Tuesday, April 17, 2018

Showtime -- The Aftermath

I didn't know there was math involved!
There are a few things that must be completed before a show committee can say everything is done.

Day Of:
  • Ensure that the steward's and secretary's catalogs match the Judge's Book (which is really just a couple sheets of paper).
  • Double check the number of dogs judged (may differ from number of entries) and verify the points earned for the show. This is a big deal!
  • Mark a catalog for the judge to keep.
  • The Judge's Book must be signed.
  • Apparently there is supposed to be a cover sheet that goes along with the Judge's Book, but I can't find one online or in the AKC manual. The judge handwrote the information on the front of the Judge's Book. (Note to self: design something for next year.)
  • It's best to have the club treasurer at the show with checkbook in hand. The photographer will want to settle up and the judges may have additional expenses they need to be reimbursed. Plus, there are always last minute purchases, no matter how hard you plan.

Within the week:
  • A marked catalog must be sent to the AKC.
  • The Report of Dog Show or Obedience Trial form must be filled out and fees tallied. The AKC charges the club $3.50 per entry (on top of the initial $100 they charge just to have the show). Annotate any unusual events on the form.
  • The Judge's Book, a marked catalog, the Report of Dog Show or Obedience Trial and the check all have to be sent to the AKC within seven days of the show. FYI: If you have two shows in one day (like we did) you must send the information separately.
  • I learned later that our parent club, The German Shepherd Dog Club of America, also wants a marked catalog and copies of the win pictures. Unfortunately, they didn't tell us up front, nor do they advertise who/where to send this information.

For A While:
  • Per AKC, the club must hold onto all entry forms for six months. It's a good idea to have a copy of the judge's book and any other paperwork (i.e. disciplinary hearing) on hand as well.
  • Keep a clean, marked catalog for the club.
  • Once the show is over and all bills have been paid, it's a good idea to have the club treasurer draw up a profit and loss statement for the show.

Repeat:
  • While the event is still fresh, the show committee should sit down and discuss what worked, what didn't and what could be done better the next time. (I suggest this be done over a bottle a wine.)
  • Ideally, a folder will be made for posterity/the next show committee. That folder should include:
    • Copies of all paperwork related to the show -- applications, letters, judges contracts, vendor orders, the premium, the catalog, the Report of Dog Show or Obedience Trial, etc.
    • The profit and loss statement
    • After action notes from the committee
    • Passwords to the Show Secretary email and PayPal accounts
    • A flash drive containing the master address list, premium and catalog (to be used templates -- seriously, we shouldn't have to reinvent the wheel every year!)
  • Don't spend too much time resting on your laurels (or licking your wounds, depending on how well the show went). It's time to start planning for next year!

Whew. That was a lot of work. Did you learn anything? I sure did! -- K