Hosting a NADAC Trial

Here’s a worksheet that I prepared of the tasks that need to be performed and an approximate timeline for each. Although some of the things are specific for NADAC, the list could be easily adapted for USDAA, AKC, or other organizations.

*When*	*What*	*Comments*
6 - 12 months before the trial - the earlier the better!
	Apply to NADAC for club certification	Your club must be approved to hold NADAC trials.
	Choose a date and location	Check with NADAC and other local clubs to avoid conflicts. Make sure the facility you want is available and adequate
	Elect a trial committee	The secretary and chairman must be members of NADAC
	Decide on the trial format	What games, what days, how big, etc.
	Send application to NADAC to host a trial	You’ll need proof of insurance and a $10 per class application fee.
	Find out what local permits are needed, if any, and send applications	Don’t forget food handling permits if applicable
	Reserve the trial site	Deposits will vary according to facility
	Hire the judges	Judges may not judge another trial within a 6 month period and 200 mile radius from your site.
	Contact potential sponsors, if applicable
	List your trial in newsletters & web sites	Until you get approval from NADAC, the trial must be listed as "tentative – pending approval"
4-6 months before the trial
	Check your equipment. Make any needed repairs, replacements.	Be sure to refer to the latest NADAC rules & regulations, since specifications are subject to change
	Make a list of needed supplies and miscellaneous equipment for the trial.	Check out our Packing List.
	Assign the "chief" positions	Course builder, ring steward, scorekeeper, hospitality, and other positions where experience is helpful. If a big trial, you may need two in each position.
	Make decisions: How much to charge? If limited, how to handle? Move-ups allowed? Fees for other things (catalog, camping, meals, etc)? Opening / closing date?
	Research local hotels and campgrounds that accept dogs.	If possible, reserve a block of rooms at a lower rate for your event
	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.
	Engage a caterer or food vendor, if needed
	Contract with other vendors or exhibitors.
	Design the premium. Send to NADAC for approval.	Don’t forget a worker volunteer sheet.
2-3 months before the trial
	Print and mail the premium, or place it on the web.	Most clubs have switched to on-line premiums
	Let folks know premium is available through on-line calendars or email lists.
	Set up the trial in the computer
	Make airline and hotel reservations for judges.
	Order any pre-printed forms, such as NCR scribe sheets
	Order ribbons and other awards, choose gifts for judges	Allow more time if you need custom logos or special orders.
	Find a local veterinarian to be on-call or on site for emergencies
	Offer a 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.
Between the trial opening and closing dates
	Data entry into the trial program	Don’t underestimate the amount of time this takes, especially for a large trial.
	Acknowledge correct entries by email	Optional, but appreciated by competitors
	Return or ask for corrections on incorrect or incomplete entries
	Update web site with status, FAQs, etc.	Optional, but it helps by reducing the number of emails and phone calls a trial secretary will receive.
Closing date or one month before the trial
	Prepare a schedule based on number of entries in each event. Send to judges and post on web if applicable.	Suggested times per run for estimating a schedule: Regular and Weavers: Elite 60-80 sec, Open 70-90 sec, Novice 90-120 sec T&G and Tunnelers: Elite 40-50 sec, Open 50-60 sec, Novice 60-70 sec Chances: Elite and Open 40 sec, Novice 50 sec Jumpers: Elite 50-60 sec, Open 60-70 sec, Novice 70-80 sec Major course changes (i.e. Regular to jumpers) 30 min Minor course changes (i.e. Elite to Open) 15 minutes Walk-thrus 15 min
	Email confirmations and "so sorry you didn’t make it in" letters	If you are not having a lottery, the "sorry" letters should go out earlier than this.
	Prepare a volunteer schedule for trial workers	This is usually the responsibility of the Chief Ring Steward. For each event you will need: 3-4 course builders 1 gate steward 1 scribe 1 scribe runner 1 timer 1 leash runner 2-3 pole setters 1-2 scorekeepers
	Arrange ground transportation for the judges. Confirm hotel and airline reservations, send tickets/vouchers.
	Order porta-potties and dumpsters, if needed
	Create an "advance team" task force who are responsible for the following: Liaisons with facilities people to gain access, turn on heat/lights, etc. Transporting equipment to the site Site surface preparation, fencing Signage Early check-in duties Judges hospitality	These are the folks who will have to get there early ensure that things are ready when the crowds begin arriving.
One week before the trial
	Make final changes to the schedule based on move-ups from other trials, cancellations, etc.
	Print: Score sheets / Catalog Run sheets & exhibitor list for hand-outs Check-in sheets Gate check-in sheets Scribe sheets	If you have a sponsor, be sure to acknowledge them in the hand-outs.
	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, if allowed.
	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.
	Check with the judges to see if they have any last-minute requests.
	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.
	Send in the "advance team"	Unload equipment Erect direction signs to the trial site Mark off areas for parking, crating, etc. Set up check-in table Get the judges
On the trial day – Don’t forget:
	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.
	Send email results to competitors, or post results to web.
	Pay any remaining bills
	Start planning for next year!