early. Exhibitors will arrive between one and one-and-a-half hours before the first run, therefore, we recommend you arrive two hours before the first run so that the hot water is fully heated (this takes quite a while) and that the continental breakfast is set out in time for the exhibitors.
   1. Since it is open to all in attendance you do not have to monitor it every moment.
   2. You do need to watch that there is enough food and hot water readily available.
8. The lunches and drinks are limited to the workers and these items must be monitored.
   1. Because all exhibitors have free access to the morning food some think the afternoon food is free as well. Signs are posted about lunch to provide clarity.
   2. Exhibitors that have volunteered earn a lunch ticket which they will present to you. Please collect these as they are given to you.
   3. When serving the lunch meal, keep portion size in mind to be certain there is enough for every volunteer.
9. Clean up the hospitality area and the items you use such as any food containers and utensils.

Shopping list and suggested menus will be posted here soon.

* You may consider ordering in, and these orders must be pre-approved by the club and kept within budget.

This position has numerous tasks; fortunately most can be accomplished in the peace and tranquility of your own home. Ideally, these tasks are started about a year in advance of the trial date(s).

AKC requires that the Trial Chairperson is a member of the local club. While NADAC does not, it is still preferable that the Trial Chairperson is a member of the local club (LVDICE). It's the best way to stay informed about the local agility trial events, and a great place to make friends!

Trial Chairperson must be in attendance every day of the trial event during trial hours.

1. Choose the trial date. While it is the Trial Chairperson's responsibility to select the agility trial dates, most of them are consistent from year to year. With AKC, clubs are assigned the same date weekends each year; any variance from this needs to be pre-approved by the Club and then by AKC. For example, in 2012 the AKC Agility National Championships is in Reno, NV on the same weekend as is assigned to the Club. The Trial Chairperson for that event has written to AKC asking permission to move that weekend back by one week so that the local event is not in conflict with the national event and those attending the national event have the opportunity to attend the local event.
    
2. Get approval from the organization (AKC, NADAC, CPE, etc.). This is accomplished by completing and submitting an Agility Event Application to the organization. Trial Chairperson may request this to be done by the Agility Trial Secretary or seek assistance from another club member familiar with the application process. Typically the previous year's application can be a good guide for acquiring the information to be submitted.
   1. Will there be any special attractions?
      • AKC Special Attractions Application (.pdf 57K)
      • Will the club or associated club(s) be holding additional events such as confirmation, obedience, and rally? If yes, other applications may apply if the same person is the Trial Chairperson for these events, and at minimum, let the Agility Trial Secretary know so the information can be put in the Premium List.
         
3. Secure a trial site. For trial dates determined way in advance (over a year), it is usually the club that acquires the trial site when it reserves a site for many weekends at the same time. However, for trials that are determined less than a year, it may be the responsibility of the Trial Chairperson to verify the site arrangements with the club, and acquire them if need be. Considerations for a trial site may include:
   1. Outdoor trial setup requires 270' x 200' of a flat area.
      • Outdoor Trial Setup Example (.pdf 275K)
      • For each new location, AKC requires that an AKC Agility Site Evaluation Form (.doc 737K) be submitted.
   2. Adequate amount of parking. The number of spaces needed can be given to you by the Club's history or expectation of the number of persons who will be attending the event.
   3. Is overnight and RV parking allowed?*
      1. If yes, is a permit needed by the City's Parks & Recreation Department or the Police Department?
      2. If yes, how many vehicles can fit in the available space?
      3. Are there hookups for electric and dump available?
      4. Can overnight parking folks stay the last night of the trial and if yes, what time do they need to leave the next morning?
   4. Are onsight bathrooms available? If not, portapotties will need to be rented.
   5. If outdoors, is the location protected by a fence that can be secured overnight? If not, security services will need to be acquired.
   6. If indoors, what is the running surface and will an applied running surface need to be considered?
   7. Are lights available if the trial runs past sunset?*
   8. Is the Club allowed to setup the afternoon before a trial?*
   9. Is water available?*
   10. Is electricity available?*
   11. How many trash receptacles are available?

* If yes, is there an additional cost? 

1. Secure judge(s) for the trial. The club and trial secretary will guide the Trial Chairperson in regard to the number of judges to be hired and choice of judge(s). When two judges are needed, the club prefers to hire couples (and they like that too) to save time and money. Communications with judges is done via email and phone well in advance of the trial date. Judges supply their own contracts or agreements.
    
2. Make the lodging** (hotel, motel, inn, etc.) arrangements for the judge(s). The clubs have a few venues they use most often and are chosen primarily for their proximity to the agility event location, or on the way to the agility event location by the person who is in charge of transporting the judge. Transportation is often times provided by the Trial Chairperson and may be another volunteer at the request of the Trial Chairperson. It is appreciated to keep lodging costs to a minimum and to ask venues about special offers.
    
3. Arrange judge(s) transportation. This can be a private vehicle of the Trial Chairperson or through other volunteers, taxi service, or having the judge rent a car which the Club pays for:
   1. To and from the airport
   2. To and from the trial site
   3. To and from any dinners or functions
       
4. Arrange dinner that the Club sponsors for the judge(s). Some judges like to dine with the club every night they are here, other judges like just one night, and some prefer to be on their own and explore Las Vegas. Have a discussion with the judge(s) before they arrive to determine their preference. The club will pay for the judges meal(s). All others who attend the meal(s) pay for themselves. We do our best to keep the meal at a reasonable cost. Whoever is taking the judge out (typically the Trial Chairperson) pays for the meal and gets reimbursed by the club. Typically agility trial event volunteers and club members are invited to attend dinner with the judge.
    
5. Secure all other key volunteer positions. Reach out to club members who are familiar with these positions, or exhibitors who often attend the events, or to students training in agility who would like to learn. Positions needed for each and every agility trial event include:
   1. Trial Secretary
   2. Equipment Manager
      1. Equipment trailer transportation is often provided by the Equipment Manager and not always. Towing vehicle is required to have an electronic breaking system installed, and covered by the Club's insurance plan.
   3. Chief Course Builder
   4. Chief Ring Steward
   5. Hospitality
       
6. Acquire a security guard for the nights the equipment remains at the site after the day’s agility trial. Some locations can be locked and do not require this service.
    
7. Make sure a club member has checked the inventory of toys, ribbons, awards, and trophies well in advance (at least 12 weeks) of the trial date. If necessary request that additional inventory be ordered by the club.
    
8. Purchase gift for the judge, $25 limit. We usually give a $25 gift card to Petsmart, Petco, or Clean Run. Learn more about the judge and where they live, so you can adjust the gift to their likes or needs. If giving a Petsmart or Petco card, make sure there is a store close to their home.
    
9. Familiarity with the organizations' guidelines or rules about Dealing with Misconduct
    
10. Knowledge of the Organization's or the Club’s policy concerning Emergency Procedures at Events (Disaster and Emergency Plan)

NOTE:  GACGLV and LVDICE offer $30.00 worth of Vegas Vouchers per trial day for fulfilling this key position. This offer is subject to change at the Club's or Trial Chairperson's discretion.

**ABOUT LODGING:  GACGLV and LVDICE

1. We have used the Golden Nugget in downtown Las Vegas most often and have found inexpensive rates online. It is located downtown where it is convenient for the transportation volunteer coming from the north end of town to pick up the judge on the way to the agility trial. It is also convenient for the judge as there is a lot to do downtown.
2. The next most popular spot we've used is the Fiesta in Henderson as it is close to the trial. Recently, rates have gone up so look for specials.
3. We've also used Hawthorne Inn & Suites on Boulder Highway.