The Havanese Club of America (HCA) Show Events Committee should be comprised of individuals with tangible prior experience in AKC-licensed events. Final approval of all committee members and the chair of the SEC will rest with the HCA Board of Directors.
AKC PAPERWORK
Each show chair is responsible for completing the AKC Show Applications and sending them to the HCA Recording Secretary at least 1 week prior to HCA Board meetings for BOD review and an HCA officer (President, Vice-‐President, Recording Secretary, Corresponding Secretary or Treasurer) signature well in advance of the AKC deadline.
NATIONAL SPECIALTY SHOW SITE
The preferred site for a National Specialty is a hotel ballroom format; consideration will equally be given to indoor sites associated with a show cluster. Potential outdoor locations must include provisions for weather conditions. The SEC will keep a file of potential sites to submit to the Board for approval. HCA members may submit site proposals directly to the HCA BOD or to the SEC.
JUDGE SELECTION
Refer to Judge Selection Policy found on this link: Judge Selection. Specialties held in conjunction with the National Specialty can be sponsored by affiliated clubs, and if so, are not subject to the judge selection policy. If National-Affiliated Specialties are not sponsored by a local club, the Judge Selection Policy will apply.
NATIONAL SPECIALTY CONFORMATION SHOW CHAIR POLICY:
The Show Chair is responsible for the overall management of the Havanese Club of America’s National
Specialty. The final approval of the Show Chair and show location will be the decision of the HCA Board.
The Show Chairs for the National and any show where the HCA license is used are not permitted to show a dog in any event that is owned or co‐owned by the Show Chair, co‐show chair, or anyone having direct contact with the judge such as judges’ hospitality and transportation.
SELECTION OF SHOW CHAIR
The Show Chair will be a current HCA member in good standing or a professional hired to fill that position by the HCA Board. The Show Chair will have a broad knowledge base of AKC procedures and rules for holding a dog show. This knowledge will be gathered from attending previous National Specialties, actively working as a committee member of previous National Specialties, and reading AKC documentation pertaining to the rules and regulations of AKC dog shows. If the HCA Board of Directors is unable to obtain a Show Chair with these qualifications, priority will be given to individuals who have been Show Chairs or Assistant Chairs for Specialties of equivalent experience.
The Show Chair will be responsible for establishing related National Specialty committees as needed. HCA members will be given preference; however non-members may serve on National Specialty committees as needed, in accordance with the HCA Committee policy.
SHOW CHAIR RESPONSIBILITIES
Superintendent/Secretary
The Show Chair will be responsible for putting out bid requests for the show superintendent/secretary. The Show Chair will gather at least 3 quotes if possible and choose which will best suit our needs for the event. The Show Chairs choice will be forwarded to the HCA board, along with the summary information to support their choice, with the board giving final approval. The Show Chair will confer with the Superintendent/Secretary to ensure all the classes; both regular and non-regular are listed in the premium list. Trimmed Havanese will be allowed to enter all non-regular classes except the Veteran Classes at all HCA Specialties.
The Show Chair must make sure that in both the Premium List and in the Catalog, it states the AKC rule regarding NO Puppies at the show under the age of 6 months are allowed, unless shown in the 4‐6 month puppy class, if offered. Also, the HCA approved policy is to be included in both the Premium List and the Catalog whenever the HCA AKC License is used, must state NO SELLING OF PUPPIES at any HCA Regional or National show.
Show Budget
The Show Chair is responsible for creating a reasonable show budget, based on past historical information, to show the expected revenue and expenses for the National Specialty. The show budget is estimated by the Show Chair, is intended for planning purposes and is non‐binding. The Show Chair will not be held responsible for expenses that exceed the preliminary estimate. The show budget must be sent to the HCA Board of Directors no later than 6 months prior to the National Specialty show week. The HCA Board will review the show budget, commenting and asking for any clarifications, and giving the ultimate approval of the estimated show budget. It is preferred the Show Chair be invited to the board meeting where the estimated budget will be reviewed. Once the proposed National Show Budget has board approval, the Recording Secretary will notify the Show Chair. A copy of the approved proposed show budget must be sent to the HCA Treasurer.
The Show Chair must do their best to manage the National Specialty in accordance with the approved show budget. If, at any point, the actual expense for any line item on the budget increases by more than 20% or $500 whichever is greater, the supporting information for that line item (including the budgeted amount, the actual amount, and the reason for the increase) will need to be sent to the HCA Board for review/approval. The Board must communicate how the increase should be handled to the Show Chair in a timely manner.
Photographer/Videographer
The Show Chair will be responsible for contacting the Photographer and/or Videographer for the National
Specialty. These contracts will only need to go to the Board if there is a fee other than hotel rooms that the HCA must pay for. Otherwise, these contracts will be signed at the discretion of the Show Chair. If the Photographer and Videographer request complimentary rooms at the host hotel in the HCA’s room block, the Show Chair will handle these negotiations to the satisfaction of the vendor and club.
Status Updates
It is essential that the Show Chair communicate to the Board, the status of the National Specialty monthly once the planning of the Specialty has begun. This update must be sent to the HCA Recording Secretary at least 1 week prior to HCA Board meetings. When requested, the Show Chair should be available for part of the HCA Board meetings, in the event questions arise during the Board’s discussion. In the event there is no updated information, the Show Chair must advise the Board that there is nothing to report for the month.
NATIONAL SPECIALTY COMPANION EVENTS CHAIR POLICY:
Selection of Companion Events Chair
The Companion Events Chair will be a current HCA member in good standing or a professional hired to fill that position by the HCA Board. The Companion Events Chair will have a broad knowledge base of AKC procedures and rules for holding a dog show. The final approval of the Companion Events Chair will be the decision of the HCA Board.
Companion Events Chair Responsibilities
The Companion Events Chair shall select their committee. HCA members will be given preference; however non-members may serve on National Specialty committees as needed, in accordance with the HCA Committee policy.
The Companion Events Chair will obtain the names of judges for Obedience, Rally and Agility with financial considerations.
The Companion Events Chair will obtain a list of names, the charges for a trial secretary for agility, event location (if needed) and locate equipment to be used for the show. If possible, the events will be held at the same location/hotel as the conformation judging. The HCA Board and the Companion Events Chair must agree upon the prices prior to confirmation with the individuals.
The Companion Events Chair should obtain the previous year's budget in order to prepare a budget to be submitted the HCA BOD for approval.
LOCAL SPECIALTY CLUB SHOW COORDINATOR POLICY:
The Local Specialty Club Show Coordinator is responsible for the overall management of the use of the HCA’s AKC license to hold a show by HCA affiliated clubs. The final approval of the Local Specialty Club Show Coordinator will be the decision of the HCA Board.
- HCA recognized Local Clubs are eligible to receive up to $500 from the HCA in seed money to facilitate the planning of their first regional HCA Specialty Show. The amount borrowed must be returned to the HCA Treasury within one month following this first regional HCA Specialty Show.
- HCA recognized Local Clubs must complete a Checklist form and apply for HCA Board approval of Show Events in which the HCA AKC license is needed, i.e.; designated specialty, concurrent specialty, independent specialty, and/or supported entries, through the Show Coordinator. Matches do not require approval. Application to hold an event must be submitted to the Show Coordinator no later than 8 months prior to the event. Exception: 6 months prior for a supported entry with no sweepstakes offered. The Checklist form may be requested from the Show Coordinator. Note: A sample Checklist is included in Attachment 1.
- The Show Coordinator will evaluate the Checklist forms and forward to the committee members and then present their recommendations to the HCA Board of Directors for approval, along with any changes.
- The Board will vote on the recommendations and notify the Local Specialty Club Show Coordinator of the result.
- Each show chair is responsible for completing the AKC Show Applications and sending them to the HCA Recording Secretary at least 1 week prior to HCA Board meetings for BOD review and an HCA officer (President, Vice-‐President, Recording Secretary, Corresponding Secretary or Treasurer) signature. The HCA name will be listed in the Premium List and the Catalog of the Show, not the Local Club name. Note: Supported entries do not require an application to be filed with AKC, unless they are offering sweepstakes.
- AKC requires a fee to be submitted with the application. The Local Club is responsible for paying the AKC filing fee for approved events. The Show Coordinator and/or Treasurer will coordinate the collection as appropriate.
- The Local Club must provide the Show Coordinator an Event Evaluation following the completion of any HCA Regional, Designated, Concurrent or Independent Specialty and/or Supported Entry within 2 weeks of the completion of the event.
- The failure of a Local HCA Club to follow the above listed procedures may result in the forfeiture of its ability to hold future events under the HCA AKC license.
Approved 10-24-22