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A GUIDE FOR THE FIELD TRIAL CHAIRMAN

Forward | Checklist | Marshal | Stake Coordinator | Field Workers

 

TIME LINE

 

APPLICATION TO AMERICAN KENNEL CLUB (AKC)

Application to AKC is completed and submitted by the Field Trial Secretary.

Applications are due no later than November 1st of the year preceding the field trial.

(A fine of $50.00 must be paid with any application mailed to the AKC after November 1 st)

For approval, in addition to the application, the following must be completed and returned to the AKC Performance Events Department at least 3 months prior to the event:

  • Judges Panel (a fine of $50.00 will be imposed for a Judges Panel not received at least 3 months prior to the start of the event)
  • Required Fee
  • Disaster and Emergency Plan (a separate form for each event is required)
  • Current membership and officer list

The field trial will have final approval only when both the Application and the Judges Panel have been approved. The Club will receive notification for both.

The information on the Application, when approved by AKC, shall be final and no changes may be made without AKC authorization.

JUDGES SELECTION

The Judges Committee is appointed by the Board of Directors and is responsible for selecting judges for each event sponsored by the Club.

After the Judges Committee obtains an affirmative verbal response from a perspective judge, the Club Secretary prepares written correspondence formalizing the judges commitment to judge the event agreed upon and mails the letter along with a copy of the “Judges Agreement” to the perspective judge. Upon receipt, the perspective judge completes and signs the “Judges Agreement” and returns same to the Club Secretary.

The “Judges Agreement” is an agreement certifying that the judge has a thorough knowledge of the Rules, Regulations and Procedures, and will judge in strict accord with them.

All judges should be selected and confirmed prior to submission of the AKC application which is due prior to November 1 st of the year preceding the event.

A fine of $50.00 will be imposed for a Judges Panel not received at least 3 months prior to the start of the event.

A substitute judge may be appointed by the Club if it is impossible for an advertised judge to fulfill or complete his assignment.

The Field Trial Secretary will make any necessary airline reservations/travel arrangements for judges coming from outside the immediate area.

FIELD TRIAL COMMITTEE

The Field Trial Committee is appointed by the Board of Governors and shall be comprised of a Field Trial Chairman and at least five members of the club which may include the Field Trial Secretary.

The Field Trial Committee must be appointed prior to the submission of the application to the AKC which is due no later than November 1 stof the year preceding the field trial.

(The names of the Field Trial Committee members must be submitted as part of the application to AKC)

The Field Trial Committee will have complete responsibility for the planning and conducting of the trial.

The Field Trial Committee and the Field Trial Secretary shall be held responsible for compliance with all of the Field Trial Rules and Procedures except those coming under the sole jurisdiction of the judges.

AKC QUESTIONNAIRE FORM AND PREMIUM LIST

After permission has been granted by AKC to hold the Field Trial and before its premium list is printed, two copies of a Questionnaire Form (supplied by AKC) which will provide the following information, must be sent to the AKC for approval:

  • the dates and exact location of the trial
  • the stakes to be run, the dates and times of the individual stakes and the entry fee
  • a complete list of the ribbon prizes and other prizes it wishes to offer
  • list of the names and addresses of the judges and their stakes
  • list of names and addresses of the officers of the Club, Field Trial Secretary, Field Trial Chairman and Field Trial Committee
  • the date, hour and place of the closing of entries
  • the date, hour and place of the drawing of entries

Premium lists, when printed, shall contain all the information set forth on the Questionnaire Form as approved by the AKC.

Two copies of the premium list and entry form, when printed, must be sent to the AKC at the time of distribution to prospective entrants.

PERSONNEL SELECTION

The Field Trial Chairman and Field Trial Committee are responsible to select personnel to perform in various functions to ensure the efficient and effective running of the Field Trial.

  • CHIEF MARSHAL : The Chief Marshal is responsible to provide the equipment needed for each stake to each Stake Coordinator. (name to Field Trial Secretary 3 months prior to trial)
  • CHIEF STEWARD : The Chief Steward is responsible for accepting the live ducks, providing care and disseminating them to each stake. (name to Field Trial Secretary 3 months prior to trial)
  • CAPTAIN OF THE GUNS: The Captain of the Guns is responsible to provide gunners to shoot the live flyers in each stake. (name to Field Trial Secretary 3 months prior to trial)
  • STAKE COORDINATOR : The Stake Coordinator is responsible to provide all equipment and personnel necessary for the efficient running of the stake to which he/she is assigned. Three Stake Coordinators are required for a field trial to be assigned as follows:

    (1) Open Stake

    (1) Amateur Stake

    (1) Derby/Qual

    Approximately 2 weeks prior to the trial the Field Trial Chairman should send a letter to each Stake Coordinator confirming their commitment to work and attaching the document, “Responsibilities and Duties of the Stake Coordinator.” The Stake Coordinator’s names and their respective stakes must be provided to the Field Trial Secretary 2 weeks prior to the trial for inclusion in the program.

  • MARSHAL : The Marshal is responsible for the efficient running of the stake. The Marshal ensures that a dog is on line at all times, a dog is in the holding blind and another is getting ready to run. Three Marshals are required for a field trial to be assigned as follows:

(1) Open Stake

(1) Amateur Stake

(1) Derby/Qual

Approximately 2 weeks prior to the trial the Field Trial Chairman should send a letter to each Marshal confirming their commitment to work and attaching the document, “Responsibilities and Duties of the Marshal”. The Marshal’s names and respective stakes must be provided to the Field Trial Secretary 2 weeks prior to the trial for inclusion in the program.

  • FIELD WORKERS: Field Workers are required to assist in the setting up, breaking down and running of the various series of a stake. Field Workers are generally secured by the Field Trial Chairman approximately 3 weeks prior to the Field Trial. The following numbers of workers should be secured to adequately staff the stakes:

FRIDAY: 9 workers for the Derby and Open

SATURDAY: 15 to 17 workers for the Derby/Qual, Amateur and Open

SUNDAY: 15 to 17 workers for the Qual, Amateur and Open

Approximately 2 weeks prior to the trial the Field Trial Chairman should sent a letter to each Field Worker confirming their commitment to work and attaching the document, “Responsibilities and Duties of Workers in the Field.”

  • KITCHEN MANAGER: The Kitchen Manager obtains and schedules workers to assist in the kitchen to provide meals during the course of the trial. In addition, the Kitchen Manager coordinates with the Field Trial Secretary to order food and stock the kitchen with necessary supplies. (name to Field Trial Secretary for thank-you in program)
  • HOSTESS/PLANNER FOR SATURDAY NIGHT STEAK DINNER : The Hostess/Planner for Saturday night dinner is responsible for planning all details surrounding the dinner. This person will coordinate with the Field Trial Secretary to order the steaks and any additional food and supplies necessary for the dinner. The Hostess/Planner is also responsible to recruit cook(s) to work the grill and any additional personnel that may be needed. (name to Field Trial Secretary for thank-you in program)
  • HOSTESS/PLANNER FOR SATURDAY NIGHT COCKTAIL PARTY : The Hostess/Planner for the cocktail party is responsible for planning all details surrounding the Saturday night cocktail party. This person should coordinate with the Field Trial Secretary to order necessary food and supplies for this event. (name to Field Trial Secretary for thank-you in program)
  • BARTENDER FOR SATURDAY NIGHT COCKTAIL PARTY : The Bartender is responsible for tending bar during the Saturday night cocktail party. This person should coordinate with the Field Trial Secretary to order adequate refreshments and supplies for this event. (name to Field Trial Secretary for thank-you in program)

LAND RELATED REQUIREMENTS

The Field Trial Chairman and members of the Field Trial Committee are responsible to acquire any additional grounds needed for the running of the trial and to enter into land usage agreements for this purpose. In addition, the Field Trial Chairman and the Field Trial Committee are responsible to obtain Wisconsin Department of Natural Resources permits (DNR permits) required prior to running the Field Trial. DNR permits must be requested no later than 2 weeks prior to the start of the trial.

ITEMS TO BE ORDERED OR RESERVATIONS TO BE MADE

  • DUCKS : The Club, with Board of Governors approval, has entered into a contract with Mallard Mikes whereby he delivers the flyers for the Club events for a fixed price. The Field Trial Secretary will place the order for the flyers. The Chief Steward must meet Mallard Mike at the Club at the designated time to take delivery of the birds.
  • RIBBONS : The ribbons awarded for placement at the field trial are ordered by the Field Trial Secretary.
  • TROPHIES OR PRIZES : The trophies or prizes awarded to the dogs who win and place in each stake are chosen by the Field Trial Chairman or members of the Field Trial Committee. Sixteen individual trophies or awards are needed, one for the top four winners of each of the four stakes. The trophies or prizes should be ordered approximately 1 month prior to the start of the field trial to allow adequate time for engraving. An amount less than $20.00 per trophy/prize is generally acceptable.
  • JUDGES GIFTS : The Club traditionally bestows a gift upon each judge to thank them for their efforts on the Club’s behalf. The Field Trial Chairman or members of the Field Trial Committee decide what type gift would be appropriate. Six judges gifts are required two for the Open Judges, two for the Amateur Judges, and two for the Derby/Qual Judges. Allow adequate time for ordering based upon what amount of time is required to obtain the gift chosen. An amount between $40.00 and $50.00 per judge is generally acceptable.
  • JUDGES MOTEL ROOMS : People who agree to judge the trial who travel to the trial from outside the immediate area are accommodated, at Club expense, at a local motel. The Field Trial Secretary makes the necessary arrangements for the judges and generates correspondence to inform the judges of their accommodations.
  • DUMPSTER FOR TRASH : The trash/garbage that accumulates during the course of a three day trial far surpasses the normal amount for our Club. To provide adequate disposal of field trial related trash/garbage, a dumpster must be ordered for the clubhouse area by calling 414 387-0987. The dumpster should be ordered approximately 1 week prior to the beginning of the trial.

ARRANGEMENTS TO BE MADE FOR THE WEEK OF THE TRIAL

ARRANGEMENTS RELATED TO THE JUDGES

The Field Trial Chairman and members of the Field Trial Committee are responsible to provide transportation for those judges arriving for the trial by air. Judges must be picked up at the airport and transported to the motel. Accommodations must also be made for those judges who need transportation from the motel to the field trial grounds and return to the motel each day. Those judges who will depart by air must also be afforded return transportation to the airport to catch their outbound flights upon the conclusion of their judging assignment.

Meals for the judges are provided at Club expense. The Field Trial Chairman and members of the Field Trial Committee coordinate with the Field Trial Secretary to provide breakfast, lunch and dinner for the judges until the judge has finished his/her judging assignment and departed from the trial.

SCHEDULING OF WORKERS

The Field Trial Chairman is responsible for assigning the field workers to the individual stakes and to the required duties within each stake. To facilitate communication to the workers, the Field Trial Chairman prepares a list of each stake, the individuals assigned to each stake and the duties expected of each worker. These lists are placed on the chalkboard in the clubhouse to communicate assignments to all workers on the day of the trial.

CHECK FOR NECESSARY EQUIPMENT

The Field Trial Chairman should coordinate with the Chief Marshal to ensure that all equipment, necessary for the efficient running of the trial, is available and in good working order.

chain saw loppers weed wackers decoys blinds
wingers bags shotgun stands buckets live shells
popper shells drying racks popper guns boats life preservers
bird crates        

ENSURE DELIVERY OF LIVE FLYERS

The Field Trial Chairman should check with the Chief Steward to ensure that the live flyers have been delivered and are properly being cared for.

TEST SET UP

The Stake Coordinator and a member of the Field Trial Committee should accompany each set of judges to their respective sites the day prior to the scheduled test to enable the judges to tentatively set up their tests. During this time the Stake Coordinator must take note of the equipment required for each test. (The Stake Coordinators will have been provided a check list of equipment which should assist them in accomplishing this task) The Stake Coordinator then works in conjunction with the Chief Marshal to assemble all necessary equipment for each stake. Assembling the equipment needed ahead of time will facilitate efficient set up on the morning of the test.

AFTER COMPLETION OF THE TRIAL

DUTIES OF THE FIELD TRIAL SECRETARY

  • At the conclusion of the judging of each stake, the Field Trial Secretary shall provide for the Judges’ signatures, a judging sheet of the stake judged showing full particulars of all dogs placed.
  • At the conclusion of the trial, the Field Trial Secretary shall certify the Judges’ signatures on each judging sheet and shall certify the number of entries and starters in each stake.
  • The Field Trial Secretary must assemble the judging sheets, inserted in the covers of the judging book, together with all entry forms and a full report of the trial. These materials shall be sent to the AKC so as to reach the AKC no later than seven days after the closing date of the trial. Penalty for non-compliance is $25.00 and $5.00 for each day’s delay beyond the deadline.
  • The trial report shall contain a list of the names of all members of the Field Trial Committee who were present at the trial, the names and complete addresses of all the Judges, and the name and address of the Field Trial Secretary, and the full names and addresses of all persons present at the draw.
  • A recording fee (not to exceed 50 cents) to help defray expenses involved in maintaining the records applies to all dogs entered. If a dog is entered in more than one stake the recording fee applies only to the first entry.
  • The Field Trial Secretary compiles all of the judge’s expenses and ensures that these expenses are reimbursed to each individual judge.
  • The Field Trial Secretary shall compile a Financial Report indicating all monies earned and all monies expended (profit and loss statement) for presentation to the Board of Governors to enable the board to determine the profitability of conducting each event held by the Club.

GIFTS FOR LAND OWNERS

The Field Trial Chairman shall provide a list of landowners (names and addresses) to the Club Secretary of those landowners who generously allowed the Club use of their land for the running of the Field Trial.

Once each year the Board of Governors presents gifts to these landowners as a thank you for their generous contributions to the effectiveness of Club events.

CLEAN-UP

Following each event, the Field Trial Chairman and members of the Field Trial Committee are responsible for the clean-up of the grounds, kitchen and storage shed.


 
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