Timeline to Trial

November-December

• This information is needed for the premium - by January 1 2001
  
  • Closing date? 3 weeks? 2 1/2 weeks? 2 weeks?
    
  • Ring format?
  • Trial format? 1 standard run or 2? extra games?
  • judges
    
  • who's judging what class
    
  • trial committee list
    
  • special awards or classes,
    
  • lunch menu
    
  • ASCA
  • How much to charge?
• Date to send out confirmations? 2 weeks? 1 1/2 weeks? 1 week?
  
• WAG gifts or Frequent Worker Program?
  
• Who gets free weekend entries for trial committees - Chair, secretary, food czar, crew chiefs?
  
• Move-ups allowed?
• Premium mailing date?
• Assign the "chief" positions Course builder, ring steward, scorekeeper, hospitality, and other positions where experience is helpful.
  • Competitor Liason - Research local hotels and campgrounds that accept dogs. If possible, reserve a block of rooms at a lower rate for your event
  • Judges Liason - Send the judges a map of the rings and a list of available equipment They need time to design their courses. Be sure to include any fixed entry / exit gates or other obstacles that they need to design around.
  • Judges Liason - Make airline and hotel reservations for judges.
  • Judges Liason - Verify extent the judge is expecting compensation for expenses (such as airline tickets, hotel, meals, airport parking, mileage to/from airport to home, others?).
  • Hospitality - Engage a caterer or food vendor, if needed
  • Premium Builder - Design the premium. Don't forget a worker volunteer sheet. Send to NADAC for approval.

January

• Premium Builder - Print and mail the premium
• Premium Builder - Make the premium and other trial information available on the web.
• Secretary - Set up the trial in the computer
• Course Equipment Czar - Check equipment. Make any needed repairs, replacements. Be sure to check the latest NADAC rules & regulations, since specifications are subject to change
• Awards - Order ribbons and other awards, choose gifts for judges.

February

• Check list of needed supplies and miscellaneous equipment for the trial. Inventory supplies and purchase what is needed.
• ?? Training Class for volunteers to practice trial duties? A fun match is a great opportunity for club members to learn how to time, scribe, and score.

• Order porta-potties and dumpsters, if needed

March

• ?? Find a local veterinarian to be on-call or on site for emergencies
• Secretary - Prepare a schedule based on number of entries in each event, provide to Judges liason, post to web?
• Judges liason - Send schedule to judges
• Secretary - Print and mail confirmation letters and "so sorry you didn’t make it in" letters
• Crew Chiefs - Prepare a volunteer schedule for trial workers.
• Judges liason - Confirm ground transportation for the judges. Confirm hotel and airline reservations, send tickets/vouchers.

One week before the trial

• Secretary - Make final changes to the schedule based on move-ups from other trials, cancellations, etc.
  

  Secretary - Print:

  • Score sheets
  • Catalog
  • Scribe sheets
  • Check-in sheets
  • Gate check-in sheets
• Competitor Liason - Ensure you have enough copies of other forms that will be needed during the trial, such as those provided in your exhibitors packet, move-up forms, volunteer schedules, etc. You can also request that the judges bring copies of their course maps for distribution.
• Secretary - Calculate fees owed to judges and prepare checks. Also cut checks for other fees that will need to be paid and can be calculated in advance. Judges are usually paid according to catalog counts, ignoring the slight differences caused by move-ups or last-minute cancellations.
• Judges liason - Check with the judges to see if they have any last-minute requests.
• Chair - Do a final check to ensure all is ready

Immediately before the trial (the day before, if possible)

• Obtain a course map for the first event(s) It is often nice to be able to set the first course ahead of time, but not all judges are willing to do this. Respect their decision.
• Unload equipment
• Competitor liason - Erect direction signs to the trial site
• Mark off areas for parking, crating, etc.
• Set up check-in table
• Judges Liason - Get the judges

On the trial day

• Save a map of each course for the catalog
• Make sure paperwork is filled out showing course times & distances
• Get judges signatures on all forms requiring them
• Keep a "clean" copy of the score sheets for the marked catalog.
• Make sure the judges are fed, have plenty to drink, have adequate break times, and are paid.
• Acknowledge all the people who helped make it possible

After the trial

• Send results and fees to NADAC. Within 5 days of the trial. There's a discount for sending the results in electronic format, although a printed catalog is still necessary
• Pay any remaining bills

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