Trial planning schedule

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This is a trial planning schedule for The Bay Team.

Thanks to Mike Scannell (?) for the original in early 2007, and the "schedule from the files section of the agility secretary's yahoo list," per Karey.

Contents

[edit] Key to job abbreviations

A - Awards Czar; C - Trial Chair; CCB - Chief Course Builder; CRS - Chief Ring Steward; EF - Equipment Manager and Facilities Manager; JH - Judges Hospitality; S - Trial Secretary; TH - Workers Hospitality (see also Trial Committee list and List of old-format articles to be converted.)

[edit] One year before trial

  • Select Trial Chair
  • Select Trial Secretary
  • Date
  • Site
  • Select Judge and send letter and contract (committee - chair sends contract)

[edit] No later than six months before trial

  • Select rest of the Trial Committee (C)
  • Make equipment list, repairs, order new if needed (EF)
  • Decide ring layout, judging schedule and send equipment list to judge. Use previous year's to let judge know finish times, etc. (C,EF)
  • Arrange for food vendors, product vendors (C)
  • Make sure trial is listed on club web site and on sanctioning org web site (as pending) (S)
  • Send in application for trial to sanctioning organization - Last year's secretary should have forms - this must be done before the org's deadline - as much as 6 months previous! - NO EXCEPTIONS! (C ) (note: add dealines & links to each org here--CPE, USDAA)
  • Disaster plan goes in with application. (? This applies only to AKC?)
  • Finalize facility use contract. Check with facility to see if any other activities scheduled right before/after/during that might impact trial. (EF)
  • Prepare budget for trial (C, with help of various committee members)

[edit] No later than three months before trial

  • Order ribbons and trophies (A)
  • Check equipment, do repairs, paint if needed. Make sure tool boxes/etc are prepped for each ring and/or trailer.
  • Arrange for trash removal, portapotties, equipment truck rental, etc. (E)
  • Book hotels for judges (better done a little earlier than this - if prime tourist season, hotels fill up early) (JH)
  • Check to see premium is being done - must be approved by sanctioning org and out no later than 30 days before closing (note: this deadline is different for different sanctioning orgs; some want hardcopies; some want emailed copies) Send premium to judges. (C & S)
  • Check first-aid kit (C )
  • Arrange for tenting, ring barricades, easels, coolers, tables, etc. (committee delegates)
  • PA system, if needed (EF)
  • Make sure the Trial Committee members have the major jobs covered. (C )

[edit] Two weeks before trial

  • Confirm judges' arrival/departure. Arrange for transportation to & from (JH)
  • Ribbons/trophies should be in (A)
  • Ring crew has been selected and assigned (CRS)
  • Office supplies gathered for each ring (S)
  • Confirmations sent out to exhibitors and judges (be sure judges get this!) (S)
    • Include ring crew assignments - coordinate between Secretary and Chief Ring Steward
    • Include hotel addresses/phone numbers/directions to trial
    • Class schedule & Armband numbers
  • Stop watches, calculators are functioning and have new batteries, if needed (C or designate)
  • Get judges gifts and stuff for baskets

[edit] One week before trial

  • Books have been set up for score table (S)
  • Verify hotel bookings for judges, trash pickup, and food vendors (JH, EF, C)
  • Hospitality made aware of judge arrival times (JH, C)
  • Ribbons checked and organized (A)
  • Let workers responsible for unloading/setup of equipment know times (C & CRS)

[edit] Week of trial

  • Print catalogs and place catalogs in each score book. (yes, even if computer scoring) (S)
  • Print scribe sheets (S)
  • Print running orders for each gate (S)
  • Print armband labels (S) (note: Bay Team doesn't do this)
  • Facility checked - running surface checked and arrangements made for repair if needed. (EF)
  • Buy food and food supplies (TH)

[edit] Day before trial

  • Set up rings (committee)
  • Set up tents (committee)
  • Mark 10' minimum--preferably 15'-- perimeter around rings (CCB)
  • Load and unload equipment (committee)
  • Set contacts for each ring (CCB)
  • Set up garbage cans (committee)
  • Pick up judges (JH)
  • Have portapotties delivered (C or delegate)

[edit] Final week/day of trial

  • Chief Ring Steward
    • Be at trial early
    • Post worker schedule at trial
    • Make sure rings are staffed - if anyone doesn't show up, get replacement
  • Trial Hospitality
    • Buy food
    • Set up tables
    • Keep coffee made & food available
    • Arrange worker lunches
  • Judge's Hospitality
    • Get gift baskets to motel (or whereever we've decided to deliver it; more often at trial)
    • Arrange transportation for judges
    • Spoil the judges - get their lunches, take them drinks, get snacks if they want them - make sure their needs are met.
    • Have “judges only” chairs at trial
    • (Saturday evening or at end of trial) - thank judges publicly and give them their gifts
  • Equipment
    • Do final check on equipment to make sure everything is there and in good order
  • Grounds
    • Get key and unlock facility
    • Make arrangements to return key at end
  • Awards
    • Put labels on backs of ribbons
    • Arrange ribbons and prizes on table
    • Hand out ribbons and prizes ASAP between events
  • Other
    • Calculate fees owed to judges and prepare checks
    • Get check from treasurer for sanctioning org fees (varies per org.)
    • Write checks for other fees that can be paid in advance
    • Save map of each course for trial chairman's report
    • Get judge's signatures where needed
    • Thank everyone!

[edit] Within one week after trial

  • Make sure Secretary sends report and $$ to sanctioning org (S)
  • Send Trial Chairman's report to sanctioning org (this varies by org) - get percentages from secretary (C)
  • Pay bills (C )
  • Send thank yous to judges and workers (various)
  • Finalize finances and send to Club Treasurer and for newsletter (C )

[edit] Trial planning checklist

(To do: upload & add link to Excel spreadsheet for this)

Trial Dates bywho bywhen
Site bywho bywhen
Judges bywho bywhen
Chairs bywho bywhen
Secretary bywho bywhen
Crew Chiefs bywho bywhen
Equipment bywho bywhen
Ribbons bywho bywhen
Parking/RV Czar bywho bywhen
Equipment transportation bywho bywhen
Scoretable boxes bywho bywhen
Electronic timing equipment bywho bywhen ,
Scortable chiefs bywho bywhen ,
Grounds Czar bywho bywhen ,
Premium bywho bywhen ,
Caterer bywho bywhen ,
Check-in bywho bywhen ,
Workers Raffle bywho bywhen ,
Vendors coordinator bywho bywhen ,
Scoretable snacks bywho bywhen ,
Workers Water bywho bywhen ,
Check-in gifts bywho bywhen ,
Set-up leader bywho bywhen ,
Tear-down leader bywho bywhen ,
Judges Hospitality bywho bywhen ,
Volunteer Coordinator bywho bywhen ,

[edit] Judge A

Judge A flight in bywho bywhen
Judge A transportation from airport bywho bywhen
Judge A transportation to event bywho bywhen
Judge A transportation to hotel bywho bywhen
Judge A dinner arraingements bywho bywhen
Judge A thank you gift bywho bywhen
Judge A transportation to airport bywho bywhen
Judge A hotel bywho bywhen
Judge A special needs bywho bywhen

[edit] Judge B

Judge B flight in bywho bywhen
Judge B transportation from airport bywho bywhen
Judge B transportation to event bywho bywhen
Judge B transportation to hotel bywho bywhen
Judge B dinner arraingements bywho bywhen
Judge B thank you gift bywho bywhen
Judge B transportation to airport bywho bywhen
Judge B hotel bywho bywhen
Judge B special needs bywho bywhen

[edit] Judge C

Judge C flight in bywho bywhen
Judge C transportation from airport bywho bywhen
Judge C transportation to event bywho bywhen
Judge C transportation to hotel bywho bywhen
Judge C dinner arraingements bywho bywhen
Judge C thank you gift bywho bywhen
Judge C transportation to airport bywho bywhen
Judge C hotel bywho bywhen
Judge C special needs bywho bywhen

[edit] Judge D

Judge D flight in bywho bywhen
Judge D transportation from airport bywho bywhen
Judge D transportation to event bywho bywhen
Judge D transportation to hotel bywho bywhen
Judge D dinner arraingements bywho bywhen
Judge D thank you gift bywho bywhen
Judge D transportation to airport bywho bywhen
Judge D hotel bywho bywhen
Judge D special needs bywho bywhen

[edit] Site issues

Electricity bywho bywhen
Breakfast bywho bywhen
Lunch bywho bywhen
Grounds bywho bywhen
Bathrooms bywho bywhen
Garbage bywho bywhen
Recycling bywho bywhen
P.A System bywho bywhen
RV Parking bywho bywhen
Dog pools bywho bywhen
Water bywho bywhen

[edit] Paperwork/Permits

First set to USDAA bywho bywhen
Second Set to USDAA bywho bywhen
Contract for event site bywho bywhen
Fire permit bywho bywhen
Insurance bywho bywhen
Premium sent out/On-line bywho bywhen
Notice posted to various lists bywho bywhen
Confirmations sent out bywho bywhen
On-line catalog bywho bywhen
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