Show Secretary
Summary:
prepare and send out premiums
process entries
produce catalogs
send confirmations
produce worker lists for ring stewards to make work assignments
produce lunch list for food czar
allow move-ups?
- Premiums
Ensure that the premium gets done, review it before it goes out to make sure
you can easily extract info from the entry form.
- Entries Receive entries and enter them in a database.
- Accept Entries
- Post Entries to Computer
- Call entrants whose entry has a problem.
- Reconcile Entry totals with Checks
- Give Treasurer Checks at close of entries (with report of income)
- Give totals to show chairman (including entry breakdown)
- After Close of Entries
- Volunteer lists to Chief Ring Steward
- How many dogs are entered in what classes to the awards czar(s)
- Lunch lists
- Volunteer and Paid Lunch Lists - give numbers to hospitality for
ordering info.
- Volunteer and Paid Lunch Lists -give list to hospitality people
at show.
- Check-in/measuring Lists
- Prepare list
- Make sure it is available to Check-in
- Confirmations
- Send out Confirmations (start times, check-in, map, classes entered,
other catalog info, schedule of classes, any notices or reminders)
- Corrections and move-ups
- Moveups: oh by the way something else to add to your list of decisions
to make - you now have a _choice_ about whether you want to allow
moveups between Saturday and Sunday.
- Catalogs
- Prepare Catalogs/Running Order list
- Score keeping
- Scribe Sheets (make sure they are ordered/printed, print labels)
- Prepare Scoring Books (USDAA, NADAC) or scoretable catalogs (AKC)
- Judges
- Calculate judges fees, see that they are paid.
- Paperwork at close of show (marked catalogs-judges copy, club's copy, sponsoring
organization's copy, marked scribe sheets, show reports, send check & paperwork
to sponsoring organization
The Show Chair and Secretary are responsible for getting you the information and
for bugging you to be sure that the premium gets out on time, but it's easier
if you give them a list of what information you need so they can track it down.
- Collect necessary information
Three months before closing date inform chair / hospitality of information
needed for premium. Judges
who's judging what class,
ring format,
closing date,
trial committee list,
special awards or classes,
lunch menu,
is it ASCA too.
Typical updates also include
entry fees are,
where the nearby dog motels are,
airport info and driving directions,
- Prepare Premium
Two months before closing date start to prepare premium. Check that the necessary
information has been obtained..
Edit existing Word document
- Mail Premium List
Six weeks before closing date mail premium
Need mailing labels
Deliver a master copy to our printer with mailing labels
After the premium master is made, it needs to be duplicated, mailing-labeled
and stamped, and mailed. The Club Secretary maintains a complete mailing list
and can print labels (or share the data from the database). The Bay Team has
a service that copies, stamps, labels, and mails the premium for us.
- Send Copies to Sponsoring Organization(s)
- The premium then needs to be converted to PDF and HTML to go up onto our
Web site.
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