Portuguese Water Dog Club of America, Inc · Portuguese Water Dog Club of America, Inc. National Specialty Manual TM NOTE: NO REVISIONS, CHANGES, DELETIONS, ADDITIONS and/or ALTERATIONS

PWDCA National Specialty ManualrevSept2012 Page 1 of 93 12/30/2012

Portuguese Water Dog Club of America, Inc.

National Specialty Manual

TM

NOTE: NO REVISIONS, CHANGES, DELETIONS, ADDITIONS and/ or ALTERATIONS TO THIS MANUAL MAY BE DONE WITHOUT THE FORMAL APPROVAL, VIA MOTION, BY A MAJORITY VOTE OF THE FULL PWDCA BOARD OF DIRECTORS. Wherein the word “PWDCA” or “Club” is used w ithin this document, it is referring to the “PWDCA, Inc.” unless otherw ise specified as “PWDCA, LLC”. Wherein the word “Board” in used, it is referring to the PWDCA Board. Also, wherein the word "treasurer" is used w ithin this document, if it does not specifically state "PWDCA, Inc. Treasurer" or “PWDCA, LLC Treasurer”, then treasurer shall mean the National Specialty Treasurer.


READ THIS FIRST— ........................................................................................ 6 This manual is designed to provide detailed guidance in hosting a PWDCA National Specialty. It is important to note the following in order to get the most from the manual and provide for the smoothest possible event. ........................ 6 The manual provides information in five basic categories – Bidding for a National, Financial Planning and Reporting; Procedure to be Followed; Approvals required; Event/Chair Job Descriptions. .......................................................................... 6 Sections II, III, and IV deal with the bid process and early organization. ............ 6 Beyond the bid process, it is critical to pay close attention to the procedures to be followed (section VII); approvals (section VIII); and financial reporting (section XI) sections. Event/Chair job descriptions are included to provide a guideline as to past best practices. These are to be used as they fit your particular site/hosting situation. I. Purpose ....................................................... 6 II. The Bid ...................................................................................................... 7

GUIDELINES FOR HOSTING A PORTUGUESE WATER DOG CLUB OF AMERICA NATIONAL SPECIALTY AND ANNUAL MEETING ............................................. 7 Introduction ................................................................................................ 7 Submission .................................................................................................. 9 Minimal Requirements for Bid Submission ..................................................... 9 Information to be Included in the Bid............................................................ 9

General .................................................................................................... 9 Site ......................................................................................................... 9 Annual Meeting Site/Host Hotel ............................................................... 10

III. Financial Planning ................................................................................... 10 IV. Specialty Organization .............................................................................. 11

National Specialty Show Chair .................................................................... 12 Performance Chair ..................................................................................... 13 Hospitality Chair ........................................................................................ 13 Steering Committee ................................................................................... 14 Event Committee (formerly Bench Committee) ............................................ 14 Additional Chairs that require PWDCA Board of Directors Approval................ 15

Obedience Chair ..................................................................................... 15 Water Chair ........................................................................................... 15 Agility Chair ........................................................................................... 15 Tracking Chair ........................................................................................ 15 National Specialty Treasurer .................................................................... 16 Additional Committees (Board approval not required) ............................... 16

V. Specialty Event Advisory Team (SEAT) ....................................................... 17 Mission ..................................................................................................... 17 Scope ....................................................................................................... 17 Size and composition of the committee ....................................................... 18 Method for selecting members and positions ............................................... 18 Special authorization to act ........................................................................ 19 Reporting Structure ................................................................................... 19


Terms ....................................................................................................... 19 VI. LIMITED LIABILITY COMPANY (LLC) ......................................................... 19 VII. Procedures to be followed ....................................................................... 20

Advice For Logo Reproduction .................................................................... 20 Agility High in Trial .................................................................................... 21 Americans with Disabilities Act (ADA) .......................................................... 21 AKC Compliance Document ........................................................................ 21 AKC Entry Fees .......................................................................................... 21 AKC Entry Refunds..................................................................................... 21 AKC ribbon awards .................................................................................... 21

Premium List ...................................................................................... 22 Authority ................................................................................................... 23 Awards of Merit ......................................................................................... 23 Awards of Merit – Premium list wording ...................................................... 24 Breeder Event ........................................................................................... 24 Brochures.................................................................................................. 24 Credit Card Machine ................................................................................... 24 Contracts .................................................................................................. 24 Courier Advertisement ............................................................................... 25 Emergency Care ........................................................................................ 25 Event Entry Limits ...................................................................................... 26 Event Schedule .......................................................................................... 26 Grounds Maintenance ................................................................................ 26 Hotel Contract Negotiations ........................................................................ 27 Mailings .................................................................................................... 28 Non-AKC events ........................................................................................ 28 Officer/Board Lodging ................................................................................ 28 Perpetual Trophies ..................................................................................... 29 Photographer ............................................................................................ 29 Premium List – .......................................................................................... 30 Premium List - Trophy Sponsorship ............................................................. 30 Public Address System ............................................................................... 30 Publicity .................................................................................................... 30 Reports to the PWDCA Board of Directors ................................................... 30 Room Inspections ...................................................................................... 30 Sales Taxes ............................................................................................... 31 Show Application ....................................................................................... 31 Show Classes ............................................................................................ 31 Show Insurance ......................................................................................... 33 Show Site .................................................................................................. 34 Specialty Logo ........................................................................................... 34 Tax Exempt Status ..................................................................................... 34 Trophies – Approvals, Sponsors, Costs ........................................................ 35 Veterinarian .............................................................................................. 35


Videographer ............................................................................................. 35 Water Trial Application ............................................................................... 36 Welcome Bags ........................................................................................... 36 Working Dog/Bitch Class – premium list wording ......................................... 36

VIII. Approvals ............................................................................................. 36 PWDCA Board of Directors ......................................................................... 36 PWDCA President ...................................................................................... 37 Specialty Show Chairperson ........................................................................ 37

IX. Responsibilities ........................................................................................ 37 Host Club .................................................................................................. 37 Portuguese Water Dog Club of America ....................................................... 38

X. Judges ..................................................................................................... 38 Conformation ............................................................................................ 38 Obedience, Agility, Sweepstakes, CGC, Jr. Showmanship, Water Trial, etc. .... 39 Current National Specialty Judges’ Selection Process (updated from Jul 10 PWDCA PPM)............................................................................................. 39

XI. Financial Reporting .................................................................................. 42 PWDCA NATIONAL SPECIALTY COMPANY, LLC ............................................ 42

Treasurers ............................................................................................. 42 Seed Monies .......................................................................................... 45 Division of Income.................................................................................. 45 Specialty Storefront ................................................................................ 46 Other Miscellaneous ............................................................................... 46

XII. Specialty Storefront ................................................................................ 47 Procedures ................................................................................................ 47

XIII. Events & Functions ................................................................................ 47 Events ...................................................................................................... 47

Agility .................................................................................................... 47 CGC/TDI ................................................................................................ 48 CERF Clinic ............................................................................................ 49 Conformation ......................................................................................... 49 Futurity .................................................................................................. 50

From PWDCA Policies and Procedure Manual – last updated Apr 10 ... 51 Obedience ............................................................................................. 61 Parade of Seniors ................................................................................... 62 Parade of Title Holders ........................................................................... 62 Superdog ............................................................................................... 63 Sweepstakes .......................................................................................... 67

Puppy Sweepstakes: ........................................................................... 68 Veteran Sweepstakes: ......................................................................... 68

Tracking ................................................................................................ 69 Health Test Clinic ................................................................................... 70 Water .................................................................................................... 70 Water Chief Steward............................................................................... 71


Water Equipment Chairperson:................................................................ 71 Water Hospitality Chairperson ................................................................. 71 Water Secretary ..................................................................................... 72

Social Events ............................................................................................. 72 Annual Meeting ...................................................................................... 72 Auctions ................................................................................................ 72 Awards Banquet ..................................................................................... 73 Basket Raffle .......................................................................................... 74 Boutiques .............................................................................................. 74 Hospitality Dinner Host ........................................................................... 75

Welcome Party ................................................................................... 75 Dinner (Weeknight Activity) ................................................................. 75 Morning Hospitality ............................................................................. 76

Seminars ............................................................................................... 76 Functions/Committees ............................................................................... 76

Catalog Advertising ................................................................................ 76 Catalog Sales and Marked Results Sheets ................................................ 78 Conformation/Obedience Ring Steward .................................................... 79 Communications / Mailings ..................................................................... 79 Corporate Sponsors ................................................................................ 80 Disaster Plan / Safety Officer .................................................................. 80 Equipment Chair..................................................................................... 80 Event Committee (Bench Committee) ...................................................... 81 Hotel Liaison .......................................................................................... 81 Judges/Stewards Hospitality .................................................................... 82 Merchandise .......................................................................................... 82 PWDCA & PWD-L Liaison ........................................................................ 83 Registration ........................................................................................... 83 RV Parking ............................................................................................. 83 Site Grounds Chair ................................................................................. 84 Trophies ................................................................................................ 84 Vendors ................................................................................................. 88 Veterinarian ........................................................................................... 88 Videographer / Photographer .................................................................. 89 Volunteer Coordinator ............................................................................. 89

XIV. Scheduling Time Line/Deadlines ............................................................. 89 XV. Reference Books ..................................................................................... 92 XVI. Attachments - Reference Documents/Sample Letters ............................... 92


READ THIS FIRST—

This manual is designed to provide detailed guidance in hosting a PWDCA National Specialty. It is important to note the following in order to get the most from the manual and provide for the smoothest possible event.

The manual provides information in five basic categories – Bidding for a National, Financial Planning and Reporting; Procedure to be Followed; Approvals required; Event/Chair Job Descriptions.

Sections II, III, and IV deal with the bid process and early organization.

Beyond the bid process, it is critical to pay close attention to the procedures to be followed (section VII); approvals (section VIII); and financial reporting (section XI) sections. Event/Chair job descriptions are included to provide a guideline as to past best practices. These are to be used as they fit your particular site/hosting situation.


I. Purpose These guidelines have been prepared to aid host clubs in the initial preparation of bids to host the PWDCA, Inc. National Specialty and Annual Meeting. They also provide explanatory job descriptions as well as detailed assistance in the planning and organizing of a successful event.

II. The Bid

GUIDELINES FOR HOSTING A PORTUGUESE WATER DOG CLUB OF AMERICA NATIONAL SPECIALTY AND ANNUAL MEETING

Introduction The PWDCA National Specialty and Annual Meeting are held each fall in August, September or October. The host club and/or specialty team committee determines the month. It is recommended that dates be selected to avoid the period of the Jewish High Holy Days – beginning with Rosh Hashanah and ending with the conclusion of Yom Kippur. To provide an opportunity for each member to occasionally attend without an extensive trip, expenses, etc., this event is rotated between sections of the country in a sequence of East to Mid-continent to West. (As of 5/25/10) This rotation is based ‘loosely’ on time zones and in order to clarify and more equally distributed the potential host clubs across the regions the following rotation regions are defined. Specialty sites should be located within each clubs area and are subject to approval by the board.

a. Eastern – DelMarVa PWDC, Keystone PWDC, Mayflower PWDC, Movers and Shakers PWDC, Nutmeg PWDC, PWDs NorthEast, USS PWDC b. Central – PWDC of Greater Chicagoland, PWDC of the Twin Cities, Overboard PWDC, Great Lakes PWDC, Lone Star PWDC

c. Western - Southern California PWDC, PWDC of Northern California, PNWPWDC, Rio Salgado PWDC, Colorado PWDC.The National Specialty may be hosted by a PWDCA sanctioned club or by the PWDCA national specialty team as circumstances may dictate. The PWDCA SEAT Specialty Advisor will act as liaison to the Specialty Committee to enhance communication between the host club and the PWDCA Board of Directors. The Specialty Chairperson(s) and major committee chairs shall be members in good standing of the PWDCA. The PWDCA manages the Annual Meeting; however, it is desirable that a specific person locally be designated to assist in coordinating the affairs of the PWDCA so


local personnel/members can be provided if needed. Furthermore, it offers host club members the opportunity to become more closely involved in an endeavor on a national scale. It is the desire of the PWDCA to have every National Specialty and Annual Meeting operate showing a reasonable profit for the host club. Excessive losses penalize the general membership, while excessive profits penalize those attending. Upon approval of the bid, the PWDCA will provide the host club Seed Money of not more than $5,000. At the conclusion of the specialty, Seed Money is to be repaid before any profit is taken. The division of profits is as follows: 50% host club, 50% PWDCA, LLC. In the event the Specialty is produced by the “team” rather than a regional club, the division of profit shall remain the same; however, the “team” profit shall be distributed to all volunteers via a point system. The team volunteers will then donate their share of the profit to a PWDCA project of their choice. If a volunteer chooses not to participate in this method of distribution of profits, the PWDCA Board retains the right to distribute that volunteer’s portion of profit, as it deems appropriate. The potential host club should begin by looking for a show site in their own area. Note: An independent specialty show may not be held in direct conflict with any National Specialty event. The show site should provide facilities that will accommodate people and dogs as reflected in the statistical data from our past events. Tips on negotiating contracts with host hotels/show sites, choosing a show Superintendent/Secretary as well as past event statistics can be obtained by contacting the SEAT Event Forecasting Advisor. When choosing the site for ring events, keep the following in mind:

• Indoor sites are typically smaller than outdoor sites and will need adequate ring, grooming, aisle and spectator seating space.

• Outdoor sites are larger and provide more space. Tenting will be needed for grooming and rings. Comfort and sanitary facilities may need to be brought in. Food should be available for exhibitors and spectators. Seating should be provided as well.

• Outdoor sites – vehicles and generators must be 50’ from rings. • Conformation ring size is typically 50 x 75 feet. • Obedience ring sizes are 40 x 50 feet (indoors or outdoors.) Attempt to

schedule obedience in a ring that has not been used for breed judging. If unable to accommodate this, the ring must be thoroughly cleaned prior to judging.

• AKC requires minimum of 10’ aisle ways. • Ideal size for Agility rings is 100 x 120 feet. They must be at least 60 feet

wide and 8,000 square feet.


(**information obtained from AKC Show/Trial Manual and Agility Regulations – Apr05)

Submission Intent or preliminary bids must be submitted two (2) years in advance of the Specialty being bid. The preliminary bid must be submitted to the President of the PWDCA by the first day of June two (2) years prior to the Specialty. Deadline for submission of the formal bid is the first day of September following submission of the preliminary bid.

Minimal Requirements for Bid Submission Conformation/Obedience/Water Trials Superintendent Educational Events(s) The bid should be prepared as a formal request in the form of a letter from the host club’s Secretary.

Information to be Included in the Bid

General - Club size and stability. - Club financial statement covering two (2 years prior. - Proposed chairpersons. - Airport transportation arrangements. - Proposed superintendent. - Proposed general schedule with dates.

Site - Location. - Ring sizes and seating arrangements. - Ring surface. - Cost. - Parking and hookup facilities for RVs/campers. - Facilities for vendors and boutiques.


Annual Meeting Site/Host Hotel - Number of rooms to be reserved for PWDCA. - Cost of singles, doubles, suites, etc. - Number of crated dogs allowed in rooms, damage deposits, etc. - Number of meeting rooms available and cost. - Banquet facilities and cost. - Exercise areas and facilities. - Complimentary sleeping rooms and suites furnished. - Dining facilities. - Dog exercise areas.

III. Financial Planning One of the most vital tasks of the National Specialty Host Club in preparation for a National Specialty is the financial planning. The various committees making up the National Specialty Committee create the financial plan, called the National Specialty Budget. This is a systematic plan for meeting expenses in a given period. The initial budget should be prepared as early as November/December the year prior to the specialty using high ‘ballpark’ figures for expenses and conservative numbers for attendance/income and should be zero based. The budget should be submitted to SEAT and PWDCA Board for approval. Specialty income and expenses are distributed across several months and unfortunately, the income does not always coincide with the expense. Therefore, the Budget provides an understanding of income availability to the expenses due, allowing the Host Club to make financial arrangements for expenses when the income is not currently available. Several factors need to be considered when building your budget – region, costs, and expected specialty participation. The SEAT Committee provides three helpful documents:

• Profit and Loss Comparative Financial Report of prior specialties by region for the past five (5) years.

• Profit and Loss 3 Year Average Standard Budget • Count and Pricing Income Report of prior specialties by region for the past

five (5) years. Three (3) bids should be obtained on major expenditures, utilizing the highest bid in the budget. Budgets should be modified and reviewed several times during the planning stages allowing adjustments to be made when the final bid is contracted. An updated budget summary will need to be submitted to SEAT and PWDCA Board on a quarterly basis.


Upon Board approval of a Specialty year, a list including the names, addresses, telephone numbers, and email addresses of the Host Committee Officers will be submitted to the LLC Treasurer. Each Specialty Committee will be supplied with a disc containing the following Budget Planning information:

a. National Specialty Financial Planning Overview b. National Specialty Profit & Loss Report for Prior Five Years c. A Standardized Budget averaged over the past 3 available Specialty years. d. Chairman Reporting Flowchart for Committee Structure e. Chart of Accounts for Income & Expenses f. Forms for Use in Budgeting (Provided for their convenience.) g. Income Submittal Form h. Expense Payment Reimbursement Request Form

By utilizing the above procedures and templates will permit:

• The Host Committee to supply the PWDCA, Inc. with improved proposals regarding income and expenses.

• A structured Committee plan that would be followed from year to year. • Improved budgeting from year to year and provide a complete guide to

budgeting. • The Specialty Treasurer to maintain improved records pertaining to

receipts and disbursements essential to those records maintained by the PWDCA, LLC.

• Creating reports that once approved by the Committee Chairs to be submitted for payment of expenses.

• Following the Chart of Accounts used by the Specialty Treasurer and PWDCA, LLC Treasurer for reporting purposes.

The templates will accommodate either Committee Budgeting or Committee Income & Expense Reporting. The MSExcel templates provided for budgeting are preformatted for each committee and formulated for ease of use by just filling in the information blanks or checking the appropriate boxes. Each template automatically adds up the Income and Expenses to give the Net Income figure.

IV. Specialty Organization The positions described in the following paragraphs are required positions regardless of whether or not the National Specialty Event and Annual Meeting are hosted by a regional club or a PWDCA specialty team and/or both. The positions are identified in show terms; however, a summary of the Annual


Meeting duties are included in this Manual since this event is a combined undertaking. (Annual Meeting requirements are further described in the PWDCA Bylaws and the Policy and Procedure Manual.)

National Specialty Show Chair Proposed by the host club/team and SEAT Specialty Advisor; must be approved by the Board and must be in compliance with the PWDCA Committee Policy for Filing of Health and Litter Data. This person is responsible for organizing and the production of all aspects of the National Specialty and Annual Meeting. S/he will be assisted in this duty by the Performance Chairperson and the Hospitality Chairperson. S/he may appoint additional supporting help as deemed necessary. Responsibilities:

• Complete Specialty Approvals and Timeline Checklist and submit Specialty Update to the PWDCA Board two weeks prior to each board meeting.

• Organizing and production of all aspects of the National Specialty and Annual Meeting. S/he will be assisted in this duty by the Performance Chairperson and the Hospitality Chairperson.

• Preparing show application and mailing it to PWDCA Recording Secretary for signature and forwarding to the AKC.

• Coordinates chair event reports for submission to The Courier by the Communications Chair. S/he must be familiar with The Courier requirements for reporting for the Specialty issue. (See Attachments of this manual)

• Judges reports – Breed, Futurity, and Sweepstakes. • Coordinates with event chairs to have all receipts/expenses submitted to

the National Specialty Treasurer no later than 2 weeks after the show; provide a final financial accounting from all event chairs to the National Specialty Treasurer no later than 4 weeks after the show.

o Auctions Chair o Sweepstakes Chair o Catalog Sales Chair o Storekeeper o CERF Clinic Chair o Corporate Sponsors Chair o Trophy Chair o Others as necessary

• Assuring financial statements and any other reports are mailed to the PWDCA, LLC Treasurer no later than eight (8) weeks after the show.

• Making certain that any perpetual plaques, trophies, awards, etc., are returned to the National Perpetual Trophy Chair.

• Review PWDCA Specialty Manual for any necessary updates.


Performance Chair Proposed by the host club/team; must be approved by the Board and must be in compliance with the PWDCA Committee Policy for Filing of Health and Litter Data. This person coordinates with the National Specialty Chairperson and is responsible for coordinating, planning, and producing the National Specialty Obedience Trial, PWDCA Water Trial, and associated working/performance events (e.g., AKC tracking and/or agility). Maintains close and current communication with obedience, water trial, and other performance chairs. Responsibilities:

• Coordinates with the National Specialty Chairperson and is responsible for coordinating, planning, and producing the National Specialty Obedience Trial, PWDCA Water Trial, and associated working/performance events (e.g., AKC tracking and/or agility).

• Maintains close and current communication with obedience, water trial, and other performance chairs.

• Coordinates with event chairs to have all receipts/expenses submitted to the National Specialty Treasurer no later than 2 weeks after the show; provide a final financial accounting from all event chairs to the National Specialty Treasurer no later than 4 weeks after the show.

o Obedience o Agility o Water o CGC o Super Dog

• Provides a report of the performance-related events for submission to The Courier to the Communications Chair.

o Obedience Judge o Obedience Chair o Agility Judge o Agility Chair o Water Judge o Water Chair

• Review job description(s) and provide feedback to National Specialty Chairperson for future events.

Hospitality Chair Proposed by the host club/team; must be approved by the Board and must be in compliance with the PWDCA Committee Policy for Filing of Health and Litter Data. This person works with general guidance and direction from the National Specialty Chairperson. Has primary responsibility for planning and producing all meeting, hospitality and educational activities. This will include liaison with PWDCA Annual Meeting, hotel facilities, registration, hospitality, banquets, concessions/vendors, seminars, meetings, programs, etc.


Responsibilities: Works with general guidance and direction from the National Specialty Chairperson. Has primary responsibility for planning and producing all meeting, hospitality and educational activities. This will include liaison with PWDCA Annual Meeting, hotel facilities, registration, hospitality, banquets, concessions/vendors, seminars, meetings, programs, etc.

• May chair any hospitality committee desired in addition to being chairperson.

• Checks with and coordinates all functions with the host hotel. • Arranges for PWDCA Board and Annual Meeting rooms. • Arranges for meeting rooms for seminars, judges’ education, educational

program(s), regional club meetings, etc. • Schedules rooms for hospitality and other club functions. • Provides room(s) for viewing of Memorial Album and PWDCA Archives

exhibit and see these items are secured when unattended. • Coordinates with various committees for rooms, equipment requirements,

lunches, etc. • Coordinates with event chairs to have all receipts/expenses submitted to

the National Specialty Treasurer no later than 2 weeks after the show; provide a final financial accounting from all event chairs to the National Specialty Treasurer no later than 4 weeks after the show.

o Basket Raffle Chair o Boutiques Chair o Merchandise Chair o Onsite Registration Chair o Vendors Chair o Others as necessary

• Provides a report of the hospitality-related events for submission to The Courier to the Communications Chair.


Steering Committee Detailed planning is handled by this committee. It is comprised of the National Specialty Chairperson, Hospitality Chairperson, Performance Chairperson, National Specialty Treasurer, and SEAT Specialty Advisor. Additional members may be added to this committee at the discretion of the National Specialty Chairperson.

Event Committee (formerly Bench Committee) Appointed by the National Specialty Chairperson.


Although not directly involved with planning, this committee (which is comprised of persons with comprehensive show experience) is a source of added information and evaluation. This committee must be available throughout the show to handle any official complaints. The AKC suggests that this committee consist of at least three (3) individuals listed in the premium list as show committee members, or be three (3) members of the PWDCA Board. The business of this committee will be conducted as outlined in the AKC Show/Trial Manual.

Additional Chairs that require PWDCA Board of Directors Approval

Obedience Chair In conjunction with the Performance Chairperson, has responsibility for organizing, planning, producing, and reporting the National Specialty AKC Obedience Trial; must be approved by the Board and must be in compliance with the PWDCA Committee Policy for Filing Health and Litter Data.

Water Chair In conjunction with the National Specialty Chairperson and Performance Chairperson, has responsibility of organizing, planning, producing, and reporting the National Specialty Water Trial; must be approved by the Board and must be in compliance with the PWDCA Committee Policy for Filing of Health and Litter Data.

Agility Chair In conjunction with the Performance Chairperson, have responsibility for organizing, planning, producing, and reporting the National Specialty Agility Trial; must be approved by the Board and must be in compliance with the PWDCA Committee Policy for Filing of Health and Litter Data.

Tracking Chair


If this event is offered, the chair will, in conjunction with the Performance Chairperson, have responsibility for organizing, planning, producing, and reporting the National Specialty Tracking Test; must be approved by the Board and must be in compliance with the PWDCA Committee Policy for Filing of Health and Litter Data.

National Specialty Treasurer Appointed by the National Specialty Chairperson; must be approved by the Board and must be in compliance with the PWDCA Committee Policy for Filing of Health and Litter Data. This person is responsible for managing the finances and preparation of the show financial report. They must be a member of the PWDCA and the host club unless special exception is allowed by the PWDCA Board. Will work in conjunction with PWDCA, LLC Treasurer to comply with reporting/accounting formats in keeping with PWDCA, LLC IRS reporting needs. Detailed job descriptions of the above required positions are provided in the Events & Functions section of this manual. Please make sure you refer to these and provide copies to all committee members.

Additional Committees (Board approval not required) Appointed by the Steering Committee, the below committees perform specific functions as indicated by their titles. Chairpersons may include PWDCA members from other areas of the country. For each committee appointed, the duties of that committee should be clearly defined from the beginning, preferably in writing, so that everyone understands the functions and responsibilities of that committee. General guidelines for job descriptions for many of these positions are contained in the Events & Functions section of this manual. Should other positions be needed, a detailed job description should be written and provided that committee member. The following committees are usually appointed. The Steering Committee may appoint more or less than these and assign them whatever responsibilities it deems necessary. Auctions Basket Raffle Canine Good

Citizen/TDI/ Delta

Catalog Advertising Catalog Sales/Marked Catalogs

CERF Clinic

Communications/Mailing

Conformation Chair

Conformation/Obedience Steward

Corporate Sponsors Disaster Plan/Safety Officer

Equipment


Exhibitors Gifts Futurity Liaison Hospitality Event Hosts

Hospitality Suite Hotel Liaison Judges/Stewards Hospitality

Merchandise Onsite Registration

Parades – Titleholders and Seniors

PWDCA & PWD-L Liaison

RV Parking Seminars

Site Grounds Sweepstakes Superdog 20/20 Clinic Trophy Vendors

Veterinarian Liaison Videographer/ Photographer

Volunteer Coordinator

Welcome Bags

NOTE: In the event a “team” concept is used in producing the National Specialty, the chairperson position is preferably held by a local person. If no one is available locally, a local liaison must be appointed to work with the specialty committee, the various committee chairs, and the Board.

V. Specialty Event Advisory Team (SEAT)

Mission To act as a mentor to key positions/processes in the National Specialty hosting process, bringing a certain amount of stability to the national specialty program through this mentorship program. Maintain a strong committee steeped in the history and lessons learned of PWDCA National Specialties past and planning for their future.

Scope o Mentor key positions/processes in the hosting process providing peace of

mind to potential host clubs. o Provide historic numbers and forecasting for future growth to help make

accurate estimates on budgeting and entry numbers. o Maintain an archive of past specialty documents/templates to shorten the

learning curve for host committees and allow them to focus on the nuances of hosting this event in their regional setting.

o Assist in contract negotiations with significant vendors. o Provide a template for the budget process and all other financial aspects

within the structure of the PWDCA, LLC. o Maintain E-commerce outlet to membership for specialty events,

merchandise and information. o Facilitate communication effort to membership with web and print based

material.


o Facilitate communications between host committee, AKC, Superintendents, etc.

Size and composition of the committee Committee members should have had past experience serving on National Specialty planning teams.

1. Specialty Advisor - send potential host clubs invitations to bid. Guides in site selection/bid process and selection of the Show Chair. Keep host committees on track providing a timeline for each year and milestones to be achieved. Acts as liaison to PWDCA Board. Responsible for Specialty Manual updates.

2. PWDCA, LLC Bookkeeper - coordinates all individual specialty treasurer activity; maintains financial books; and IRS requirements/reporting for PWDCA, LLC.

3. Hotel Liaison - advises/reviews all hotel/site negotiations/contracts. 4. Event Forecasting Advisor – Provides forecasting model of future event

entry/attendance numbers. Forecasting takes into consideration host regions and other helpful data.

5. Trophy Chair - Provide hosts with guidelines for hierarchy of trophy selections and budgeting. Assists host trophy chair in ordering process after approval/budget completed. Relay information to AKC regarding AOMs and AKC invitational list/Crufts Invitation estimates.

6. Webmaster - updates store and pwdcaspecialty.org with current specialty information.

7. Storekeeper - processes orders through store and handles any mailed orders. Interfaces strongly with current year specialty host committee and webmaster.

8. Merchandise – Maintain information on vendors for merchandise and services (i.e. embroidery, pins, graphic production).

9. Site Layout/Logistics – work with hosts regarding layout of show site to include all venue rings, tenting, RV parking, and power for RV and grooming. May be asked to travel to show site in advance planning stages at the request of the Board, to facilitate best use of show grounds and local resources. Work with host committee to facilitate bids for power and tents to benefit exhibitors and financial aspects of the specialty hosts.

Method for selecting members and positions o Committee volunteers shall submit a volunteer form for the

PWDCA. o Candidates shall submit a resume and summary of relevant skills

and knowledge they can bring to the committee.


o Candidates shall submit a statement outlining why they want to serve on the committee.

o PWDCA shall select members from a pool of candidates and appoint a chair. Input from current SEAT members will be solicited in this process.

Special authorization to act SEAT members would primarily act as mentors to their respective host committee chairs allowing the hosts to focus on providing a regional flavor to each National. Any decision that requires PWDCA Board/President approval must first be forwarded to the appropriate SEAT member for their review. That SEAT member will have veto power over host committee chairs. In the event a second opinion/consult is needed to come to an agreement, the SEAT Specialty Advisor will be consulted.

Reporting Structure Specialty Advisor will coordinate reports to the Board prior to each Board meeting.

Terms Committee terms would be three (3) years and renewable with PWDCA Board approval.

VI. LIMITED LIABILITY COMPANY (LLC)

The PWDCA formed the PWDCA National Specialty Company Limited Liability Company (LLC) under which all National Specialty Committees will conduct the financial framework of each year's Specialty commencing in 2004. The LLC will have and maintain a permanent bank account and credit cards, and may carry insurance policies separate from the main PWDCA accounts to be used solely for the National Specialty. The PWDCA Officers for the current year will also stand as the Officers of the LLC, except the Treasurer, which will be the SEAT Treasurer, acting as the PWDCA, LLC Treasurer. The PWDCA LLC Treasurer will have and maintain books from year to year. Internet Storefront Mission Statement: The PWDCA National Specialty Company LLC Specialty Storefront provides improved planning and production of National Specialty events and programs through online access to all feasible commerce related to the National Specialty experience. The storefront design provides end-users easy access to the National Specialty catalog of merchandise, events, and


programs and provides secure credit card purchase of any product represented on the storefront, thereby enhancing individual planning for the National Specialty experience. The storefront allows committee chairs easy access to information/reports for all feasible aspects of the National Specialty commerce, resulting in enhanced planning, production, and financial reporting of events and programs for the host club. The merchant account aspect of the storefront provides prompt and accurate financial transactions to the PWDCA National Specialty Company LLC account, thereby enhancing Specialty cash flow. The Specialty Storefront content and technology will remain the property of the PWDCA National Specialty Company LLC and will transfer to Specialty Committees in future years. (The above information is directly from the PWDCA Policy and Procedure Manual.)

VII. Procedures to be followed

Advice For Logo Reproduction For printed materials such as brochures almost any digital file format can be used with just a little bit of adjustment made by the volunteer assembling the document. For best results, and to best accommodate the membership, a knowledgeable volunteer should prepare files for printing rather than expecting the printer to do it. The production of logo merchandise will probably involve a setup fee. The closer a volunteer can work with the vendor, the lower these fees will be. The artist supplying the artwork may or may not have the expertise to provide the artwork in the vendor preferred formats, and they might also be unable to make the necessary changes to the artwork to accommodate different manufacturing processes and scale. Artwork needed for a zipper pull will be different from the artwork needed for clothing and fabric bags, even when the end result is intended to look the same. Ideally the formal logo and fun logo will be provided in PDF, JPEG, and EPS formats. Either the artist or a knowledgeable volunteer should work closely with the vendors to make adjustments to the artwork to accommodate different manufacturing processes and the different sizes the logos will appear on the finished merchandise.


Agility High in Trial The following items are mandatory as per the PWDCA Policies and Procedure Manual. Please see the Attachments of this manual for instructions for calculating PWDCA National Specialty High in Agility Trial.

• There will be only one HIT offered at the National Specialty. • When two days of Agility are held at the National, HIT will be

determined from the classes held on the second day. • QQs will be considered first for HIT with the PWDCA approved formula

applied to the Standard class. In the event of a tie a runoff will be held. • If there are no QQs, only scores from the Standard Class will be

considered. In the event of a tie a runoff will be held. • No scores from the Performance classes will be considered for HIT. • No scores from a FAST class, if offered, will be considered for HIT.

Americans with Disabilities Act (ADA) The host committee will follow the AKC guidelines for compliance of a show site with ADA. See Attachments for information on AKC checklist. In addition, host committee should ascertain that host hotel is ADA compliant and be aware of the availability of the number of handicapped RV spots available when a RV park is designated for RV users.

AKC Compliance Document The AKC requires submittal of a compliance document from all show-giving clubs providing information regarding their compliance to AKC policies. It is the responsibility of the PWDCA Board to complete this document each year and until submitted, national specialty show applications will not be approved by AKC.

AKC Entry Fees There shall be a single fee structure (1st and additional) across all AKC venues (excluding Tracking and Futurity).

AKC Entry Refunds In the event it is necessary to refund an entry for an AKC event, the Specialty Treasurer should issue a refund for the entry fee MINUS any AKC recording fees for that event. These AKC recording fees are non-refundable per AKC policy.

AKC ribbon awards All ribbon awards will be rosettes to include qualifying score awards. In addition to imprinting required by AKC, rosettes shall be printed with “PWDCA National Specialty”, some indication of the year (Specialty Official logo will satisfy this requirement), and the venue (Puppy Sweepstakes, Veteran Sweepstakes, Futurity, etc.).


Premium List Ribbon Prizes and Ribbon Colors Regular Classes: First Prize Blue Rosette Second Prize Red Rosette Third Prize Yellow Rosette Fourth Prize White Rosette Winners Purple Rosette Reserve Winners Purple & White Rosette Best of Winners Blue & White Rosette Best of Opposite Sex Red & White Rosette Best of Breed Purple & Gold Rosette Select Dog Light Blue & White Rosette Select Bitch Light Blue & White Rosette Best Veteran from Classes Green Best Puppy from Classes Green Best Bred-by-Exhibitor Green High in Trial Obedience Blue & Gold Rosette High in Agility Blue & Gold Rosette Non-Regular Classes: First Prize Rose Rosette Second Prize Brown Rosette Third Prize Light Green Rosette Fourth Prize Gray Rosette Special Prizes (Parade of Title Holders, Best Jr. Handler, or other special awards): Jr. Handler Rose & Green Rosette Parade of Title Holders Discretion of Host Club All Others: Color and style determined by Trophy Committee. AKC Regular Conformation Classes consist of: Puppy (may be further divided to 6-9 & 9-12 mos.) Twelve-to-Eighteen Month (may be further divided to 12-15 & 15-18 mos.) Novice Amateur Owner Handler Bred-by-Exhibitor American-bred Open


Winners These classes shall be divided by sex. AKC Non-Regular Conformation Classes at this show consist of: Working Veteran These classes shall be divided by sex. FUTURITY WINNERS: First Prize Rose Rosette Second Prize Brown Rosette Third Prize Light Green Rosette Fourth Prize Gray Rosette Best Senior Puppy Pink & Lt Green Best Junior Puppy Pink & Lt Green SWEEPSTAKES WINNERS: Rosettes Only: First Prize Rose Rosette Second Prize Brown Rosette Third Prize Light Green Rosette Fourth Prize Gray Rosette Best Opposite Puppy in Sweeps Lavender Best Puppy in Sweeps Lavender & Green Best Opposite Veteran in Sweeps Lavender Best Veteran in Sweeps Lavender & Green

Authority Unless otherwise indicated, it is expected that all decisions concerning the production of a national specialty will be by agreement between the National Specialty Chairperson, Hospitality Chairperson, and the Performance Event Chairperson. The SEAT Specialty Advisor may be included if and when appropriate or to arbitrate a disagreement. The Board is the final authority in all matters related to the PWDCA National Specialty and Annual Meeting.

Awards of Merit Awards of Merit will be awarded after the selection of Best of Breed (BISS), Best of Opposite Sex, and Best of Winners. These awards shall be limited to no more than 10 percent of the total intersex Best of Breed entry (which entry shall be factored up, e.g., 67 total dogs/bitches entered would constitute 70, and 7 Awards of Merit could then be awarded). Rosettes will be given each PWD


selected for an Award of Merit, and the words “Award of Merit” will be printed on the rosette. The Best of Breed (BISS) and Best of Opposite Sex PWD will not be eligible for an Award of Merit.

Awards of Merit – Premium list wording Other than for Best of Breed and Best of Opposite Sex, a rosette may be presented by the conformation judge in recognition of superior quality. Awards of Merit will be awarded after the selection of Best of Breed (BISS), Best of Opposite Sex, and Best of Winners. These awards shall be limited to no more than 10 percent of the total intersex Best of Breed entry (which entry shall be factored up, e.g., 67 total dogs/bitches entered would constitute 70, and 7 Awards of Merit could then be awarded). Rosettes will be given each PWD selected for an Award of Merit, and the words “Award of Merit” will be printed on the rosette.

Breeder Event All specialties will be required to provide an event geared towards breeder education. The Specialty Chair should work in conjunction with the Chair of the Breeder Development committee. All responsibilities for this event belong to the Breeder Development committee. The Specialty Chair will support the committee and act as a liaison to provide access to meeting space and support during the event.

Brochures Brochures for trophy drive and Big Brochure (people/canine events and Merchandise) will be available for download from the specialty website. Notice of availability of online download and contact for hard copy if desired should be sent via postcard to members who have not supplied an email address to PWDCA. These print requests will be handled by the most economical on demand printing options available to the committee and mailed to the requesting member.

Credit Card Machine The club owns a credit card machine for use onsite at each specialty. This machine will be sent to each National Specialty Treasurer prior to their event. At the conclusion of the specialty the machine should be returned to the PWDCA, LLC Treasurer.

Contracts All contracts must be issued to:


PWDCA National Specialty Company, LLC Federal Tax Identification #32-0057813 Principal Address: C/O Theodore P. Augustinos Edwards & Angell LLP 20 Church Street Hartford, CT 06103 Tel. 860-541-7716 Fax 888-325-9074 [email protected] (General rule of thumb for choosing which contracts to have issued to LLC would be anything requiring a certificate of liability. These contracts should be signed by the current PWDCA President. Examples: host hotel/show site, parks, water trial sites, show superintendent.)

Courier Advertisement An advertisement should be placed in The Courier each year. In keeping with the current Club policy allowing for no charge ads to supported entries hosted be sanctioned regional clubs, a half page ad should go in the Nov-Dec issue and a full page in Jan-Feb or Mar-Apr. The host committee should provide details (as available) and logos should be submitted to The Courier Editor for one of these deadlines.

Emergency Care The Specialty Chairperson must secure an agreement with a local ambulance company for on-call status for the duration of the Specialty. The Specialty Chairperson shall make certain that an emergency case/first aid kit is readily available during all activities. The Specialty Chairperson or the Performance Event Chairperson must secure, by contract, the services of a lifeguard for each water trial site. This duty may be assigned to the Water Trial Chairperson. Following are AKC requirements for ALL AKC EVENTS:

• Each club must develop an “emergency plan.” The plan will indicate how the club will deal with emergencies that may occur.

• A first-aid kit must be available at every event. • Local authorities (police, fire, medical services, etc.) must be advised of

the event, including exact location, ingress, egress, and duration. AKC suggests this be done within 30 days prior to the event.

• AKC strongly encourages clubs to have a qualified emergency medical technician (CPR certified) in attendance at their events

mailto:[email protected]


• Events that are classified as special attractions and need approval for inclusion in a premium list are those events which involve participation of a dog in a competitive exhibition or demonstration category; i.e., Best Puppy in Show, Best Veteran in Show, Parade of Title Holders, CGC/TDI, etc. It is not necessary to obtain approval to include any health or well-being related booth or service in a premium list. This would include CERF, microchip, educational seminars, booths, etc. (See AKC Report of March 2004 Delegates Meeting and refer to AKC Special Attractions Application.)

Following are AKC recommendations for AKC EVENTS: A one-page flyer is available from AKC to hand out at shows advising exhibitors and spectators of the dangers of leaving dogs in vehicles in hot weather. AKC suggests a “waiver of rights” be added to the flyer. The waiver might include wording similar to this: “All persons attending this dog show hereby waive any claim for damages against the [name of club], or its members, in the event a motor vehicle has to be entered to rescue a dog from overheating or improperly vented conditions.” (See list of reference documents for both of the above, located in the Attachments of this manual.)

Event Entry Limits There will be no limits on entries for specialty competitive events to include all conformation classes, agility trial, obedience and rally obedience trials, and water trials. Tracking tests may be limited.

Event Schedule To facilitate advance planning, the following event template should be followed. If a variation is found to be necessary, the host committee should seek PWDCA Board approval for any needed variance. **Top 20 is not included in this template and will need to be scheduled working with the Top 20 Event Committee and with approval of the board.

Friday (Day One)

Water Practice Track plotting (if tracking test offered)

Saturday (Day Two)

Water Trial (one trial over two days) Track plotting or test (if tracking test offered)

Sunday (Day Three)

Water Trial (one trial over two days)


Tracking Test (if offered)

Monday (Day Three)

Futurity Breeder Day – Breeder Event and Breeder Seminar Agility Trial

Tuesday (Day Four)

Sweepstakes – puppy and veteran Obedience Trial

Wednesday (Day Five)

Conformation – Dog Classes Rally Trial

Thursday (Day Six)

Conformation – Bitch Classes

Friday (Day Seven)

Conformation - Intersex Bests

Grounds Maintenance It is essential the National Specialty show site and host hotel grounds be kept clean. Adequate exercise areas and waste disposal facilities must be provided. A reliable cleanup force must be provided with the use of paid help considered if necessary. Poop-scoop bags and/or shovels must be readily available (e.g., hang rolls of poop pickup bags from all exit doors of the host hotel and around show site for added incentive).

Hotel Contract Negotiations The following provisions must be followed in all hotel contracts.

1. Reservations at host hotels for future National Specialties to be limited to one (1) room per household. If more than one room is reserved by a household, they can be canceled by the Specialty committee. Payment of first and last night’s lodging at the time the reservation is made will remain a requirement.

2. Hotel reservations for the next Specialty to be opened no sooner than 30

days following the end of the current Specialty and no later than January 15th of the specialty year.

3. The cancellation date allowing individuals to receive a refund of the room

charges paid will be no later one week prior the final cut-off date for making changes to the room block by the Specialty committee. After the


cancellations date, guests are responsible for the entire stay as reserved. Based on individual hotel policy, guests will be billed for the balance of their stay at any time on or after the cancellation date. Where possible, the Master Account should be credited any forfeited deposits.

Refer to reference document (Site Selection – Hotel Negotiations.doc located in Attachments of this manual) for additional information regarding hotel/site negotiations. Contracts should be reviewed by SEAT Specialty Advisor and SEAT Hotel Liaison. Final contract is to be signed by PWDCA President.

Mailings Mailing lists for the PWDCA membership who have not provided the Club with their email address should be secured from the PWDCA Membership Chairman. All mailing lists supplied to the Specialty Committee and/or any printing/mailing house service they use will be in Excel format. The information contained within the mailing lists is copyright of the Portuguese Water Dog Club of America, Inc., aka PWDCA, Inc. Under no circumstances may the mailing list be sold or submitted to any outside sources, unless first approved by the Board of Directors of the PWDCA, Inc. As the private property of the PWDCA, Inc., it is distributed to the Specialty Committee for their use in connection with the benefit of the National Specialty only. Any mailing list being sent to a printing/mailing house to be utilized for National Specialty mailings will also be required to abide by the same regulation. The Specialty committee will be responsible to notify the mailing house of these regulations. Regional clubs should be solicited for mailing lists of their members who are not PWDCA members.

Non-AKC events According to AKC Rules and Regulations, a show-giving club is not expected to actively participate with any other organization that credits wins towards a non-AKC title. Non-AKC awards should not be given at a show held under AKC Rules and Regulations, nor should such awards be listed or advertised in the premium list or catalog of such AKC sanctioned show. A show-giving club should not list its AKC events in any type of advertising in conjunction with non-AKC organizations without having cleared such participation in writing with the AKC in advance. (This includes the Water Trial.)

Officer/Board Lodging Officers and Board members should be provided lodging (AT THEIR OWN EXPENSE) in a block of rooms reserved at the host hotel by the host club. These blocks of rooms should be reserved as soon as possible after contracting with the host hotel. The host committee will send notice by surface and electronic mail to the Officers and Board of this block being held at the host hotel and request confirmation of their reservations by a defined deadline, after which rooms will be released to the public block.


Perpetual Trophies The perpetual trophies shall be identified as:

Perpetual trophies Best of Winners -- wood plaque Best of Opposite Sex to Best of Breed -- wood plaque Best of Breed -- wood plaque with blue engraving plates and Portuguese writing Best of Breed -– large silver bowl with ladle (The Deyanne Farrell Miller Memorial Trophy) Best Puppy from Classes – wood plaque Best Bred-by-Exhibitor – wood plaque Best Veteran from Classes – wood plaque Futurity – Best Senior (Breeder) – wood plaque Futurity – Best Junior (Breeder) – wood plaque Sweepstakes – Best Veteran – wood plaque Sweepstakes – Best Puppy – wood plaque Agility High in Trial -- wood plaque Obedience High in Trial -- wood plaque Super Dog – bronze sculpture and wood plaque Annual trophy Best of Breed -- Small pewter bowl, replica of large silver bowl (The Deyanne Farrell Miller Memorial Trophy)

Perpetual trophies are offered by the PWDCA. All perpetual trophies and plaques will be displayed on a trophy table in the host hotel in a secure location. In accordance with AKC requirements, these awards may not be displayed on the show grounds, nor may they be listed in the premium list or on the AKC trophy page in the catalog. PWDCA Trophy Chair (perpetual trophies) will be responsible for arranging the shipment of the trophies to and from the Specialty each year. The PWDCA Trophy Chair (perpetual trophies) will make contact with a member of the specialty committee to be the person who will take responsibility for receiving shipment and making arrangements for their display. The PWDCA Trophy Chair will also be responsible for making contact with a specialty committee member who will arrange for their return shipment.

Photographer The contract with the show photographer should provide for the photographer to supply the PWDCA with a copy of BISS, BOS, and BOW pictures at no cost within one month after the close of the show. These pictures are first used by The Courier and then forwarded to the PWDCA Archives for maintenance. Encourage


show photographer to take candid photos where available and submit to Courier Editor for inclusion in the Nov/Dec issue of The Courier.

Premium List – Eliminate printing and mailing of premium list by show superintendent unless covered in base services of their contract. If premium lists are NOT mailed, notice of availability of online download/entry service and contact for hard copy if desired should be sent via postcard to members who have not supplied an email address.

Premium List - Trophy Sponsorship A condensed Premium List format will be used to list trophy sponsors. Using this method the notation: "A list of all prizes and trophies offered can be obtained by writing to (name and address of club secretary and/or superintendent and address). This list will be maintained on the Specialty website and printed in its entirety in the Specialty Catalog. (AKC Rules Applying to Dog Shows, Chapter 6, Section 2A)

Public Address System Some type of audio-visual system should be available for the Annual Meeting and Awards Banquet. There should be provisions for the recording and/or videotaping of all health related presentations occurring at the National Specialty.

Publicity Generally, local publicity should be limited as spectators with only a casual interest may occupy seating facilities better reserved for Specialty attendees.

Reports to the PWDCA Board of Directors The Show Chair will provide a written report to the SEAT Specialty Advisor prior to each meeting of the PWDCA Board. This report will include an update of specialty planning as well as proposals for approval as dictated by the Specialty Manual and timelines.

Room Inspections A representative of the Show Committee should be available to inspect jointly with the lodging management, any rooms for which damage claims may be assessed. The guest should be made aware of assessed damages as soon as possible and prior to checkout. The guest will be notified of reported damages and provided the opportunity to remedy the situation. Otherwise, the guest is subject to a Bench Hearing.


Sales Taxes It is the responsibility of the Specialty Host Club to research the sales tax regulations for the state in which they are holding their Specialty. Sales Taxes are not collected on merchandise purchased through the Specialty Store Front. Merchandise sold on site may be subject to sales tax if the state regulations require it. If the state requires sales tax collection on such merchandise, it is the responsibility of the Specialty Host Club to apply for a temporary tax permit for this purpose in the name of the PWDCA National Specialty Company, LLC. Sales slip records must be maintained on all charge and cash sales showing the amount of merchandise and the amount of sales tax being collected. These records must be turned over to the PWDCA, LLC Treasurer at the end of the Specialty at which time a final sales tax report will be filed and the taxes paid out of the Specialty income.

Show Application AKC show application forms, including the show site layout, are prepared by the National Specialty Chairperson or his or her designee (under the mentorship of the SEAT AKC Liaison) and are forwarded to the PWDCA President for signing and submission to the AKC. The show application must be made at the earliest date possible to permit early advertising and an AKC GAZETTE listing. Advertising of the show and judging panel is not permitted prior to show approval, but PWDCA members may be informed of the planning dates and location.

Show Classes Conformation Regular: Puppy and Veteran classes are divided by sex and age. Other classes are divided by sex. Veteran Dog/Bitch Classes: Veteran Dog and Veteran Bitch classes are for dogs or bitches seven years of age or older. Veteran classes are divided by sex and age: 7 and under 10 years of age and 10 and older. Spayed or neutered dogs are allowed to show in veteran classes. Placements for 1st through 4th places must be awarded (if the entry is at least four dogs; otherwise, if three dogs are entered, only three places are awarded, etc.). However, all veteran participants shall receive a memento from the host club. First place winners of each class go on to compete in BOB. Stud Dog and Brood Bitch Classes: Stud Dog or Brood Bitch must be shown with two (and only two) of its get or produce.


Brace Class: For conformation, two dogs must be under identical ownership. Team: For conformation, four dogs must be under identical ownership. Special Attraction: Breeders Class, Parades. Non-Regular: Any non-regular classes other than those listed must be approved by the Specialty Event Advisory Team. NOTE: The following Conformation classes MUST BE OFFERED: Puppy Dogs/Bitches 6 - 9 months Puppy Dogs/Bitches 9 - 12 months Junior Dogs/Bitches 12 - 18 months Novice Dogs /Bitches Bred By Exhibitor Dogs/Bitches American Bred Dogs/Bitches Open Dogs/Bitches Working Dogs/Bitches Veteran Dogs/Bitches 7 - 10 years Veteran Dogs/Bitches 10 years & over Best of Breed Stud Dog Brood Bitch Junior Showmanship Optional Conformation classes: Amateur Owner Handler Dogs/Bitches Obedience Classes that MUST BE OFFERED- All AKC Regular Obedience classes Classes that it is suggested that clubs offer – Veterans (All veteran obedience participants shall receive a memento from the host club.) Brace Class: For obedience, two dogs may be owned by different people. Team Class: For obedience, four dogs which may be owned by different people. Available classes: Remaining AKC non-regular and optional titling classes. Consult AKC rules and regulations for more information on these and all other obedience classes.


Rally (recommended but an optional event) Classes that must be offered if Rally trial is offered- Novice A and Novice B Advanced A and Advanced B Excellent A and Excellent B Available Rally classes: Remaining AKC non-regular classes. Consult AKC rules and regulations for more information on these classes if offered.

Show Insurance Liability insurance for the National Specialty and Annual Meeting must be provided and secured by both the PWDCA and the host club. The PWDCA is the entity authorized to hold the show and as such is primarily responsible for insurance. The host club is also liable by virtue of the various contracts signed for facilities, sites, etc. Certificates of Insurance and Endorsement Certificates are required for each specialty event, the host hotel, and any other property owner where an event is taking place. The PWDCA, Inc. carries the needed liability insurance and the LLC is covered under that policy. Certificates of Liability cannot be obtained for the event until after June of the specialty year because the insurance company will only provide them under the insurance year the event is taking place. The PWDCA, Inc. Treasurer will process the requests for the Certificates of Insurance, and will need the following information submitted by the first week of June for that specialty year for each event, the host hotel, and copies of any contracts pertaining to them:

Certificates of Insurance: To be given to a property owner that requires proof that the Club has liability insurance.

• Name of Property Owner • Address of Property Owner

Additional Insured(s) Endorsement Certificates: These are issued if required by the property owner where our Club is holding an event. The PWDCA, Inc. Treasurer will need to know if the PWDCA, Inc. has signed any contracts, lease agreements with property owners. If yes, a copy of all contracts to become part of coverage on this policy must be submitted. Note: This liability policy is written to protect our Club for bodily injury and/or property damage only caused by the negligence of our club and/or club members.


• Name of Property Owner • Mailing Address of Property Owner • Location of Property to be used • Exact area being used by our club • Exact times and dates our club will be using this property

Club Boat Insurance Recommendation: PWDCA liability policy excludes coverage on PWDCA owned boats. Boats that are not owned by the PWDCA are covered under the PWDCA’s Commercial General Liability. However, the owner of the boat used could be held responsible in the event of an occurrence, and it is recommended that the owner carry his/her own coverage.

Show Site • Food must be available at the show site and water trial site for entrants

and spectators. • The grooming tent (if show is outside) shall be located adjacent to or in

full view of, with close proximity to, the breed ring. • Chairs for spectators and exhibitors must be made available. • The obedience rings and agility rings should be in sight of the breed ring if

competing on the same day. • An adequate number of restrooms must be available and located in

strategic locations. Port-a-potties must be cleaned and replenished with toilet tissue at least once daily.

Specialty Logo The logo for the National Specialty shall always include the classic two dogs picture in the official PWDCA logo and may include a background depicting the region and/or site of the Specialty. A PWDCA ‘derivative’ logo was created specifically for this purpose (see front cover). (Derivative logo is dogs without rocks and waves to facilitate artist creation of Specialty logo.) It shall contain the words “Portuguese Water Dog Club of America, Inc. ("PWDCA" is acceptable), number (e.g., 6th, 7th, etc.) Specialty, the year of the Specialty, and the host city and state.” The design for this logo shall be submitted to the Board for approval at the earliest possible time, preferably no later than one year prior to the specialty date. At each Specialty there shall be a lapel pin/tie-tack of the logo available for sale. This pin shall not be used as a commemorative for entrants as the commemorative is a “not for sale” item and is only available to those who have entered dogs in the Specialty.

Tax Exempt Status PWDCA, Inc. is a 501(c)4 Corporation and is only tax exempt for Federal and State income tax purposes. It is not exempt from sales or excise taxes. Since the


PWDCA, Inc. is the sole entity of the LLC that would also apply to that corporation.

Trophies – Approvals, Sponsors, Costs • The style and type of trophies will be presented to the Board for approval.

If possible, a sample will be provided. If no sample is available, a complete description with pictures must be provided.

• The PWDCA will sponsor/pay for the annual trophies and rosettes for Best of Breed (BISS), Best of Opposite Sex, Best of Winners, Best Junior Handler, Highest Scoring Dog in Obedience, High Combined in Obedience, High Combined in Rally (if offered), and Highest Scoring Dog in Agility.

• The host club will sponsor/pay for the annual trophies and rosettes for Winners Dog, Winners Bitch, Reserve Winners Dog, and Reserve Winners Bitch.

• PWDCA sponsored trophies cost will fall within the range outlined in the Trophy Hierarchy document available from SEAT. All other trophies should tier down from there as spelled out in this SEAT document regarding trophy hierarchy.

• All other rosettes and trophies shall be available for sponsorship by PWDCA members, regional clubs, and other interested dog fanciers.

• All trophy donations shall be made prior to the catalog deadlines. A condensed Premium List format will be used; a full list of sponsors will be available on the Specialty website prior to printing in the Specialty Catalog.

• All trophies should be identified with official specialty logo or engraved with PWDCA National Specialty and the year.

Veterinarian The Specialty Chairperson must secure the services of a veterinarian for the duration of the Specialty. The veterinarian may be on call or on site. The name, telephone number, and address for the veterinarian on call or on site and for the nearest 24 hour Animal Emergency Clinic, if available, or the most convenient veterinarian’s office must be included in the Judging Program. At the superintendent’s or show secretary’s table and provided to the veterinarian if on site, there should be handouts giving the name, phone number, and directions for the nearest emergency clinic. If there is no emergency clinic in the area, give information for the most convenient veterinarian’s office. Verify the hours the clinic or office is open and include that in the information.

Videographer It is desirable whenever possible and cost effective to have all events videotaped (e.g., futurity (if held), sweepstakes, veteran classes, AKC classes, water trial,


agility, obedience, etc.). This may include amateur as well as professional services. The contract with the show videographer should provide for him/her to supply the PWDCA with a copy of all video tapes. These will be forwarded to the PWDCA Archives as soon as they are available upon completion of the show.

Water Trial Application A PWDCA Water Trial application form must be submitted to the Board for approval at least four (4) months in advance of the water trial. (Water Trial Manual--2008)

Welcome Bags As of 2009, these bags are no longer available. Host committees may elect to offer a logo bag stuffed with goodies for sale as a part of their merchandise offerings.

Working Dog/Bitch Class – premium list wording Working Dog Class – Open to any Dog holding a Working Title as issued by the Portuguese Water Dog Club of America, Inc. Note: A Junior Working Certificate is not a title. Dogs must be eligible to compete in AKC Conformation in every way. Only the winner of this class is eligible to compete in the Best of Breed competition. Working Bitch Class – Open to any Bitch holding a Working Title as issued by the Portuguese Water Dog Club of America, Inc. Note: A Junior Working Certificate is not a title. Dogs must be eligible to compete in AKC Conformation in every way. Only the winner of this class is eligible to compete in the Best of Breed competition.

VIII. Approvals

PWDCA Board of Directors • Show location, host club, and dates. • Specialty budget • Entry fees. • Show chairperson, hospitality chairperson, obedience chairperson, water

trial chairperson, agility chairperson, and special committee chairperson, including any chairperson who will potentially receive and disperse specialty related funds.

• Schedule of events. • Detailed seminar, educational, and hospitality event(s) programs. • Non-PWDCA events, if approved, may be scheduled, but are not to be in

conflict with PWDCA events. • Specialty logo design.


• Sweepstakes, Futurity, Junior Showmanship, Stud dog-brood Bitch, CGC, Obedience, Agility, Water, and Tracking judges.

• Host club’s recommendation not to hold AKC Agility Trial or AKC Tracking Test.

• Trophy style and type (if possible, with a sample provided--otherwise with a complete description with pictures).

PWDCA President • Superintendent’s contract. • Hotel/Site contract. • Insurance coverage. • Approval of premium list. • Assignment of trophy presenters selected in advance and notified which

trophy they are to present. • Awards Banquet agenda • Assignment of seats at Awards Banquet.

Specialty Show Chairperson With concurrence of Steering Committee and PWDCA President,

• Vendor booth rentals. • Show site and host facility contracts. • Awards Banquet contract. • Contracts with all judges. • Veterinarian. • Tent, equipment, photographer, videographer, caterers, etc. • Ring stewards. • Trophy theme and expenditures. • Speakers for educational programs and persons to introduce speakers. • Motor home parking fees. • Transportation fees to and from the airport(s). • Assignment of complimentary suites, with master list of those assignments

supplied to Specialty Treasurer.

IX. Responsibilities

Host Club • Arranges for transportation as outlined in the bidding process. • Specialty shirts and pins - purchase and sales. • Catalog sales. • Hospitality and show site and host facility. • Judges’ transportation. • Sale of tickets to social events. • Space for Annual Meeting.


• Space for judges’ education (if applicable). • Space for educational program and seminars. • All rosettes and trophies (excluding perpetual). • Arranges for speakers at educational program, with approval of PWDCA

Board. • Provides personnel for registration and ID tags, catalog sales,

merchandise sales, ticket sales, etc. It is essential that income from the various sources be correctly identified.

Portuguese Water Dog Club of America • Annual Meeting, including sign-in, minutes, and vote counting. • Plaques for retiring Board members. • Judges’ education (through Judge’s Education Committee). • Breeder Education event (through Breeder Development Committee.) • Provides programs for meetings and Awards Banquet. • Supervise exhibition of archives. • Provide trophy presenters. • Awards Banquet Agenda.

X. Judges Any deviation from the following guidelines must have the approval of the President of the PWDCA in the absence of a seated Board:

Conformation The PWDCA, following the latest approved judges’ selection procedure, will select the conformation judge(s) and advise them of their assignments. The National Specialty Chairperson, or their designee, will arrange for their lodging, airport pickup, and banquet tickets. The National Specialty Treasurer will reimburse the judges from the show account for pre-approved/contracted expenses. When contracting with the judge(s), the contract shall include a request that the judge present a critique of the entry and winning dogs at the Awards Banquet and for The Courier. The contract shall also contain a clause stipulating that the judge will not judge Portuguese Water Dogs within the United States for a minimum of six (6) months prior to the Specialty show. AKC guidelines require breed judges to avoid even the appearance of conflict of interest at a judging assignment. When a PWDCA member is the AKC Breed Judge officiating at a Specialty, the contract should contain a clause reminding the PWDCA member that he/she is attending the Specialty as an AKC judge and not a PWDCA member until the completion of his/her judging assignment (he/she may attend club business meetings). Breed judges should not arrive at the host hotel or show site until the afternoon prior to the start of his/her


judging assignment. To assist the AKC breed judges in feeling welcome and avoiding even the slightest appearance of breach of ethics, the Specialty Chair shall designate a person to accompany the judge. The person designated to accompany the judge must not be showing or have a vested interest in any dog being shown at the Specialty under said judge.

Obedience, Agility, Sweepstakes, CGC, Jr. Showmanship, Water Trial, etc. The Steering Committee, in conjunction with each performance subcommittee, will select a person(s) to judge Obedience, Stud Dog-Brood Bitch, Agility, Sweepstakes, Canine Good Citizen, Jr. Showmanship, Water Trial, Tracking, and any other such events. Local individuals can be selected as judges. In the selection of these judges, financial costs may be taken into consideration as well as multi-regional appeal, ability, fairness, and experience. These judges must be approved by the PWDCA Board. Members of the host committee involved in the selection of the Futurity, Sweepstakes, or Stud Dog/Brood Bitch judges will not exhibit to these judges at this show. (This restriction does not apply to judges selected by the vote of the full membership of the PWDCA.) In addition to this restriction, the committee and all exhibitors should adhere to the current AKC rules on exhibiting to an AKC judge in all conformation venues. When contracting with the judge(s), the host club/team should include in the contract a request to present a critique of the entry and winning dogs for publication in The Courier. Reimbursement amounts for judges’ lodging, transportation, etc., will be at the discretion of the host club and shall be outlined in the judges’ contracts. Any judge who receives fees (not including meals and transportation) in excess of $600 must provide Specialty Treasurer with their name, mailing address, and Social Security Number for the purpose of filing a 1099 with the IRS.

Current National Specialty Judges’ Selection Process (updated from Jul 10 PWDCA PPM) NOTE: The below procedure was voted in by the membership. However, the National Specialty Manual should also be consulted for additional details pertaining to the judge(s) and contracting with same. Refer to the Futurity Stake program for information pertaining to the selection of the futurity judge. The National Specialty Manual is available on the PWDCA website, or a copy of it may be requested from the committee chair.


All National Specialty AKC regular conformation judges shall be approved by vote of the Active membership. The breed judge(s) for each PWDCA National Specialty shall be selected by vote of PWDCA Active members (“members”, “membership”, ”Active Member” or ”Active Membership”). A National Specialty Judges Selection Committee shall be formed. This Committee shall keep current records of eligible judges, using information published in the AKC Gazette. This Committee shall also prepare all necessary mailings in accordance with these rules. The Committee Chair shall submit the list of eligible names to the Recording Secretary no later than January 15 of each year. The JSC Chair shall oversee a mailing to the Active membership by January 20th of each year. An ad hoc National Specialty Judges Tally Committee shall be formed annually and members selected by the Judge’s Selection Committee Chair. This Committee shall be comprised of three members of the Club who are not currently breeding or showing PWDs. All members shall constitute a quorum. If a member will not be able to attend a specific meeting, a representative may be appointed with the concurrence of all members of the Committee. Representatives shall meet the same criteria as regular members, but in the case of an emergency, need not be a member of the Club. The Active members will be mailed a list of eligible judges to select from, as described below. Each Active member will have one vote for his/her preferred judge. Three PWDCA Active members, who are not actively involved in conformation competition, shall count member votes from national specialty judge selection ballots. Committee members will be selected by rotating around the country each year. Regional Clubs will be solicited for national club members who may serve on this committee one year. The members must be non-showing, non-breeders (i.e., basically “pet” dog owners). The list of eligible judges will be defined as follows: The judge=s ballot voted on each year will include judges approved by the AKC three years prior to the December preceding the vote as published in the Gazette. (To be specific and as an example for future votes, the ballot mailed or to be mailed in early 2002 for the Specialty to be held in 2004 shall include judges approved by the AKC and published in the Gazette on or prior to December 31, 1998.)


Foreign Judges: Foreign judges, not AKC licensed but recognized by the FCI, may be added to the list by request of any member. This request must be made by November 15 of the year prior to the voting. A foreign judge must also meet the 3-year experience requirement. Nominations shall be mailed to the Judges Tally Committee, which nominations must be postmarked no later than the last day of February. Candidate judges will be ranked according to the number of votes received, and the top five candidates (actual number will depend upon ties) will be placed on a list mailed to the Active membership for final voting. The list will include a brief biography of each judge including, but not limited to, how long the judge has judged PWDs, whether she/he has judged at regional specialties or supported entries and whether such judge has given PWDs group placements. The President shall review these biographies prior to publication. The combined list of candidate judges and their biographies will be submitted to the Active Membership for final vote by a mailing not after April 1st of each year. The candidate judge names will be listed in alphabetical order and foreign judges (not AKC licensed) will be indicated with an asterisk. Ballots shall be returned to the Judges Tally Committee postmarked no later than May 7 of each year. Voting will be on “non-weighted” basis with each Active member casting one vote for her/his preferred judge. Judges will be offered assignments by the National Specialty Committee in order of final voting. If the nominated judge with the highest number of votes should decline, the National Specialty Committee will move down the list making offers to the other judges in successive order. All declinations must be confirmed in writing. If the National Specialty Committee deems it necessary to designate more than one judge, these designations shall be also made in successive order, after the primary judge has been selected. A judge, having judged a PWDCA National Specialty, shall not be eligible to judge another PWDCA National Specialty for five consecutive years following such judging assignment. A judge shall not judge PWDs at any AKC show held in the United States for at least six months prior to that year’s National Specialty. The judge selection process shall be done for each individual National Specialty. Names shall not be automatically carried over to future years. The National Specialty Host Committee will choose obedience, water trial, agility, and tracking, consistent with the competition classes offered.


For non-regular classes (Sweepstakes, Futurity, Stud Dog/Brood Bitch and Junior Handling), judges shall be selected by the Host Committee. The Host Committee shall select a minimum of three judges for the four ”divisions” aforementioned; one judge may be selected to judge Junior Handling and either Sweepstakes, Futurity, or Stud Dog/Brood Bitch. Each judge selected for a non-regular class must have five years experience with PWDs as either a breeder, exhibitor, handler, or judge. No member of the Host Committee or immediate family who has co-owned a dog with, co-bred a litter with, bred to a Stud Dog owned by, purchased a dog from or paid to have a dog handled by a judge, may show to that judge at the National Specialty. AKC=s rules and restrictions pertaining to judges and exhibitors are to also be followed. A copy of AKC’s current policy can be reviewed at www.akc.org. All National Specialty judges will be sent a letter explaining the PWDCA judging guidelines as follows: (1) The proposed judge will not discriminate against a dog correctly presented in either coat type, clip or color; is acknowledged to both know and like our breed; will make awards to owner-handlers; is good with puppies; has judged the breed a minimum of three years; and (2) if a group judge, has a record of giving group placements to deserving representatives of the breed. All Active members at the time that a judging vote proposal comes before the Active membership shall be allowed to vote even if they were ineligible to vote during part of the voting process. AKC Eukanuba Judge’s Selection Ballot: The following language shall be used in connection with the Judge’s Selection Ballot for the AKC Eukanuba National Championship: “When you vote this year, the names of the five highest scoring judges approved to judge at least half a group will be sent to the AKC for future AKC Eukanuba National Championships.”

XI. Financial Reporting

PWDCA NATIONAL SPECIALTY COMPANY, LLC

Treasurers There will be two Treasurers, the PWDCA, LLC Treasurer and the National Specialty Treasurer. The duties of each Treasurer are listed below: a. PWDCA, LLC Treasurer:

• Maintain all books and records, bank accounts, receipt and disbursement of funds pertaining to the PWDCA National Specialty Company, LLC.


• Report the Profit and Loss to the PWDCA, Inc. for each calendar year ended December 31.

• Supply each Specialty Treasurer with a Chart of Accounts set up for their particular specialty year, explaining how each account is used.

• Reconcile the Paymentech reports to the income deposited in the PWDCA National Specialty Company, LLC bank account.

• Paymentech deposits the storefront income into the Wells Fargo PWDCA LLC account. The PWDCA, LLC Treasurer will distribute the Paymentech deposits to the appropriate Specialty Treasurer on a monthly basis with a copy of the Credit Card Distribution Statement showing the income distribution sheet for each deposit.

• Reconcile the Specialty Financial Report supplied by each Specialty Treasurer for each specialty year prior to Host Club distribution.

• Prepare the Distribution Report for each specialty year for submission to the Host Club Chairperson and Specialty Treasurer for their approval and signature. Upon receipt of the signed report, it will be forwarded for approval to the PWDCA, Inc. President, the PWDCA, Inc. Treasurer, and submitted to the PWDCA, Inc. Board of Directors. The Distribution Report to the PWDCA, Inc. will contain the following:

o PWDCA LLC Balance Sheet as of December 31 o PWDCA LLC Profit & Loss as of December 31 o Futurity Distribution & Administrative Expense Exhibits o Distribution Report for the current year Specialty as of December

31 for approval • Make distribution to each Host Club for a specialty year from the approved

Distribution Report. • Maintain for a period of five (5) years all supporting detail received with

the Specialty Financial Report (checks, receipts, bank statements, etc.) in the event of audit, lawsuit, etc.

• File required Forms 1099 with the Internal Revenue Service. • Receive copies of all signed contracts (e.g. Host Hotel, Superintendent,

Off-site contracts, Judges contracts, etc.) prior to the National Specialty being held.

b. Specialty Treasurer: • Maintain all books and records, specialty bank accounts, receipt and

disbursement of funds pertaining to their specialty year using the Chart of Accounts supplied for their specialty year.

• Open a local bank account known as the Show Account in the name of the “PWDCA National Specialty, ______ (year)”. The Show Account should allow the National Specialty Chairperson, Specialty Treasurer, and the PWDCA, Inc. Treasurer as authorized signatories on all checks. The PWDCA, LLC Treasurer will also be named on the Show Account to enable online bank account access. Only checks written in amounts exceeding $2,000.00 will require a dual signature, thus allowing the day-to-day


operational expenses to be paid promptly. This account will be the only bank account used by the Specialty Treasurer to deposit all specialty income and to pay all specialty expenses for the current specialty year. The Show Account will be closed out after all income and expenses have been finalized and a check written to the PWDCA National Specialty Company, LLC for the balance remaining at that time. All income and expenses received/paid after December 31 will be submitted to and recorded by the PWDCA, LLC Treasurer in the final report.

• Debit cards should not be issued or used on specialty banking accounts. The PWDCA does not use debit cards or credit cards for any reason. It creates too much security risk

• All invoices must be made out to the Specialty Year they pertain to and paid by the Specialty Treasurer. An exception to this would be if a deposit is required immediately with an on-line order, at which time the invoice should be made out to that Specialty Year and a request for reimbursement submitted by the person making the deposit. The balance due on any such invoice would be submitted to and paid by the Specialty Treasurer. Any expense that exceeds $3,000.00 over the Standardized 3 Year Budget must be submitted to the PWDCA, Inc. Treasurer for Board Approval prior to the Specialty commitment to act on same.

• The Specialty Treasurer will submit the following to the LLC Treasurer on a quarterly basis (3/31, 6/30/ 9/30, 12/31) within 15 days of the quarter ending:

a. Bank Statements b. Check Stubs c. Cash Receipts forms for Deposits with deposit ticket and pertinent information attached. d. Expense Forms showing date paid, check number and receipts attached. e. Updated Budget Summary

The LLC Treasurer will enter the information in the LLC QuickBooks Program, Reconcile the Bank Accounts, and will send the Specialty Chairman, Specialty Treasurer, and PWDCA, Inc. Board of Directors a To- Date Report showing all Income & Expense for that Specialty Year.

By providing this information to the LLC Treasurer as recommended above will enable the income and expense to be recorded in the year of occurrence, instead of two or three years later. The To-Date Report will provide an up to date showing of the actual financials for that Specialty year.

• Submit a complete Specialty Financial Report signed by both the National Specialty Chairperson and the Specialty Treasurer to the PWDCA, LLC


Treasurer no later than December 31 of the specialty year. Included in the report should be a complete summary of all receipts and expenditures following the Chart of Accounts. The Specialty Financial Report will contain the following:

o Specialty Profit & Loss Statement o Futurity Distribution & Administrative Expense Exhibits o Sweepstakes Prize Income & Distribution Report o Host Hotel Statement o Paymentech & Storefront Reports o All Income & Expense Receipts o Breakdown of Fees paid to each Judge and Seminar Speaker. This

breakdown will include the individuals name, mailing address, and Social Security Number. (The IRS requires a Form 1099 be filed and sent to any person who receives $600 or more in fees-not including meals and transportation.) The PWDCA, LLC Treasurer will file the Forms 1099 after receipt of this breakdown.

o Check made payable to the PWDCA LLC for the balance remaining in the Specialty Checking Account in order to close it out.

o Bank Statements, Unused Checks, and Reconciliation for the Specialty Checking Account.

Seed Monies Seed Monies of not more than $5,000.00 may be secured from the PWDCA, Inc. not more than two (2) years before the Specialty. The purpose of this seed money is to cover expenses incurred before monies from trophy donations, advertising, etc. are received. Said seed money shall be repaid to the PWDCA, Inc. prior to any distribution of profits for the pertaining specialty year. Additional funds may be requested on an as needed basis with the host club providing justification and documentation of purpose of additional loans. The Board reserves the right to require that the PWDCA be paid back, by the host club, any additional funds granted beyond the ignition $5,000 prior to the final distribution of that year’s specialty accounts. No individual host club members will loan money to the Specialty. All loans must come from either the Host Club or the PWDCA, Inc. Loans to a Specialty by the Host Club or the PWDCA, Inc. will not be paid back until after the final distribution figures are obtained by the LLC Treasurer and submitted to the PWDCA, Inc. Board for approval.

Division of Income Determination of profit is made after repayment of the full amount of the loan from the PWDCA, Inc. and any other expenses incurred that pertain to the said specialty. An estimate of administrative costs related to the LLC (merchant


accounts, liability insurance and certificates, Connecticut business taxes, etc.) will be deducted from LLC account prior to the split and disbursement of profits to host club(s) and PWDCA. Income designated to specific causes or restricted funds (e.g. Basket Raffles, designated Auction Items, etc.) is not considered income of the specialty and is deducted before determination of any profit is made. Any net income indicated by the Show Account after final reconciliation is to be divided as outlined in the General Guidelines section of this Manual (i.e., 50 percent Host Club, 50 percent PWDCA, Inc.). No disbursement of income will be made to the Host Club until after the Distribution Report is reconciled and approved by the PWDCA, Inc. President, Treasurer, and the Board of Directors. Any income/expense received after December 31 will be reported in the Final Distribution Report, at which time the Host Club will either be paid for the additional income or asked to reimburse the PWDCA LLC for any loss based on the amounts paid as of the December 31 distribution. In the event the specialty operates at a loss, the PWDCA, Inc. will bear the burden of that loss.

Specialty Storefront In order to simplify PWDCA National Specialty financial procedures, the Specialty Storefront will continue to utilize the Wells Fargo Paymentech account each year. The manager of the Specialty Storefront will submit copies all Paymentech supporting data as available to the PWDCA, LLC Treasurer and the National Specialty Treasurer. The manager of the Specialty Storefront will also submit various detail reports showing count and income for all purchases put through the storefront as of December 31 to the PWDCA, LLC Treasurer and the Specialty Treasurer.

Other Miscellaneous • Certificates of Liability cannot be requested prior to July 1 of the Specialty

Year. The PWDCA, Inc. insurance that the Certificates are based on runs from June 29 to June 29 each year and the insurance company will not issue Certificates prior to that for any specialty year. Each time a Certificate is requested the insurance company charges for it and that charge becomes a specialty expense to the Host Clubs.

• The instructions for using the Credit Card Machine must be followed exactly as written with final totals taken after each event. Copies of all tickets must be kept with a total tally ticket attached to them marked with the date and event it pertains to.

• If the Basket Raffle proceeds or a portion of are designated to a PWDCA fund they must be set aside and not commingled with other Specialty Funds, because these proceeds are designated funds to specific purposes. The Basket Raffle proceeds should not and cannot be used to pay Specialty Expenses.


• The PWDCA, Inc. and PWDCA National Specialty Co., LLC corporations are not sales tax exempt and do not carry a tax exemption number.

XII. Specialty Storefront

Procedures • All Specialty pre-event sales will go through the Specialty Storefront

(credit card and check payments). • Check orders will be accepted by mail and input into the PWDCA,LLC

Specialty Storefront by the SEAT Specialty Storekeeper. • Reports will be generated to event chairs as needed regarding quantity of

sales, attendees’ names, etc. • Downloadable brochure contents should be coordinated with SEAT

Webmaster and SEAT Storekeeper to make certain the store/website reflect the content of other communication.

• Event Chairs should arrange to closely monitor their email for important Specialty Storefront communication regarding their events beginning six (6) months prior the Specialty week.

XIII. Events & Functions

Events

Agility The American Kennel Club (AKC) requirements for agility trials shall be the governing authority for national specialty agility trials. For reference, obtain a current copy of their booklet, Regulations for Agility Trials, at address 51 Madison Ave, New York, NY 10010; e-mail: [email protected]; telephone: (219) 696-8250. Responsibilities: In conjunction with the Performance Chairperson, has responsibility for organizing, planning, producing, and reporting the National Specialty Agility Trial. Reports to National Specialty Performance Chairperson.

• Oversees all duties of the agility trial. • Sees that AKC application is filed by the Trial Secretary. Trial will be

unlimited entry. • Appoints chief steward and chief course builder. • Works in conjunction with Trial Secretary to make certain complete report

is filed with AKC after trial. • Coordinates with Volunteer Coordinator for non-competitor steward

volunteers.


• Coordinate with Ring Equipment Chair for ring set-up and “no dogs in ring” signs.

• Coordinate with Trophy Chair for trophies and ribbons at ringside. • Coordinate with the Videographer/ Photographer Chair to have action

photographer available for agility trials. • Coordinate with Trial Secretary for steward volunteer form returned with

entries. • Assure all materials for judges and stewards are at ringside. • Coordinate availability of judge’s refreshments and lunch with the Judge’s

Hospitality Chair. • Submits all receipts/expenses on a timely basis to Performance Chair. All

receipts/expenses must be submitted no later than 2 weeks after the show.

• Prepares financial report of the agility event and forwards to Performance Chair within 4 weeks after the event

• After show, submits agility results and short article about the event for The Courier to the Performance Chair within 30 days.

• Review job description and provide feedback to National Specialty Chairperson for future events.

MISCELLANEOUS CONSIDERATIONS:

• Develop checklist for needs such as judges’ tables, timers, score sheets, trash containers, poop-scoopers, tables, chairs, etc.

• If lunches are provided for trial workers and/or judge, determine any special drink/diet requirements and which workers are eligible.

• Sound system and announcer, if needed. • Copy of AKC Agility Trial Regulations must be available. • Assign volunteers for clean-up after completion of trial.

For more tips on planning an agility trial and job descriptions for the various volunteer jobs review the agility trial help and agility trial job descriptions document available in the Attachments of this Manual.

CGC/TDI Reports to National Specialty Performance Chairperson. Responsibilities:

• Order packets from AKC for CGC. • Arrange for evaluator(s). • Arrange for extra stewards with chief ring steward. • Set up course with Ring Equipment Chairperson. • Arrange entry forms with Storekeeper. • Submits all receipts/expenses on a timely basis to Performance Chair. All



• Provide financial accounting to the Performance Chair no later than 4 weeks after the show.


** Note – TDI will keep $10 of the fee charged ($5 goes to the evaluator and $5 to TDI). It may be difficult to locate a TDI evaluator in your area. Please review CGC/TDI help document – (available in the Attachments of this manual) for more planning details.

CERF Clinic The PWDCA supports and encourages the availability of a CERF clinic at each national specialty. Reports to National Specialty Chairperson. Responsibilities:

• Coordinate with local liaison for veterinary ophthalmologist for eye examinations.

• Provide necessary personnel for registration, appointments, etc. • Obtain listing on pre-paid dogs from Storekeeper. • Provide dark room for examinations and electrical outlet for Veterinarian’s

equipment. • Have blank CERF forms available. • Submits all receipts/expenses on a timely basis to National Specialty

Chairperson. All receipts/expenses must be submitted no later than 2 weeks after the show.

• Submit report to National Specialty Chairperson listing number of dogs examined, expenses, and income no later than 4 weeks after the show.


Conformation Conformation Chair: Reports to National Specialty Chairperson. Responsibilities:

• Provide feedback and assist in negotiation of Show Secretary/Superintendent contract.

• Work with SEAT AKC Liaison, National Specialty Show Chair and Show Secretary/Superintendent and make certain all AKC related paperwork is filed in a timely manner.

• Coordinate with Ring Equipment Chair/Superintendent to assure ring is set up, all markers are correct and at ringside, etc.


• Coordinate availability of judge’s refreshments and lunch with the Judge’s Hospitality Chair.

• Arrange for ribbons and trophies to be at ring. • Arrange for all ring steward and judges’ supplies to be at ringside. • Coordinate with show photographer and judge for photo session with

winners. • Submits all receipts/expenses on a timely basis to National Specialty

Chairperson. All receipts/expenses must be submitted no later than two (2) weeks after the show


Futurity Futurity Chair / Liaison: Reports to National Specialty Chairperson. Responsibilities:

• Interface and coordinate activities with PWDCA Futurity Coordinator. • Provide superintendent’s contact information to futurity coordinator. • Coordinate with Ring Equipment Chair/Superintendent to assure ring is set

up, all markers are correct and at ringside, etc. • Coordinate availability of judge’s refreshments and lunch with the Judge’s

Hospitality Chair. • Have rosettes, trophies, and stake monies ringside prior to stake judging

beginning. • PWDCA, Inc. Treasurer will provide Specialty Treasurer with stake monies.

Specialty Treasure will separate into individual envelopes; with envelopes clearly marked as to what class wins the monies represents (e.g., Puppy Dogs, 9-12 months, 3rd place). Obtain stake money envelopes from Specialty Treasurer.

• Return any excess monies (e.g., the 3rd and 4th place cash awards for a class that only had two entries) to the Specialty Treasurer at the conclusion of Futurity judging.

• Arrange for all ring steward and judges’ supplies to be at ringside. • Coordinate availability of judge’s refreshments and lunch with the Judge’s

Hospitality Chair. • Coordinate with show photographer and judge for photo session with

winners. • Submits all receipts/expenses on a timely basis to National Specialty


• Provide a financial accounting to the National Specialty Chairperson no later than 4 weeks after the show.



From PWDCA Policies and Procedure Manual – last updated Apr 10 The PWDCA Futurity Stakes Program shall maintain all Futurity records and oversee the deployment of the Futurity at the PWDCA National Specialty. PURPOSE: To encourage breeding of Portuguese Water Dogs of the finest quality, soundness, type, and structure, and to reward breeders for their efforts. The futurity stake is weighted toward the breeder. Owner(s) are given recognition, in whose hands lay the responsibility of developing the inherited potentialities. The owner of the sire is recognized for his/her dog's genetic contribution. HOW DOES IT WORK? THREE EASY STEPS: 1. Breeder nominates the litter (after breeding but prior to whelping). Fee is $25 2. Owner or Breeder may nominate an individual puppy from the nominated

litter. Nomination must be made before puppy is five (5) months old. Fee is $25

3. Puppy is entered in the appropriate futurity stake class at the national

specialty. Fee is $10 GENERAL RULES:

• Nomination fees are non-refundable except as provided in Nomination of Puppy, section “c”. Please make sure the litter and/or puppies qualify before sending in the nomination form.

• Correct and timely nominations of both the litter and the individual puppy

are required for stake eligibility.

• Prize moneys can only be won through competition in stake judging.

• Nomination forms may be obtained either from the futurity coordinator or from the PWDCA Web page.

• Both sire and dam of litter must have "current" health records on file with

the PWDCA Health and Litter Database at the time of nomination. Current is defined as consistent with the health certification requirements as outlined in The Courier for breeding related ads.


• Frozen semen from deceased male – Date of Death (DOD) must be specified. Health certifications must have been in accordance with the PWDCA Advertising Policy in effect at the time of the dog’s death.

• (Historical iterations of The Courier breeding ad policy are outlined on the

Litter Nomination form.)

• After whelp, breeder must list litter in PWDCA Health and Litter Database.

• Spayed/neutered puppies may NOT be entered in the futurity stake (regardless whether they were intact when they were nominated).

• Futurity coordinator may nominate his/her own litter(s) and puppy(s).

• Futurity stake shall be held only once per year in conjunction with the

PWDCA national specialty.

• Disputes, which arise in relation to general aspects of the futurity stake, shall be jointly handled by the PWDCA President and futurity coordinator. Any dispute which specifically addresses the eligibility of puppies entered in the futurity must be in writing and submitted to the futurity coordinator by mail within five (5) days from the date of the futurity stake. The name of the breeder and registered name of the pup in question must be included along with a detailed description of the nature of the dispute.

• The PWDCA Board, by majority vote of the full Board of Directors, may

revise the futurity program from year to year with such adjustments, if any, to go into effect as of January 1 of each year. The PWDCA Board shall notify the PWDCA membership of any changes to the futurity stake program.

• Unawarded monies from nonentered class placements and unawarded

moneys due to absentees will return to the futurity stake fund for the following year, which moneys may first be used to offset any excess administration expenses (including costs related to hiring judge and their related expenses), with the balance, if any, to be included with the next distribution of futurity stake moneys. Such unawarded monies shall be given to the PWDCA Treasurer at the close of the national specialty for depositing into the futurity operating fund.

• Futurity judge (and related judge's expenses) is paid for from the futurity

operating fund. The regional club hosting the PWDCA National Specialty selects the Futurity judge. Prospective judges must be AKC approved, with either provisional or full licensing, for at least three years prior to judging;


or, a breeder/judge may be selected if such breeder has been a PWDCA member for at least five years prior to the stake and which breeder/judge has been the breeder of at least three AKC conformation champions. In addition, any AKC rules and/or restrictions in place at the time of the specialty/futurity stake relating to owners of puppies where such puppies were bred and sold by the judge must be adhered to. (If no regional club is the host of the national specialty during any given year, and the PWDCA hosts the national specialty, then the futurity judge is selected by the PWDCA membership under the same general selection/voting guidelines as set forth by the PWDCA in selecting the national specialty conformation judge.)

NOMINATION OF LITTER:

a. Must be by breeder or cobreeder, at least one of whom, preceding the date of litter nomination, must be a member of the PWDCA in good standing. The nominator, if living, must still be a member in good standing of the PWDCA at the time of stake judging. This requirement does not apply to the owner of the sire.

b. Must be after the breeding, but before puppies are whelped. Postmark on

envelope containing nomination establishes date of nomination. Faxed nominations will not be accepted.

c. Fee is $25 (checks/money orders only, payable to the PWDCA, in U.S.

funds).

d. Nomination of litter makes each puppy in litter eligible for individual nomination.

NOMINATION OF PUPPY:

a. Must be by owner and/or breeder, who need not be a PWDCA member.

b. Nomination must be before puppy reaches five (5) months of age and before futurity stake entries close. The date of nomination shall be determined by the postmark on the envelope containing the nomination, which must be dated no later than the day prior to the date the puppy reaches the age of five months or at least one week before the futurity stake entries close, whichever occurs first. Faxed nominations will not be accepted.

c. Fee is $25 (checks/money orders only, payable to the PWDCA, in U.S.

funds). There are no refunds except that breeders who have nominated puppies but cannot show because of any AKC/PWDCA rules restricting


who may show to a particular judge shall have their puppy nomination fee(s) refunded.

d. Breeder may individually nominate an entire litter if the breeder pays the

$25 nomination fee for each puppy and supplies the whelping date, name, sex, and color for each puppy. If neither litter nor individual registration number is available at time of nomination, breeder must supply said number(s) to futurity coordinator as soon as possible, but in no event any later than one week before futurity stake entries close or at least one day before puppy(s) reaches the age of five months, whichever occurs first.

e. Any changes in the identifying information, which will be included in the

futurity or PWDCA specialty show catalog from that previously provided the futurity coordinator, must be received by the futurity coordinator at least one (1) week before futurity stake entries close. Failure to provide such information will result in disqualification of puppy, and no refunds will be issued.

ENTRY FOR STAKE JUDGING:

a. Must also be entered in one of the regular classes at the PWDCA national specialty show. Fee for this entry must be paid.

b. Futurity stake entry must be indicated as an additional class. Additional

class entry must include age division (e.g., futurity 6-9 months). Puppies are eligible only for the futurity stake which is held in conjunction with the first PWDCA national specialty on or after the date a puppy reaches six (6) months of age (i.e., properly nominated puppies may be over 18 months of age when the next futurity stake is held for which such puppies may be entered and shown if the immediately preceding futurity stake was held before the puppy(s) was six months of age).

c. Entry fee is $10. Entry fee refunds are made solely at the discretion of the

show superintendent. CLASS DIVISIONS/SEQUENCE OF JUDGING:

• Stake is divided into four age groups, which are separated by two age divisions: 6-9 months and 9 -12 months, which are the "Junior Puppy Division" classes; and 12-15 months and 15-plus months of age, which are the "Senior Puppy Division" classes.

• Each age group is further divided by sex (with males to be judged first).

Thus, there are two classes in each age group, one for each sex (for eight classes).


• There will be no more than four placements in each class.

• After all eight classes are judged, all first place class winners from the Junior Puppy Division reenter the ring, and a Best Junior Puppy will be selected; then all first place class winners from the Senior Puppy Division reenter the ring, and a Best Senior Puppy will be selected. There will be no Best of Opposite Sex to Best Junior/Senior Puppy selected, nor will there be an overall Best in Futurity Puppy selected.

DIVISION OF TOTAL FUTURITY STAKE MONIES:

• 18% of total nomination fees (plus nonentered and absentee monies from the previous year, if any) to operating expense fund ("futurity operating fund"). If total futurity expenses exceed 18%, then such overage shall be the responsibility of, and paid for by, the PWDCA national specialty committee.

• 48% of total nomination fees to class placements (6% per class). (See

Division of Individual Stake Monies defined below.)

• 8% of total nomination fees to Best Senior Puppy in Futurity.

• 8% of total nomination fees to Best Junior Puppy in Futurity.

• 18% of total nomination fees to breeders/owners of record. (See Division of Individual Prize Monies defined below.)

DIVISION OF INDIVIDUAL STAKE MONIES:

• 40%first place

• 30%second place

• 20%third place

• 10%fourth place DIVISION OF INDIVIDUAL PRIZE MONIES: Of the 18% to be awarded to the breeder(s) and owner(s) of record, 9%, divided as follows, shall be awarded to the breeder(s)/owner(s)of the Best Junior Puppy, and 9%, divided as follows, shall be awarded to the breeder(s)/owner(s)of the Best Senior Puppy.

• 50% to breeder(s) of record.

• 35% to owner(s) of puppy on date of stake judging.


• 15% to owner of sire on date dam was bred.

DISTRIBUTION BY TREASURER: The Treasurer shall be responsible for preparing the Distribution Exhibits F1 and F2, per the following sample exhibits, from the monies maintained in the Futurity Operating Fund Reserve account. After preparation, these Exhibits will be submitted to the PWDCA President and the Futurity Stakes Program Chair for approval. Upon approval, the Treasurer will submit a check to the PWDCA LLC Treasurer in the amount of Total Fund to Be Distributed per Exhibit F1. Sample Exhibit F1 (e-copy may take a moment to load; page break may create a gap; if so, scroll down):

Sample Exhibit F2 (e-copy may take a moment to load; page break may create a gap; if so, scroll down):


Once the Futurity has taken place, the PWDCA National Specialty, LLC will submit to the Treasurer a list of all the winning monies paid. At that time, the Treasurer will prepare Exhibit F3 – Winners Distribution – Actual as shown below. Sample Exhibit F3 (e-copy may take a moment to load; page break may create a gap; if so, scroll down):


The PWDCA National Specialty, LLC will submit to the PWDCA Treasurer the following Exhibit F4 – Futurity Administration Expenses. Sample Exhibit F4 (e-copy may take a moment to load; page break may create a gap; if so, scroll down):


All undistributed Prize Monies and unused Administration Expenses shall be returned to the PWDCA, Inc. to be applied to future years. Any additional Administrative Expenses per Exhibit 4 – Futurity Administration Expenses over the 18% allotment shall be reimbursed by the PWDCA, Inc. to the PWDCA National Specialty, LLC. TROPHIES and RIBBONS:

• Ribbons shall be awarded for each class placement (1-4).

• Rosettes shall be awarded for Best Junior Puppy and Best Senior Puppy in Futurity.

• Trophies shall be awarded for Best Junior Puppy and Best Senior Puppy in

Futurity.

• Trophies will be paid for with funds from the futurity operating fund. Ribbons and rosettes may be sponsored and paid for by PWDCA members.

RECORDS:

• It is recommended that breeders and/or owners who have made entries in the futurity stake have copies of all pertinent correspondence regarding acceptance of nominations, name changes, etc., available at the time of judging.

SUMMARY OF MAJOR RULES:

• PWDCA member breeder must nominate litter before it is whelped.


• Owner or breeder must nominate puppy before it reaches five (5) months of age.

• Both sire and dam of litter must have "current" health records on file with

the PWDCA Health and Litter Database. Current is defined as consistent with the health certification requirements as outlined in The Courier for breeding related ads.

• After whelp, litter must be listed with PWDCA Health and Litter Database.

• Futurity is an additional class at a regional specialty or supported entry

held in the spring following the national specialty, in another area of the country, and premium list/entry form must so indicate. (No points are awarded).

• All information on entry form for stake judging must be consistent with

that which has been supplied the futurity coordinator; otherwise, puppy will be disqualified and no refunds will be given.

HOST CLUB RESPONSIBILITIES:

• Provide host club liaison name and contact information to futurity coordinator.

• Provide superintendent's contact information to futurity coordinator.

• Make sure that host club liaison has rosettes, trophies, and stake monies

ringside prior to stake judging beginning.

• Make sure that liaison has stake monies separated into individual envelopes; with envelopes clearly marked as to what class win the monies represent (e.g., Puppy Dogs, 9-12 months, 3rd place).

• Return any excess monies (e.g., the 3rd and 4th place cash awards for a

class that only had two entries) to the PWDCA Treasurer with an accounting of such sums to futurity coordinator.

COORDINATOR JOB DESCRIPTION: Futurity coordinator is only responsible for:

• Verifying breeder's PWDCA membership; receiving litter and puppy nominations and forwarding nomination fees to PWDCA Treasurer on a monthly basis; checking to make sure that nominated litters are subsequently filed in Health and Litter Database, as well as checking with Health and Litter Database coordinator that sire and dam of nominated litter have all current health information on file as stated under General


Rules; supplying and coordinating with national show secretary and superintendent a list of eligible futurity stake puppies; handling correspondence with nominators; ordering and maintaining necessary supplies/forms/postage; maintaining a computer database of all nominated litters/puppies and forward a copy of the database to the PWDCA President the first of each quarter; filing an annual report with PWDCA Board as well as advising Board of any suggestions to rule, etc., changes to ensure futurity program runs smoothly from year to year; Notifies PWDCA President of any written disputes and moves promptly to investigate the charges contained in the dispute. After investigation, reports findings to PWDCA President and along with PWDCA President determine if charges are substantiated. Prepares written notification to member who filed dispute and advises them of decision.

• Coordinating with PWDCA web site administrator, that current information

on the futurity stake program and forms are correct on the Futurity section of the web site.

• Coordinating with futurity specialty committee the ordering of trophies,

ribbons, and rosettes.

• Retaining futurity stake nomination forms for one year after stake is held, after which time such records may be destroyed.

Obedience In conjunction with the Performance Chairperson, has responsibility for organizing, planning, producing, and reporting the National Specialty AKC Obedience Trial. Reports to National Specialty Performance Chairperson. Responsibilities:

• Coordinate with Ring Equipment Chairperson/Superintendent for ring set-up and “no dogs in ring” signs.

• Assures that all equipment is correct and at ringside. • Assures that all judge’s materials are at ringside. • Coordinate with Trophy Chairperson for trophies and ribbons at ringside. • Coordinate with Chief Ring Steward for necessary ring stewards and

provide necessary steward’s forms. • Coordinate availability of judge’s refreshments and lunch with the Judge’s

Hospitality Chair. • Coordinates High in Trial and High Combined demonstration during breed

judging on day of obedience judging, as feasible.


• Submits all receipts/expenses on a timely basis to Performance Chair. All receipts/expenses must be submitted no later than 2 weeks after the show.

• Provide a financial accounting to the Performance Chair no later than 4 weeks after the show.

• After completion of show/trial, sends results of obedience trial and short article for The Courier to the Performance Chair within 30 days.


Parade of Seniors There may be a Parade of Senior dogs. This will include all dogs 10 years of age and older. No title is required for dogs to be entered in this parade. This is another class that requires good organization. A biography on each dog must be submitted in advance; specify a word limit included in the biography. Reports to National Specialty Chairperson. Responsibilities:

• Obtain listing of entrants from Storekeeper via email forms. Maintain list on a timely basis to be submitted to rosette vendor for printing rosettes.

• Determine deadline for rosette orders from rosette vendor and as a result the closing date for entry to the Parade of Seniors may need to be earlier than the regular show entry closing date.

• Provide names and number of rosettes to rosette vendor in accordance with his/her deadlines.

• Provide Catalog Ad Chair with list of entries for inclusion in the show catalog in accordance with his/her deadlines.

• Coordinate with Ring Equipment Chair for space and equipment needed for event.

• Submits all receipts/expenses on a timely basis to National Specialty Chairperson. All receipts/expenses must be submitted no later than 2 weeks after the show.



Parade of Title Holders There may be a Parade of Title Holders, with each dog entered receiving a rosette personalized with the dog’s name and titles. This class demands organization. The name of each participant should be typed on index cards, or some method of providing the announcer this list. This list should be in the hands of the announcer ahead of time so that s/he can go over


them for pronunciation, and arrange in alphabetical order. The ribbons should also be arranged in alphabetical order as well. Reports to National Specialty Chairperson. Responsibilities:

• Obtain listing of entrants from Storekeeper via email forms. Maintain list on a timely basis to be submitted to rosette vendor for printing rosettes.

• Determine deadline for rosette orders from rosette vendor and as a result the closing date for entry to the Parade of Seniors may need to be earlier than the regular show entry closing date.

• Provide names and number of rosettes to rosette vendor in accordance with his/her deadlines.

• Provide listing of names to Catalog Ad Chair for inclusion in catalog in accordance with his/her deadlines.

• Coordinate with Hospitality Chair for space and equipment needed for event.




Superdog Reports to National Specialty Performance Chairperson. Responsibilities:

• Follow Superdog rules as provided in PWDCA Policy and Procedure Manual.

• Obtain approval for memento item from Performance Chair and coordinate orders with Merchandise Chair.

• Responsible for coordination with various event Chairs to obtain results for Super Dog competitors.

• Create a Superdog tally board. • Update Superdog board in a timely fashion. • Coordinate Superdog award presentation at Awards Banquet. • Submits all receipts/expenses on a timely basis to Performance Chair. All





(Procedures from PWDCA Policy and Procedure Manual – approved June 12) SUPERDOG SUPERDOG is a very special honor awarded at the end of the National Specialty. This honor recognizes overall versatility of the Portuguese Water Dog by requiring participation in a variety of events. It rewards capabilities and efforts of the individual PWD who competes in three or more events and accumulates the most overall points for placements and qualifying performance. To be eligible for SUPERDOG, dogs must be entered and compete in at least three of the six area of competition: Conformation, Obedience, Agility, Water, Rally, and Tracking (if offered). The scoring system allows dogs at all levels to compete and be recognized for their achievements and their versatility. Scoring for SUPERDOG 1) CONFORMATION

• Points are given in all classes that are eligible for Best of Breed. 1st place=4 points, 2nd place=3 points, 3rd place=2 points, 4th place=1 point.

• Best In Specialty Show gets 6 points total. Award of Merit, Best Of Winners, Best Of Opposite Sex, Select Dog and Bitch, Winners Dog and Bitch will receive 5 points total. (Note: a dog with two placements will take the points for the higher win. For example, if a dog takes 1st place in his class and then takes WD, the dog will be give the points for WD win only.)

2) OBEDIENCE

• Regular class points are: 1st place=4 points, 2nd place=3 points, 3rd place=2 points, 4th place=1 point.

• Non-Regular and Optional Qualifying classes points are: 1st place=3 points, 2nd place=2 points, 3rd place=1 point, 4th place=0.5 point. Non- Regular and Optional Qualifying classes (Veteran, Beginner Novice, Graduate Novice, Graduate Open, etc) will have 200 available points. A dog must earn a minimum qualifying score of 170 points from a possible 200 to be eligible to earn points from these classes.

• Dogs who qualify in a class but do not place will receive a single 0.5 point. • Dogs with placements or qualifying scores from multiple classes will take

the points of their highest-scoring class. Points from multiple classes are not added together for the final score.

• High In Trial or High Combined award will receive a total of 6 points.


• Any Combined score (Open B and Utility) other than High Combined will be given one bonus point in addition to placement and qualifying points.

• The maximum points awarded in Obedience are 6. • If two days of Obedience trials are offered, the highest total score from

either day will be considered for SD. For any combined score, both qualifying runs must come from one day. Individual qualifying runs from two separate days cannot be used for a Combined score bonus.

3) RALLY

• Rally Novice class points are: 1st place=3 points, 2nd place=2 points, 3rd place=1 point, 4th place=0.5 point.

• Rally Advanced and Excellent classes are: 1st place=4 points, 2nd place=3 points, 3rd place=2 points, 4th place=1 point.

• Dogs who qualify but do not place will receive 0.5 point. • Dogs with two placements or qualifying scores will take the points of their

higher-scoring class. Points for two classes are not added together for the final score.

• Combined score in Rally Advanced/ Excellent will receive an additional 0.5 bonus point.

• If two days of Rally trials are offered, the highest total score from either day will be considered for SD. Any Combined Adv/Exc qualifying score must be from one day. Individual qualifying runs from two separate days cannot be used for a Combined score bonus.

4) AGILITY

• All Regular Agility classes (STD, JWW and FAST) points for placements are: 1st place=4 points, 2nd place=3 points, 3rd place=2 points, 4th place=1 point.

• All Preferred Agility classes (STD, JWW and FAST) points are: 1st place=3 points, 2nd place=2 points, 3rd place=1 point, 4th place=0.5 point.

• A single 0.5 will be given to non-placing qualifying dogs in any class. • Dogs with multiple placements or qualifying scores will take the points of

their highest-scoring class. Points for multiple classes are not added together for the final score.

• Any Double Q in JWW/STD Excellent B will receive 2 bonus points. Any Double Q from JWW/STD Excellent B Preferred will receive 1 bonus point.

• Any combination of Novice, Open, or Excellent A regular or preferred class JWW/STD double Q will receive a bonus 0.5 point.

• Bonus points are given in addition to placement and qualifying points. • Specialty High In Trial dog will receive 6 total points and will be

determined by the approved PWDCA HIT formula (see Policy and Procedure Manual.)

• The maximum points awarded in Agility are 6.


• If two days of Agility are offered, the highest total score from either day will be considered for SD. Any Double Q must be from a single day. Individual qualifying runs from two separate days cannot be combined and used for a double Q bonus.

5) WATER WORK

• Points for qualifying scores in water classes are: JWD=3 points, AWD=4 points, WWD=5points, CWD and Versatility=6 points.

• FEO- When "For Exhibition Only" water entries are permitted by the host club, qualifiers will be awarded one LESS point for the appropriate placement. (For example, FEO WWD qualifier will earn 4 points.) FEO eligibility will be defined by the host club in the Specialty premiums.

6) TRACKING

• All qualifying dogs will receive 4 points for TD, 5 points for TDX and 6 points for VST.

• FEO- When "For Exhibition Only" tracking entries are permitted by the host club, qualifiers will be awarded one LESS point for the appropriate placement. (For example, FEO TD qualifier will earn 3 points.) FEO eligibility will be defined by the host club in the Specialty premiums.

• Tracking is by nature limited in the number of entries, and it may occur that some tracking entries will necessarily be declined. In that event, no modification to the points for tracking will be made.

ADDITIONAL INFORMATION

a. An additional 1 bonus point will be added to the final SD total for a dog that competes in and is handled by one person in 4 or more venues which must include Conformation. The same handler must show the dog in all classes entered. Exceptions are: the Swim-with-Handler exercise in Water, a handler with two dogs in the same Obedience class group sits and downs, a dog passed on to a different handler for Winners or Best of Breed in conformation, and a handler who is injured during an event and cannot continue. Handlers must notify the SD chair at the beginning and end of contest to confirm that one handler has shown the dog in all classes.

b. Class Size - There must be a minimum of 5 dogs in the class in Conformation, Obedience, Rally or Agility or the points will be lowered as follows: If there 4 dogs in the class, the points will be 3, 2, 1, and 0.5 points for 1st through 4th place. If there are 3 dogs in the class, points will be 2, 1 and 0.5 points for 1st through 3rd place, etc.


c. FEO- When "For Exhibition Only" entries are permitted by the host club, qualifiers will be awarded one LESS point for the appropriate placement. (For example, FEO WWD qualifier will earn 4 points, FEO TD qualifier will earn 3 points, etc.) FEO eligibility will be defined by the host club in the Specialty premiums.

d. Maximum Points - The maximum SUPERDOG points any dog can receive in any one event are 6. All bonus points (except for the single-handler bonus) will be added to the final tally from placements and qualifying scores up to a maximum of 6 points per venue.

e. When two days of performance events are offered, the highest total score from either day will be considered for SD. Any Double Q or Combined score must be from the same day. Individual qualifying runs from two separate days cannot be combined and used for a double Q bonus.

f. If factors beyond anyone’s control occur and an event is canceled mid way through, the committee may disallow all of the scores for that venue, at the discretion of the committee.

IN CASE OF A TIE

1. In case of a points tie, the dog that has earned points in the most venues will take precedence over all other dogs.

2. If dogs are still tied, the points from every placement each dog has received will be examined when breaking second ties. (Placements for the tiebreaker will be defined as dogs defeating at least one other dog, so 0.5 points earned for 1st place in a class with just one entry will not count when calculating a tie-breaker.)

3. In case of a final tie, the dogs will share the honor. It is the responsibility of the specialty host club to provide duplicate awards in the case of a final tie.

Notes to specialty host clubs: The specialty host club will determine the SUPERDOG entry fee. A listing of competitors shall be posted on the Specialty grounds, with tabulations updated periodically. The first place SUPERDOG will be awarded at the Awards Banquet.

Sweepstakes Reports to National Specialty Chairperson. Responsibilities:


• Coordinate with Ring Equipment Chair/Superintendent to assure ring is set up, all markers are correct and at ringside, etc.

• Arrange for ribbons and trophies to be at ring. • Work with superintendent to make certain purse money is ready for

distribution. Funds will be provided by superintendent from entry fees. • Arrange for all ring steward and judges’ supplies to be at ringside. • Coordinate availability of judge’s refreshments and lunch with the Judge’s

Hospitality Chair. • Coordinate with show photographer and judge for photo session with

winners. • Return all money purses not distributed to National Specialty Treasurer at

end of judging. • Submit all receipts/expenses on a timely basis to National Specialty




GUIDELINES FOR PWDCA NATIONAL SPECIALTY

Puppy Sweepstakes: It is not a requirement that puppies must also be entered in regular classes. CLASSES: Puppy Dogs 6 months & under 9 months Puppy Dogs 9 months & under 12 months Puppy Dogs 12 months & under 15 months Puppy Dogs 15 months & older** **Puppies may be over 18 months of age when the next National Specialty held for which such puppies are eligible to be entered and shown follows a National where the puppy was under six months of age. Same classes for Puppy Bitches

Veteran Sweepstakes: Veteran Dogs may be neutered, and Veteran Bitches may be spayed. Minimum Age: 7 years on the day of the show.


CLASSES: Dogs 7 years and under 9 years Dogs 9 years and under 11 years Dogs 11 years and older Same classes for Veteran Bitches DIVISION OF MONEY PRIZES IN EITHER/BOTH PUPPY AND VETERAN SWEEPSTAKES 35% retained by Host club for expenses. Best in Sweepstakes: 15% of entry fees of all classes Best of Opposite Sex: 10% of entry fees of all classes After the above deductions (totaling 60%), the balance remaining in entry fees in each class will be divided as follows: First in Each Class: 15% of entry fees of the class Second in Each Class: 12% of entry fees of the class Third in Each Class: 8% of entry fees of the class Fourth in Each Class: 5% of entry fees of the class

Tracking Reports to National Specialty Performance Chairperson. Responsibilities: Tracking Administration:

• Determines dates for tracking event. • Submit proper applications for approval. • Select site. An “on-site” liaison MUST be chosen in the event the Tracking

Chairperson is located out of the area. • Obtain necessary permits if applicable. • Select judges, contact for availability, determine fees and conditions and

obtain written, signed agreements. • Assign duties for volunteers, stewards, etc. • Submit all post-event reports.

Miscellaneous Requirements:

• A tracking test requires two tracking judges. • Each TD track requires five acres of land. • Each TDX track requires 25 acres of land.


• Tracking test is a 2-day event. Judges and track layers meet on the first day (no exhibitors) to plot and walk the tracks. Second day is actual day of test.

Host Club Requirements:

• Supplies one glove per track. Customarily, TDX track layers supply all other three articles themselves.

• Provide wooden or metal stakes used to mark turns when tracks are plotted the first day. Except for starting stake, these are pulled when track layer re-walks track on day of test.

• Supply judges’ books and covers. • Responsible for transportation for judges at the test. Pick up judge(s) at

end of track and/or take them to next track. • Hospitality/meals for judges and track layers on both days. • Arrange a “gallery” area for spectators to watch without interfering. • Provide a method whereby track numbers can be drawn.

Chairperson:

• Oversees all duties. • Files all applications and post-event reports. • Appoints track layers, stewards, and other assistants. • Obtains all site use permits, if required. • Compiles and submits tracking test report to National Club (with financial

accounting).

Health Test Clinic The PWDCA supports and encouraged the availability of an OptiGen 20/20, GM-1, and JDCM Clinics at each National Specialty. Reports to National Specialty Chairperson Responsibilities:

• Coordinate clinic creation with OptiGen, UPenn, and/or NYU. • Order supplies for blood draws (or cheek swabs). • Arrange for certified personnel to perform blood draws and assist in

restraint as needed. • Locate local shipper available based on time clinic blood samples must be

shipped. • Gather shipping supplies needed as directed by chosen shipper. • Ship clinic samples within prescribed deadline and submit receipt to

Specialty Treasurer.

Water Water Trial Chair Responsibilities:


In conjunction with the National Specialty Chairperson and Performance Chairperson, has responsibility of organizing, planning, producing, and reporting the National Specialty Water Trial. Reports to National Specialty Performance Chairperson.

• Oversee all duties related to water trial. • File all applications with PWDCA. • Appoint following Water Trial committee members: Hospitality

Chairperson, Chief Steward, Trial Secretary, Premium and Catalog production person, and Water Equipment Chairperson.

• Obtain all required site use permits and insurance certificates. • Arrange for veterinarian and lifeguard. • Coordinates with the Water Equipment Chairperson for site and equipment

setup. • Compile and submit water trial report to the PWDCA. • Arrange for judge transportation to trial site. • After completion of show/trial, sends results of water trials and short

article for The Courier to the Performance Chair within 30 days • Submits all receipts/expenses on a timely basis to Performance Chair. All




Water Chief Steward Responsibilities:

• Recruit stewards • Set up steward’s schedule based on individual skills and notify each

steward of their assignment in advance. • Post steward schedule at trial. • Make sure stewards are in place and available for judges briefing, etc. • Assist judge with any steward related questions.

Water Equipment Chairperson: Responsibilities:

• Handle all test site set-up. • Responsible for obtaining/transporting all necessary test site equipment

and/or supplies. • Make and post all necessary directional and instructional signs.

Water Hospitality Chairperson Responsibilities:


• Recruits volunteers. • Obtain hotel/motel information for premium. Prepare and validate written

directions to site for premium list. • Arrange for breakfast, lunch, and coordinate with National Hospitality

Chairperson. • Coordinate with Videographer/Photographer Chair for water trial

photographer/videographer. • Obtain ribbons and trophies from Specialty Trophy Chair.

Water Secretary Responsibilities:

• Accept and process all entries and fees. • Send confirmation of entry to each entrant after entry closing date. • Obtain/create entrant numbers and safety pins. • Provide necessary entrant information to catalog production person. • Do formal accounting of all entry fees and issue refund notices to the

Specialty Treasurer when necessary. • Attend to registration table and recruit person to measure/weigh

equipment during registration. • Provide Water Trial Chair trial results for publication • Provide water trial report as required by PWDCA.

The working heritage and past of the Portuguese Water Dog is depicted in the exercises that are a part of the water trial. The PWDCA requires this event as one of the premier activities of the National Specialty. It is hoped that by promoting this event, more PWD fanciers will become involved in water work with their dogs. Note: Refer to current PWDCA WATER TRIAL MANUAL for further/updated rules and regulations than those outlined below. In addition, you may want to review the WATER TRIAL HELP Document.doc for further tips on a successful water trial.

Social Events

Annual Meeting The incumbent PWDCA Board will preside over the Annual Meeting including maintaining attendance sign-in books, recording minutes, and counting votes. The meeting shall be canceled if the quorum requirements outlined in the Bylaws are not met. The Board representative should communicate any audio-visual, room layout, etc. needs with the Specialty Hospitality Chair.

Auctions Reports to National Specialty Hospitality Chairperson.


Responsibilities: • Organizes and implements fund-raising projects such as raffles and

auctions to supplement the host club’s income. This group will organize and supply the personnel to handle the functions.

• Consider the use of a professional auctioneer to work and entertain the crowd. This has proven to make for better auction results.

• Carefully consider auction donations as to which auction (silent vs. live) they are best suited and designate accordingly. Plan to have the live auction crowd on hand to 10PM at the latest. Make certain big ticket auction items are spaced out and on auction prior to this time.

• Compile and produce auction catalog listing items available. Description should specify basic details – i.e. photograph, print, 12carat gold, etc.

• Be prepared to receive last minute items on site during the specialty prior to the auction.

• Arranges for person to accept payment for sold items during the auction/raffle. This person should be trained on the PWDCA credit card machine. Contact SEAT National Specialty Treasurer for information about credit card machine.

• Maintains and provides a listing of all auction items and monies received designated to specific restricted funds or foundations.

• Submits all receipts/expenses on a timely basis to Hospitality Chair. All receipts/expenses must be submitted no later than 2 weeks after the show.

• Provide a financial accounting to the Hospitality Chair no later than 4 weeks after the show.

• The PWDCA, Inc. and PWDCA National Specialty Co., LLC are not charitable corporations. Items donated to the auctions and raffles are not deductible as a business or individual charitable contribution on their tax returns

• Effective with the 2010 PWDCA National Specialty, no designated lots will be allowed in the live or silent auctions.


Awards Banquet The Annual Awards Banquet must always be the last event of the National Specialty. Gratis tickets are provided to judges, photographers, and their spouses only. There should be at least two tables set aside near the podium for judges giving critiques and one guest per judge, Show Chairs and spouses, President and spouse. Seats at these tables can also be used for any person that will have to be at the podium multiple times during the awards. The Hospitality Chairperson will provide placards for the head table; however, the President of the PWDCA will advise on seating arrangements for this table and assign a Board member to set Awards agenda.


See Attachments of the manual for a Sample agenda

Basket Raffle Reports to National Specialty Hospitality Chairperson. Responsibilities:

• Solicits basket donations from club members and PWD enthusiast at large. • Effective 2010, the net proceeds of the basket raffle may be designated

by the host club to benefit a PWDCA health fund or rescue. • Track monies received if Basket Raffle Chair is asked to create a basket

for a sponsor. Submits related receipts to Specialty Treasurer. • Coordinates table top and scheduling related needs with Hospitality Chair. • Have a minimum of 8,000 raffle tickets on hand. These come in different

size rolls, stock up accordingly. • To save time during the sale of tickets, it is helpful to pre-tear a good

number of tickets in “arms-length stretches” the evening of the event. • Tracks all monies received and record with National Specialty Treasurer

evening of event. • The PWDCA, Inc. and PWDCA National Specialty Co., LLC are not

charitable corporations. Items donated to the auctions and raffles are not deductible as a business or individual charitable contribution on their tax returns


• Provide financial accounting to the Hospitality Chair no later than 4 weeks after the show.


Boutiques The Specialty Committee shall arrange for an area within the host hotel for the specialty boutiques. This will be large enough for all regional clubs and PWDCA members who have registered to display for sale their Portuguese Water Dog related art, crafts, literature and training equipment. The invitation to participate in the boutique shall specifically exclude business and/or commercial enterprises. Participants must be PWDCA members. Reports to National Specialty Hospitality Chairperson. Responsibilities:

• Solicits vendors for boutique night in accordance with specialty manual to include - regional clubs and PWDCA members who have for sale their Portuguese Water Dog related art, crafts, literature and training


equipment. The invitation to participate in the boutique shall specifically exclude business and/or commercial enterprises.

• Obtain a list of participants from Storekeeper. • Submits all receipts/expenses on a timely basis to Hospitality Chair. All


• Provide financial accounting to the Hospitality Chair no later than 4 weeks after the show.

• Coordinates with Hospitality Chairperson for area to be used and tables/chairs for the vendors.


Hospitality Dinner Host Reports to National Specialty Hospitality Chairperson. Responsibilities:

• Work with Hospitality Chairperson in planning assigned event. • Assist the hotel with layout of event, i.e. room configuration/tables. • Keep in mind when designing table centerpieces these will be given away,

destroyed, or sold for a small fee. Options for disbursing these include offer a winner per table, set a small price and sell, etc. It is best to limit expenditure on these items to what you are willing to lose as they tend to disappear after the event.

• Follow up with the catering/banquet department on the planned menu. • Communicate with other Chairs associated with your event. • Follow up and arrange for any necessary changes, i.e. numbers attending • Greet and check in attendees of your particular event. • Following the event, submit a recap to Hospitality Chairperson. • Submits all receipts/expenses on a timely basis to Hospitality Chair. All




Welcome Party The host club holds a cocktail/welcome party to welcome attendees, but this is not required. If approved, other parties may be included in the schedule.

Dinner (Weeknight Activity) One or two dinner-type functions, other than the Annual Awards Banquet, may be held. Usually this is a theme affair (e.g., luau, barbecue, Oktoberfest).


Morning Hospitality Hosts should make arrangements with the hotel to provide an opportunity for attendees to grab a light breakfast payable to the hotel. Cash coffee/tea/milk bar is a consideration for hotel lobby and/or ringside provided by the hotel/local vendor.

Seminars Reports to National Specialty Hospitality Chairperson. Responsibilities:

• Assists Specialty Chairperson, Hospitality Chairperson, and Obedience Chairperson in preparing and publishing daily events posters with meeting times, locations, and schedule changes.

• Assists in planning any special clinics or educational programs for the show week.

• Receives registration listing from Storekeeper for clinics or programs requiring advance registration.

• In coordination with Hospitality Chairperson, will schedule needed personnel, equipment, room setup, etc.

• Will coordinate with Judge’s Hospitality for the pickup and delivery to airport of speaker(s).




Functions/ Committees

Catalog Advertising The cover of the catalog will consist of the approved logo and show information only. Any exception to the design of the catalog cover must have the approval of the PWDCA Board. The catalog should include a list of previous Best of Breed winners, Highest Scoring Dogs in Trial (both Obedience and Agility), Sweepstakes Winners, past PWDCA Presidents with office years, and host clubs with location and year. In addition, the following pages need to be included in the catalog –

• AKC breed standard • Judges' Bio Pages • President's and Chairperson's Welcome Pages


• Registry of Merit Winners (past year’s winner) • Parade of Title Holders and Parade of Seniors • Trophy Donors Lists for each venue to be placed at the beginning of

each venue • Water Trial Cover Pages (including trophy lists) • And if being handled by a different "Secretary" than the primary

Superintendent, the required AKC Agility Cover Pages (including trophy lists) and the required AKC Tracking Cover Pages (including trophy lists)

The Superintendent only produces the catalog pages for the venues he has been contracted to Superintend. Prior arrangements must be made with the Superintendent to be able to email or overnight mail the following entrant pages to them in "camera ready form" the day after entries close:

• Water Trial Entrant Pages • And if being handled by a different "Secretary" than the primary

Superintendent, AKC Agility Entrant Pages and AKC Tracking Entrant Pages

In the event of a Futurity, rules must be included in the premium list and catalog. It is preferable to have the Futurity section of the catalog list full details on the entries rather than the abbreviated second entry detail if this can be done without excessive cost. Catalog ads do not require health certifications. An index of exhibitors should be provided. An index of vendors and boutiques shall be provided. Catalog numbers of entries should be consecutive. Two marked AKC show catalogs will be provided to the PWDCA Archives as soon as they are available upon completion of the show.

Reports to National Specialty Chairperson Responsibilities:

• Solicits and receives catalog advertisements • Receives all catalog advertisements and money. The ads are checked for

proper payment, and the monies turned over to Specialty Treasurer (preferably once a month).

• Obtain listing of advertisers from Storekeeper.


• Keeps a complete list of advertisers and makes certain every one is included in the package for the show catalog.

• Checks each ad layout for completeness and clarity of instructions for inclusion in the show catalog package.

• Provides the Superintendent with following [ad] pages as listed in introduction paragraph of this section.

• Complete show catalog advertisement package will be turned over to the National Specialty Show Superintendent within the time line established by the Superintendent.

• Returns all advertisers’ photos, etc., after the catalog is printed. Coordinates with the Registration Chairperson for pickup at registration table during specialty. Mails all photos not picked up at the completion of the specialty.


• Provide financial accounting to the National Specialty Chairperson no later than 4 weeks after the show.


See PWDCA Specialty Catalog Ad Chairperson Handbook.doc document in Attachments for more details and current versions of lists for club pages (past presidents, specialty winners, etc.).

Catalog Sales and Marked Results Sheets Reports to National Specialty Chairperson. Responsibilities:

• Receives the listing of orders for catalogs and marked results sheets from Storekeeper. Sees that all marked results sheets are mailed to the proper persons upon completion of the specialty.

• Contact each Superintendent/Secretary for digital file of show results. This may be in the form of a “qualifier report” in water and agility or web results posted for conformation/obedience/rally Superintendent.

• Provide a count of total preordered catalogs to the National Specialty Chairperson at least one week before close of show entries.

• Arranges for and oversees the sale of catalogs and distribution of pre-ordered catalogs each day of the show, including personnel to staff the catalog table.

• Checks in the sales personnel each day, giving them sufficient change for the day (received from National Specialty Treasurer), and turns in all sales money to the National Specialty Treasurer at the end of each day.

• Is responsible for catalog sales and a balanced daily accounting of cash received and catalogs sold.


• Makes sure ring stewards have catalogs to mark, and that two catalogs are set aside for the PWDCA archives, a copy for each judge, JEC judges, and any other comp catalogs designated by the Specialty Chairperson.


• Provide financial accounting to the National Specialty Chairperson no later than 4 weeks after the show.


Conformation/Obedience Ring Steward Reports to National Specialty Chairperson. Responsibilities:

• Recruit and assign competent stewards for the conformation and obedience events.

• Best of Breed steward should be a non-PWDCA member. • Consider using one, if not two, assistants for the conformation steward.

These assistants can be used to hand out armbands and announce class placements while the Chief Steward takes care of the Judge’s needs.

• Consider having a dry erase board available ringside for notation of class placements and Best of Breed class cuts.

• Assure that all stewards comply with AKC regulations related to exhibiting a dog at the show.


Communications / Mailings Reports to the National Specialty Chairperson. Responsibilities:

• Submits copy, using host club logo designed for national specialty, to The Courier and various dog publications for free publicity.

• S/he must be familiar with The Courier requirements for reporting for the Specialty issue. (See Attachments of this manual)

• Prepares copy for online distribution of brochures. • Complies with PWDCA mailing procedures. • Arranges personnel to help with preparation and assembling of first class

postcard mailing to notify membership of online availability of brochures. • Coordinates information with PWDCA & PWD-L Liaison for getting daily

reports to the list. • After the show, sends marked catalog and short article about the show to

The Courier. • After the show, sends marked catalog to the PWDCA Archivist. • Coordinates chair event reports for submission to The Courier.


o Performance Chair o National Specialty Chairperson o Hospitality Chair




Corporate Sponsors Reports to National Specialty Chairperson. Responsibilities:

• Solicit corporate sponsorships from dog-related businesses. • Submits all receipts/expenses on a timely basis to National Specialty


• Collect sponsorship monies and provide a financial accounting to the National Specialty Chairperson no later than 4 weeks after the show.


Disaster Plan / Safety Officer Reports to National Specialty Chairperson. Responsibilities:

• Be familiar with AKC’s Emergency Care at Events Policy and the event Disaster and Emergency Plan.

• Have First Aid Kit available stowed at the Superintendant’s desk. • Ensure that event complies with local ordinances. • Notify local ambulance/EMT services of event dates and location. • Post Disaster and Emergency Plan on grounds during the show. • Have multiple copies of emergency telephone numbers and directions to

emergency facilities, hours of operation available onsite. • Submits all receipts/expenses on a timely basis to National Specialty




Equipment Chair Reports to the National Specialty Chairperson.


Responsibilities: • Coordinates with show site representative for use of any necessary

supplies needed within ring areas. • Schedules all personnel, equipment, and supplies needed to set up and

tear down the show rings, exercise pens at show site, and RV lot, etc. • Arranges for portable toilets and servicing as needed. • Rearranges rings daily as needed for the show. • Delivers show equipment and supplies to storage after show is completed. • Coordinates with site to setup bathing and grooming areas, to include

power, water (hot and cold), tenting, etc. • Submits all receipts/expenses on a timely basis to National Specialty




Event Committee (Bench Committee) Reports to National Specialty Chairperson. Responsibilities:

• Responsible for dealing with any acts of alleged prejudicial conduct occurring during the show.

• AKC Field Representative should be advised if available. • Consists of five (5) members listed in premium list. A minimum of three

(3) must be available for a hearing. • Work within guidelines and procedures set forth in the AKC’s Dealing with

Misconduct booklet. • Review job description and provide feedback to National Specialty

Chairperson for future events.

Hotel Liaison Reports to the National Specialty Hospitality Chairperson. Responsibilities:

• Interfaces with hotel to negotiate contract for event. • Contracts must be reviewed by SEAT Specialty Advisor and SEAT Hotel

Liaison. • Coordinates with hotel reservations to manage wait list. • Coordinates with hotel reservations to manage room blocks for PWDCA

officers, judges, etc. • Submits all receipts/expenses on a timely basis to Hospitality Chair. All





Judges/Stewards Hospitality Reports to the National Specialty Hospitality Chairperson. Responsibilities:

• Sees that all judges and speakers have transportation to and from the show.

• Provides judges and stewards with refreshments in the ring. • Arranges for judge’s gifts and obtains approval for gift selection from

Specialty Hospitality Chair. • Arranges for dinner companions for Breed, Futurity, and Sweepstakes

judges. • Submits all receipts/expenses on a timely basis to Hospitality Chair. All




Merchandise Reports to National Specialty Hospitality Chairperson. Responsibilities:

• Obtains list of approved logo wear vendors from SEAT Merchandise chair. • Consult with SEAT Merchandise chair on selection and pricing of

merchandise items. • Obtain approval for logo wear items from Specialty Hospitality Chair and

in coordination with SEAT Merchandise Chair. • Coordinate orders with vendor(s) for all logo wear. • Assist Superdog Chair with memento orders. • Obtain list of logo merchandise orders through Storekeeper. • Coordinate and staff for onsite sales of merchandise at registration and

boutiques. • Responsible for shipping any merchandise after the Specialty. • Submits all receipts/expenses on a timely basis to Hospitality Chair. All





PWDCA & PWD-L Liaison Reports to National Specialty Chairperson. Responsibilities:

• Closely monitor PWD-L and PWDCA-L prior and during specialty. • Function as a resource for any event related questions. • Coordinate updates to lists on daily events. • Submits all receipts/expenses on a timely basis to National Specialty




Registration Reports to National Specialty Hospitality Chairperson. Responsibilities:

• Provide simple neck pouches for names and schedule. Obtains list of names from Storekeeper.

• Oversees main registration table as central point for questions and communications of schedule changes, etc.

• Create and manage “message” board in open view on a 24-hour basis. • Coordinates with National Specialty Chairperson for hospitality tables,

equipment, location, etc., needed for registration. • Submits all receipts/expenses on a timely basis to Hospitality Chair. All



• Review job description and provide feedback to National Specialty Chairperson for future events

RV Parking Reports to National Specialty Hospitality Chairperson. Responsibilities:

• Plans the RV lot layout and schedules personnel to handle the parking. • Coordinates Storekeeper to determine RV limit. (Rule of thumb – RV

spots needed equals 10% of dogs entered.) • Oversees RV lot layout and parking, as well as host hotel parking lots.

Enforces hotel and show rules. • Receives listing of prepaid registrations from Storekeeper for the RV

parking area. • Makes arrangements for RV service – electric, water, holding dump, etc.


• Oversees the cleanup of the RV lot, open areas and sidewalks around the RV lot, and the area to and from the main entrance.




Site Grounds Chair Reports to the National Specialty Chairperson. Responsibilities:

• Sees that show site and surrounding grounds are clean throughout the entire show.

• Checks on cleanup equipment/supplies daily and sees they are kept refreshed.

• Checks on cleanup equipment for show rings daily. • Provides pooper scoopers and Nature’s Miracle at ringside. • Puts up show signs. (See file in attachments to this manual for

suggestions on creating show signs.) • Sees that the show site and grounds are left neat and clean upon

completion of specialty. • Submits all receipts/expenses on a timely basis to National Specialty




Trophies Reports to National Specialty Chairperson. Responsibilities:

• Works in coordination with SEAT Trophy Chair and Steering Committee to obtain appropriate selections for each award.

• Creates a complete trophy donors’ list from report obtained from Storekeeper for the show catalog. The completed list will be turned over to the show superintendent, in coordination with the Catalog Ad Chair, according to the superintendent’s time line.

• Oversees the proper distribution of all trophies. • Arranges for trophy table, tablecloths, and flowers (if any). Sees that the

trophy tables in each ring are set up with proper trophies each day


(coordinates with Chief Ring Steward). Sees that any trophies not won or unclaimed are properly secured.




See the National Specialty Perpetual Trophy section earlier in this document for a complete listing of perpetual trophies and related policies. Trophy donations in excess of trophy expenses may be transferred to the next national show account designated for trophies, or these funds may be allocated to the general expense fund of the current Specialty. Any trophies purchased and not used should be returned for refund, if possible. Unused trophies are not to be sold as mementos, nor may they be awarded elsewhere if inscribed. It is suggested that if winners of trophies wish to purchase an additional one for a co-owner, this may be given consideration by the host club. Another possibility is to offer unused trophies that are not inscribed with site/date to the next specialty host club. NOTE: Unless otherwise specified, trophies are offered by the PWDCA through the generosity of its members and friends. A complete list of donors will appear in the show catalog. Perpetual trophies may not be listed in the premium list nor may they be displayed on the show grounds according to AKC rules. Trophy Donation List Conformation Trophies and Rosettes offered by PWDCA: Best of Breed Best of Opposite Sex Best of Winners Trophies and Rosettes offered by Specialty Host(s) Club(s): Winners Dog Reserve Winners Dog Winners Bitch Reserve Winners Bitch Trophies and Rosettes available for member/fancier sponsorship: Select Dog


Select Bitch Awards of Merit Best in Puppy Classes Best in Bred-by-Exhibitor Classes Best in Veteran Classes Breeder of the Best of Breed Puppy dog and bitch 6-9 month, 9-12 month, 12-18 month Novice dog and bitch Amateur Owner Handler Bred-by-Exhibitor dog and bitch American-bred dog and bitch Working dog and bitch Open dog and bitch Veteran dog and bitch 7-10 years and 10 years and older Junior Showmanship Trophies and rosettes offered by PWDCA: Best Junior Handler Trophies and rosettes available for member/fancier sponsorship: Novice class divisions Open class divisions Sweepstakes – Puppy Rosettes available for member/fancier sponsorship: Puppy dog and bitch – 6-9 months, 9-12 months, 12-15 months, 15-18 months Trophies and Rosettes available for member/fancier sponsorship: Best in Puppy Sweepstakes Best of Opposite to Best Puppy in Sweepstakes Sweepstakes – Veteran Rosettes available for member/fancier sponsorship: Veteran dog and bitch – 7-9 years, 9-11 years, 11 years and older Trophies and rosettes available for member/fancier sponsorship: Best in Veteran Sweepstakes Best of Opposite to Best in Veteran Sweepstakes Futurity Rosettes available for member/fancier sponsorship: Puppy dog and bitch - 6 to 9 months, 9-12 months, 12-15 months, 15-18 months Best Junior Puppy Best Senior Puppy


Obedience Trophies and rosettes offered by PWDCA: High in Obedience Trial High Combined in Obedience Trial Trophies and rosettes available for member/fanciers sponsorship: Novice A and B Open A and B Utility A and B Graduate Novice Graduate Open Brace Team Veteran Rally Trophies and rosettes available for member/fancier sponsorship: Novice A and B Advanced A and B Excellent A and B Agility Trophies and rosettes offered by PWDCA: Agility High in Trial Trophies and rosettes available for member/fancier sponsorship: (Includes all jump heights available) Standard – Novice A and B; Open; Excellent A and B Preferred Standard – Novice; Open; Excellent A and B Jumpers with Weaves – Novice A and B; Open; Excellent A and B Preferred Jumpers with Weaves – Novice; Open; Excellent A and B FAST – Novice A and B; Open: Excellent A and B Preferred FAST – Novice; Open; Excellent A and B Tracking Trophies and rosettes available for member/fancier sponsorship: Tracking Dog Tracking Dog Excellent Variable Surface Tracker Water Junior Water Dog Apprentice Water Dog


Working Water Dog Courier Water Dog Misc. Veteran Mementos Superdog – Trophy and rosette

Vendors Reports to National Specialty Hospitality Chairperson. Responsibilities:

• Receives registration and money for booth rentals unless online store is used for this. All money is turned over to National Specialty Treasurer along with a list of names and amounts paid by persons renting space.

• Coordinates with Hospitality Chairperson for area to be used and tables/chairs for the vendors.

• Maintain written agreement/contract with vendors specifying host club and/or PWDCA obligations as well as vendor’s obligations. Any agreement obligating the PWDCA financially must be approved and signed by the PWDCA President.

• See files included in attachments to this manual. There are two .txt files with information about setting up vendor area, pricing, etc. There are also sample contracts and other documents to help track and organize vendor program.




Veterinarian Reports to National Specialty Chairperson. Responsibilities:

• According to AKC regulations, engage one or more veterinarians licensed in the host state to be a minimum of on-call.





Videographer / Photographer Reports to National Specialty Chairperson. Responsibilities:

• Solicit videographer/photographer for appropriate events. • Coordinate separate area for show photographs. Secure platform and

coordinate with hotel and Hospitality Chair for decorations/flowers, etc to enhance photos.

• Secure appropriate vantage point for videographer and set aside area with help of Ring Equipment Chair.




Volunteer Coordinator Reports to National Specialty Chairperson. Responsibilities:

• Obtain listing of volunteers from Storekeeper via email forms. • Organize volunteers and coordinate with respective event chairs to make

certain all positions are manned. • Make certain volunteers are aware of and prepared for their jobs. • Resource for event chairs for additional volunteer needs. • Coordinate and obtain approval for volunteer gifts from Specialty

Hospitality Chair. • Submits all receipts/expenses on a timely basis to National Specialty




XIV. Scheduling Time Line/Deadlines TENTATIVE SCHEDULING PLAN 2-3 YEARS PRIOR TO SPECIALTY: Select site, dates, show superintendent, hotel, and get PWDCA approval.


Preliminary letter to judges as soon as membership vote results released to determine their availability and notify then of the 6 month policy. Sign contract for host hotel and show site(s). TIMELINE BASED ON SEPT 15 SPECIALTY: This timeline roadmap will be provided with your specific Specialty dates from the SEAT Specialty Advisor.

Months Date Due Prior

6/18/2003 15 mo LLC Financial Report prototype submitted to LLC Directors for review and approval 7/18/2003 14 Mo Past Specialties P&L information to committee heads. Begin budgets planning process 7/18/2003 " Site, dates, superintendent, and hotel approved by PWDCA 7/18/2003 “ Contract letter to judges 7/18/2003 “ Contract with superintendent and hotel 8/17/2003 13 Mo 8/17/2003 " Committees selected 8/17/2003 “ Dates and roster of committee members/jobs mailed 8/17/2003 “ Initial AKC papers mailed 8/17/2003 “ Follow-up on special permits, insurance, etc. 8/17/2003 “ Specialty logo chosen for medallions, etc. 9/16/2003 12 Mo Tentative brochure and publicity at current specialty 9/16/2003 " Budget approved by Specialty Chairperson and submitted to SEAT and PWDCA Board

12/31/2003 9 Mo Budget Review #1 and updates submitted to LLC Treasurer 2/18/2004 7 Mo Informational Website live and populated with hotel, judge, tentative schedule details 2/18/2004 " Preliminary brochure available online with trophy donation and catalog ad form 2/18/2004 “ Website storefront live - accepting trophy donations and catalog ads 2/18/2004 “ Informational Website updated with all details provided in brochure 2/18/2004 “ Final AKC paper sent (judge panel, etc.) 3/19/2004 5 Mo Underwriting letters mailed 3/19/2004 " Budget Review #2 and updates submitted to LLC Treasurer 4/18/2004 “ Trophies ordered 4/18/2004 3 Mo Deadline for premium list 6/17/2004 “ Reserve tent and port-a-potties (size known after close) 6/17/2004 " Brochure designed.

6/17/2004 2 ½ Mo Brochures available online this includes information about all people and dog events, merchandise, etc.

6/17/2004 " Budget Review #3 and updates submitted to LLC Treasurer 7/2/2004 “ Website storefront live - accepting purchase of all events, catalog ads, merchandise, etc. 7/2/2004 Ribbons ordered unless through superintendent 8/1/2004 2 Mo Individual class trophy donations close

7/17/2004 Premium list mailed by superintendent, 1st-class 9/1/2004 4 Wk All catalog ads to superintendent

8/18/2004 3 Wk Final Budget Review 8/25/2004 “ All merchandise orders and reservations close 8/23/2004 3 Days Ship supplies to host hotel 9/12/2004 14 days Entries close 9/29/2004 30 Days Dinner reservations close

10/15/2004 60 Days All receipts/expenses submitted to National Specialty Treasurer 11/14/2004 90 Days All financial reports submitted to National Specialty Treasurer from Show, Perfomance,


and Hospitality Chairs

12/14/2004 Financial Report completed Treasurer recommendations for Storefront improvements/modifications to Specialty Chair

AKC DEADLINES AKC rules demand that the following deadlines be met. All paperwork should be submitted at the earliest possible date for the event to receive maximum advertising exposure and resolve problems well before the PWDCA Specialty Show. For complete details refer to AKC Show Trial Manual.

• 24 Weeks prior to the closing date: Show/Trial Date Application to AKC.(Chapter 2, Sections 4, 9.) Fines may be levied for late submittal.

• 18 Weeks prior to the closing date: Judges’ Panel to AKC. (Chapter 4,

Section 1.) AKC recommends submitting with Date Application. Fines may be levied for late submittal.

• 5 Weeks prior to the closing date: Premium List to Exhibitors (Chapter 4,

Section 2.) Other than first-class mail.

• 4 Weeks prior to the closing date: Premium List to Exhibitors (Chapter 4, Section 2.) First-class mail.

• 1 Week prior to the show date: Judging Program to Exhibitors. (Chapter 7,

Section 12.)

• Show Records must reach AKC within seven days of the Show/Trial. (Chapter 17, Section 2.)

• Show Secretary’s/Superintendent’s Report must reach AKC within seven

days of the Show/Trial. (Chapter 17, Section 2.)

• Recording Fee submitted with the Secretary’s/Superintendent’s Report. (Chapter 17, Section 2.)

EVENT PLANS - APPROVALS The following club paperwork for the National Specialty must be filed with AKC:

• Date applications • Judges' panels • Premium lists • Judging programs


• Special Attractions

XV. Reference Books RECOMMENDED REFERENCE BOOKS FOR PLANNING AN AKC OR PWDCA EVENT

• Show Trial Manual, A Guide for Planning AKC Dog Shows and Obedience Trials ($25.00)

• Rules Applying to Dog Shows ($1.00) • Obedience Regulations ($1.00) • Regulations for Agility Trials ($1.00) • Tracking Regulations ($1.00) • Dog Show Stewards, #E-90 • Rules Applying to Registration & Discipline ($1.00) • Dealing with Misconduct at The American Kennel Club Events • Canine Good Citizen Program (free) • Match Regulations, Regulations for Sanctioned Show Matches , Sanctioned

Obedience Matches and Sanctioned Tracking Test ($1.00) • Regulations: Judging Guidelines & Guidelines for Juniors • Water Trial Manual (PWDCA Water Trial Committee)

AKC booklets may be obtained by writing to: The American Kennel Club 51 Madison Avenue New York, NY 10010 (212) 696-8200 Most of the AKC booklets may be picked up at no charge at AKC dog shows.

XVI. Attachments - Reference Documents/Sample Letters Include: Contract Negotiations – Hotel Negotiations Contract Samples – Judge, Agility trial secretary, and agility equipment contract sample letters Judge letters reviewing terms to be delivered at hotel Timeline spreadsheet (roadmap) Budget/financial packet-

Host Committee Flow Chart Committee Templates for Budget & Actual Accounting Reports


Profit and Loss Comparative Financial Report Count and Pricing Income Report Chart of Accounts (for LLC Specialty Accounting)

Budget Docs – Sample Expense Reimbursement Form Historical-Planning – Quick Guide to Historical event-entry numbers Historical-Planning -- Fee History Historical-Planning – P&L over the years Premium List Files – Additional Notices (example of past information included in AKC premium list) Premium List Files – Non-Regular Obedience (class descriptions) Premium List Files – Non-Regular conformation (class descriptions for Working, Breeders, and multi-dog classes.) Premium List Files – General PL Info (Sample information submitted to superintendent for premium list to include Futurity and Sweeps information/divisions, etc.) Premium List Files – 2007 Parking (sample parking form) Catalog Ads Guidebook and files--PWDCA Specialty Catalog Ad Chairperson Handbook.doc Courier requirements for Specialty Issue Postage Update CGC/TDI recommendations AKC Forms – Hot Dog in Car Sign and Waiver of Right for Dog Rescue AKC Forms – Event Committee Hearing Checklist AKC Forms - AKC ADA Checklist Water Trial Help Document Agility High in Trial Calculation – IMPORTANT to forward to Agility Trial Sec. Agility Trial Help Document Agility Trial Job Descriptions Document Agility Course Building Help Sample Agenda for Awards Banquet Trophy-Rosettes – Agility Trophy Planning Help Trophy-Rosettes – Suggested Trophy Hierarchy and costs Trophy-Rosettes – Master Trophy categories (needed to match store inventory) Vendor Information - Considerations for Vendors, PWDCA Specialty Vendor information, 2009 sample vendor contract, and other documents helpful to vendor chair. Signage National Specialty Lost Dog at Nationals – Article written by a searcher involved in the recovery of a lost dog at the 2006 Nationals, providing advice on how to conduct a lost dog search.